Sign-up Etiquette
- Mar 11
- 5 min read
Updated: Mar 17
The community requests for Master Gardener volunteers start coming in fast and frequently starting in March. This is the first big wave of volunteering of the season, which peaks in May and continues through mid-October.
Updated 3/11/2025
Originally posted 4/13/2023
We recommend all volunteers review the using SignUp Genius and Reporting Volunteer and Continuing Education Hours guidelines.
Sign-Up Best Practices
While we want you to sign up for all of the great volunteer opportunities available, we encourage you to review your schedules and make sure you can manage all that you sign up for.
Make sure you understand the expectations before your sign-up Before you sign-up, make note of any special requirements or expectations for the activity. There may be specialized knowledge or experience required of participating volunteers, or there may be physical requirements involved. Make sure you are able to fulfill those expectations before you sign-up.
Check your calendar to avoid double-booking With so many invitations coming out at the same time, it's easy to double-book yourself and SignUp Genius won't warn you if you signup for activities that happen at the same time. Avoid future conflicts by double-checking the SignUp Genius calendar view.
Who Receives Sign-Up Invitations
Invitations to volunteer opportunities are generally sent to all actively participating volunteers, which include interns, returning volunteers, and emeritus-active volunteers. (Volunteers who are Retired or on a Leave of Absence do not receive information about volunteer activities.)
Some volunteer opportunities are limited to volunteers participating in specialized groups, like the Speakers Bureau, Current Interns, mentor teams, or Tech Specialists.
Sign-up invitations are sent to the email address you provided to RCMG. Please note that there are sometimes delivery issues to Hotmail, Outlook, Live, and MSN email accounts. This is outside of our control but, it if affects you and you are not getting sign-up invites, contact RCMG leadership to get help as soon as you notice.
When to Sign-Up
New opportunities and requests for additional help are announced through on Thursdays and Sundays. All volunteer opportunities are filled on a first-come, first-served basis.
The volunteer peak season is between May and September. During that time, a weekly digest of open volunteer opportunities for the upcoming week is sent to all actively participating volunteers. We encourage you to sign-up for these when you see them.
What to Sign-Up For
There are generally 2 roles on many signs-ups: Shift Lead and MG/Intern. Volunteers in both roles participate in the activity described in the sign-up, including set-up and clean-up. However, the Shift Lead agrees to pick-up and return materials from the Extension office, like tables, education kits, handouts, etc. The Shift Lead is also the person who records the number of contacts made during the shift. Otherwise, they do largely the same things unless specifically mentioned.
Volunteer opportunities are often measured in 2-hour shifts. This is based on feedback from volunteers. If you would like volunteer for longer than 2 hours, you can! You can sign up for multiple shifts at the same event!
Be Ready to Volunteer
If you sign up, please show up! It's extremely important to be present for any commitment you've agreed to through SignUp Genius. Although we realize that things come up, real emergencies should be the only reason you are unable to make a volunteer commitment. If you're unable to attend a commitment that you've signed up for, attempting to find another volunteer to cover for you is crucial.
Don't delete yourself from a sign-up! You are responsible for making every effort to find another volunteer to cover any shift you aren't able to attend. Use these 6 Strategies for Finding a Substitute instead to make sure our events have enough volunteers to be a success. In a worst-case scenario, contact the project lead to let them know what's happening.
Wear your Extension t-shirt and badge. Wearing your Master Gardener gear helps the public know who we are. All volunteers should have received a branded t-shirt but you can find links to purchase other branded apparel through Extension and you can request a generic name badges as needed. If you lose your official badge, please fill in the Volunteer Help Form
Review the activity details and expectations before you arrive. Re-read the project details & expectations on the SignUp Genius page before you go. Sometimes volunteers need to bring their own materials (like a shovel or water bottle) or the project lead provides additional details on parking or finding their table.
Familiarize yourself with the expectations for volunteering as a Master Gardener
Review Extension's Standards of Behavior
Use the Best Practices for Working with the Public in the Let's Talk Plants toolkit
Watch the Volunteer Etiquette & Branding overview to get more information.
Tell us about Concerns, Issues or Incidents
If you ever have concerns about an event or if there is ever an incident that involves yourself, another RCMG volunteer, or a participant at the event who was interacting with the RCMG volunteers, please let us know right away. It is our responsibility to make sure that all volunteers feel safe when serving in the community. This can include anything that might not feel right.
Behavioral Issues or Violations of Volunteer Code of Conduct
Injury or Property Damage
General Observation or Concerns (e.g. regarding safety, volunteer performance, host site problems, etc)
This also includes missing volunteers. If you are expecting another volunteer at an activity or event but they do not show up, we need to know so we can check on them. This is both to make sure they are OK and to make sure they are following through on their responsibilities as a volunteer. Attending the activities and events that we sign up for is how the Master Gardener Volunteer Program succeeds. Failure to do so can have negative impacts on all of the people involved.
If a volunteer is found to be absent from three (3) or more activities or events in a single year, that may cause the volunteer to lose good standing, which may result in the revocation of any of the following benefits. The volunteer may also be asked to take a Temporary Leave from the Master Gardener Volunteer Program.
Impact of a Loss of Good Standing As A Volunteer
Ineligible for approval of new Master Gardener projects or activities
Ineligible for approval for funding for Master Gardener projects or activities
Ineligible for recommendations for some leadership roles or volunteer opportunities
Ineligible for access to Extension's Liability coverage for volunteers
Ineligible to take a Leave of Absence
Ineligible to gain Emeritus Active status
Ineligible to gain Emeritus Retired status
Ineligible for a recommendation to transfer to a new MN county Master Gardener Volunteer Program
Ineligible for a recommendation to transfer to a new state Master Gardener Volunteer Program
Ineligible for reinstatement to the Master Gardener Volunteer Program
Brianna G
RCMG Volunteer
