Guadalupe County Master GardenersTexas A&M AgriLife Extension Service
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VMS

Volunteer Management System

Master Gardeners: Please remember, in order to retain your certification you need to log a minimum of 20 volunteer hours and 10 continuing education hours in VMS (this change was announced in early 2024, and became effective as of 01/01/2025).

Interns require a minimum of 50 hours of volunteer service to be completed within one year of class completion, and they must enter their volunteer (and continuing education hours) in VMS.

If you need assistance or have any issues with VMS (or with EVS), please contact David Koepp at DHKoepp.GCMG@gmail.com

To access the VMS system, please go to: https://vms.texasmg.org/sec_Login. For easy future access, bookmark the page or place a link on your desktop or phone!

UPDATED VMS Project Name Listing went into effect on 09/24/2025:  Click here to download a Quick Reference Guide on the newly renamed and sorted Active Projects List.  This QR reference will show all the choices now available as well as where to now claim your time if the project name you used to use has been removed.  If this QRG doesn’t answer your questions, please reach out to me either via email or phone David Koepp at DHKoepp.GCMG@gmail.com or 210-263-3624 and I’ll be happy to help you.

Click here to see a list of  =–>Tips and Tricks for VMS  <–=

We recommend entering your hours into VMS if not the same day as the task, then at least weekly! But worst case, Please log all of your hours by or before the last day of the month in order for them to be counted properly.

Monthly reporting by volunteers is paramount as it serves as the fundamental tool for collection of volunteer service. Agents report monthly to the state and quarterly to the federal government. Hours that go unreported in the timeline they were served hold significant implications, particularly in the context of funding. Accurate reporting of hours served is essential for the program to demonstrate its activities and contributions, which directly correlate to the allocation of funds. Any hours that are not properly accounted for in the correct period may lead to the loss of financial support, as they cannot be  included in reports. Accurate and timely reporting ensures a comprehensive overview of the efforts of  volunteers, safeguarding its ability to continue serving the people of Texas.

The following guidelines apply for reporting hours:
a. Report volunteer and CE hours in increments of 15 minutes, rounded up.
*For example, report 15 minutes as .25, 30 minutes as .50, 45 minutes as .75 and one hour as 1.00. You can record partial hours such as .50, whole hours such as 2.00 or a combination of whole and partial hours such as 1.75.
b. Describe the volunteer activity you performed or the CE activity you attended and report any contact demographics (Population Served) in VMS, if applicable.
*Provide enough detail to allow the Membership Director to determine what project was involved and have a general idea of what work was accomplished and/or the name of the CE event that was attended.
*If you are taking or monitoring a class – show it as Continuing Education Hours
*If you are teaching the class – show it as Volunteer Hours and complete the “Population Served” profile at the bottom of the screen regarding the number of people and classification of the people in attendance.
*If you are working at a project site and/or doing public outreach, complete the “Population Served” profile at the bottom of the add hours screen regarding the number of people and classification of the people with whom you had face-t0-face contact with during your volunteer / outreach time.
c. Members may report travel time to and from a volunteer or CE event* in their reported hours. Members report ALL travel time as “Volunteer Hours” in VMS.
*For example, if the volunteer travels for 30 minutes to and from to attend a one-hour CE event, the volunteer reports 0.5 hours Volunteer time and one (1) hour as CE.
*Please note – Even though business may be discussed at GCMG Socials, Socials are not considered business meetings and volunteer hours/travel time may not be reported for attendance (nor counted towards your certification/recertification requirements).
*Miles Driven – If possible, please input the number of miles you drove to and from an education event, or to and from your volunteer project site. If you are not sure of the number of miles driven, please estimate as closely as possible. The driver of the vehicle is the only person reporting miles driven; passengers do not report any mileage.

Leave of Absence

If you cannot satisfy your Certification or Recertification requirements, you may request a Leave of Absence (LOA). An LOA is for a specified length of time which must be reviewed by the Board of Directors and approved by the Extension Agent. Request and approval must occur prior to the absence. There may be requirements to return to active service. If a volunteer does not return to service on the agreed date and has not asked for an extension (and received approval) for the LOA, then they should be marked Inactive. After 1 year they should be moved to Released or Retired.

Training Guides to Print or Download 

VMS Starting Guide for MG’s

Training Videos

What can VMS do for you?  Recorded May 10, 2022 (TXMG Conference)

    • Why Reporting Matters
    • VMS Views – Individual, County, State
    • Reports – Detailed vs. Generalized
    • ROI
    • FAQ’s

EVS – Required education and Background check process everyone must complete every three years.

All who encounter the Texas Master Gardener program and Texas A&M AgriLife Extension Service must be treated in a manner that is not only respectful, but also safe. GCMG volunteers must adhere to the agency’s background screening process, which is administered through the agency’s Extension Volunteer Standards (EVS) office. More details of this program can be found in the MG Management Guide (https://txmg.org/administration/management-guide).

To access the EVS system, please go to: https://evs.tamu.edu

Texas A&M AgriLife Extension provides equal opportunities in its programs and employment to all persons, regardless of race, color, sex, religion, national origin, disability, age, genetic information, veteran status, sexual orientation, or gender identity. The Texas A&M University system, U.S. Department of Agriculture, and the County Commissioners Courts Cooperating.

Persons with disabilities needing accommodations for effective participation in the program should contact the County Extension Office at least one week prior to the program or event to request mobility, hearing, visual or other assistance.

The information given herein is for educational purposes only. Reference to commercial products or trade names is made with the understanding that no discrimination is intended and no endorsement by the Texas A&M AgriLife Extension Service is implied.