Crew leader center

PCTA Can Do Crew. Photo by Jack Haskel

A one-stop-spot for all things paperwork! Find all the forms you need for before, during, and after your trail crew project including JHA’s, Sign In Sheets, youth forms, and financial documents. Looking for tools and supplies? Scroll to the bottom of this page.

Guidebooks and resources for new volunteers, trail maintenance, and volunteer safety can be found here and in the volunteer learning center. Information about PCTA’s Saw Program can be found under saw training and certification.

Crew Leader Database

Post a new project or submit a report

* You will need a sign in and password from PCTA.

Project Forms

Project Report Form Provide PCTA with your volunteer hours and accomplishments for trail maintenance projects. Log in using the “Online” link to the right or “Post or Report Online” button above. Contact [email protected] for log-in information if needed.
Excel report revised April 2018.
Online
Excel
Administrative Report Form Provide PCTA with your volunteer hours and accomplishments for administrative projects. This includes hours spent writing stories for PCTA publications, maintaining tools, moderating PCTA social media channels, etc. Choose the appropriate option below to submit your report. Contact [email protected] for log-in information if needed.

Online (I have a login)
Online (I don’t have a login)
Excel
PDF

Revised June 2018.

Specialized Hours Instructions Explains which volunteer activities should be recorded as specialized hours. Revised April 2018. Word
PDF
Volunteer Application Volunteer applications should be submitted to the crew leader or Sacramento office prior to a project. Crew Leaders: If a volunteer has submitted an application previously, please contact us for a copy.
Revised February 2019.
Online
Word
PDF
Volunteer Guidebook – Day Projects This resource gives volunteers a great idea of what it’s like to be on a day-long trail crew. It’s full of information including what to bring, types of projects, and Leave No Trace principles.
Revised February 2019.
PDF
Volunteer Guidebook – Overnight Projects This resource gives volunteers a great idea of what it’s like to be on an overnight trail crew. It’s full of information like what to bring, Leave No Trace principles, a crew’s daily schedule, meals, and backcountry basics.
Revised February 2019.
PDF
Sign-in Sheet – Signature Only Ensures volunteers receive information on liability coverage.
Revised April 2018
Word
PDF
Fillable PDF
Sign-in Sheet – Contact Information Ensures volunteers receive information on liability coverage. Crew leaders can use this version to collect contact information for new volunteers.
Revised April 2018.
Word
PDF
Tailgate Safety Session and Tool Checklist Provides a checklist of important topics to cover during safety session and tracking tools.
Revised September 2019.
Excel
PDF
Check-In and Check-Out Protocol Requires trail volunteers to employ a TCP and tracker each and every time out on a volunteer mission, including all scouting trips, and carry a device that gets reception at or near your site.
Word
PDF
Communicating with inReach Devices Designed to assist volunteers and staff with the use of inReach or similar two-way satellite messaging devices as field communication tools, including steps to take before going into the field with the device. July 2019. Word
PDF
Trailhead Communications Plan Provides important logistics information in the event of an emergency.
Revised June 2017.
Excel
PDF
Fillable PDF
Emergency Action Plan Delegates leadership roles in the event of an emergency.
Revised April 2018.
Word
PDF
Crew Leader Checklist Crew Leader to-do list from 3 months prior to the project up to the last day of the project. Excel
PDF
Job Hazard Analysis Form Ensures volunteers receive information on the task to be performed, possible hazards related to the tasks, and abatement actions.
Trail Maintenance JHA
Has a section devoted to saw operations, so crews do not need to carry or sign separate JHAs for chainsaw or crosscut saw work.
Revised November 2018 
Word
PDF
Trail Survey JHA
Released November 2018
Word
PDF
Livestock Operations JHA
Revised November 2018
Word
PDF
Scouting Form This form will help keep you organized while you’re scouting for a project. Keep track of the work needed, locations, and tools required.
Revised July 2017.
Word
Project Paperwork Summary The complete list of forms each crew leader needs to hold a project. This list includes form descriptions and how to use them.
Revised February 2020.
Excel
PDF
Mid-Oregon Volunteers Paperwork Summary Word
PDF
Project Planning Checklist This checklist covers many of the steps crew leaders need to consider when planning a trail maintenance project, starting 3+ months prior to the project and ending after the trip. Revised February 2013. Excel
PDF

Volunteer Injury Packets

This packet contains information about dealing with injuries of Pacific Crest Trail volunteers. These forms should be placed in an envelope and carried by each volunteer crew leader. Volunteer leaders should be familiar with the contents of this packet and ensure that Trailhead Communication and Emergency Action Plans are in place before an accident resulting in injury occurs.

Additional volunteer safety resources are available on the Volunteer Learning Center.

First Aid Kit Contents List of PCTA recommended first aid kit contents to meet OSHA requirements for saw crew first aid kits.
Revised January 2020.
Word
PDF
Volunteer Injury Instructions Provides step-by-step instructions on managing a volunteer injury and complete list of Volunteer Injury Packet contents.
Revised January 2020.
Word
PDF
Trailhead Communications Plan Provides important logistics information in the event of an emergency.
Revised June 2017.
Excel
PDF
Fillable PDF
Emergency Action Plan Delegates leadership roles in the event of an emergency.
Revised April 2018.
Word
PDF
SOAP Note Subjective, objective, assessment, and plan. This form assists you in documenting the status of the injured individual. PDF
CA-1 Report of Injury Form from the US Department of Labor. PDF
Witness Statement A form for individuals who observed the incident. Excel
PDF

Financial Forms

Advance Request Form Requesting funds before a project.
Revised January 2020.
Excel
PDF
Reimbursement Request Form Requesting funds after a project.
Revised January 2020.
Excel
PDF
Instructor Reimbursement Form Revised January 2020. Excel
PDF
Packer Reimbursement Form PCTA Regional Representatives complete this form prior to a volunteer project. Contact your
Regional Rep
Volunteer Expense Reimbursement Policy Revised April 2018. Word
PDF
Volunteer Instructor Reimbursement Policy Revised April 2018. Word
PDF
Volunteer Packer Reimbursement Program Revised July 2013. Word
PDF
Volunteer Packer Reimbursement Procedures Revised April 2018. Word
PDF

Working with Minors

PCTA aims to support our leaders in inspiring future trail users, trail stewards, and outdoor leaders. While it’s important and enjoyable to engage minors (those under the age of 18), we need to take special precautions to protect them.

Policy for Working with Minors Leaders of any PCTA-sponsored activity involving a minor will read and sign this policy, which outlines standards for supervision, conduct and participation when working with minors. October 2019. Word
PDF
Checklist for Working with Minors A companion to the Policy for Working with Minors, which outlines step-by-step instructions for minors and their parents/guardians, and the PCTA leaders. October 2019. Word
PDF
Emergency Medical Release Provides medical and contact information. The release needs to be filled out, signed by the youth’s parent or guardian and returned to PCTA. Revised December 2018. Word
PDF
Participant Waiver The waiver needs to be signed by the youth’s parent or guardian and returned to PCTA. Revised December 2018. Word
PDF
Criminal History Record Check Authorization Required to conduct background check for those who meet PCTA’s Youth Leader definition. Mail the completed form to “Volunteer Programs, Attn: Ellen Ginda, Background Check, 1331 Garden Highway Suite 230, Sacramento, CA 95833” Word

Volunteer Website Instructions

Step-by-step instructions for crew leaders to use when logging into PCTA’s online volunteer database. The online volunteer database allows crew leaders to post projects to PCTA’s online project schedule and complete online project report forms. Crew leaders will need to use their PCTA-issued username and password.

Accessing and Navigating the Volunteer Database Revised August 2017. Word
PDF
Posting a Project onto the PCTA Project Schedule Revised August 2017. Word
PDF
Submitting a Trail Maintenance Project Report Form Revised August 2017. Word
PDF
Submitting a Monthly Administrative Hours Report Form Revised June 2018. Word
PDF
Marking a Project “Full” on the PCTA Project Schedule Revised March 2018. Word
PDF

Tools and Supplies

If you are a PCTA volunteer group looking to make a purchase from Forestry Suppliers or Grainger, please contact the PCTA office for our account number.

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