Crew Leader Center

A trail crew poses near the trailhead with their gear.

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.

Table of Contents

Project Forms Volunteer Injury Packets Financial Forms
Working with Minors PCTAConnect Instructions Tools & Supplies

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.

Project Forms

Project Report Form Provide PCTA with your volunteer hours and accomplishments for trail maintenance projects. Log into your PCTAConnect account in order to report online. 
Revised March 2021.
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. Log into your PCTAConnect account in order to report online.

Revised March 2021.

Online
Excel
PDF
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
Volunteer Code of Conduct This outlines standards of conduct, defines misconduct, and identifies pathways for reporting misconduct, allowing for a clearer understanding of behavioral expectations for volunteers and how to address any issues that arise. The Code supports crew leaders and crew members alike in creating an environment where safety and support is prioritized. Released March 2022 PDF
E-Paperwork for Volunteer Projects Volunteers must complete their online Sign-in Sheet, JHA(s), Covid-19 Release, etc. before each outing.
Revised June 2021
PDF
Covid-19 Release of Liability Form This is a printable version of the Covid-19 Release that’s included in E-Paperwork. If volunteers aren’t able to complete e-paperwork, they must sign and return a printed copy of this form for each outing. Released June 2020 PDF
Sign-in Sheet – Signature Only This is a printable version of the Sign-in Sheet that’s included in E-Paperwork. If volunteers aren’t able to complete e-paperwork, they must sign and return a printed copy for each outing. Ensures volunteers receive information on liability coverage.
Revised April 2018
Word
PDF
Fillable PDF
Sign-in Sheet – Contact Information This is a printable version of the Sign-in Sheet that’s included in E-Paperwork. If volunteers aren’t able to complete e-paperwork, they must sign and return a printed copy for each outing. 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
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
This is a printable version of the Trail Maintenance JHA that’s included in E-Paperwork. If volunteers aren’t able to complete e-paperwork, they must sign and return a printed copy for each trail maintenance outing. 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
This is a printable version of the Trail Survey JHA that’s included in E-Paperwork. If volunteers aren’t able to complete e-paperwork, they must sign and return a printed copy for each scouting trip.
Released November 2018
Word
PDF
Livestock Operations JHA
This is a printable version of the Livestock Operations JHA that’s included in E-Paperwork. If volunteers aren’t able to complete e-paperwork, they must sign and return a printed copy for each outing with livestock.
Revised November 2018
Word
PDF
Tailgate Safety Session and Tool Checklist Provides a checklist of important topics to cover during safety session and tracking tools.
Revised March 2024.
PDF
Guidelines for Working in Smoky Conditions Crew leaders should use this guide to better recognize hazardous conditions and decide when mitigation or evacuation are prudent.
April 2024
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.
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
Trail Assessment and Conditions Form This form will help keep you organized while you’re scouting conditions on the trail, and allow you to share your findings with fellow volunteers, PCTA staff and agency partners.
Revised July 2017.
Word
PDF
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. Revised August 2021. 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 May 2024.
Word
PDF
Trailhead Communications Plan Provides important logistics information in the event of an emergency.
Revised May 2024.
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 April 2024.
Excel
PDF
Reimbursement Request Form Requesting funds after a project.
Revised April 2024.
Excel
PDF
Instructor Reimbursement Form Revised April 2024. Excel
PDF
Packer Reimbursement Form Revised April 2024. Excel
Volunteer Expense Reimbursement Policy Revised April 2018. Word
PDF
Volunteer Instructor Reimbursement Policy Revised November 2020. 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. May 2023. 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, 2150 River Plaza Drive, Suite 155, Sacramento, CA 95833”

Click Here for PCTA’s Criminal History Record Check Policy

Word

PCTAConnect Instructions

Step-by-step instructions for volunteers to use when logging into PCTA’s online volunteer platform. PCTAConnect allows volunteers to sign themselves up for projects, record their volunteer hours, view their history and manage their volunteer information. Crew and group leaders can also use PCTAConnect to post projects, view rosters and complete project report forms. Each volunteer has their own PCTAConnect account with a unique username and password.

Printable/Automated Trailhead Communication Plans Released Nov 2023. PDF
How to Email Volunteers on your Roster Released March 2022. PDF
How to manage High Fitness/Multi-Day Project Requirements Released March 2022. PDF
How to access your Printable Sign-In/JHA/EAP Document Released March 2022. PDF
How to Register for Private Projects Released March 2022. PDF
PCTA Volunteer Code of Conduct Released March 2022. PDF
PCTAConnect Minor Registration Released March 2022. PDF
PCTAConnect Updates: Virtual Tour Released April 2022.  Video
PCTAConnect: Frequently Asked Questions Updated Feb. 2022. Online
PCTAConnect: Virtual Tour Recorded March 2021. Video
PCTAConnect and E-Paperwork: Virtual Tour Recorded June 2021. Video
PCTAConnect Project Process Flowchart Released June 2021. PDF
How E-Paperwork and PCTAConnect Work Together Updated March 2022. PDF
How to Update Your Volunteer Profile Updated March 2022. PDF
Video
How to View Your Volunteer Hours Released March 2021. PDF
Video
How to View Your Certifications Released Sept. 2021 PDF
Video
How to Register for a Volunteer Project Updated Sept. 2021. PDF
How to Register for a Portion of a Volunteer Project Released March 2021. PDF
How to Join a Waitlist for a Volunteer Project Released Sept. 2021 PDF
Video
How to Cancel Your Registration for a Volunteer Project Released Sept. 2021. PDF
Video
How to Complete a Trail Assessment/Scouting Planning Form Released Sept. 2021 PDF
How to Submit a Project Report Updated Sept. 2021. PDF
How to Submit a Standalone Project Report Released Sept. 2021 PDF
Video
How to Use the Line Selector Map on the Project Report Released Sept. 2021 PDF
Video
How to Attach Files to a Project Report Updated March 2022. PDF
How to Submit Admin Volunteer Hours Released March 2021. PDF
Video
How to View Who’s Registered for your Project Updated Sept. 2021. PDF
Video

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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