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 Provides PCTA with volunteer hours and project accomplishments for trail maintenance projects. PCTA Crew Leaders should submit Project Report Forms through the online reporting system above. Please contact [email protected] for log-in information.
Hardcopy reports revised February 2016.
Online
Excel
Administrative Report Form Submit your administrative volunteer hours using this form. This includes hours for meetings, responding to emails, etc. Administrative volunteer hours can also be submitted through the online reporting system.
Revised September 2013.
Online
Excel
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 March 2017.
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 August 2015.
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 August 2015.
PDF
Sign-in Sheet – Signature Only Ensures volunteers receive information on liability coverage.
Revised May 2016.
Word
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 February 2014.
Word
PDF
Tailgate Safety Session and Tool Checklist Provides a checklist of important topics to cover during safety session and tracking tools.
Revised February 2014.
Excel
PDF
Trailhead Communications Plan Provides important logistics information in the event of an emergency.
Revised May 2016.
Excel
PDF
Emergency Action Plan Delegates leadership roles in the event of an emergency.
Revised February 2014.
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 Word
PDF
Chain Saw JHA Word
PDF
Crosscut Saw JHA Word
PDF
Packing with Livestock JHA PDF
Project 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 April 2011.
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 April 2015.
Excel
PDF
Mid-Oregon Volunteers Paperwork Summary Word
PDF

Injury information packet forms

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 March 2015.
Word
PDF
Volunteer Injury Instructions Provides step-by-step instructions on managing a volunteer injury.
Revised January 2016.
Word
PDF
Trailhead Communications Plan Provides important logistics information in the event of an emergency.
Revised May 2016.
Excel
PDF
Emergency Action Plan Delegates leadership roles in the event of an emergency.
Revised February 2014.
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 2016.
Excel
PDF
Reimbursement Request Form Requesting funds after a project.
Revised January 2016.
Excel
PDF
Instructor Reimbursement Form Revised January 2016. Excel
PDF
Volunteer Expense Reimbursement Policy Revised February 2014. Word
PDF
Volunteer Instructor Reimbursement Policy Revised February 2014. Word
PDF
Volunteer Packer Reimbursement Policy Revised February 2014. Word
PDF

Youth forms

Volunteers under 18 years of age will need to submit both of these forms prior to volunteering on a project.

Emergency Medical Release The Emergency Medical Release provides medical information and contact. It needs to be filled out and signed by the youth’s parent or guardian. PDF
Participant Waiver The Participant Waiver and Release for Minors form is to be signed by the youth’s parent or guardian. PDF

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 Project Report Form Revised August 2017. 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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Photo by: Nathaniel Middleton