The forms in this directory are the same as the forms on the National ICO website. NYC ICO maintains this directory for the convenience of leaders and volunteers. This document introduces the forms and their uses.

Trip Forms

These forms are useful and, in many cases, necessary for planning and carrying out outings. The waiver forms must be kept for seven years. After a trip, they should be sent to the chair and they will be held at the NYC ICO group office in a file cabinet. In addition, the trip report and expense report should be sent to Ted Bloch, the NYC ICO treasurer.

The English waiver (in Word and pdf) and Spanish waiver (in Word and pdf) forms are English and Spanish permission forms, respectively, for participants who are under 18. They need to be signed by parents for children to participate. This form includes a publicity permission that allows us to include children in photos. Note, parents may not want to sign the publicity permission for their children for various reasons; their decisions must always be respected.

The Adult (Group) Sign-in Waiver (in Word and pdf) and Adult Individual Waiver (in pdf) are the waiver forms for adult participants (i.e., those over 18). Normally you will use the group sign-in form. Note that the column for early sign-out for anyone who leaves the trip before the end is very important.

The Medical Form (in Word and pdf) provides personal medical information about volunteers. It is recommended that all volunteers fill the form out before a trip and carry it with them so that it can be available to the trip leader in case of a medical emergency.

The Safety Management Form (in Word and pdf) is a useful planning tool for planning your trip. It provides information should something happen on the trip requiring emergency intervention.

Trips involving water craft (canoes, kayaks, other boats) and challenge courses are subject to specific policy requirements by National Sierra Club. The Watercraft Policy and Challenge Course Policy (both in pdf) documents provide guidance on these requirements. In some cases, concessionaire agreements are required (see next item).

The Short Term Concessionaire (in Word and pdf) and Long Term Concessionaire (in Word and pdf) forms are needed whenever you are using a concessionaire. This includes commercial buses where the bus company supplies the driver and any activity where concessionaire participation is included. For example, this is required on a canoeing trip such as Cove Island, where the renter also provides guides, or on a rafting trip where the renter provides guides. In addition, the concessionaire is required to include the Sierra Club as an additional insured, which may require an additional fee. On the other hand, if the concessionaire is renting canoes or kayaks but will not be sending their personnel with the trip, a concessionaire form is not required (but see watercraft policy below). If you anticipate using the concessionaire only once, use the short-term form. If you plan to use a concessionaire, this form is critical. You must have these agreements approved by the National Outings office to ensure insurance coverage and to enable NYC ICO to sponsor the trip. You may use the Schedule of Services form (in Word and pdf) to determine the costs of the services under consideration. This Word document provides criteria to determine whether you need a concessionaire agreement.

The Trip Report (in Word and pdf) and Expense Report (in Excel and pdf) should be submitted to Ted Bloch after the trip. On receipt of the reports, Ted will reimburse reimbursable trip expenses.

The Incident Report (in Word and pdf) must be filled out and submitted to National Sierra Club in the case of death, serious injury, medical incidents that may require medical care after returning from the trip, or cases of abuse of participants or volunteers.

Volunteer and Training

The Volunteer Application (in Word and pdf) and Code of Ethics (in Word and pdf) should be filled out when a person volunteers to participate in ICO, e.g., at the new volunteer orientation. Note, this form now includes significant additional information compared with earlier versions for, for example, motor vehicle and personal references. After being on two outings, we will ask separately for written authorization to do a criminal background check along with the volunteer's social security number; the Social Security number will be destroyed after the clearance is done.

The Volunteer Agreement (in Word and pdf) must be filled out by all certified leaders (including conditionally certified leaders) and held in our files. The Chair's Volunteer Agreement must be filled out by the Chair and submitted to the National Office.

The Assistant Leader Evaluation Form (in Word and pdf) should be filled out by the Certified Leader who is evaluating someone for Assistant Leader status. It should be submitted to the Chair.

The Provisional Leader Evaluation Form (in Word and pdf) is to be filled out by a Certified Leader who oversees the hike and other training activities of a provisional leader. A provisional leader is one who has passed all training requirements and other requirements (see "NYC Inner City Outing Certified Leader Requirements"), has assisted in two hikes and is leading a trip for evaluation purposes. The form should be submitted to the Chair.