VSA Process

WORKDAY LEADER VSA PROCESS

Version 1: 26-Sep-25

Overview:

The Sam Houston Trails Coalition has signed a Group Volunteer Agreement with the US Forest Service for the FS fiscal year 2026 (Oct 2025-Sept 2026).  This agreement outlines the guidelines and requirements for the Coalition and volunteers that work on the trails.  The agreement will streamline the Volunteer Service Agreement (VSA) process for workday leaders and make it easier to on-board new volunteers.  The agreement requires the Trails Coalition to maintain the master list of all volunteers with VSAs.

Who Needs a VSA?:

All volunteers must still have a Volunteer Agreement to work on the trails in the Sam Houston National Forest.  The VSA considers individuals a Federal employee when volunteering and protects them in the case of injury or accidental death. 

• Under the new contract any volunteer that had a VSA in 2025 is automatically covered by the new SHTC Group Agreement.  A new individual VSA is not required.

• Minors under the age of 18 must still complete an individual VSA that is approved by the US Forest Service Trails Coordinator. 

• New volunteers without a prior VSA can now complete a form online that adds them to the group agreement.  Ideally they do this in advance of the workday. 

• New volunteers that show up at a workday without a VSA can complete and sign the FS Group VSA form OF-301b. 

As a Workday Leader:

• You will need to ensure that all members of your crew have a VSA 

• Contact president@samhoustontrails.com (936-337-3348) if you need to verify status for a given volunteer

• Encourage new volunteers to complete the online VSA form prior to the workday.

  • For minors expect the individual VSA usual turnaround time for FS approval

• Ensure accurate, legible, and complete information for anyone filling out the Group VSA form on the day of the workday

• Include a picture of the Group VSA form in your RAMLBR as the first photo, followed by the usual JHA’s and work activities.

• After the workday, scan and email a copy of the Group VSA document to president@samhoustontrails.com or mail it in a pre-paid envelope provided by the Coalition.

The Group Volunteer Agreement streamlines the process for volunteers to work in the Sam Houston National Forest.  By taking the actions outlined above you can help ensure a smooth process, accurate VSA documentation, and protection for all volunteers.