Protected: Staff Resources

Hello Cog Wild Employees:

This page consolidates essential information regarding employment with Cog Wild and Cascadia Junior Cycling (CJC). Please read this entire page to find links, instructions and opportunities for professional development, trail work, connection to place, etc.

We’re always adding resources — please make suggestions of additional resources to include via your annual handbook review form.

Annual Staff Requirements:

  1. TRAINING: All staff are expected to attend the annual orientation and additional training. If you can’t make the trainings, please make arrangements for an individual orientation before your first day of work.
    • April 8, 2023 All Staff Training in Bend, paid
    • April 11, 2023 CJC Training for all coaches
    • April TBD: Oakridge Staff Training
    • May TBD skills clinic instructor training
    • June 12, 4:30 to 7 PM , Dr. Annie Pendygraft, Sports Psychologist, Here’s a preview podcast.
    • Late October/ early November TBD NOLS Wilderness First Responder/ WFR recert in Bend
  3. PAPERWORK: Everyone must complete annual paperwork:
    • Contract — sign in person at Cog with your supervisor to set your rate / end date
    • Annual intake form: update your personal info and upload necessary certificates via this form.
    • First Aid is required, update your certifications with the annual intake form. Find link below.
    • SafeSport is required for all Cascadia JR Cycling coaches and recommended for all guides, find link below.
    • Concussion Training is required for all Cascadia JR Cycling coaches and recommended for all guides, find link below.
    • Background Checks are required for all employees every 2 years. Let us know if there’s anything we should know before we run our checks. We cannot use a copy from any other organization, we must have our own. Once requested by your supervisor, AUTHORIZE a Background Check here.
  4. ACCESS & USE The Flybook
    • The Flybook is our booking platform and we use it for scheduling the majority of our work.Office staff will schedule and assign work through the platform, look for your assignments on “My Calendar.”
    • When you receive a request by email or SMS, please open the link and “Accept” or “Decline” the work so we know if you are confirmed. If you don’t accept or decline then the work will be assigned to someone else.
    • Access The Flybook here to enter your blackout dates for work, or keep The Flybook open in your web browser on your phone to access rosters while with clients.
    • Here are some video tutorials on how to use The Flybook:

New Hire Onboarding:

  1. Complete all annual staff requirements above, plus:
  2. Driving records: our insurance will only cover you if your driving record is clean. You cannot drive a Cog Wild vehicle if the insurance won’t cover you.
  3. Federal I9 Form (requires a passport or combo of other ids)
  4. Federal W4 Form
  5. Oregon W4 Form with separate instructions here
  6. Direct Deposit setup: Bank routing & account required for payroll, bring a blank check or your routing and bank number to share with Sara in person or via phone call.

Time Sheet:

Professional Development

First Aid is Required

Cog Wild’s agreement with the USFS mandates that all our employees must be trained in a minimum of First Aid and CPR. Please keep these certifications current and provide a copy of your certification in the intake form / folder at office.

  • Minimum: basic 1st aid with CPR & AED — Red Cross Online
  • Better: WFR / WFA registration page through Bend Parks & Rec with dates
  • Cog Wild will host a NOLS WFA class in November 2023 since many of us are on that two year renewal cycle. Details to come as we get closer to the date.
  • You can only treat people to the extent that your training allows; getting trained is key to being a responsible guide.

Skills Instructor Resources: Voluntary

2023 Trail Work Opportunities

2023 Trail work opportunities (more dates will be added and shared as they come up):

Cog sponsored trail work: 

  • Late April through Mid May  Whoops logging rehabilitation (weekends exact dates TBD)
  • Early to mid June: Open Southfork trail
  • August 14: clear Flagline
  • November TBD:  Put Alpine to Bed

Connection to Place:

Working with Minors / Cascadia Junior Cycling:

Working with minors requires a few additional steps to ensure you are prepared to assume 100% duty of care.

REQUIRED: Shadow a Coach & Refreshers

In addition to attending a training, we ask new hires to shadow an experienced coach for at least 1 full-length ride and debrief together.

REQUIRED: SafeSport Certification

Provides training about bullying, abuse and other forms of misconduct that have no place on our team. As a USA Cycling Club, it is required for office & field staff who have regular contact with minors.

REQUIRED: Concussion Recognition Training

Free 1-time online training. Required by Oregon law that we must follow the following guidelines:

  • We require this free online training and the companion app for field evaluations / record keeping, available from Apple Store and Google Play.
  • If you suspect that a rider may have a concussion then he or she must be removed from practice and evaluated by a medical professional.
  • The rider can only return to practice once symptoms are under control and released in writing by a medical professional.
  • Follow these CDC guidelines for talking to riders, parents and doctors about the removal & return to play.

Prepare for & Refine your Coaching Role

We must always come prepared to take of ourselves before we can assist others. See our What to Bring section in the Employee Handbook for some tips to help you pack and prepare, but also consider your mental and emotional preparation for practice. While we do not want cycling skills to be all about fancy clothing or expensive gear, having reliable gear, a professional look and respectful, engaging personality helps build trust faster to have more effective sessions. If any of these things are a burden or challenge for you, or not possible on a certain day (life happens), then let us know so we can work out a solution together.

PMBIA Level 1 – Optional

Take a PMBIA Course — Lev is a course conductor and while we use the PMBIA language all of the time and in our own training, the actual course sets a pass / fail standard that we expect all of our leaders to match. Begin with Level 1, then add a Kid’s Module or try for Level 2 if you’re an expert rider and want to teach advanced skills. Coaches should not be coaching / teaching / guiding above their own ability.

Tips from Grow Outside

Grow Outside is a great resource to learn how to create a supportive environment of learning to deal with challenging behavior before it starts. To support this social and emotional learning (SEL), begin with their Field Practice module.

Outride engages in research around the positive health benefits from cycling, especially for youth — read how cycling helps our brains here.

The Montessori method is another place where we can look to organizational structure and environment to help kids focus and be respectful and productive in their learning. Talk to Coach Bill about attending a Montessori training session with Montessori Center of Bend.

Group & Risk Management

Much of this is covered in our in-house trainings, which are ongoing and outlined in the handbook:

Have a Plan

Work together ahead of time to prepare for emergencies, reduce anticipated risks, discuss potential hazards, and have a communication plan for unexpected circumstances.


Risks are best mitigated if they are recognized, discussed and anticipated; but accidents will happen so always follow proper guiding protocols to keep your group informed, together and aware.

Safe Habits

Safety of our Coaches, Riders and Public are our shared priority. From controlling our group etiquette to good record-keeping, we all must implement healthy habits that enhance our safety.

Difficult Riders

When riders are not engaged with the mission of the group they can cause disruptions. Establish your expectations early so you can hold them accountable. Setting boundaries, modeling the behavior you seek, having a collective goal, and being an attentive mentor all increase engagement.

Managing Conduct

Refer to the Code of Conduct for language to help you establish boundaries for your groups. Reward positive behaviors to “coach to the positive” so the group energy is directed correctly. Try positive redirection before punishments. Communicate early & clearly to all riders, staff and parents so you can reduce tensions and have support as you work towards resolutions.

Be a Pro

We expect our riders to act professionally, so coaches must set that example. Be aware that your bias, frustrations or disagreements can worsen the situation or negatively impact the entire group. Use whatever techniques you know to reduce conflict, ask for help, keep calm and direct the group back to the mission of having fun.

USFS Secretary Statements: Civil Rights Anti Harassment

Cog Wild operates on USFS land and complies with the equal opportunity service provider and employer guidelines. We are required to provide you with a copy of your rights and resources on how to contact the USFS if you’d like to file a complaint.

Recommended RIDEWITHGPS Routes

CJC Ride Suggestion Collection

Cog Wild Guided Ride Collection