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Forms, Waivers, and Medical History

Please do not delay in completing your waiver forms and required documents – we understand that our families are very busy; however, these forms typically only take 3 – 4 days to complete. All required forms must be completed prior to travel. Participants with incomplete documents, will not be permitted to travel on their program.

Prior to completing the required documents, we ask that you familiarize yourself with Rustic Pathways’ rules. Participants on Rustic Pathways programs are required to agree to and acknowledge our rules both prior to their departure and again at the beginning of their program. Periodic updates may be made to our rules, so we suggest that you review these prior to departure.

Contents


Required Documents

The following documents are required for your participation on a Rustic Pathways program. Some programs may require additional waivers or forms, additional information about these requirements is listed below and we we will also contact you if additional documents are required for your itinerary.

1) Participant Enrollment Agreement Forms Packet (Mandatory)

The Participant Enrollment Agreement Forms Packet (PEA) is typically issued as an electronic document via Adobe Document Cloud (Adobe EchoSign). We will use the email addresses you provide for the participant and primary legal parent / guardian during the enrollment process. This document will require the eSignature of the participant and a legal parent or guardian. For frequently asked questions, click here.

The Participant Enrollment Agreement, references a list of approved Activity Partners for each country. That listing can be found here.

2) Medical and Emergency Information Form (Mandatory)

We require that all participants complete the Medical and Emergency Information Form prior to travel. This is an electronically issued document send via Adobe Document Cloud (Adobe EchoSign). This form is to be completed by both the participant and a legal parent / guardian.

The participant is required to complete their contact information on the first page and then sign the document on the final page. A legal parent / guardian is required to complete the remainder of the form including emergency contact information and medical history.

We recommend that participants sit down with their parent / guardian to complete this form together. The accuracy of the Medical and Emergency Information Form is critical to each participant’s safety and it is important for families to have an open discussion about the content of this document.

We do not require a medical exam or a physician’s signature; however, we do strongly recommend a medical exam prior to the trip and you should also discuss any vaccinations / immunizations that your medical travel specialist may suggest. Rustic Pathways cannot provide you with medical advice, but please refer to www.cdc.gov and your primary care physician.

All participants must carry a copy of their vaccination history along with their travel insurance cards, and a copy of their passport page.

3) Additional Program-Specific Documents

Some programs (including all our medical programs, scuba programs, and New Orleans programs) require additional waivers be completed. Should your itinerary required that these additional documents be completed, we will contact you. For a full listing of these program and to access the documents, please click here.

Students traveling to Cuba must complete a Consent to Travel Statement, this document must be notarized. The student should travel with it on their person when departing for and returning from their program. Download a copy here.

Optional Documents

Please review the optional documents below.

The U.S. Customs and Border Patrol as well as other international organizations highly recommend that children under the age of 18 traveling without a legal parent / guardian travel with a Parental Consent / Permission Letter. This is an optional letter, that while not required is also highly recommended by Rustic Pathways for participants under the age of 18. Should you wish to create a Consent to Travel Statement, the participant should keep a copy with them while traveling. This document does not need to be returned to Rustic Pathways. For a sample copy of a Parental Consent / Permission Letter, please click here.

For students traveling to Cuba, you are required to complete two notarized copies of a Consent to Travel Statement are required.

2) Optional: Prohibited Activities Addendum

This document is an optional addendum to the Participant Enrollment Agreement Forms Packet. Only complete this document if you wish to prohibit the participant from specific activities. You can request this document by emailing your Personal Travel Advisor. This document will be issued electronically and will require the signature of a legal parent / guardian.

Frequently Asked Questions

The Participant Enrollment Agreement Forms Packet FAQ

Q: I am clicking on the link and it is not opening.

The link for the Participant Enrollment Agreement Forms Packet that takes you to rusticpathways.echosign.com will launch a web browser (your computer’s default browser). Is the link being blocked by a pop-up blocker?

Q: Do I have to use your electronic system?

Yes, we require that all information be submitted electronically so that we collect accurate information. If you are having trouble with the process, please contact your Personal Travel Advisor.

Q: How long should it take for the Agreement to be e-signed?

If the family are all in the same household, they could easily have the PEA Forms Packet done within 10 minutes. They can sign from any device with an internet connection – Smartphone, Tablet, Computer. They will need to be able to view their email account from that device and be able to access the Internet via a web browser. We have seen families in 2 separate time zones e-sign the document within the same hour.

Q: Can you please resend the forms?

We will check EchoSign and the Database to find out where in the process you are – usually if you locate the original email when the forms were sent you can reuse the same links.

Q: I signed the agreement form, but the rest of my family hasn’t received that email.

The email will come from “echosign.com” — please check Spam folders or we can send a reminder email direct to them. If the email we were given is incorrect – we will need to correct this and resend the Agreement to the correct email. Please also be aware that some workplaces and even personal email accounts (like AOL) have very aggressive email filters. If this is the case, and you are unable to get the email released by your work then we may have to change the email address on the PEA Forms Packet – you must write to [email protected] to advise us of this request. This is akin to a virtual paper trail and is required.

Google Mail and Yahoo Mail Users: please make sure that you have Conversation Mode turned off. This setting groups emails with similar subject lines together so if you are sharing an email address with your spouse/child, you will receive two emails but it may appear to only be one.

Q: My friend just got forms and we haven’t yet?

They’re being distributed in trip date order, and if you are on the same trip yours should be coming very soon. The forms will be distributed to ALL the emails we have listed for the family – Participant, Parent. They can all sign AT THE SAME TIME via their own email address.

Q: My son/daughter is 18. Why do we have to sign anything?

Unless your son/daughter is paying for the trip themselves, then they are obligated to follow your instructions; in following that, RP is assuming the role of parent for the duration of the trip; therefore we are obligated to have a formal agreement in place between RP and the family.

Q: Do I need to send you the completed/signed document?

When all the members of the family have signed it, the completed document will be emailed to all of you, and our Forms Team. Then you can print it. Don’t print it until it has been signed by everyone. Also, you don’t have to print it. It can just stay in your email.

Q: Consent to Travel Statement – I can’t e-sign this one?

The Consent to Travel Statement is not to be e-signed. It is NOT included with the e-sign documents because of this. The Consent to Travel Statement is available to be downloaded and requires physical notarization in order to be effective.

Q: I don’t understand why I should prohibit activities, or allow them?

By default, when you sign the Participant Enrollment Agreement Forms Packet, you are allowing full participation including any optional activities. We have found that the vast majority of families have no reason to prevent participation in the activities we offer on our programs.

If there is an activity your child wishes to do, and it is available on a program your child attends, they will be permitted to participate providing there are no pre-existing medical conditions and they are able to pay for it while on the trip.

If the Participant wishes they can always voluntarily opt out of an activity – there are always alternatives. If you wish to prohibit some activities you will need to complete a Prohibited Activities Addendum, please do this by requesting it from [email protected].

Medical History Forms FAQ

Q: Do you require a doctor’s signature or a medical exam?

No, we do not require a medical exam or a physician’s signature. We do strongly recommend a medical exam prior to the trip and you should also discuss any vaccinations/immunizations that your medical travel specialist may suggest. Rustic Pathways cannot provide you with medical advice, but please refer to The Center for Disease Control and your primary care physician.

Medical History Forms are being distributed in trip date order, and the Medical History form link will be emailed by your Personal Travel Advisor to all the emails we have listed for the family – Participant and Parent 1. You will need to verify your information and input the medical history. When all the members of the family have signed, the completed document will be emailed to all of you, and our Forms Team. Then you can print it. Don’t print it until it has been signed by everyone. Also, you don’t have to print it. It can just stay in your email.

Q: Do I have to list everything in my (child’s) Medical History?

We require any information that affects or has affected the Participant’s health or mental well-being. Any information you give us will help us to make sure your child is properly cared for. Should you leave anything out, you may compromise the safety of our programs and the other children attending, as well as your own child.

Please make sure to provide your child with their most recent copy of their vaccination history to take on the trip.

Q: For the medical forms, can we supply a supplemental document?

If you have supplemental information that you would like to add such as an Allergy Action Plan you may email it to [email protected] and we will update our database with the information submitted.

Q: I forgot something. I have already pushed “next” and have submitted incorrect information.

You can correct any information necessary until you sign and file the agreement. Once it has been submitted you can print a copy and correct any mistakes on the printed copy – you may then scan or take clear digital photos of the changes and email all pages to [email protected] or your Personal Travel Advisor.

Q: Why do we require an email address from the doctor?

We don’t. It’s not mandatory but in some instances our staff may need to email the doctor to get some additional information on a particular medical condition. With time zone differences, email may be the best method of communication.

Q: Do I have to use your electronic system?

Yes, we require that all information be submitted electronically so that we collect accurate information. If you are having trouble with the process, please contact your Personal Travel Advisor.