Including Enrollment, Payment, Refund, Cancellation and Dismissal Agreements; Medical Authorization & Expense

This agreement (“Agreement”) sets forth the terms of the Participant’s enrollment in a Global Routes Program. Global Routes operates as a dba for Carpe Diem International Education, Inc., an Oregon corporation located at 1529 N. Killingsworth St., Portland, Oregon 97217.

 

This Agreement must be signed by all Participants, and a Parent or legal guardian if the Participant is a minor. “Participant” includes adult and minor Participants, unless indicated otherwise. “Parent” includes a parent or legal guardian of a minor Participant. In consideration of the services provided in the Program, I agree, for myself (and for the minor Participant if I am signing as a Parent), to the following:

 

CONDITIONS FOR PARTICIPATION INCLUDING GROUNDS FOR DISMISSAL: Global Routes’ approach is to offer learning, adventure, and a group experience within the boundaries of safety, common sense, and the law. Living within a small intentional group is challenging, and participants will be expected to actively participate and possibly compromise some of their own needs for the common goals of the group. While participating in Program activities, Participants must follow the stated instructional sequence and safety standards including but not limited to wearing helmets, personal flotation devices, and seatbelts, etc., along with respecting cultural norms which might impact a Participant’s dress and conduct, etc.

Global Routes reserves the right to unenroll or dismiss a Participant from a Program if Global Routes believes, in its sole discretion, the Participant: presents a safety concern or medical risk to themselves and/or others; is disruptive; violates (or is associated with those violating) any condition for participation in the Program; conducts him or herself in a manner detrimental to Global Routes or other Participants; or becomes an overall hindrance to the group process or the Program’s stated goals. Possession or use of tobacco products, weapons, alcohol or drugs (this refers to being around others using drugs that are illegal in the U.S.A. and/or in countries where Global Routes travels, and also includes abuse or misuse of prescription and/or over-the-counter drugs), sexual activity, exclusive relationships, and unauthorized absence from the group are prohibited and are grounds for immediate dismissal from the Program.

 

Participant/Parent is solely responsible for all costs of early departure, whether for medical reasons, dismissal, personal or medical emergencies, or otherwise. These costs include, but may not be limited to, plane, train, or bus fare, and meals or accommodations for the departing Participant and any chaperone (if applicable). If a Participant is dismissed or departs for any reason, no tuition refund will be available. Parents (or designee authorized to make decisions) must be reachable at all times throughout the Program to coordinate their Participant’s return on the same day a medical emergency or dismissal occurs.

 

In the event of homesickness, Global Routes staff will help Participants complete their Program experience. If a Participant/Parent decides to leave a Program for reasons of homesickness or any other cause, there will be no tuition refund available and Participant/family will be responsible for any costs incurred due to early departure.

 

In cases of early dismissal or withdrawal, accompaniment by a Global Routes leader on the flight(s) home will not be possible; however, at the request of a minor Participant’s parent, Global Routes will attempt to arrange for the Participant to be treated as an unaccompanied minor by the airline when possible. I acknowledge that Global Routes’ responsibility for the Participant ends at the time of the Participant’s dismissal or withdrawal from the Program.

 

Participation in a Program is contingent upon Global Routes’ receipt of all mandatory forms by May 1, or within 1 week of enrollment for participants who enroll after May 1. There will be a $50 late fee per week for any overdue forms after May 1. Custom and Partner programs may have different tuition timelines and processes. Applications are accepted on a rolling basis throughout the year and are subject to space availability. As part of Global Routes’ screening process, it seeks to ensure that participants are capable of meeting the physical and emotional demands of the selected Program. Global Routes reserves the right to refuse and/or rescind acceptance to a Participant at any point if, in Global Routes’ sole discretion, a Participant is unsuitable for the selected program for any reason, including but not limited to: health, physical, mental or emotional condition, or behavioral history.

 

PROGRAM DEVELOPMENT / ITINERARY CHANGES: Program development continues throughout the year, even after Program descriptions are published and a Program commences. As new opportunities arise or as health, safety, or practical safety considerations require, the itinerary, destinations or other aspects of a Program may change at Global Routes’ sole discretion and without any legal obligation to Global Routes. Parents and Participants will be informed about substantive changes as quickly as possible and will be solely responsible for all expenses incurred on Participant’s behalf associated with rerouting a Program.

 

Enrollment/Payment Information: Applications submitted before February 1, require a $600 deposit to reserve a Program space. The $600 deposit will be due 10 days after submitting the initial application. After paying the $600 deposit, Participant/Parent has 14 days to request a full refund of the deposit up until February 1. After this period, $400 of the deposit becomes non-refundable. The tuition balance is due in two equal payments on February 1 and April 1.

 

Applications submitted after February 1, require a 50% tuition payment at the time of submission, with the remaining 50% balance due on April 1. Custom and Partner programs may have different tuition timelines and processes. During the 48-hour period after application submission, Participant/Parent may cancel for a full refund (with the exception of any incurred payment processing fees or non-refundable Program costs). After this 48-hour period, all payments are non-refundable. Applications submitted after April 1 require full payment at the time of deposit. Global Routes will not continue to reserve the space of any Participant whose payment is more than 10 days late.

 

Tuition does not cover transportation to and from the starting or ending points of programs (or internal in-country program flights), additional cost (if any) of enrollment in specialty programs, personal spending money, or expenses for professional medical care or personal needs. Except as set forth above, in the event of Program withdrawal after February 1, all monies paid are non-refundable. For all international student travel programs, Participants must also provide a $250 deposit (or provide a credit card authorization for up to $250) as a contingency payment to cover the costs of any extraordinary expenses, including but not limited to medical expenses, replacement of lost items, etc.

 

Trip Cancellation and “Cancel for Any Reason” (CFAR) insurance is available through some insurance companies and may reimburse Participant for non-refundable payments and/or travel costs. Global Routes will share insurance options with families upon request.

 

Global Routes strongly recommends that Trip Cancellation and/or CFAR (Cancel for Any Reason) insurance is purchased to mitigate possible unexpected financial loss. Airfare and travel insurance are not included in the tuition and must be separately purchased. For domestic US Programs, Participants are required to purchase their own insurance policies that must at least include coverage for: medical and major evacuation expenses. For international Programs, all eligible Participants will be enrolled in a mandatory insurance product through iNext that establishes a singular evacuation process inline with risk management best practices. GR has arranged for discounted rates that are passed on to Participants fully. Payment for any international insurance will be invoiced directly to Participants for reimbursement to GR.

 

REFUND, CANCELLATION, AND DISMISSAL TERMS: If any Program is canceled by Global Routes before commencement due to an act or event arising out of or caused, directly or indirectly, by circumstances beyond Global Routes’ reasonable control, including but not limited to a natural disaster or similar occurrence such as an earthquake, hurricane, or tsunami; war; terrorism; fire; civil, military, or political unrest; local or global health crisis (including but not limited to a pandemic such as COVID-19); government action; and/or any other act or event that is beyond Global Routes’ reasonable control, Global Routes will make reasonable efforts to accommodate Participant on another Global Routes Program during the same time period. If that is not feasible, Global Routes is unable to issue any refunds for cancellations due to an act or event set forth in this paragraph; however, Global Routes will issue a voucher equaling the amount paid directly to Global Routes minus any non-recoverable costs related to the program including program development costs, for use on another Global Routes Program during the following thirty-six months.

 

If any Program is canceled by Global Routes before commencement for any other reason that makes the Program financially or operationally unfeasible, including but not limited to low enrollment, staffing difficulties, unanticipated vendor price increases (such as hotels, transportation costs, or activities), or significant exchange rate shifts, Global Routes will make reasonable efforts to accommodate Participant on another Global Routes Program during the same time period or refund monies paid directly to Global Routes.

 

Please understand that Global Routes incurs most of its costs and expenses to prepare and operate a Program before the start date. Therefore, if a Program is canceled after commencement but before the scheduled last day for any reason, including but not limited to a government order or a decision by Global Routes that doing so is in the best interests of participants and staff, no refund of deposits or tuition is possible. Where feasible, Global Routes will make reasonable efforts to place the Participant on another ongoing trip or issue a voucher in an amount to be solely determined by Global Routes (based upon various factors including Global Routes’ unrecoverable costs and expenses associated with operating the Program before cancellation) to be used on another Global Routes Program during the following thirty-six months.

 

Except for flight irregularities, a Participant’s failure to arrive on the designated Program’s start date will be considered a cancellation unless previously approved by Global Routes. If a Participant must join a Program late and/or depart early (only possible in extenuating circumstances), this can only be accommodated with prior approval and the Participant and family must incur any additional costs.

 

HEALTH FORMS, MEDICAL AUTHORIZATION AND EXPENSES: Each Participant/Parent must submit (and sign) a completed and accurate Family Information and Health form which has been signed by a physician no more than one year before the start of the Program, based on a physical performed on the Participant no more than 15 months before the start of the Program. Each Participant/Parent must provide updated health and behavioral information, if any, prior to the Program’s commencement. Participation in a Program is contingent upon Global Routes’ approval of the health form. Any misrepresentation of the Participant’s current or past physical and/or emotional condition may necessitate the dismissal of the Participant, even after the Program has commenced, at the Participant/Parent’s sole expense.

 

Participant and/or Parent authorize Global Routes staff or other medical personnel to obtain or provide medical or other health care for Participant, to transport Participant to a medical facility, and/or to provide treatment they consider necessary for Participant’s health. Participant and/or Parent agree to the release (to or by Global Routes) of any records necessary for treatment, referral, billing or insurance purposes. Reasonable efforts will be made to contact a Parent or emergency contact if a medical emergency or serious illness occurs. The cost of all health care services (including the costs of any emergency and evacuation services) provided to the Participant, and any costs incurred by Global Routes staff while accompanying the Participant in the event of illness or injury, including lodging, transportation, and costs related to rejoining the group, shall be the sole responsibility of the Participant and/or Parent. Families must consult with their physician and/or travel nurse for specific medical advice. Parents/Participants are also encouraged to visit the CDC website to investigate health issues in each region.

 

TRAVEL INSURANCE: Global Routes requires Participants to be covered by medical insurance (which provides coverage in the location(s) in which the Program will occur) and emergency evacuation insurance for the Program’s duration. For international Programs, all eligible Participants will be enrolled in a mandatory insurance product through iNext that establishes a singular evacuation process inline with risk management best practices. GR has arranged for discounted rates that are passed on to Participants. Payment for any required insurance will be deducted from Participant contingency fees, or that withstanding, invoiced directly to Participants for reimbursement to GR.

 

Transportation: Transportation to and from the Program’s starting point is solely the logistical and financial responsibility of Participants/Parents and is not included as part of Program tuition. Global Routes will provide detailed information after it receives the Participant’s application. Regardless of transportation mode, travel arrangements and the travel information form must be submitted to Global Routes before the Program.

 

FLIGHT ARRANGEMENTS: As a courtesy to Participants, Global Routes may arrange for group flights out of a U.S. gateway city airport, typically JFK, LGA, EWR, LAX or an alternate airport hub based on program destination and flight routes. Global Routes believes it is important for Participants to be on the same group flight whenever possible. A Global Routes group leader or other responsible adult will accompany group participants flying on scheduled group flights. However, if a student is unable to travel on the group flight they will be responsible for booking travel and airfare within the expressed arrival and departure windows provide by Global Routes, to meet the group at the beginning of the program and depart at the end. Additional fees may be required if a Participant arrives or departs outside of the described timeframes for departure and arrival. No adult will be available to accompany a Participant who misses the international departure, travels on their own itinerary or who must, for any reason, leave the Program early. An optional pre-departure and post-arrival airport hotel stay may also be available.

 

EQUIPMENT & GEAR: Global Routes will provide equipment needed for group travel and living (e.g., tents, stoves, cooking utensils, first-aid equipment, vans, etc.). Participants are expected to properly care for this equipment. If a Participant damages or loses any Global Routes equipment, the Participant/Parent will be held responsible (normal wear and tear excluded). All Global Routes equipment comes “AS-IS,” and Global Routes disclaims all warranties, express or implied (including any conditions of merchantability or fitness for a particular purpose), regarding the equipment. Global Routes’ insurance does not cover Participant’s personal property and equipment. Participants/Parents should check with their own insurance policy to ensure their personal property and equipment are covered against loss, theft, or damage.

 

GLOBAL ROUTES FUNDRAISING: Although not a requirement to participate in a Program, Global Routes strongly encourages each Participant to raise the suggested amount of $400 prior to the Program for in-country service projects. These funds go directly to the purchase of building materials, tools, school provisions, hired laborers and foremen, and other needed supplies. Participants take great pride in working on projects that they have personally helped to fund. Fundraising also helps to bind a Participant’s home and host community in a profound and tangible way that carries on long after the conclusion of the Program. Global Routes will supply thorough information on effective fundraising strategies to enrolled participants. All project contributions are eligible for a tax-deduction through Global Route’s sister 501(c)(3) nonprofit organization.

 

This Document is intended to be interpreted and enforced to the fullest extent allowed by law. If a court or any other appropriate authority finds any portion of this Document to be invalid, all other portions of this Document will remain in full force and effect and binding upon the parties.

 

PARTICIPANT AND/OR PARENT OF A MINOR PARTICIPANT AGREE: I HAVE CAREFULLY READ, UNDERSTAND, AND VOLUNTARILY SIGN THIS DOCUMENT AND ACKNOWLEDGE THAT IT SHALL BE EFFECTIVE AND LEGALLY BINDING UPON ME, MY SPOUSE, PARTICIPATING CHILD AND OTHER CHILDREN, AND PARTICIPANT’S/PARENT’S OTHER FAMILY MEMBERS, HEIRS, EXECUTORS, REPRESENTATIVES, SUBROGEES, ASSIGNS, AND ESTATE. ALL PARTICIPANTS MUST SIGN BELOW. IF PARTICIPANT IS A MINOR (THOSE UNDER 18 YEARS OF AGE), ONE OF THE PARTICIPANT’S PARENTS OR LEGAL GUARDIANS MUST ALSO SIGN BELOW.

 

I understand that my signature is valid and legally binding whether I choose to electronically sign, or sign a printable version of this Document.