Establishing secure connection…Loading editor…Preparing document…

Guest Ride Along Policy and Application

This template is fully customizable. Edit the text, fill out the fields, and send it for signature. Give it a try!

MOUNTLAKE TERRACE POLICE DEPARTMENT
GUEST RIDE-ALONG POLICY AND APPLICATION

In keeping with its commitment to community policing, the Mountlake Terrace Police Department offers qualified persons the opportunity to observe police officers at work through the Ride-Along Program. The program is open to all qualified persons with a bona fide need to obtain a first-hand perspective on the daily patrol operations of the Mountlake Terrace Police Department.

Only the following individuals will be considered as qualified persons for the Guest Ride-Along Program:

A) Criminal Justice and emergency services professionals, including but not limited to law enforcement, fire/aid, communications, judicial system, corrections and juvenile services personnel. Also included here are persons under active consideration for employment by the Mountlake Terrace Police Department as full-time or reserve police officers.

B) Government officials, including but not limited to members of city, county, state and federal governments. Also included here are members of the Mountlake Terrace Community Policing Advisory Board.

C) Social services and education personnel, including but not limited to social workers, school teachers and administrators, mental health professionals, charitable organizations administrators and members of the clergy.

D) Members of Mountlake Terrace Police officers' family and personal friends.

E) Persons who are not included in one of the above categories, but who nevertheless believe they have a compelling reason to ride along may request special permission from the Chief of Police or his designee to participate in the Ride-Along Program. Examples of potentially qualified riders in this category include but are not limited to students actively pursuing degrees in law or criminal justice and members of the press.

F) Persons wishing to participate in the Guest Ride-Along Program must read and complete in full the attached application and return it along with a liability waiver prior to being considered for permission to accompany officers.

RIDE-ALONG PROGRAM REGULATIONS

A) All applicants to the program shall read completely and sign the Ride-Along Policy and Application, including the Liability Waiver. Persons under the age of eighteen (18) shall also be required to obtain the signature of a parent or legal guardian.

B) Guest riders are observers only, and shall not under any circumstances become involved either verbally or physically in the calls to which the officer with whom they are riding responds. If you have questions regarding a call at which you are present, ask them when the situation is over, after you and the officer have left the scene.

C) As a guest rider, you are the direct responsibility of the officer with whom you are riding. You must, therefore, follow all directions which he or she gives you.

D) Guest riders shall not under any circumstances have weapons of any type in their possession while participating in the Ride-Along program, including, but not limited to, guns, knives, chemical agents or batons. This provision shall not apply to riders who are full-time, commissioned law enforcement officers.

E) Guest riders shall not be under the influence of or affected by any intoxicating liquor or drugs.

F) Riders are expected to be properly attired. T-shirts, sweatpants, shorts, etc. are not permitted.

G) Guest riders are responsible for their own meal expenses.

H) If a situation develops in which the host officer believes that the rider will be placed at an unacceptable risk of harm, the officer may at his/her discretion drop off the rider; where practical, the rider will be dropped off near a pay phone, and will be picked up again by the host officer as soon as possible. If a rider is dropped off, he may call 9-1-1 for further instructions on getting picked up again.

I) If a rider fails to adhere to the conditions of the Ride-Along Program, or if the host officer thinks that the rider's presence or actions are impeding the performance of his duties, the host officer has the duty and authority to terminate the ride-along, and return the guest rider to the police station.

J) Guest riders are not permitted to have in their possession or use during the course of the ride-along any photographic, video or audio recording equipment, except where given written permission by the Chief of Police to have and use such devices for bona fide research or journalism purposes.

CITIZEN RIDE-ALONG WAIVER OF LIABILITY, RELEASE, ASSUMPTION OF RISK AND INDEMNITY AGREEMENT

The undersigned non-member of the Mountlake Terrace Police Department has voluntarily chosen to ride in patrol cars and accompany uniformed officers of the Mountlake Terrace Police Department on patrol and in performance of their official duties, and to observe the law enforcement process during the course of said patrol, which is commonly known as a “ride-along.”

Waiver:

In consideration of being permitted to participate in a ride-along and accompany said officers as described hereinabove, the undersigned, for myself, my heirs, personal representative or assigns do hereby release, waive, discharge, and covenant not to sue the City of Mountlake Terrace, its officers, employees, and agents from liability from any and all claims of every nature and description occurring or arising out of the circumstances described hereinabove, resulting in personal injury, accidents or illness (including death) and property loss arising from, but not limited to, participation in the ride-along.

Assumption of Risk:

Participation in the ride-along carries with it certain inherent risks that cannot be eliminated regardless of the care taken to avoid injuries. The work of the Mountlake Terrace Police is inherently dangerous and a participant in a ride-along may be subject to the risk of death or personal injury, or damage to property by accompanying police officers while on duty resulting from or connected with the use of vehicles, weapons, unlawful acts of force or forcible resistance by violators of the law or suspected law violators.

I have read the previous paragraph and I know, understand, and appreciate these and other risks that are inherent in the ride-along. I hereby assert that my participation is voluntary and that I knowingly assume all such risks.

Indemnification and Hold Harmless:

I also agree to indemnify and hold the City of Mountlake Terrace, its officers, employees, and agents harmless from any and all claims, actions, suits, procedures, costs, expenses, damages and liabilities, including attorneys fees brought as a result of my participation in a ride-along, and to reimburse the City of Mountlake Terrace for any such expenses incurred.

Severability:

The undersigned further expressly agrees that the foregoing waiver and assumption of risks agreement is intended to be as broad and inclusive as is permitted by the laws of the State Of Washington and that if any portion thereof is held invalid, it is agreed that the balance shall, notwithstanding, continue in full legal force and effect.

Acknowledgment of Understanding:

The undersigned attests further that he/she has read completely this waiver of liability, assumption of risk, and indemnity agreement, and fully understands its terms and also understands the Mountlake Terrace Police Department Citizen Ride-Along Policy and Application, and agrees to abide fully by all the regulations described therein. The undersigned also understands that pursuant to qualifying him/her for the Ride-Along Program, a standard records check will be done, and that any negative information discovered thereby, including but not limited to arrest warrants and probationary supervision, shall be deemed grounds for disqualifying the applicant from riding. The undersigned acknowledges that he/she is signing the agreement freely and voluntarily and intends by his/her signature to be a complete and unconditional release of all liability to the greatest extent allowed by law.

DATED THIS DAY OF , 20 .

SIGNED:

D.O.B.:

ADDRESS:

PHONE:

PROFESSIONAL CAPACITY/PURPOSE FOR RIDE:

EMERGENCY CONTACT:

PARENT/GUARDIAN SIGNATURE:

DEPARTMENT USE ONLY

RECORD CHECK OF:

RECORDS/WARRANT CHECK:

CLEAR (Y/N):

COMMENTS:

CHECK PERFORMED BY:

APPROVED BY:

DATE/SHIFT ASSIGNED:

OFFICER ASSIGNED:

Enter text✕
Prepare your document for signing right on this page
  • 01 Edit the text and complete the fields
  • 02 Click Sign Now and on the next screen add recipients and signature fields in SignNow
  • 03 Start your free trial to sign and send your doc
Sign Now

Overview of the Guest Ride Along Policy and Application

The Guest Ride Along Policy and Application is a combined policy statement and participant form used to authorize and document an individual’s temporary presence in a vehicle or operational environment under an organization’s supervision. It records applicant identity, emergency contact and insurance verification, acknowledges risks and rules, and captures informed consent and liability waivers where permitted. The form also specifies supervision, scope of access, required training or orientation, and any limitations on observation or photography. Agencies use the document to manage safety, regulatory compliance, and incident accountability during supervised ride-along activities.

Why a formal policy and application matter

A clear policy plus a standardized application protects participants and the organization by documenting consent, safety rules, and insurance verification. It creates a consistent review process and reduces ambiguity in incident response and coverage decisions.

Why a formal policy and application matter

Who typically completes or approves these forms

The Guest Ride Along Policy and Application is completed by prospective guests and reviewed by operational supervisors prior to any ride-along.

  • Prospective Guest — Provides personal details, emergency contact, and signs the acknowledgment and liability sections.
  • Supervisor / Unit Lead — Reviews application, confirms eligibility, and authorizes the ride-along under policy terms.
  • Risk/Legal Administrator — Verifies insurance, required waivers, and retains the signed record in official files.

Authorized records are retained according to agency retention schedules and applicable federal or state recordkeeping rules.

Signatory roles and responsibilities

Fleet Manager

Responsible for final approval, validating vehicle insurance and operator eligibility, and ensuring the guest receives required safety briefing and PPE. Keeps a copy of the signed application in the operational file for the ride date.

Guest Participant

Must complete personal information, emergency contact details, health disclosures, and sign consent and any waiver language. Must follow supervisor instructions and any restricted-access rules while participating.

Essential fields to collect on the application

Full Legal Name: Enter as on government ID
Date of Birth: MM/DD/YYYY
Driver’s License: State and number
Emergency Contact: Name, relation, phone
Medical Alerts: Allergies or medications
Insurance Info: Carrier and policy number

Step-by-step: submitting an application

Follow these steps before the scheduled ride to ensure timely approval and compliance.

  • 01
    Complete Form: Fill all required fields and attestations.
  • 02
    Attach IDs: Upload government ID and proof of insurance.
  • 03
    Supervisor Review: Unit lead confirms eligibility and signs off.
  • 04
    Record Retention: Store signed copy in official records.

Configuring an online approval workflow

A consistent digital workflow helps route applications to reviewers and capture signatures and timestamps.

Field Configuration
Applicant Upload Require ID image and insurance document
Supervisor Approval Two-step approval with role-based signer
Authentication Email verification or SMS code
Audit Trail Capture IP, timestamp, and actions

Digital signing and submission requirements

Use an eSignature platform that preserves audit trails, supports required authentication, and meets applicable compliance standards.

  • Document Formats: PDF | DOCX supported
  • Integrations: Google Workspace, Microsoft 365, Salesforce
  • Security: TLS in transit; AES-256 at rest

Ensure the vendor supports ESIGN and UETA compliance and can produce a certificate of completion and tamper-evident signed files.

Where to send and how submissions are processed

Routing typically follows a fixed chain: applicant uploads, supervisor reviews, risk/legal archives.

  • Applicant Upload: Submit form and attachments to the designated inbox.
  • Supervisor Review: Unit lead verifies identity and insurance.
  • Risk Review: Risk or legal reviews waiver language if required.
  • Archiving: Signed copy stored in records management system.

Core elements to include in a professional policy and application

A robust form combines administrative, safety, and legal elements so all parties understand expectations and liability.

Eligibility

Clear eligibility criteria such as age, background check requirements, and any disqualifying conditions.

Scope of Access

Define what areas and activities the guest may observe and any restricted operations.

Training & PPE

List orientation, safety briefing, and personal protective equipment required before the ride.

Waiver and Acknowledgment

Explicit risk acknowledgment and any release language consistent with jurisdictional limits on waivers.

Insurance Verification

Field for insurance carrier, policy number, and effective dates where relevant.

Emergency Procedures

Instructions for incident reporting, emergency contact, and medical treatment authorization as applicable.

Supporting items and file formats to include

Attach and preserve supporting documents to prevent delays and to substantiate approvals.

Identity Documents

Scan of government-issued photo ID (driver’s license or passport) saved as PDF or high-quality image.

Insurance Proof

Declaration page or certificate of insurance indicating coverage and policy dates.

Parental Consent

For minors, a signed parental consent form with guardian ID and signature.

Training Records

If required, attach brief proof of orientation or safety briefing completion before the ride.

Common mistakes to avoid

  • Incomplete identification or mismatched names that delay verification and approval processes.
  • Failing to check insurance effective dates, which can leave the organization exposed to uncovered incidents.
  • Using nonstandard waiver language that may be unenforceable in certain states or against public policy.
  • Storing signed forms without retention metadata, which complicates retrieval for claims or audits.

Penalties and risks of incorrect or missing documentation

Liability Exposure: Greater civil liability risk
Insurance Denial: Claim may be denied
Operational Delay: Ride deferred or canceled
Regulatory Scrutiny: Investigation or fines possible
Evidence Loss: Incomplete record for litigation
Reputational Harm: Public trust impact

Select eSignature vendors for executing and storing completed applications

Comparison of basic vendor capabilities and starting prices to evaluate eSignature options for processing Guest Ride Along applications.

signNow DocuSign Adobe Sign PandaDoc HelloSign
Starting Price $8/user/mo $15/user/mo $14/user/mo $19/user/mo $15/user/mo
Free Trial 7-day free trial Varies by vendor Varies by vendor Varies by vendor Varies by vendor
Bulk Send Yes (plan-dependent) Yes (plan-dependent) Yes (plan-dependent) Yes (plan-dependent) Varies
Audit Trail Yes Yes Yes Yes Yes
HIPAA Compliant Yes Yes Yes Varies Varies
Envelope Cap No cap 100 envelopes/user/year Varies by plan Varies Varies

Typical timelines and processing expectations

Establish clear timing expectations so applicants know when to submit and supervisors know when to expect approvals.

Submission Window:

Submit at least 72 hours before the requested ride

Processing Time:

Supervisor review typically within 3–5 business days

Insurance Confirmation:

Verify coverage within 48 hours of submission

Orientation Requirement:

Complete safety briefing no later than ride start

Record Availability:

Signed copy available in record system immediately after completion

Notarization and witness flow for executed applications

If notarization or witness attestation is required, follow a clear step sequence to ensure valid execution.

01

Prepare Documents

Ensure form is complete and attachments are ready for review.

02

Verify Identity

Notary or authorized official checks government ID.

03

Witness Attestation

Witness signs attestation where state law requires it.

04

Notary Acknowledgment

Notary completes acknowledgment or jurat as applicable.

05

Record Audio/Video

If RON used, retain required recording per state rules.

06

Notary Journal

Enter transaction details in notary journal.

07

Retain Copies

Store notarized copy in secure records.

08

Update File

Log notarization metadata in the application record.

Frequently asked questions about the application and policy

Answers to common questions about execution, signing, notarization, and retention of the Guest Ride Along Policy and Application.


Need help? Contact support

Explore Templates

Motion for Relief from Stay Bankruptcy Rule 2004 Examination Power of Attorney Form Special Power of Attorney Order Confirming Plan
be ready to get more
Join over 28 million airSlate SignNow users
Sign Now
Company
Forms
Pricing
Resources
Knowledge base
Other Products
© 2026 airSlate Inc. All rights reserved.