UBC Recreation Policies

COVID-19:  All facility users/guests agree to respect physical/social distancing, and/or other measures to respect public health guidelines.

Temporary changes to policy include the enforcement of UBC’s COVID-19 Campus Rules, which includes the mandatory use of non-medical face masks when indoors. Exceptions are provided for people with underlying medical conditions that inhibit their ability to wear masks. Masks may also be removed when taking part in certain athletic or fitness activities and in situations where wearing a mask impedes delivery and receiving of services.

UBC Recreation is committed to offering diverse, accessible and inclusive programming for the entire UBC community. We commit to fostering an environment to which all can contribute and within which all can thrive.

UBC Recreation Code of Conduct

Pricing Policy

UBC Student Rate

UBC Staff and Faculty Rate

Campus Community Rate

Late Registration Price

Payment Policy

Course & Program Cancellation Policy

Withdrawal & Program Changes Policy

UBC Recreation Programs & Memberships

Memberships

Recreation programs and classes

Intramural Programs

Camps

Private Lessons

Program Transfers

Relating Specifically to UBC Camps:

UNA Withdrawal

Right of Refusal Policy

Lost and Found Policy

Replacement Card Policy

Wait List Policy

Account Credit Policy

Waiver Policy

Photo / Media Release Policy

External Instructors Policy

Lockers Policy

Hourly Use Lockers

Long Term Rental Lockers

UBC Recreation Code of Conduct

The UBC Recreation Code of Conduct is intended to identify the general standards of conduct for all UBC Athletics and Recreation staff, participants, and spectators. It is the responsibility of all parties to familiarize themselves with, and understand their obligation to the code of conduct.

Individuals are expected to

  • Treat themselves, staff, spectators, and other participants with respect. Bullying, threatening and harassing behavior will not be tolerated.
  • Promote an inclusive environment in which differences are valued.
  • Conduct themselves in a safe manner and avoid causing harm to anyone. Neither participation under the influence of drugs or alcohol nor possession of weapons, drugs, and other illegal or banned items will be tolerated.
  • Be fair, forthright and courteous in relation to others. Misrepresenting oneself will not be tolerated.
  • Respect all UBC property and the property of others.
  • Follow all UBC Recreation policies and procedures.
  • Seek direction if there is question about compliance with UBC Recreation policies.

Any behavior deemed to violate the Code of Conduct can lead to removal, suspension, termination of privileges or any other penalty as deemed appropriate. The breach of UBC Recreation’s Code of Conduct will be investigated fairly and without bias. Refunds will not be given for loss of privileges due to breach of Code of Conduct.

Pricing Policy

All UBC Recreation program or membership prices include GST unless otherwise indicated.  Guests will be charged the lowest rate for which they qualify.

UBC Student Rate

To be eligible for student rates and associated facility access, a student must:

  1. Have paid the Athletics and Recreation Fee(s), be registered in more than one (1) UBC academic course in the current term,
  2. Have a valid status within the UBC Recreation registration system,
  3. Produce a valid UBC Student

NOTE:  Student rates apply to dependents for UBC Camps only.

UBC Staff and Faculty Rate

To be eligible for staff and faculty rates and associated facility access, staff/faculty must:

  1. Be a current staff or faculty,
  2. Have a valid status within the UBC Recreation registration system,
  3. Produce a valid UBC Staff / Faculty Card.

Campus Community Rate

The Campus Community Rate (CCR) was developed to cater to those living on UBC campus. To be eligible for CCR rates and associated facility access, each resident must:

  1. Currently reside in a University Neighbourhoods Association (UNA), CSC, or Utown affiliated residence

Produce a valid individualized UNA or CSC Access Card before registering by emailing a copy or picture of each card (per family member) to recreation.help@ubc.ca.

Considerations:

  • Only one individual discounted rate is available per card.
  • To receive a CCR discount retroactively, a refund request must be submitted using the Refund Request Form and is subject to the following conditions:
  • A valid receipt must be attached
  • The individual requesting the CCR discount refund must present a valid UNA or CSC Access Card for all persons they are requesting the refund for (including children)
  • The deadline for refund request submissions is 14 calendar days immediately following the conclusion of the program term. Requests submitted outside of this window will not be considered.

Late Registration Price

Programs: For individual-based program registration, exclusive of private lessons, a reduced late program registration price may be available. Please reference individual programs for eligibility.

Memberships: Memberships are sold at the full rate. There are no reduced late registration prices available for memberships.

Camps: There are no reduced late registration prices available for camps.

Payment Policy

UBC Recreation accepts Visa, Mastercard, Interac, UBC journal voucher. When paying online, only Visa and Mastercard are accepted.

NOTE: The UBC Boathouse does not accept Interac payments, but will accept Visa, Mastercard and personal cheques.

Private Lessons: UBC Recreation requires that all private lessons are paid for in full prior to that lesson start time.

Course & Program Cancellation Policy

UBC Recreation reserves the right to cancel any course, event, private lesson, activity or league due to low registration, unforeseen circumstances or conditions that make any such activity unsafe. Notice to participants will occur immediately after the registration deadline.

For Adult programs, including Aquatic Specialty/Certification courses without a registration deadline, course updates, including cancellations, will be made a minimum of 7 calendar days in advance of the program start dates; also, the point at which participants will be informed.

For Youth programs without a registration deadline, course updates, including cancellations, will be made a minimum of 7 calendar days in advance of the program start dates; also, the point at which parents/participants will be informed.

UBC Camps program course updates, including cancellations, will be made a minimum of 7 calendar days in advance of the program start dates; also, the point at which parents/participants will be informed.

Withdrawal & Program Changes Policy

UBC Recreation Programs & Memberships

Withdrawals and program changes for UBC Recreation programs can be processed by users over the phone, or in-person at the relevant sport/recreation facility. A Withdrawal Request Form must be submitted prior to the withdrawal process.

All withdrawals are subject to the following timelines and fee structure:

  • Withdrawals prior to the registration deadline or 8 or more days prior to the program start date = full credit on account or refund;
  • Withdrawals made 7 – 1 days prior to the start date of the camp = Full credit or refund minus an administrative fee per program (see fees below);
  • Withdrawals made the day of or after the start day of a program but prior to the withdrawal deadline are not eligible for a refund, but a credit for the unused portion of the registration minus an administration fee left as an account credit;
  • Withdrawals after the withdrawal deadline are subject to 100% forfeiture of program fee.

For UBC Recreation programs, partial refunds are only granted for:

  • in a course or activity or
  1. a registrant who is permanently moving more than 30 km away from UBC and is no longer attending UBC.

Refunds are only issued for the unused portion of programs, classes and memberships before the expiry date. Participants will be required to fill out a Refund Request Form (link to form) and must provide medical documentation from a licensed physician.  Notes must be received within one week from the date of the injury/illness.  All granted refunds are subject to an admin fee.

  • Programs & memberships < $50.00: $5.00 admin fee
  • Programs & memberships $50.00< $100.00: $10.00 admin fee
  • Programs & memberships over > $100.00: $25.00 admin fee

NOTE: All refunds must be approved by the Program(s) Coordinator and/or Facility Manager. Refunds are considered for clients who provide a valid medical note.

Course conflicts are not a valid reason for a refund and will not be considered

For all payments by Interact/Debit card, the card must be present at the time of refund. Furthermore, we do not give cash refunds. All cash payments are refunded by cheque which may take up to 20 business days.

Memberships

  • All membership products are non-transferable
  • For facility memberships, refunds are granted on memberships up to 10 calendar days from the date of purchase and will be subject to admin fees.
  • Once the membership term/period has started, the following conditions apply:
  • No refunds, partial refunds or credits will be granted due to facility closures/ access restrictions to accommodate previously scheduled and advertised programs, group rentals, events, etc.

Recreation programs and classes

  • For individual-based program registration inclusive of private lessons, the option of a full refund or credit will be granted under the following conditions:
    • Program cancellation
    • Individual withdrawal from a program prior to registration/course cancellation deadline or where a registration/course cancellation deadline is not available:
      • 7 calendar days prior to the start of adult & youth programming
    • Refunds will not be available for Outdoor Programs.

Intramural Programs

  • For Intramural program registration, the option of a full refund or credit will be granted under the following conditions:
    • Program cancellation with the exception of Day of the Longboat, Great Trek, UBC REC Triathlon Duathlon, Storm the Wall.
    • Withdrawal from the intramural program prior to registration deadline
  • For Intramural program registration, the option of a partial refund or credit will be granted under the following conditions:
  • A 50% refund will be given if 48 hours’ notice is provided before the first game or match providing that there is a substitute available to fill the pending vacancy.
  • In Intramural leagues, if a team has had a combination of 3 defaulted wins (5 for volleyball), that team will receive 1/3 of a refund. If this occurs in the first term, the team in question will be given the 1/3 credit for participation in the second term.
  • No refunds will be given once intramural programs start.

Camps

Withdrawals and program changes for UBC Camps programming can be processed by users online, over the phone, or in-person at the UBC Camps office. All withdrawals and program changes are subject to the following timelines and fee structure:

  • Withdrawals made 31 days or more prior to the start date of the camp = full credit on account or refund
  • Withdrawals made 10 – 30 days prior to the start date of the camp = credit on account or refund minus a $25 administrative fee per camp (excluding before care, lunch supervision, and after care)
  • Withdrawals made 9 days or less prior to the start date of the camp = no credit or refund (i.e., 100% forfeiture of camp fee)

Refund requests for all UBC Recreation programs must be submitted using our online form.

  • Full refunds are ONLY granted for documented medical conditions that prevent the user from participating in the program. Any other refunds (i.e., non-medical or unique circumstances) are made at the discretion of Program Administration.
  • Refunds will be returned in the same form as the payment received (except debit and cash, which will be returned by cheque).

Private Lessons

  • Clients that cancel and scheduled private lesson within 24-hours of the lesson start time will forfeit the full cost of the lesson OR will lose a punch from their private lesson membership
  • If a client cancels a private lesson before the 24-hour cancellation window, there will be no penalty for that cancellation
  • Cancellation must be submitted directly to the instructor or program manager at the client’s earliest convenience

Program Transfers

  • At the discretion of instructors or programmers, transfers between programs & lessons may be permitted. This transfer must occur prior to the third session.

Relating Specifically to UBC Camps:

  • Prior to the start of a camp, switching between camps is permitted if there is space.
  • Once a camp is in session, switching to another program is not permitted.

UNA Withdrawal

UNA discount refund requests must be made in person using the Refund Request Form and are subject the following conditions:

  • A valid receipt must be attached

Right of Refusal Policy

UBC Recreation reserves the right to refuse service or access based on violation of drop-in procedures, inappropriate conduct and/or failing to respect the UBC Recreation Code of Conduct (above), failing to respect facility/program rules, and/or for failing to follow the directions of the Recreation staff member.

Lost and Found Policy

All items left at a UBC Athletics & Recreation facility that are turned into a staff member will be kept on-site for 2-weeks. If the item is not claimed and picked-up by the owner within 2-weeks of it being found, then the item will be donated. If the item is found by a UBC Staff member on a sports field or in a common area, it will be returned to the nearest UBC A&R building front desk. Lost and found pick-up will be by appointment only.

Replacement Card Policy

UBC Recreation cards will be provided free of charge to participants that purchase a fitness or aquatic centre membership. Replacement cards can be issued at the ARC, SRC or Aquatic Centre front desk for a charge of $15 per card.

Wait List Policy

There are maximum numbers set for various UBC Recreation programs. Registration is on a first come, first served basis. Once the maximum number of spaces set aside for a program has been reached, individuals will be placed on a waiting list. Although every effort will be made to include those on the waiting list, there is no guarantee that they will be accommodated.

Account Credit Policy

After three (3) years, any unused, inactive credits will be cleared/removed from personal accounts.

Waiver Policy

All Adult (19+) participants in UBC Recreation programs that require registration must sign and return a valid waiver form before they will be allowed to participate.

Photo / Media Release Policy

As a condition of participation, all participants, excluding minors, give permission to UBC Recreation to take and use images of their likeness (including any motion picture or still photographs of, poses, acts and appearances or sound records) for any purposes in connection with the promotion and/or marketing of UBC Recreation.  UBC Recreation reserves the right to crop, alter or modify Images of you and combine such Images with other images, text, audio recordings and graphics without prior notification to publication.

In situations where a participant does not wish to have his or her photo/video footage used, it is his or her responsibility to notify the program administrator and/or photographer/videographer.

Where images of minors are being captured, documented approval must be obtained by program administration prior to any use of any images containing said minor. Current students of the University of British Columbia are not considered to be minors.

External Instructors Policy

Third-party instruction is prohibited. Individuals, inclusive of Personal Trainers, coaches or instructors, who are not employed by UBC Recreation are not permitted to teach or train participants in any UBC Recreation Facility.

Lockers Policy

Lockers are available for the temporary storage of personal belongings. It is recommended that facility users DO NOT bring valuables into the facilities. No valuables should be stored in lockers. UBC Athletics and Recreation is not responsible for any lost, stolen, or damaged personal items.

Hourly Use Lockers

Hourly lockers are available in the Student Recreation Centre (SRC) and the UBC Aquatic Centre on a first come, first served basis. The contents of hourly-use lockers must be removed by facility closing time. Locks and contents will be removed from any lockers that are not cleared-out at the end of each day. The contents of the locker will be bagged and stored for 14 calendar days. Coin lockers are available in both facilities.  The SRC has limited locks available at the front desk free of charge with a valid piece of photo ID.

Long Term Rental Lockers

UBC Recreation offers long term locker rental options at the Student Recreation Centre (SRC), ARC (within UBC Life Building), War Memorial Gym and Aquatic Centre on a 4 month, 8 month, and yearly basis. Half-lockers and full-length lockers are available on a first come, first served basis and selection varies by facility.  All lockers require a $15 lock deposit and the lock must be returned at the end of the rental period to ensure the return of the deposit. Locker prices are not pro-rated and must be paid in full.  All lockers are non-refundable and non-transferable.

Lockers must be cleared out by 12:00 noon on the expiry date of the locker rental. UBC Recreation will open lockers that are not renewed or cleaned-out before their expiry date. The contents of the locker will be bagged and stored for 30 calendar days. After 30 calendar days, the contents will be donated to charity.