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
Course & Program Cancellation Policy
Relating Specifically to UBC Camps:
Verification of Identity Policy
Photography, Filming, & Media Policies
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 participants, and spectators. It is the responsibility of all parties to familiarize themselves with, and understand their obligation to the code of conduct.
- All individuals and groups who access and utilize UBC Recreation facilities and/or services are expected to adhere to the following behaviours.
- Respect: Treat others with respect and dignity. Discriminating, harassing, threatening or assaulting another individual will not be tolerated.
- Safety: Prioritize safety and follow all posted rules and regulations. Any behaviours that endanger the health and safety of self or others will not be tolerated.
- Civility: Comply with UBC Recreation staff’s reasonable instruction and rules. Disruptions to the operations or interference with the staff’s ability to perform their duties will not be tolerated.
- Accountability: Act truthfully and take responsibility for one’s actions. Misrepresentation of oneself or others and stealing, misusing or damaging property will not be tolerated.
The list above sets out specific examples of prohibited conduct. It is intended to help individuals understand the type of conduct that will be subject to discipline: it is not an exhaustive list and individuals should be aware that their conduct may still be considered prohibited conduct under this Code even if it does not appear in the list below.
- Any breach of UBC Recreation’s Code of Conduct will be investigated fairly and without bias. The investigation may include review of documentation, speaking or meeting with respondents, complainants, and witnesses, review of security footage and consulting with other UBC Recreation or University staff. During investigations, UBC Recreation reserves the right to temporarily restrict access to its programs, services and/or facilities. This restriction may be applied to groups or individuals.
Any behavior deemed to violate the Code of Conduct can lead to disciplinary action including but not limited to warnings, suspension, expulsion, or termination of privileges. Additionally, UBC Recreation reserves the right to escalate or refer their findings to UBC Campus Security, the RCMP, UBC Counsel or UBC Administration as appropriate.
Individuals who receive disciplinary action may appeal the decision in writing to the Director, Recreation. The appeal must be submitted within 10 business days of the decision and a response will be issued within the subsequent 10 business days. 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:
- Have paid the Athletics and Recreation Fee(s), be registered in more than one (1) UBC academic course in the current term,
- Have a valid status within the UBC Recreation registration system,
- 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:
- Be a current staff or faculty,
- Have a valid status within the UBC Recreation registration system,
- 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:
- 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 & Refund Policy
- Medical conditions which prevent the user from participating in a course or activity (medical documentation from a licensed physician required) or
- A registrant who is permanently moving more than 30 km away from UBC and is no longer attending UBC.
- Registered Courses & Programs
- Camps
- Intramural Leagues & Events
- UBC Triathlon Duathlon
- Private Lessons (except Aquatic Private Lessons)
- Memberships
Recreation programs and classes
- Withdrawals made 15 or more days prior to the program start date = full credit on account or refund;
- Withdrawals made 8-14 days prior to the start date of the program = credit on account or refund minus the specific administrative fee per program
- Withdrawals made 7 days or less prior to the start of the program are not eligible for a refund,
- Withdrawals after the course start date are subject to 100% forfeiture of program fee.
Camps
- 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)
- 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.
Intramural Programs
- For Intramural programs, the option of a full refund or credit will be granted under the following conditions:
- For Intramural program registration, the option of a partial refund or credit will be granted under the following conditions:
- No refunds will be given once intramural programs start.
UBC Triathlon Duathlon
- For the UBC Triathlon Duathlon, the following refunds apply:
Private Lessons (except Aquatic 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
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:
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.
Right of Refusal Policy
Lost and Found Policy
Replacement Card Policy
Wait List Policy
Account Credit Policy
Participation Policies
Waiver Policy
Verification of Identity Policy
Photography, Filming, & Media Policies
Photo & Media Release Policy
Photography & Filming Policy
- The privacy and comfort of others must be respected.
- Photography and filming may not include anyone who has not given express consent.
- Photography and filming are prohibited in changing areas and washrooms.
- Photography and filming may be expressly prohibited at some events and venues; failure to comply with these restrictions or instructions from staff will result in removal.