UBC Recreation Policies

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 & Refund Policy

Registered Courses & Programs

Camps

Intramural Leagues & Events

UBC Triathlon Duathlon

Private Lessons

Memberships

Program Transfers

Relating Specifically to UBC Camps:

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

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 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:

  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 & Refund Policy

All withdrawal and refund requests are subject to deadlines, administrative approvals, and administrative fees.   

Refunds are only considered for: 

  1. Medical conditions which prevent the user from participating in a course or activity (medical documentation from a licensed physician required) or 
  2. A registrant who is permanently moving more than 30 km away from UBC and is no longer attending UBC. 

Approved refunds will be issued via the original method of payment except cash and debit cards.  All cash payments are refunded by cheque which may take up to 30 business days.   

The policy for withdrawal and refund requests is specific to each of the following areas: 

  • Registered Courses & Programs 
  • Camps 
  • Intramural Leagues & Events 
  • UBC Triathlon Duathlon 
  • Private Lessons (except Aquatic Private Lessons)
  • Memberships  

Recreation programs and classes

All registered course and lesson withdrawals and refunds requested 15 or more days prior to the start of a program can be self-administered online via the client schedule page.   

All registered course and lesson withdrawals, transfers and refunds requested within 14 days prior to the program’s start date should be submitted via the  Withdrawal, Transfer & Refund Request Form.   

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

  • 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  
    • Registration fee is less than $50.00: $5.00 admin fee 
    • Registration fee is equal to or greater than $50.00 and less than $100.00: $10.00 admin fee 
    • Registration is equal to or greater than $100.00: $25.00 admin fee 
  • 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. 

Upon approval by the Program Coordinator or Facility Manager, refunds are only issued for the unused portion of programs and classes.  Notes must be received within one week from the date of the injury/illness.  Course conflicts are not a valid reason for a refund and will not be considered 

Camps

Withdrawals and program changes for UBC Camps programming can be processed by users online. 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) 
  • 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

Withdrawals and program changes for UBC Intramural Leagues & Events must be submitted using the online form. 

  • For Intramural programs, 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: 
    • Withdrawal after the registration deadline but before the program start day, a 50% refund provided. 
    • 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. 

UBC Triathlon Duathlon

  • For the UBC Triathlon Duathlon, the following refunds apply: 
    • Withdrawal made prior to the registration deadline will result in the full credit on account or refund. 
    • Withdrawals made after the registration deadline but at least 21 days before event day are subject to a 50% refund. 
    • Withdrawals made less than 21 calendars days before event day are subject to 100% forfeiture of the registration fee. 

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: 
    • 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. 

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

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.

Participation Policies

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.

Verification of Identity Policy

Where access to Athletics and Recreation facilities and/or program participation requires verification of identity, physical identification with a photo is required.  Acceptable forms of valid identification must include name and photo such as: UBC Card, driver’s license, government-issued identification card, passport, and status card.

Photography, Filming, & Media Policies

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.

Photography & Filming Policy

Photography and filming within UBC Sport Facilities or during UBC Recreation programs must follow these conditions:

  • 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.

Commercial photography and filming or use of recording equipment other then mobile devices (i.e. DSLRs, large cameras, etc.) are prohibited without prior written consent from UBC Recreation management.

Failure to comply may result in disciplinary actions.

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, in exchange for a Government ID.  The accepted Government ID’s are driver’s licenses, BC ID, care card (or provincial health card equivalent).  Passports, Nexus Cards, and SIN cards, are not accepted.  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. 

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.