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

Methods of Payment Policy

Refund Policy

Program Transfers

Course & Program Cancellation Policy

Right of Refusal Policy

Wait List Policy

Account Credit Policy

Waiver Policy

Photo / Media Release Policy

External Instructors Policy

Lockers Policy

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 stated.  (Note:  Youth programs and memberships for those 14 years and under are exempt from GST)

UBC Student Rate

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

  1. Be registered in more than one (1) UBC academic course in the current term, having paid the Athletics and Recreation Fee.
  2. Produce a valid UBC Student Card.

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. Produce proof of staff / faculty status (eg. a current 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, Utown affiliated residence
  2. Produce a valid individualized UNA Access Card.

Considerations:

  1. Only one individual discounted rate is available per card.
  2. Camps: Card must be presented in-person at the time of registration to receive discounted rate
  • UNA parent(s)/guardian(s) may register more than one child per adult card

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
  • The individual requesting the UNA discount refund must present a valid UNA 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 inclusive 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 late registration prices available for memberships.

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

Methods of Payment Policy

UBC Recreation accepts Visa, Mastercard, Interac, UBC journal voucher and cash. When paying online, only Visa and Mastercard are accepted. The UBC Boathouse does not accept Interac payments, but personal cheques are only accepted.

Refund Policy

UBC Recreation Programs & Memberships

For UBC Recreation Programs partial refunds are only granted for 1) medical conditions which prevent the user from participating in a course or activity or 2) 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 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
  • Refunds will be made in the same form as the payment received
  • Course conflicts are not a valid reason for a refund and will not be considered

Memberships

  • For facility memberships, refunds are granted on memberships up to 10 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.
  • Membership hold requests may be granted for medical reasons, academic sabbaticals, or temporary employment leaves. Hold requests must be submitted in writing (or by email) in advance to the facility manager and must be for a specific time period.  Holds will not be processed retroactively. Members may request a membership hold once per year for a minimum of one (1) month up to a maximum of six (6) months.
  • Alternative solutions may be considered at the discretion of the Facility Manager in exceptional circumstances only

 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:
    • 3 business days prior to the start of adult programming
    • 7 days prior to the start of youth programming and/or Advanced Aquatics programs and/or Rowing Programs and Leagues
  • 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 the Day of the Longboat, the Great Trek, UBC REC Triathlon Duathlon, Storm the Wall, or the Point Grey Triathlon.
    • 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

  • For Camps’ program registration, the option of a full refund or credit will be granted for a program cancellation when prior to the camp start date. In this case, no administration fee will be charged and the balance in full will remain on the account.
  • For Camps’ program registration, all withdrawals and refund requests will be subject to the admin fee.

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.
  • 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.

Course & Program Cancellation Policy

UBC Recreation reserves the right to cancel any course, event, 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, and Advanced Aquatic courses without a registration deadline, courses updates, including cancellations, will be made a minimum of 3 business days in advance of the program start dates.

For Youth programs without a registration deadline, course updates, including cancellations, will be made a minimum of 5 business days in advance of the program start dates.

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

Rowing Programs and League updates, including cancellations, are made at minimum 3 days in advance of program start date in order to allow for maximum registration.

Right of Refusal Policy

UBC Recreation reserves the right to refuse service or access based on violation of drop-in procedures, inappropriate conduct or for failing to follow the directions of the Recreation staff member.

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 hit, individuals will be put 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 a valid waiver before they will be allowed to participate.

All youth (under 19 years of age) participating in UBC Recreation programs will have a valid waiver signed by their guardian.

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

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 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. 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 has offers long term locker rental options at the Student Recreation Centre, 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 get the deposit back. 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 days. After 30 days, the contents will be donated to charity.