Policies Page

Community Centre Safety Measures

The UNA has taken careful considerations following BC Recreation and Parks Association (BCRPA), WorkSafe BC (WCB) and BC provincial government guidelines in creating protocols to be able to re-opening safely. The BCRPA Re-Start Guideline focuses on 5 areas: health screening, physical distancing control, hand hygiene provisions and touch point sanitation. For your information, here are the controls we are taking to reduce the risk of transmission of COVID-19. Specific program controls can be found on the program’s registration page.

These are the measures the UNA are taking:

1. Modified programs
   • Holding smaller class sizes
   • Modifying programs to meet physical distancing standards
   • Eliminating the sharing of equipment when possible, or disinfecting shared equipment when sharing of equipment is inevitable
   • A Verbal Health Screening will be conducted before each class
     • Have you, or members of your household, experienced any flu-like or cold symptoms within the last 14 days?
     • Have you, or members of your household, had close contact with someone who has tested positive for COVID-19, or is awaiting COVID-19 test results within the last 14 days?
     • Have you, or members of your household, travelled internationally within the last 14 days, including to the USA?
     • If the answer is “yes” to any question on arrival, they will not be allowed to attend the program for health and safety reasons. Translated written copies will be available during check-in.
   • Buffer times have been scheduled for transition time between classes
   • Staff have been trained on new health and cleaning regulations
   • Please arrive on time for the start of your program, no earlier than 10 minutes before the scheduled start time.
2. Implementing Engineering Controls
   • Facility capacity determined by provincial government guidelines of five square-metres per person
   • Plexiglass installed at front desk
   • Physical distancing markers
   • Controlled traffic flow with designated entry points
3. Cleaning and Disinfecting
   • Increased cleaning and disinfecting of high touch point areas and general cleaning
   • Staff and programs instructors trained on proper cleaning and disinfecting protocols
   • Providing hand sanitizer and access to hand washing stations
   • PPE is on site if needed. Masks are optional for patrons and staff, unless otherwise stated.
4. Implementing Flexible Refund Policies
   • Virtual programs – Our regular refund policy applies
     • Refund requests must be submitted no later than 1 hour after the second class. Program refunds are prorated with an administration fee of $10 per person.
   • In-person programs – We have developed a more lenient refund policy for illness-related program withdrawals requests to encourage participants to stay home if they are sick.
     • Weekly Programs – For long-term illness, pro-rated refunds will be provided. Requests must be made immediately for pro-rated refunds to take into effect and a medical note may be required. Please send refund requests to programs@myuna.ca. Once a program is completed, refunds cannot be processed.
     • Camps – Pro-rated refunds will be provided if your child is sick or has symptoms and cannot attend camp. Requests must be made on the day for pro-rated refunds to take into effect. Please send refund requests to programs@myuna.ca.
   • Outbreak Mitigation and Recovery procedures
     The UNA has created protocols for if an outbreak is suspected or confirmed. Please see the UNA COVID-19 Safety Plan for more information.

We’re all in this together. We need your help in ensuring certain safety measures are followed.

Patron Responsibilities:

• If you’re sick or have symptoms, please stay home.
• Returning travellers must self-isolate and follow provincial health officer guidelines.
• Talk to your family. Please ensure your children understand the importance of physical distancing and hand washing.
• Maintain a physical distance of at least two metres from other patrons. If physical distancing is not possible, please wear a mask.
• Wash your hands frequently and effectively. Wash with soap for at least 20 seconds. Please wash your hands before and after programs.
• Please cough/sneeze into your elbow.
• Non-medical face masks are encouraged, but optional unless otherwise stated.
• Follow signage posted and respect the direction of UNA staff.

Program-Specific Safety Protocols

CHILDREN’S PROGRAMMING

Children’s Classroom Programs 
Modifications:

• Participants will be asked to maintain a physical distance of at least two metres from others. Designated spots/desks will be used when possible.
• If equipment is needed, equipment will be assigned to each participant each class. Equipment is sanitized after each class.
• Hand sanitizer or handwash stations are available.
• Parents of participants over six years of age will not be allowed into the facility.
• Please use “Art Room” or “Social Room” entrance on the south side of Wesbrook Community Centre.

Participant Responsibilities:

• If you’re sick or showing symptoms, please stay at home!
• Participants will be asked to complete a Verbal Symptom Screening before each class. If you answer yes to any of the questions, you will be sent home.
• Wash your hands before/after class.
• Please ensure your children understand physical distancing, handwashing and following the direction of program instructors.
• Non-medical face masks for children ages ten and up are encouraged, but optional.

Children’s Sports and Martial Arts Programs
Modifications:

• Participants will be asked to maintain a physical distance of at least two metres from others. Designated spots or cones will be used when possible.
• If equipment is needed, equipment will be assigned to each participant per class. Equipment is sanitized after each class.
• Hand sanitizer or hand wash stations are available.
• Parents of participants over six years of age will not be allowed into the facility.
• Please use “Gym Entrance” and “Gym Exit” on the north side of Wesbrook Community Centre.

Participant Responsibilities:

• If you’re sick or showing symptoms, please stay at home!
• Participants will be asked to complete a Verbal Symptom Screening before each class. If you answer yes to any of the questions, you will be sent home.
• Please change at home before/after class.
• Wash your hands before/after class.
• Please ensure your children understand physical distancing, hand washing and following the direction of program instructors.
• Non-medical face masks for children ages ten and up are encouraged, but optional.

Circle Time with Ruta 
Modifications:

• Each family will be designated a spot on a floor mat, distanced at least two metres from others.
• Floor mats will be sanitized after each program.
• There will be no shared equipment. Please bring your own noisemakers.
• Hand sanitizer or hand wash stations are available.
• Children must be accompanied by one adult only. Each child in a family must register for an individual spot in the program as space in each room is limited.
• Please use the “Backdoor Entrance” on the west side of Wesbrook Community Centre to enter the building.

Participant Responsibilities:

• If you’re sick or showing symptoms, please stay at home!
• Participants will be asked to complete a Verbal Symptom Screening before each class. If you answer yes to any of the questions, you will be sent home.
• Please bring your own noise makers such as drums, egg shakers or even a pot and wooden spoon.
• Adults will be required to wear masks in this program.
• Please maintain physical distancing of 2m between other program participants, instructors and staff.
• Wash your hands before/after the class.

Preschool and Children Dance and Performing Arts Programs
Modifications:

• Participants will be asked to maintain a physical distance of at least two metres from others. Designated spots or cones will be used when possible.
• Instruction will be modified to reduced shared equipment. If the ballet barre is used it will be sanitized after each class.
• Hand sanitizer or hand wash stations are available.
• Parents of participants over six years of age will not be allowed into the facility.
• Please use “Lounge Entrance” on the south side of Wesbrook Community Centre and follow signage posted regarding the follow of traffic.

Participant Responsibilities:

• If you’re sick or showing symptoms, please stay at home!
  Participants will be asked to complete a Verbal Symptom Screening before each class. If you answer yes to any of the questions, you will be sent home.
• Please change at home before/after class.
• Wash your hands before/after class.
• Please ensure your children understand physical distancing, hand washing and following the direction of program instructors.

ADULT PROGRAMMING

Adult Dance Programs  
Modifications:

• Participants will be asked to maintain a physical distance of at least two metres from others. Designated spots or cones will be used when possible.
• Instruction will be modified to reduce shared equipment. If equipment or the ballet barre is used, it will be sanitized after each class.
• Hand sanitizer will be provided, but it is recommended to bring your own.
• Please use “Lounge Entrance” on the south side of Wesbrook Community Centre and follow signage posted regarding the follow of traffic.

Participant Responsibilities:

• If you’re sick or showing symptoms, please stay at home!
  Participants will be asked to complete a verbal symptom screening when checking in at the beginning of class with the instructor.
• Please change at home before/after class and remember to wash your hands.
• Non-medical face masks are encouraged, but optional.
• Please maintain physical distancing of 2m between other program participants, instructors and staff.

Adult Sports and Martial Arts Programs
Modifications:

• Instruction will be modified to reduce shared equipment, any item used will be disinfected at the end of class. Pickleball lesson students are asked to bring their own pickleball racquet and ball marked with their name.
• Participants will be asked to maintain a physical distance of at least two metres from others. Designated spots or cones will be used when possible.
• Hand sanitizer will be provided, but it is recommended to bring your own.
• Please use “Gym Entrance” and “Gym Exit” on the north side of Wesbrook Community Centre.

Participant Responsibilities:

• If you’re sick or showing symptoms, please stay at home!
• Participants will be asked to complete a verbal symptom screening when checking in at the beginning of class with the instructor.
• Please change at home before/after class and remember to wash your hands.
• Non-medical face masks are encouraged, but optional.
• Please maintain physical distancing of 2m between other program participants, instructors and staff.

Adult Fitness and Yoga Classes
Modifications:

• Exercises will be modified so that no equipment is needed. The UNA has suspended our yoga mat rentals and have removed all shared equipment, including yoga props.
• Individual spots will be measured out with at least two metre distance between each participant.
• Hand sanitizer will be provided, but it is recommended to bring your own.
• Please use “Lounge Entrance” on the south side of Wesbrook Community Centre and follow signage posted regarding the follow of traffic.

Participant Responsibilities:

• If you’re sick or showing symptoms, please stay at home!
  Participants will be asked to complete a verbal symptom screening when checking in at the beginning of class with the instructor.
• Please bring your own mat. We will no longer be renting yoga mats.
• We recommend bringing your own towel, mat cleaning supplies and hand sanitizer.
• Please change at home before/after class and remember to wash your hands.
• Non-medical face masks are encouraged, but optional.
• Please maintain physical distancing of 2m between other program participants, instructors and staff.

ALL AGES

Music Lessons 
Modifications:

• Piano lessons have been moved into a larger room, with two pianos: one for the student, one for the instructor.
• Guitar and violin lessons have been moved into a room with direct outdoor access to reduce the number of touch points.
• Physical distance of at least two metres will be maintained between the student and instructor.
• A “transition time” will be programmed to reduce the contact between students.
• Chairs, music stand and piano will be cleaned between each student.
• Hand sanitizer or a hand wash station are easily accessible.
• Participants (or the participant’s parent/guardian) will be asked to complete a verbal symptom screening when checking in at the beginning of class with the instructor.

Participant Responsibilities:

• If you’re sick or showing symptoms, please stay at home!
• Please bring your own sheet music.
• Please wash your hands before and after class.
• Non-medical face masks are encouraged, but optional.
• Please maintain physical distancing of 2m between other program participants, instructors and staff.

Camps

Physical Distancing:

• Participants will be asked to maintain a physical distance of at least two metres from others. Designated spots or floor markers will be used when possible.
• Reducing Capacity
• Education – Camp Leaders will take an educational approach to teach children how to stay safe by washing their hands, not touching their face and keeping 2m distance from others.
• Campers will be given gentle reminders of these principles over the week.
• Room set up and activity modifications – Camp activities will focus on individual projects and games with physical space allowance. Whenever possible activities will take place outdoors. During indoor time children will have their own table station with their own set of supplies.
• Pick up and drop off – A table will be set up outside the community centre for pick up and drop off, with physical distancing markers. Children will be signed in and checked out one at a time and parents will not be allowed in the room.

Equipment

• To reduce the sharing of equipment, each child will be assigned their own set of art supplies and will keep it at their table.
• Toys with soft surfaces will not be allowed. Any hard toys (i.e. hula hoops, soccer balls) will be sanitized at the end of each day.
• This will be organized with clearly labelled clean and dirty bins.

Health and Cleaning

• Children showing symptoms ahead of camp will be asked to stay home. During drop off parents/guardians will be asked to complete a verbal symptom screening on behalf of their child.
• If a child is present at camp but is showing any symptoms of illness, they will be sent home. In the case that this does occur a camp leader will notify a Program Coordinator who will isolate the child and call a guardian for pick up.
• Procedures for appropriate cleaning of high touchpoints and surfaces will be followed as per BCCDA and provincial guidelines.
• Children will be asked to wash their hands frequently and effectively with soap for at least 20 seconds and to cough/sneeze into their elbows.
• Non-medical face masks are encouraged, but optional.

Before your child comes to camp:

• Ensure that your child is not showing any symptoms before coming to camp.
  • Pro-rated refunds will be provided if your child is sick or has symptoms and cannot attend camp. Requests must be made on the day for pro-rated refunds to take into effect. Please send refund requests to programs@myuna.ca.
• Please ensure your children understands physical distancing, hand washing and following the direction of UNA staff. An email will be sent to parents before the start of camp with more information about camper expectations.

[Due to COVID-19, we have created a specific set of policies that are representative of our current situation. Please note that not all services listed below are currently being offered. Visit COVID-19 Updates for more details.]

Code of Conduct

Our goal is to provide a safe, welcoming and respectful environment for our community members, staff and volunteers. All members and participants are expected to:

• Treat each other with respect, courtesy, fairness and equality
• Respect everyone regardless of diversity or ability
• Use the facility and equipment in a safe and appropriate way

Registration, Fees and Discounts

• Registration is required for most classes.
• Registration is on a first come, first served basis.
• Individuals living in the UNA neighbourhoods are eligible to receive a resident discount on most programs.
• UBC staff/student/faculty (including their children) and UTown@UBC Community Service Card Holders are also eligible to receive a discount.
• We encourage everyone to register early to avoid programs being cancelled due to insufficient registration.
• A late pick-up fee of $10 for every five minutes following the end of the camp or program time may be charged.
• Drop-in classes: Drop-in fees must be paid before each class and the receipt must be provided to the instructor.

Cancellations & Refunds 

• Full refunds will be issued for any programs cancelled by the UNA.
• Participant-requested refunds are prorated with an administration fee of $10 per person.
• Refunds will be processed within 14 days.
• Refund requests must be made in person or by phone at the community centres, or by emailing programs@myuna.ca.
• Multi-Class Programs:
  • Refund requests must be submitted no later than one hour after the second class, after which, refunds may be considered on a case-by-case basis.
• Single-Day Programs:
  • Pro-D Day Camps, events, workshops, lectures and other single-day programs are non-refundable within five days* prior to the day of the program.
• Camps:
  • Camps are non-refundable five days* prior to the first day of camp.

*Note: The last day to withdraw from a single-day program or camp starting on a Monday is the previous Tuesday.

Virtual Classes 

The same principles of an in-person class apply to a virtual class. The attendants must abide by the UNA code of conduct. It is everyone’s responsibility to create a safe, friendly, and respectful environment.

Adult Sport Procedures

• Registered participants have first priority for Adult Sport programs. Registration is a cost-effective way to ensure you have a space every week.
• Registered participants have up to 10 minutes after the program start time to show up. All no-show spots at that time will be sold to the drop-in wait list.
• Sign-up for the drop-in waitlist must be done IN PERSON and begins 30 minutes before the program begins.
• Each participant may put down at most two names (their own, plus one more).
• Waitlisted participants may not enter the gym until they have paid.
• Drop-in users must have an account in our registration system.

Youth Open Gym Procedures  

• Sign in for Youth Open Gym starts 10 minutes before the program start time.
• Participants must pay before signing in for Youth Open Gym.
• Participants may only sign in for themselves.
• All participants will be given a stamp on the hand or wrist at the time of entry. Staff will monitor to ensure only participants with stamps are in the gym.
• Participants ages 9 to 12 must attend the Pre-Teen Open Gym time with parent supervision.
• Participants ages 13 to 18 may attend without parent supervision but must abide by the UNA Code of Conduct.
• Front desk staff reserve the right to ask participants to leave if they do not abide by the Code of Conduct and limit the number of participants in the gym at any time.
• Drop in users must have an account in our registration system.

Community Spaces 

Community centre staff reserve the right to make changes to the room schedules. The common areas at the community centres are public spaces and not available for private events. Private tutoring or other activities for which a fee is charged are not allowed in the common areas. These areas are also not intended for anyone to establish the space as a permanent location for their activities or operations. The common areas at Wesbrook Community Centre include the lounge, hallways, the Senior and Teen Centre, and splash pad. The common areas at the Old Barn Community Centre include the living room, John Young room and the foyer on the second floor. These spaces may be reserved for UNA programs or events.

Casual Room Use

The music studios and the gymnasium are available for patrons during non-program hours for an affordable fee. These rooms are available on a first-come basis. For room reservations, please see our bookings page.

• Users must have an account in our registration system
• Users must leave the room clean and restored to the original condition in which it was found
• No food or drink is allowed in the room
• Furniture may not be re-arranged or added to the room
• Martial arts and self-defence training (i.e. sparring/boxing) are not permitted
• A $2 access fee will be charged per user
• Music Studio Casual Room Use
  • Users may not move furniture (including the piano). No additional furniture or equipment will be provided
  • No groups larger than four may use one studio at time
  • Maximum use of one hour and A $2 access fee will be charged per user
  • Studio is closed one hour before a scheduled class and 30 minutes before the centre closes.
• Gymnasium Casual Room Use
  • Users must wear appropriate, clean, non-marking footwear for all activity in the gymnasium.
  • Front desk staff may approve room use for users who are engaging in independent active movement and dance activities
  • Users may check-out equipment from the front desk.
  • Additional equipment (e.g. nets, mats) are not available for use.

Bookings 

To inquire about booking UNA facilities, please visit myuna.ca/bookings or contact bookings@myuna.ca.

Please note, for-profit businesses that offer programs similar to our current and potential program offerings are not permitted. If you are a business or individual that has an idea for running a program in our facilities, please submit an Online Program Proposal.

Photos  

Photos of program and event participants may be taken for marketing and promotions by the UNA and may appear on our website, social media accounts or print materials. Please inform a program coordinator if you have any concerns about having photos taken of you or your child. We will always inform participants of camera presence before taking close up photos. Group and large crowd photos may be taken without direct communication.

For users taking personal photos within the community centre, please be mindful of other users’ privacy.

Fitness Centre Fees and Refunds

• Fitness centre passes can be suspended once during the calendar year for medical reasons or an absence of five or more consecutive days.
• If cancelling a fitness centre pass, a partial refund with an administration fee[AC1]  of $10 may be approved at the discretion of the facility coordinator or supervisor.
• Fitness centre drop-in fees must be paid prior to using the facilities and the receipt must be presented to the fitness centre attendant.

Respect

• Bullying, harassment or any behaviour that demeans, ridicules or embarrasses a member, guest or employee will not be tolerated and could lead to expulsion from the UNA Fitness Centre or revocation of membership or pass.

Attire & Personal Belongings

• Proper athletic shoes and workout clothes must be worn when working out in the Fitness Centre.
• Bags, umbrellas, jackets, skateboards and other paraphernalia are not allowed past the Fitness Centre desk. Lockers are available for storing personal effects.

Food & Drink

• Drinks in resealable containers are allowed in the Fitness Centre, however, food, candy or gum are not.

Safety

• Use equipment you have been given instruction on and ask staff for assistance on how to use unfamiliar equipment.
• Use spotters and weight training belts when training with heavy weights. Use collars on all bars at all times.
• Avoid dropping hand weights on the floor and dropping stacks of weights that are part of the weight machines.
• Keep the workout area clear. Do not rest on machines or linger in between sets.
• Be respectful of personal workout space.
• Avoid walking with weights or exercising too close to others.
• Report any equipment malfunction to staff immediately.
• If you feel faint or dizzy: stop, sit down and ask for assistance.

The University Neighbourhoods Association (“UNA”)  is committed to protecting the privacy of visitors who use our websites, myuna.ca and myuna.perfectmind.com to browse, read pages, download information or register to receive newsletters or updates.

This Policy explains the type of personal information that we collect, use and disclose and how it is protected.  For more information about our information management practices, please contact our Privacy Officer at wsit@myuna.ca.

Who We Are

The UNA is a community based organization that manages local infrastructure, regulates matters of concern and offers programs and activities within residential neighbourhoods located at the University of British Columbia.

About this Site

This website allows all users to access information about the UNA and to browse and search information about our organization, governance, programs, services and events.  This website also allows users to contact us by email or to submit inquiries or subscribe to receive newsletters or updates.

For members of the UNA and other subscribers this website also includes a secure portal that permits authorized users to open an account and view their information that is managed by the UNA (“Portal Users”).

By accessing and using the website you are consenting to the collection, use and disclosure of your personal information as described in this Policy. If you do not wish to provide your consent, please do not use this website.

The information that we collect about all website users

When you browse and use this website we automatically gather and store certain information about the visit for the purposes of administering this website, assessing system performance, improving web services and maintaining website security and management.  This information might include: IP address, browser type, internet service provider, how you use and browse the website and the length of your visit.  However, our website logs are not personally identifiable, and we do not attempt to identify users from this information.

The information you provide to us

Personal information about you may also be collected through this website when you provide it to us on a voluntary basis, such as when you submit questions, inquiries, complaints or employment inquiries or ask to be added to a wait-list or newsletter mailing list register or to open a user account for the Portal or provide us with information through the User Portal (such as when you register for a program or service). In these cases, we may use your information to respond to you, contact you, to answer a question or respond to a complaint, for employment recruitment, to provide community services and programs, for marketing and promotional purposes or for other purposes permitted by law.

How we share and store and your personal information

The UNA collects, uses and discloses personal information using this website for the purposes described above and in compliance with applicable privacy laws in Canada. We do not sell, rent, loan, trade or lease any personal information collected at our site.

The personal information we collect through the website is collected and used internally by the UNA and stored on servers based in Canada.  We may share some information with our service providers to help maintain, improve or trouble-shoot the website.  Some of our service providers may store or access personal information at or from locations outside of Canada.

Browser Information Collected on the Web Site

Throughout the website, you may find links to third party web sites. Please note that the UNA is not responsible for the privacy policies or content on third party sites.  We recommend that you read the privacy policy of third party web sites for your information.

Your Rights

We are subject to the British Columbia Personal Information Protection Act (PIPA), and we work hard to ensure that all collection, use and disclosure of personal information through the website is fully compliant with such laws.

Under these laws, you have the right to request access to your personal information within our custody and control.  You also have the right to request correction of your personal information and to be told how your information is collected, used and disclosed by us.  Complaints under this Policy may be directed to our Privacy Officer at wsit@myuna.ca.

Changes to this Policy

We reserve the right to make changes to this Privacy Policy at any time.  If we make any changes, we will update this website to include such changes. Such changes will be effective when posted.

UNA Waivers for programs are built into the registration process for applicable programs. For reference, here are our main waivers:

• UNA Participant Agreement (Ages 19+)
• UNA Child and Youth Participation Agreement
• UNA Camp Waiver and Photo Waiver