Policies Page

UNA Communicable Disease Prevention Plan

As the UNA begins to bring our services back up to full capacity, we are introducing the UNA Communicable Disease Prevention Plan which will replace the existing COVID-19 Safety Plan.

See the full UNA Communicable Disease Prevention Plan for more information.

Recreation Programs

• Normal class sizes will resume
• Physical distancing will no longer be required
• Verbal health screening will no longer be required
• Buffer times between classes will no longer be required
• Sharing of equipment will resume
• Normal cleaning standards will be implemented
• Stay at home if you’re sick

Implementing Flexible Refund Policies

We have developed a more lenient refund policy for illness-related program withdrawal 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 and Single-Day Programs – Refunds (requested less than five days prior to the start of the camp/program) due to illness will be considered on a case-by-case basis and may require a medical note. If your child is feeling unwell, please do not come to the facility. Please email programs@myuna.ca immediately. Retroactive refunds will not be considered.

Mask Requirement in Indoor Facilities

Starting Wednesday, Aug. 25, 2021, as per BC provincial health orders, masks must be worn in all indoor public spaces throughout B.C. to help slow the transmission of COVID-19 as B.C. prepares for the fall and respiratory illness season.

The order from the provincial health officer requires people 9 and older to wear masks in indoor public settings, regardless of vaccination status.

The UNA is requiring everyone who is in a program with children ages 9 and older to wear masks in indoor public settings as well.

Masks are not recommended for children under the age of 2, but should be encouraged for children ages 2-8 in public settings.

Masks may be removed temporarily in indoor public places for the following reasons:

• While participating in a sport or fitness activity in a sport facility
• To consume food or beverage at a location designated for this purpose
• To identify the individual wearing the mask
• While staff are working in staff-only areas

Masks are exempt for the following:

• People who cannot wear a mask or who cannot put on or remove a mask without the assistance of others
• People who may not be able to wear a mask for a psychological, behavioural or health condition, or due to a physical, cognitive or mental impairment
• Children under the age of two. (Masks are not required but recommended for children ages 2-8.)

Proof of Vaccination Requirement

By order of the Provincial Health Officer, beginning September 13, 2021, proof of vaccination will be required to access some events and services that the UNA provides.

The requirement applies to all people born in 2009 or earlier (ages 12+). UNA staff will ask to see your proof of vaccination and valid government ID while accessing some services at the Wesbrook Community Centre, the Old Barn Community Centre and the UNA Main Office.

The requirement will be in place until January 31, 2022, subject to extension.

More details will come in the following weeks. Please subscribe to our weekly newsletter to receive the latest news.

More information on the BC Vaccine Card and how to book your vaccination can be found on the Health BC website.­

[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

See the full Code of Conduct Policy for more information.

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.

For field bookings, please refer to our Third Party Field Rentals Policies.

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 websites. 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 websites 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 prog rams. For reference, here are our main waivers:

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