Policies Page

Community Centre Safety Measures

The UNA has taken careful considerations following B.C. Recreation and Parks Association (BCRPA), WorkSafe BC (WCB) and B.C. provincial government guidelines in creating protocols to be able to approach re-opening safely. Safety measures were created based on the recommendations from the BCRPA Re-Start Guideline. For your information, here are the controls we are taking to reduce the risk of transmission of COVID-19. Specific program protocols can be found on the program’s registration page.

These are the measures the UNA are taking:

1. Holding Modified Programs
   • Holding smaller class sizes
   • Running outdoor programs, when possible
   • Modifying programs to meet physical distancing standards
   • Eliminating the sharing of equipment or disinfecting shared equipment when sharing of equipment is necessary
   • Implementing daily health screenings for staff and participants
   • Training our staff on new health and cleaning regulations
2. Implementing Engineering Controls
   • Implementing facility capacities recommended by the provincial government (five square metres per person)
   • Installing plexiglass at front desk
   • Installing physical distancing markers
3. Cleaning and Disinfecting
   • Increasing frequency of cleaning of high touch-point areas
   • Scheduling of general cleaning
   • Training our staff and program instructors on proper cleaning
   • Providing hand sanitizer and access to hand washing stations
   • Making personal protective equipment (PPE) available onsite, if needed (masks are optional for patrons and staff).
4. Implementing Flexible Refund Policies
   • Virtual Programs – Our regular refund policy applies.
     • Refund requests must be submitted no later than one 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 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 and a medical note may be required. If you are sick or have symptoms, you can request a single-class refund of 50 per cent no later than noon on the day of class. 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 of the camp. Please send refund requests to programs@myuna.ca.

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.
• Maintain a physical distance of at least two metres from other patrons.
• Wash your hands frequently and effectively, using soap for at least 20 seconds. Wash your hands before and after programs.
• Returning travellers must self-isolate and follow provincial health officer guidelines.
• Ensure that children understand the importance of physical distancing and hand washing.
• Cough/sneeze into your elbow.
• Non-medical face masks are encouraged, but optional.

Program-Specific Safety Protocols

Camps

Modifications to camp programs:

1. Physical Distancing
   • Children will be asked to maintain a physical distance of at least two metres from others.
   • To maintain a high level of service, we will divide registered participants into smaller groups with a maximum of eight campers.
   • Camp leaders will take an educational approach to teach children how to stay safe by washing their hands, not touching their face and keeping a two-metre distance from others. Campers will be given gentle reminders of these principles over the week.
   • 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 station with their own set of supplies.
   • 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.
2. 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 (e.g. hula hoops, soccer balls) will be sanitized at the end of each day. This will be organized with clearly labelled clean and dirty bins.
3. Health
   • 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.
4. Cleaning
   • Procedures for appropriate cleaning of high touchpoints and surfaces will be followed as per BC Career Development Association (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:

1. Ensure that your child is not showing any symptoms.
   • 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.
2. Please ensure your children understand physical distancing and handwashing. An email will be sent to parents before the start of camp with more information about camper expectations.

Fitness Classes

Modifications to fitness programs:

1. Classes have been moved outdoors to allow for physical distancing and better air flow. Classes will move into the gym on poor weather days.
2. Exercises will be modified so that no equipment is needed.
3. Individual spots will be measured out with at least two-metre distance between each participant.
4. Hand sanitizer will be provided, but it is recommended to bring your own.

Participant Responsibilities:

1. If you’re sick or showing symptoms, please stay at home.
   • We have developed a more lenient refund policy for illness-related program withdrawal requests to encourage participants to stay home, if they are sick:
     • For long-term illness, pro-rated refunds will be provided. Requests must be made immediately and a medical note may be required.
     • If you are sick or have symptoms, you can request a single-class refund of 50 per cent no later than noon on the day of class.
     • Please send refund requests to programs@myuna.ca. Once a program is completed, refunds cannot be processed.
2. Participants will be asked to complete a verbal symptom screening when checking in at the beginning of class with the instructor.
3. Please bring your own mat. We are suspending yoga mat rentals for the time being.
4. We recommend bringing your own towel, mat cleaning supplies and hand sanitizer.
5. Please change at home before/after class and remember to wash your hands.

Music Lessons

Modifications to music lessons:

1. Piano lessons have been moved into a larger room, with two pianos: one for the student, one for the instructor.
2. Guitar and violin lessons have been moved into a room with direct outdoor access to reduce the number of touch points.
   A distance of at least two metres will be maintained between the student and instructor.
3. A transition time between lessons will be scheduled to reduce the contact between students.
4. Shared surfaces (chair, music stand and piano) will be cleaned between each lesson.
5. Hand sanitizer or a hand wash station will be easily accessible.
6. 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:

1. If you’re sick or showing symptoms, please stay at home.
   • We have developed a more lenient refund policy for illness-related program withdrawals requests to encourage participants to stay home if they are sick:
     • For long-term illness, pro-rated refunds will be provided. Requests must be made immediately and a medical note may be required.
     • If you are sick or have symptoms, you can request a single-class refund of 50 per cent no later than noon on the day of class.
     • Please send refund requests to programs@myuna.ca. Once a program is completed, refunds cannot be processed.
2. Please bring your own sheet music.
3. Please wash your hands before and after class.
4. Non-medical face masks are encouraged, but optional.

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. Please bring proof of address to sign up for the UNA Card.
• 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.