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.
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.
Most UBC Camps programs exclude GST, except for programs where participants are 14 years of age or older.
UBC Staff and Faculty Rate
To be eligible for staff and faculty rates parent/guardian(s) must:
- Be a current staff or faculty
- Produce proof of staff / faculty status (eg. a current UBC Staff / Faculty Card)
- Register in-person at the UBC Camps Office, or register online at public rate, and then complete the staff / faculty discount form to receive discount in the form of a refund
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
- Currently reside in a University Neighbourhoods Association (UNA), CSC, Utown affiliated residence
- Produce a valid individualized CCR Access Card.
- Register in-person at the UBC Camps Office
- CCR parent(s)/guardian(s) may register more than one child per adult card
ALL discount refund requests must be made in person under the following conditions:
- A valid receipt must be attached
- 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
There are no reduced late registration prices available for camps.
Group Registration
UBC Camps does not partner with businesses, organizations, or agencies to coordinate group registrations at discounted rates or hold spaces in camps for exclusive registrations. Our programming is designed and intended for individual families. Having a group (local or visiting) register for our programming greatly impacts the quality of the individual camper’s experience; something that is extremely important to us.
Please note that we will withdraw all campers without a refund who are found in breach of our group registration policy at any point before or after programming begins.
Methods of Payment Policy
UBC Camps accepts Visa, Mastercard, Interac, UBC journal voucher and cash. When paying online, only Visa and Mastercard are accepted.
Refunds and Admin Fees
All withdrawals and refund requests made 7 days prior to the program start date are subject to an admin fee. Withdrawals and refund requests made within 7 days of the program start date are not eligible for a partial or full refund.
Admin Fees:
- Public Camp Cost < $50.00: $5.00 admin fee
- Public Camp Cost $50.00< $100.00: $10.00 admin fee
- Public Camp Cost > $100.00:$25.00 admin fee
- Refunds will be made in the same form as the payment received
- Admin fees are applied per camp
A full refund or credit will be granted for medical reasons which prevent the participant from attending camp. If the program has already begun, medical refunds are only issued for the unused portion of the camp. Parent/guardian(s) 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.
A full refund or credit will be granted for program cancellations. In this case, no administration fee will be charged and the balance in full will remain on the account, or refunded in the same form as the payment received.
Program Transfers
- Prior to the start of a camp, switching between camps is permitted if there is space (+/- cost difference).
- Once a camp is in session, switching to another program is not permitted.
PLEASE NOTE: Due to the nature of food-based programming, Lunch Service and cooking camps are ineligible for a credit or course transfer 5 business days before the camp begins, except for medical reasons or in the event the camp is cancelled by UBC.
UBC Camps reserves the right to cancel any program due to low registration, unforeseen circumstances, or conditions that make any such activity unsafe. Parent/guardian(s) will be informed at least 7 days in advance of program start date.
Group Registration
UBC Camps does not partner with businesses, organizations, or agencies to coordinate group registrations at discounted rates or hold spaces in camps for exclusive registrations. Our programming is designed and intended for individual families. Having a group (local or visiting) register for our programming greatly impacts the quality of the individual camper’s experience; something that is extremely important to us.
Please note that we will withdraw all campers without a refund who are found in breach of our group registration policy at any point before or after programming begins.
UBC Recreation reserves the right to refuse service or access based on violation of code of conduct, inappropriate conduct or for failing to follow the directions of Camp or UBC staff member.
There are maximum numbers set for various UBC Camps 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.
After three (3) years, any unused, inactive credits will be cleared/removed from personal accounts.
All youth (under 19 years of age) participating in UBC Recreation programs will have a valid consent form signed by their guardian.
UBC Athletics & Recreation Run Camps: When you complete registration online, your consent form will be completed at the time of registration. When registering in person, you will be asked to sign and complete your camp-specific consent form. Any additional or third party consent forms will be sent to you in your pre-camp e-mail and should be brought with you on your first day of camp, OR a scanned copy of the third party form(s) can be emailed to ubc.camps@ubc.ca or dropped off in-person.
UBC Althetics & Recreation Camps Run in Partnership: When you complete your registration online for these camps, you will need to fill out a separate third party consent form. Third party consent forms can be found on our website, and a scanned copy of the form(s) emailed to ubc.camps@ubc.ca or dropped off in-person.
If you registered for an Adventures Abound, Adventure Add-on, or select Enrichment camps there will be additional third party consent forms. These additional consent forms will be sent in your pre-camp e-mail. We strongly recommend these consent forms be completed prior to the first day of camp.
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.
Only medication that is prescribed by a physician, or is necessary to support an exceptionality is allowed at camp. All medication must be securely stored at UBC Camps main office, or with UBC Camps staff, and not in a child’s backpack (with the exception of EpiPens). A parent/guardian must submit a completed UBC Camps Medication Form prior to the first day of camp if bringing medication to camp.
While all UBC Camps staff are Emergency First Aid certified, camps staff are not medical professionals and are not authorized to administer medication. Campers are required to self-administer medication, with staff supervision and support.
Medication may need to be given to UBC Camps in pre-measured, labeled dosages. If your camper is not able to self-administer medication, please contact the office to discuss alternative options (604-822-1540). Additionally, the UBC hospital is located near all on-campus facilities and provides complete first aid and medical services.
UBC camps asks parents/guardians do their best to send their camper to camp with nut-free snacks and lunches. While we cannot guarantee a nut-free environment, we actively encourage hand washing and a “eat, wash hands, then play” policy when nut products are brought to camp.
For safety reasons, campers under the age of 12 are escorted to the washroom by a staff member and one other person (camper or staff) at all times; referred to as the “buddy system”.
Accompanying instructors will either escort campers into a multi-stall washroom facility, or ensure there are no other adults in a washroom space before campers enter.
Campers ages 12 and older are permitted to leave camp for a washroom break without a staff member accompanying them.
UBC Camps staff will not assist youth in using the restroom, but in the event of an emergency or “accident”, one staff member will provide assistance if necessary while maintaining the privacy and dignity of the youth (a second staff member will be present). UBC Camps does keep a small supply of clean undergarments and bottoms in case this occurs!
Whenever possible, campers will utilize single-stall change room facilities. When this is not possible due to the facility or volume of campers changing, campers will use gender-specific change spaces (NOTE: single stall change spaces provided upon camper or parent/guardian request).
Staff and volunteers are not permitted to change in front of, or in the vicinity of campers, using private change spaces at all times.
Campers under the age of 12 are never left unattended in a changeroom space, and similar to our washroom policy, the “buddy system” is in place at all times.
Campers are expected to be able to change and undress themselves. If assistance is required, two staff members will be present and encourage the camper to be as autonomous as possible.