FAQ’s and Policies

Spring and Summer 2024:

UBC has transitioned from highly prescriptive COVID-19 specific orders and safety plans back to more general institutional policies and guidance on occupational health and safety.

All regular Active Kids programs are now available and have returned to pre-covid specifications.

Mask Mandates

UBC no longer requires masks to be worn in public indoor spaces on both campuses.

Cleaning

We will continue to implement increased cleaning measures every day.

Hand Sanitizing, Water Bottles, and Washrooms

All persons must sanitize their hands upon entering the gymnastics gym and hand sanitizers are available. Public washrooms and water fountains are open. However, we strongly encourage all participants to bring a water bottle.

Spectators in the Gymnastics Gym

Spectators are not allowed in the gym during program time. Parents may enter the waiting area in the gym to drop off your child, but must leave once the program has started. Picking up your child will be done at the exit door, located on the east side of the hallway outside of the gymnastics gym.

Spotting

Spotting by coaches is allowed and will be done on a regular basis for more advanced skills

What to do if you’re feeling sick before your class?

If you are feeling ill, do not attend the class.

Normal Active Kids refund policies are in effect.

Waivers / Consent Forms

In order to participate in our programs, ALL participants must be registered and the appropriate waivers must be submitted.

Active Kids Consent Form for Minors: If your child is participating in one of our programs, please fill out this form. The waiver will need to be completed by a parent/guardian, then printed and dropped off on the first day of your program, or ahead of time at the Registration Office. You can also fill this out at the Registration Office or on the first day of your registered program.

Active Kids Adult Waiver: If you are an adult participating in one of our programs, please fill out this form. The waiver will need to be completed, then printed and dropped off on the first day of your  program, or ahead of time at the Registration Office. You can also fill this out at the Registration Office or on the first day of your registered program.

*Participants who are dropped off in the gym without having submitted the appropriate forms will NOT be allowed to participate, even if they have registered and paid for the program.

To comply with UBC PCI Compliance new directive and policies, any payments over the phone will now be required to be taken over a designated phone line.

To complete payment, please call the registration office at 604-822-0207 and the office staff will assist with redirecting you to our new designated secure line to complete payment.

If you have any questions in the meantime please contact the registration office at 604-822-0207 or kin.outreach@ubc.ca.

This policy will be enacted during Winter 2024 and more details are to come. If you have any questions in the meantime please contact the registration office at 604-822-0207 or kin.outreach@ubc.ca.

What To Wear & Bring

Participants should wear comfortable athletic clothing and for those participating in the Gymnastics program, they will need to take off their shoes and socks. Hair should be tied back and jewelry will need to be removed.

We recommend that participants bring a water bottle and perhaps a healthy snack for after their program.

Code of Conduct

The Active Kids parent and participant code of conduct is available here: Child & Parent Code of Conduct

Refund / Withdrawal / Transfer Policies

All regular Active Kids refund and withdrawal policies are in effect and available here: Refund Policy

Cancelled Programs

If a program you have registered for needs to be completely cancelled due to low registration or otherwise, you will be contacted by our office as soon as possible and you will receive a complete refund. For holiday and seasonal related facility / program / office / gymnastics drop in schedules, please refer to the sidebar.

Missed Classes

Regular refund policies are in effect, please see our Refund section above.

If you miss a gymnastics class, no make up classes are available. However, you may request a one time free family drop in pass from the main registration office. Only 1 pass per participant per term is allowed. Make up classes are not allowed for soccer, basketball, multisport, or specialized / custom programs or bookings.

Waitlists

We encourage all participants to register on a waitlist if your desired class is full. Within the first 3 weeks of class, we regularly open additional spots where possible. If a spot becomes available you will receive an email and be given 72 hours to respond and register. After 72 hours, your spot will be automatically forfeited and offered to the next person on the waitlist. Where possible, we may also try to call you directly.

Behavioral Aides and In-Class Child Support

We would love to have your child join our gymnastics program and recognize that some children may need additional support in order to participate. Providing a trained aide/adult or Behavioral Interventionist is an option!

If you believe that your child would benefit from this type of arrangement, please contact us directly at active.kids@ubc.ca

Before contacting us, please know that:

• We completely understand that behavioral and developmental growth is dynamic and evolving with every child, and we would love to be active participants in your child’s learning
• All our instructors are trained in the following areas:
  • class safety
  • skill development and modifications options
  • progressions and optimal challenges
  • class management and communication
  • in some cases, inclusivity-based modifications for children and physical activities
  • but, instructors are not specifically trained to support children with special needs
• If you already have an additional aide/support worker for your child, we would be happy to discuss options to help integrate them both into our regular programming
• At this time, we are not able to be the provider of a one-on-one support worker for your child
• All program registrations are first come first served and they do fill quickly
• Our programs have relatively small class ratios, but the total class size can be large and they do take place alongside other classes, so the environment is loud and busy
• Pending mutual availability, we do offer private lessons on select times and dates during regular class times and during quieter times in the gym, please visit this page for more information
• Once you have contacted us, we would like to get more information about your child in order to help provide a positive experience in our programs, so please be prepared to answer questions such as:
  • Does your child require an aide or special assistance at school?
  • Has your child taken part in a structured physical activity or sport before?
  • Could you provide a brief description of your child’s motor skills? (physical abilities and challenges)
  • Is your child triggered by boisterous activities, large groups, and/or other specific language, tone of voice or events?
  • Could you provide a brief description of any behaviors we might expect to see in the gym if they are hurt, stressed, or upset? For example, does your child respond well to their name being called, do they tend to run away, inflict self-injuries, isolate themselves, become dysregulated with others?
  • Could you provide a brief description of your child’s communication style and preferences? For example, how they communicate with others and how they best understand communication from others? Do they use an AAC or sign?
  • Is there anything else you would like to share so that we may prepare the environment and our staff to help support your child’s engagement, happiness, and success in our program?

Payments via External Funding

Program registrations, in all cases, are first come first served. Payment is required prior to registration.

If you wish to have an external organization make payment on your behalf, please contact our office directly.

*Note that you will be asked to provide the contact information of the organization that will be paying on your behalf. Once we have received confirmation from the organization that they will provide payment, we will reserve a spot in your desired class, if space remains. In order to complete the registration, we will require payment from the organization prior to the first day of class.  In order to expedite this process, we suggest having all details prepared prior to contacting us, and that you contact us well in advance.

If possible, we recommend that you make payment to reserve your child's spot in a class. Then, we will reimburse you once receiving payment from the external organization.

Want to Join… Book an Assessment!

To register for any excel class, you must first complete an assessment. Processing from the date of the assessment may require up to one full week- so plan in advance for registration purposes!

Note that an assessment does not guarantee a spot in the program, all registration is first come first served.

If you are currently attending one of our classes (for example Gym Kids 2, or Excel 1) and would like an assessment, please ask your coach directly before your class. They will be happy to do the assessment during class time. Please note that requests can not always be accommodated on the same day. This is at the coach’s discretion.

If you have never taken a class with us, and would like an assessment, please contact the registration office at kin.outreach@ubc.ca.

Once the assessment is complete, the coach will inform you of the results and submit your evaluation form to the main registration office for processing (up to one week). Please note the assessment coach has final say on the recommended level of class.

Birthday Party Details, Policy, and Refund Information

More information about Active Kids Birthday Party options can be found at Gymnastics Birthday Parties.

Birthday Party Frequently Asked Questions.

Report Cards

The following programs will receive electronic Report Cards at the end of each session:

• Gym Kids
• Homeschool Gymnastics
• Excel
• Parent & Tot
• Preschool
• Trampoline & Tumble
• Teen

The Gym Kids 3, Excel, Teen, and Trampoline & Tumbling skills are evaluated based on the Active Kids Report Card Legend. 

Photo / Filming Policy

Taking photos or filming is strictly prohibited by parents, participants, friends, etc. during the following Active Kids programs: Weekly Classes / Programs, Camps, Drop In times, and Private Lessons. This includes taking photos of your own child.

Photos may be taken by parents, participants, and organization representatives during: Group Bookings and Birthdays.

In the event that UBC Active Kids plans a Photo / Video shoot during our programs, we will contact you and request you fill out our Consent to Use Of Image form.

Parking

Active Kids families currently registered in a Gymnastics class may register for a FREE DROP-OFF / PICK-UP PARKING PASS

Prior to the start date of your gymnastics class, you will receive an email from Active Kids with a special link that allows you to register for the free pass. If you are currently registered and have not received the link, please contact us directly.

The pass is directly linked to your license plate so you do not have to use the meters. The pass will allow you to park for 15 minutes at the Osborne Surface Lot (located just outside of Osborne Unit 1) so that you can drop-off and pick-up your child at the gymnastics gym located in the Osborne Center.

*Please note that all parking on UBC property is overseen by UBC Parking. Active Kids has no authority over ticketing decisions. All inquiries related to tickets, payments, disputes, or pass registration issues must be sent directly to UBC Parking, parking.support@ubc.ca. 

Acadia Park, UNA, and UTown@UBC Members:

10% off Wednesday, and/or Friday Morning Parent & Tot and Preschool classes

*To receive the discount registration must be done in person and the registering participant must have a valid Acadia Park / UNA / UTown@UBC card.

School of Kinesiology Faculty & Staff Discount 

50% off  weekly Active Kids Gymnastics Classes, Gymnastics Summer Camps, and Birthday Parties

*Discount does not apply to other Active Kids Programming such as: Private Lessons, Drop-in sessions/passes, Group bookings, Programs offered with Community Partners, Special Events, or Additional Program fees.

Adult Gymnastics Discount

If you have previously registered for our adult program or are are a current UBC student/staff/faculty, you may be eligible for a 15% discount on adult gymnastics classes. Please contact the registration office for more information.