FAQ, Policies, Forms

Safety Plan

As of May 1, 2022, UBC transitioned from COVID-19 Safety Plans to a Communicable Disease Prevention Framework in alignment with the BC Centre for Disease Control, WorkSafeBC, and Public Health Guidance for Post-Secondary Institutions.

Visit https://srs.ubc.ca/ for more information.

UBC BodyWorks Member, Client, Participant, and Visitor Code of Conduct

BodyWorks is a community engagement and student development program of the School of Kinesiology, offering employment, professional development, leadership and volunteer opportunities for the undergraduate, graduate and alumni of the School of Kinesiology.

As the Bodyworks Fitness Center is part of UBC, including all other BodyWorks programs delivered off-site, all rules, regulations and policies of the University apply.

In addition, the following Code of Conduct sets forth expectations for all participants and visitors who use the facility for any purpose.

Membership and access to the BodyWorks Fitness Center and other BodyWorks programs delivered off-site is a privilege.

All visitors are expected to:

• Bring proof of membership or payment and check in with the front desk upon arrival.
• Only access the facility for the purpose of the pass. Users who are registered in a class cannot exercise or use the space afterwards. Users must pay additional drop in fees.
• Act with courtesy, respect and professionalism to your fellow members, fitness centre staff and management at all times.
• Comply with requests and direction from Bodyworks staff, instructors, volunteers who are acting in the performance of their duties.
• Comply with any rules and guidance set forth for the particular program, event or class.
• Wear proper fitness attire; shirts and shoes are required at all times outside the locker rooms.
• Minimize the use of colognes, perfumes, and body sprays and maintain good personal hygiene.
• Enter the facility only through the front doors (back door access is not allowed).
• Be courteous and share equipment where possible by allowing others to work in between sets.
• Keep walkways clear of belongings and equipment.
• Use equipment safely and properly. Do not use equipment for purposes other than what they were designed for.
• Not drop or bang weights together or rest weights on benches. It damages the benches, weights and floors.
• Put away all equipment in its appropriate location.
• Ensure safety with the use of a spotter during any heavy lift.
• Use collars on Olympic lifting bars and clean chalk off of the bars and floors if you are using this product.
• Wipe down benches and cardio equipment after use with the provided spray bottle/paper towel.
• Report any equipment malfunctions or injuries.
• Store bikes in bike racks outside the facility.
• Understand that BodyWorks is not responsible for lost or stolen property.
• Tie back long hair.

For reasons of safety and privacy, all Members, Clients, Participants, and Visitors MAY NOT:

• Display aggressive behaviour in any form, including physical abuse, verbal abuse, threats, intimidation, harassment, coercion and/or conduct which threatens or endangers the health physical, or emotional safety of any person.
• Bring into the fitness centre anyone under the age of 18. Parent or guardian supervision or approval is required.
• Display rude or argumentative behavior with staff, officials, and instructors or other participants or visitors.
• Demonstrate lewd, obscene or indecent conduct or expression, including profanity, or offensive remarks.
• Show any action which constitutes an attempt to inflict, or the actual infliction of, or injury to other participants and/or staff.
• Inflict willful damage or destruction to the facility or property.
• Forge or share membership cards for access to the facility or access to programs, services or classes.
• Enter unauthorized areas such as: staff offices or staff workspaces; gender opposite locker rooms; maintenance, equipment or storage rooms.
• Photograph or video tape other participants or visitors without prior approval of participants being photographed or taped and without prior approval from an authorized staff member.
• Unauthorized commercial activity – no person is allowed to post, advertise, instruct in private lessons or solicit individuals in the facility for personal services or for personal businesses that is not directly affiliated and approved through Bodyworks.
• Make use of external or private personal training in the Bodyworks facility.
• Disrupt or obstruct any program, event or class.
• Unauthorized use of facility computers and property.
• Bring glass water bottles, food or chewing gum in the facility.
• Wear shoes on designated stretching mats.
• Deadlift on the Smith machine.
• Utilize handheld devices such as tablets or cell phones while operating facility equipment.

All members, participants, and visitors are required to report any violation of this Code of Conduct to a BodyWorks staff member immediately. As needed, UBC Security may be called at any time to help enforce this Code of Conduct.

Any acts that are considered violations of the BodyWorks Code of Conduct shall be referred to management for appropriate action.

Any members, participant, or visitors violating University Policies or the Fitness Centre Code of Conduct may have their Membership, Drop-In Pass or other privileges revoked.

Refunds

UBC BodyWorks Fitness Centre does not grant refunds or expiration date extensions for sessions purchased, regardless of method of payment, unless for medical reasons (a note from a physician is required); or there is an extended work-related leave of absence (employer note required). For offsite community centre programs, withdrawal is at the discretion of the community center with the applicable withdrawal fee.

Program Withdrawals
Withdrawals prior to the start of a class; once a class has been registered for, a $25 administrative fee will be charged regardless of the amount of time between registration and withdrawal. The balance may be refunded or credited to the account.

Withdrawals after the first class; a $25 administration fee will be charged and a prorated refund will be given or issued to the account. 

Withdrawals beyond the second class taking place; the withdrawal request must be received by email, voicemail, in person, or over the phone within 24 hours of the ending of the second class. In the case of a Friday / Saturday / Sunday class, because the office is closed weekends, the request must be made by 4pm the following Monday, or Tuesday if the Monday is a statutory holiday. After the 24 hour window has passed, a prorated refund will only be given for medical reasons.

Renovations and Facility Closures

In situations where the facility is required to close for maintenance, participants will not be refunded for allotted days of closures.

COVID-19

The regular refund and withdrawal policies are in effect. If you need to miss a class due to health and safety reasons, you will be issued a credit providing you contact us by 12pm on the day of your class. Please see the COVID 19 section above for more information.

Transferring of Passes

All memberships, personal training sessions, and pass purchases are non-transferable. Refunds are not applicable to memberships or passes that have expired.

Cancelled Programs

If any program is cancelled, you will receive 24 hour notice and we will provide a prorated credit or refund.

Missed Classes

No makeup classes are available. Classes are pro-rated for individuals who register after the start of term.

COVID-19

Regular refund policies are in effect, please see our Refund / Withdrawal Transfer tab.

Age Restriction

Our minimum age policy for our facility is 18+; this includes our exercise programs.

Renovations and Facility Closures

In situations where the facility is required to close for maintenance, participants will not be refunded for allotted days of closures.

Scent & Nut Free

We are a scent and nut free facility. Please refrain from wearing colognes or perfumes.

Paperwork

All participants must submit a membership agreement, waiver and required health forms once per year. Forms are available under the Waiver / Consent Forms tab, and in person at the School of Kinesiology Outreach office at Unit 1 of the Osborne Centre.

If you are registering for the first time, or your health has changed since your last registration, please complete the following forms:

• BodyWorks Membership Agreement, Consent, and Waiver
• Get Active Questionnaire (GAQ)

How do you register for Changing Aging?

If you are interested in registering for the Changing Aging program, please submit an online Get Active Questionnaire form or visit/call the Osborne Registration Office at 604-822-0207. We will contact you in 3-5 business days with instructions on next steps.

Fitness Assessment

All participants joining the Changing Aging program will be required to complete a fitness assessment. Please see the fitness assessment tab below for more information.

What qualifications will the student instructors have?

All student instructors have First Aid, CPR and Automatic External Defibrillator (AED) training. They are 3^rd and 4^th year kinesiology students who are certified exercise professionals or in the process of obtaining certification through the Canadian Society of Exercise Physiology (CSEP), the American College of Sports Medicine (ACSM) or the National Strength and Conditioning Association (NSCA). Student instructors who are not yet certified will be supervised by the BodyWorks Exercise Physiologist, who is a clinical exercise physiologist certified through CSEP, or another similarly qualified staff member.

Why is a Fitness Assessment required at the start and end of the program?

Your results will be used to determine the appropriate exercise intensity for your initial Changing Aging sessions. Your results along with the other participants’ will also be used to calculate the average result in each assessment, which will be used to determine which areas of fitness should be emphasized in the program. The average results from the end of the program assessments will be used to evaluate whether or not the program improved these areas. You will have the option to receive a report on your individual results at the end of the program.

What does a Fitness Assessment involve?
A fitness assessment includes a basic assessment of your current health and fitness level. The assessment will take place in a supportive and non-competitive environment in the Osborne Center at UBC. You will arrive and meet other participants from Changing Aging as well as the student instructors who will be conducting the assessments under the supervision of the BodyWorks Exercise Physiologist. The Exercise Physiologist will provide an overview of the assessments and separate the participants into small groups with the student instructors. The student instructors will take some resting measurements and then lead their groups through a series of balance tests, assessments of the upper and lower body musculature and a walking test to assess different aspects of fitness related to the ability of older adults to live independently.

How do I prepare for a Fitness Assessment?

1. Wear loose, comfortable clothing and running shoes. Change rooms will be available if you wish to change clothes before and/or after the assessment.
2. Bring a water bottle and a snack for after the assessment.
3. Do not eat in the 2 hours leading up to the test.
4. Avoid consuming caffeine or tobacco products in the 4 hours prior to the test.
5. Avoid exercise/physical activity and alcohol on the day of the test.

What do I do if I can’t attend my fitness assessment?

If you are unable to attend your scheduled fitness assessment, please notify BodyWorks staff as soon as possible. Your fitness assessment will need to be rescheduled and could impact your ability to participate in Changing Aging as the assessment must be completed prior to your first session

How do you register for FAME?

Complete the FAME waitlist form or visit/call the Osborne Registration Office at 604-822-0207.

When a spot has opened up in the program, we will contact you with next steps.

How do you register for the Brain Wellness Program (BWP)?

Complete the BWP waitlist form or visit/call the Osborne Registration Office at 604-822-0207.

When a spot has opened up in the program, we will contact you with next steps.

What happens in the next steps?

Our partners over at the Physiotherapy Research Clinic (PTRC) will contact you to book an assessment for the program. Once your assessment has been completed with the PTRC, we will contact you to confirm your registration into the program.

How do I pay for the program?

BodyWorks punch passes will be used for the FAME and Brain Wellness Program.

Each punch pass will contain 10 punches that can only be used for the specific program that it has been purchased for. Each time you attend a program, a punch will be removed from your pass. You will be notified via email and call when you have one punch remaining. Punch passes cannot be used by more than one individual. It is not a universal pass to other classes, or at other locations.

When does the punch pass expire?

Punch passes will expire after 365 days from the original purchase date.

What do I do if I can't attend my class?

Please contact us if you are unable to attend a class. You can call the registration office at 604-822-0207 or email body.works@ubc.ca.

Locker Rentals

As of September 1, 2019, BodyWorks does not offer free lockers with membership purchases. For any additional information please contact the registration office.

Photo / Filming Policy

Taking photos or filming is strictly prohibited by parents, participants, friends, etc. during any of the BodyWorks programs.

In the event that UBC BodyWorks plans a photo/video shoot during our programs, we will contact you and request you fill out our Consent to Use of Images Form.