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University of Waterloo Athletics

Transfer and Withdrawal Policy

Membership Refunds

  • Refunds will be pro-rated based on the length still remaining on the membership.
  • All payroll deduction cancellations must be given by email or in person by the 15th of the month or the customer will be charged for that month.
  • Unused Guest Passes are non-refundable and must be used on the date of purchase

Program Refunds & Cancellations

  • Participants enrolled in a program or class may transfer or withdraw without penalty prior to the program start date.
  • After the program beings, the following scenarios apply:
    • Single Class
      • No refund
    • Multi-week programs (3-10 weeks)
      • Less than 50% of the program has been completed or passed
        • Pro-rated refund of program + $5 administration fee
      • 50% or more of the program has been completed or passed
        • No refunds
 

Program Transfers

In some cases, we offer multiple offerings of courses or camps. A program transfer may be available as an option instead of cancellation. Appropriate notice must be provided for this to occur. In order to avoid too much disruption to our programming we discourage this when possible.
  • Transfers are allowed once per course type per registration. You cannot transfer a course multiple times.
    • E.g. First Aid to First Aid to First Aid or Camp to Camp to Camp
  • No Refunds on transferred courses

Exceptions

  • Leadership Programs (Aquatics and First Aid)
    • Materials picked up or sent out are non-refundable
    • One transfer per course type per term is permitted.
    • $5 admin fee if cancelled within 10 business days
    • $10 admin fee if cancelled within 5 business days
    • No refunds or transfers within 4 business days, or after the course/lessons have commenced, including no shows.
  • Camps
    • $25 admin fee applies if cancelled within 2 weeks before the camp starts (Fee is applied to each camp refunded). There is no charge for a camp transfer.
    • No shows are not eligible for refunds
    • Down Payment Option
      • Final payment must be paid 2 weeks before camp starts
      • If payment is not made, a refund will be provided and your child will be removed from the camp
  • Personal Training
    • Full refund before 1st session – pro-rate refund based on the number of sessions remaining. All sessions must be used within one year, no refunds will be given beyond one year.
  • Intramurals
    • Individuals Registrations
      • Refunds
        • 66% after the registration period closes
        • 33% after the first scheduled game
        • No refund after the second scheduled game
      • Transfers
        • Can transfer to any sport league before second scheduled game
          Note: Transferring to or from sports at a different price point (e.g. hockey) will result in an additional cost or refund respectively
    • Team Registrations
      • Refunds
        • 75% after the registration period closes and before schedules are released
        • 50% before the first scheduled game
        • No refund after the first scheduled game
    • Late Registration
      • Full refunds will be provided if we are unable to place you on a team
      • If placed on a team, the above applies not including the late fee
        • Late fees are non-refundable
  • Golf Simulator
    • Must request refund at least 5 days before your scheduled time
    • Transfers are accepted 2 business days prior to the booking

Additional Items of Note

  • Cancellations for medical reasons will require a doctor's note and all refunds will be pro-rated from the date of the note.
  • While we endeavor to run all programs, the department reserves the right to cancel programs or classes if minimum registration numbers are not obtained prior to the start date. In this case a full refund will be issued. Participants will be emailed if classes are cancelled by the department.
  • In the event of staffing, facility or inclement weather issues a replacement class will be attempted where possible. No refunds will be given if attempts to re-schedule are not successful.
  • Payments will be returned via the original method of payment. Refunds must be collected within one month of the notification of the program cancellation or they will be forfeited.
  • Exceptions to the rules above may be authorized by the program coordinators.
  • To seek clarification or collect funds from a refund, please contact us at the PAC Service Desk or call 519-888-4567 x33664 or email warriorsinfo@uwaterloo.ca