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Refund Policy

General Guidelines

To request a refund, you must submit a .

All purchases must be refunded using the same payment method as used when sold.

In-person purchases must be refunded in person. You may initiate an in-person refund by submitting a or visiting the IMA Member Services desk (3924 Montlake Blvd NE, Seattle, WA 98195) during operating hours.

Online purchases must be refunded online. You may initiate an online refund by submitting a .

Disputing a credit or debit card charge with your bank is not an appropriate way to bypass or override the refund policy. Chargebacks should only be used for legitimate billing errors or unauthorized transactions, not when a refund is declined in accordance with the stated terms.

No sales or refunds are performed by UW Recreation via telephone call. Never share your credit card information over the phone with anyone.

For any refund policy that requires at least # business days’ notice, only Monday, Tuesday, Wednesday, Thursday, and Friday are considered “business days.” For example, if the first (or only) session of a program begins at 12 PM on a Tuesday, you must notify the appropriate party of your refund request before 12 PM on the Friday prior to the class.

University holidays are not considered business days. You may refer to the relevant academic calendar if you would like to view University holidays for a particular academic year.

If you registered in person, you must initiate an in-person refund by visiting the IMA Member Services desk (3924 Montlake Blvd NE, Seattle, WA 98195) during operating hours.

If you registered online, you must initiate an online refund by submitting a .

DzԳٲ recrefunds@uw.edu if you have any questions regarding a pending refund request or the refund policies below.

 

Program Refunds

Aquatics

If you have registered for a group swim class series that you know you can no longer attend, you are eligible for a full refund if you submit a prior to 11:59 PM on the Thursday before the class series begins.

Failure to attend the first day of a class series will terminate your registration, and you will not be permitted to participate in the remainder of the series. No refund will be granted.

No refunds will be provided for a single class due to individual absence. Partial refunds may be provided for a single class if that class is canceled due to instructor absence or pool closure.

Group swim classes are refundable if:

  • Injury/illness/an emergency prevents you from participating for the entire or remainder of the class series and you submit a prior to the first class you do not attend.
  • You and your instructor decide together on the first day of class that a different difficulty would suit you better, and there is no space in that class or we do not offer a class at your desired difficulty.

Group swim classes are not refundable in any other case.

  1. All packages are nonrefundable and nontransferable.
  2. Packages must be purchased at least 24 hours prior to scheduled appointment.
  3. Packages expire 6 months after date of purchase.
  4. Clients will be charged for training sessions if they are more than 10 minutes late.
  5. Clients will be charged for training sessions canceled or rescheduled with less than 24 hours’ notice.

If you have registered for a course that you know you can no longer attend, you are eligible for a full refund if you submit a at least one week prior to the course start date.

Certification courses are also refundable if you are injured, ill, or impeded by an emergency that would prevent you from attending. You are required to submit a and describe your situation to initiate the refund process. If your circumstances do not fit the outlined criteria, we make no guarantee that you will receive a refund.

No refunds will be granted if you do not meet the criteria for certification by the end of the course.

Fitness & Wellness

If you did not pay for your InBody appointment, you may cancel your appointment from the member portal up to 30 minutes prior to your appointment by following the instructions below:

  1. Log into the member portal by clicking Sign In in the upper right corner of the window.
  2. Click your name (should have replaced Sign In in the upper right corner), and select Profile.
  3. Select Program Registrations from the menu below your name, ID number, and Eligibility.
  4. In the Upcoming tab, find the appointment you would like to cancel, click the three dots to the right of the appointment listing, and select Cancel Registration.

If you paid for your InBody appointment, you must cancel your appointment (see instructions above) AND submit a at least 2 business days prior to your InBody appointment in order to be eligible for a refund. Include the date and time of your appointment in your request and provide the reason why you are canceling your appointment.

  1. All appointments are nontransferable.
  2. Clients forfeit an appointment if they are more than:
    • 15 minutes late for appointments over 30 minutes or
    • 5 minutes late for appointments 30 minutes or less.
  3. Clients forfeit an appointment canceled or rescheduled with less than 4 business days’ notice*.

*If an injury/illness/emergency occurs that prevents the client from attending an appointment, the client must submit a prior to the appointment start time to be eligible for a refund.

Personal training sessions are nontransferable.

Clients forfeita personal training session if:

  • They are more than 15 minutes late.
  • Theyattempttocancelorreschedule their session with less than 24 hours’ notice.

Your personal trainerisnot required tohonor your scheduled session if you arrive 15 minutes or later to your session.

Personal training sessions are refundableif:

  • The client purchased the wrong package, and the client does not intend to use the package they accidentally purchased.
  • Injury/illness/an emergency prevents the client from using the sessions theypurchasedbefore they expire.*
    • Packages expire 6 months after purchase.
  • The client cannot reach theirtrainer,their trainerfails toshow up for a session, and efforts to transfer your training to a different personal trainer have failed.

*This isnot true for Customized Exercise Programs.Refunds for Customized Training Programs will not be granted in cases ofinjury/illness/an emergencydue to the nature of the program.

In all cases outlined above, the client mustsubmitabeforetheir package expirestobe eligible for a refund.Packages expire6 monthsafter date of purchase.

If the client does notsubmit abefore their sessions expireand/orthe client’s refund request does not fit the above criteria, we makeno guarantee that the client will receive a refund.

Rec Nutrition sessions are nontransferable.

Rec Nutrition sessions are refundable if:

      • The client purchased the wrong package, and the client does not intend to use the package they accidentally purchased.
        Injury/illness/an emergency prevents the client from using the sessions they purchased before they expire.
      • The client cannot reach their dietician, their dietician fails to show up for a session, and efforts to transfer your counseling to a different dietician have failed.

In all cases outlined above, the client must submit abefore their sessions expire to request a refund. Sessions expire 6 months after date of purchase.

If the client does not submit abefore their sessions expire and/or the client’s refund request does not fit within the above criteria, we make no guarantee that the client will receive a refund.

YTTisrefundableonly ifthe participantexperiences a major health-related issue that would prevent the participant from meeting the criteria for certification.If this is the case, the participant mustsubmitato explain their situation andrequest arefund as soon as the issue arises.

We make no guarantee that you willreceive arefund if your circumstances do not meet the above criteria.

Golf Range

If you would no longer like toparticipatein agolfclass, you mustrequest arefundat least 2 business days (Monday-Friday) prior to the first day of class, otherwise you arecommitted!

If you area UW employee who did not verify their employment status prior toregistering forgolfclasses, youwill notreceive arefund for the difference. Instructions for how to get your employment status verified areonour websiteunderRegistration > UW Employees.

Martial Arts

If you haveregistered for a class series that you know you can no longer attend, you areeligible for a fullrefundif yousubmitaat least7 days priorto the first day of class.

You areeligible for arefundfor classes you do not attendif:

  • Injury/illness/anemergencypreventsyou fromparticipatingandyousubmitaprior to the first class you do not attend.
  • You and your instructor have decidedtogetheron the first day of class thata different difficulty would suit you better, and thereis no space in thatclassor we do not offer a class at your desired difficulty.

Classes arenotrefundable in any other case.

Sports Skills

If you haveregistered for a class series that you know you can no longer attend, you areeligible for a fullrefundif yousubmitaat least7 days priorto the first day of class.

You areeligible for arefundfor classes you do not attendif:

  • Injury/illness/an emergency prevents you fromparticipatingandyousubmitaprior to the first class you do not attend.
  • You and your instructor have decidedtogetheron the first day of class that a different difficulty would suit you better, and thereis no space in thatclassor we do not offer a class at your desired difficulty.

Classes arenotrefundable in any other case.

UWild

  • Attendance on the first day of any program ismandatory, andnorefunds areissued after the first session if aprogrammeets formultiple sessions.
  • Failureto attendpart orall ofanactivityresultsin a100% lossof theregistration fee.
  • Withdrawalsfrom the programmust be madeat least 2 business days (Monday-Friday) prior to the first session.
  • In the event ofinclement weather or other conditions thatresult in the cancelation of the outdoorportionof a class, participants will be eligible for a partialrefund.

Refunds fornon-life safety equipmentmust berequested in-person at Crags ClimbingCenterand a fullrefund may be approvedwithin30 daysof purchase, provided that the item is in their original condition and/or packaging.

Climbing and otherrelated activities areinherently dangerous; anyonepurchasingor using equipment for this purpose is personallyresponsible for getting proper instruction on its correct and safe use, including but not limited to adherence to manufacturer’s instructions for proper care, maintenance, use, and storage.

All sales of life safety equipment (carabiners, belay devices, ropes, etc.) arefinal and ARENOT eligible forreturns.

  • Classes meet for multiple sessions.Norefunds areissued after the first session.
  • For any course thatmeets formultiple sessions, attendance at the first class ismandatory.
  • Failureto attendanactivityresultsin a100% lossof theregistration fee.
  • Norefunds will be given after the trip has passed.
  • No exceptions aremade for injury, illness, family emergencies, school conflicts, etc.

On- vs. Off-Campus Activities

  • Off-campus activities aredefined as any activities that leave campusgrounds. Off-campus activities may have an on-campus informationalsession or instructional meeting.
  • Overnighttripwithdrawalsmust bemadeat least 3 weeksprior totheactivitytoreceive arefund.
  • Day tripwithdrawalsmust bemadeat least15 dayspriorto the activity toreceive arefund.
  • Withdrawals made8-14dayspriorto the activityresult in a50% lossof theregistration fee.
  • Withdrawals made7 or fewer days priorto the activityresult in a100% lossof theregistration fee.
  • If you decide toleave the trip early,that willresult in a100% lossoftheregistration fee.
  • Attendancetopre-trip meetings, instructional sessions, or informational sessions ismandatory for participation in off-campus activities prior to an outing.

Membership Refunds

Climbing memberships(Quarter Climbing & Quarter Equipment)arerefundableif:

  • You undergo a season-ending injury that forces you toterminateyour participation inrecreational climbing.

If you fit within this criterium,submitabefore your membership expiresand describe your situation toinitiatetherefund process. If your circumstances do not fit the above criterium, we make no guarantee that you willreceive arefund.

The Intramural “IM” Pass is refundableonly if:

  • You are a UW Recreation staff member, and you purchased your Intramural Pass before you were hired.
  • All your intramural teams were waitlisted, and none got off the waitlist, preventing you fromparticipatingin any intramural sport for the quarter.
  • You underwent a season-ending injury that forced you toterminateyour participation in intramurals.

If you fit within these criteria,submit aand describe your situationbefore the end of the quarter.You will receive aprorated refundfor all of the games you did not play.If your circumstances do not fit the above criteriaor you request your refund after the quarter during which youpurchasedyour pass ends, we make no guarantee that you will receive a refund.

The Rec Class Pass membership is refundableonly if:

  • Injury/illness/an emergency prevents you fromparticipatingfor the entire orremainderof the quarter.
  • Your affiliation with the Ƶ ends(unless due to disciplinary reasons).
  • You no longerresidein the vicinity of the IMA where offerings are held.

In all cases outlined above, you mustsubmitabefore your Rec Class Pass expirestodescribe your situation andrequest a refund. If you do not do so, we make no guarantee that you will receive a refund.

No refundwill be granted if a preventable scheduling conflict arisesand/oryou are not satisfied with the presented offerings.

If you would like to “try before you buy,” you may attend any class for free during Preview Week which is held during thefirst week of instructionevery quarter of the traditional academic year (Autumn, Winter, Spring).

Rec membership is refundableonly if:

  • Injury/illness/an emergency prevents you fromparticipatingfor the entire orremainderof the quarter.
  • Your affiliation with the Ƶ ends(unless due to disciplinary reasons).
  • You no longer reside in the vicinity of the IMA.

In all cases outlined above, you mustsubmitabefore yourRec membershipexpirestodescribe your situation andrequest a refund. If you do not do so, we make no guarantee that you will receive a refund.

No refundwill be granted if youare notsatisfied with thescope of your membership.

If you would like to “try before you buy,” you may:

  • Tour the facility by requesting a Visitor Badge from the front desk(you may NOT use any equipment orparticipatein any activities in this scenario; time limit in building 15-20 minutes)
  • Purchase a Guest Pass through a friend or family member who has a valid membership(you MAY use equipment in this scenario, but you may notparticipatein Club or Intramural activities)
  • Use the Employee Free Week (available to current UW Employees ONLY)which grants 7 entries into the IMA to be used within 7 days of activation

Annual Payroll Deduction Rec membershipscan be canceledafter one yearby filling out a payroll deduction cancelation form, available at the IMA front desk or by emailingcyarb@uw.eduincluding your full name, employee ID number, and the date you would like your membership canceled.