Refund Policy

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 refund request form 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 refund request form 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.

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 refund request form 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 refund request form 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 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 refund request form 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 refund request form prior to the appointment start time to be eligible for a refund.

Clients forfeit a personal training session if: 

• They are more than 15 minutes late. 

• They attempt to cancel or reschedule their session with less than 24 hours’ notice. 

Your personal trainer is not required to honor your scheduled session if you arrive 15 minutes or later to your session. 

Personal training 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.*

• • Packages expire 6 months after purchase. 

• The client cannot reach their trainer, their trainer fails to show up for a session, and efforts to transfer your training to a different personal trainer have failed. 

*This is not true for Customized Exercise Programs. Refunds for Customized Training Programs will not be granted in cases of injury/illness/an emergency due to the nature of the program. 

In all cases outlined above, the client must submit a refund request form before their package expires to be eligible for a refund. Packages expire 6 months after date of purchase. 

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

Rec Nutrition sessions are refundable if:

1. 1. • 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 contact recinfo@uw.edu before their sessions expire to request a refund. Sessions expire 6 months after date of purchase.

If the client does not contact recinfo@uw.edu before 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.

YTT is refundable only if the participant experiences a major health-related issue that would prevent the participant from meeting the criteria for certification. If this is the case, the participant must submit a refund request form to explain their situation and request a refund as soon as the issue arises. 

We make no guarantee that you will receive a refund if your circumstances do not meet the above criteria.

If you would no longer like to participate in a golf class, you must request a refund at least 2 business days (Monday-Friday) prior to the first day of class, otherwise you are committed! 

If you are a UW employee who did not verify their employment status prior to registering for golf classes, you will not receive a refund for the difference. Instructions for how to get your employment status verified are on our website under Registration > UW Employees.

If you have registered for a class series that you know you can no longer attend, you are eligible for a full refund if you submit a refund request form at least 7 days prior to the first day of class. 

You are eligible for a refund for classes you do not attend if: 

• Injury/illness/an emergency prevents you from participating and you submit a refund request form prior to the first class you do not attend. 

• You and your instructor have decided 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. 

Classes are not refundable in any other case.

If you have registered for a class series that you know you can no longer attend, you are eligible for a full refund if you submit a refund request form at least 7 days prior to the first day of class. 

You are eligible for a refund for classes you do not attend if: 

• Injury/illness/an emergency prevents you from participating and you submit a refund request form prior to the first class you do not attend.

• You and your instructor have decided 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. 

Classes are not refundable in any other case.

• Attendance on the first day of any program is mandatory, and no refunds are issued after the first session if a program meets for multiple sessions. 

• Failure to attend part or all of an activity results in a 100% loss of the registration fee. 

• Withdrawals from the program must be made at least 2 business days (Monday-Friday) prior to the first session. 

• In the event of inclement weather or other conditions that result in the cancelation of the outdoor portion of a class, participants will be eligible for a partial refund.

Refunds for non-life safety equipment must be requested in-person at Crags Climbing Center and a full refund may be approved within 30 days of purchase, provided that the item is in their original condition and/or packaging. 

Climbing and other related activities are inherently dangerous; anyone purchasing or using equipment for this purpose is personally responsible 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.) are final and ARE NOT eligible for returns. 

• Classes meet for multiple sessions. No refunds are issued after the first session. 

• For any course that meets for multiple sessions, attendance at the first class is mandatory. 

• Failure to attend an activity results in a 100% loss of the registration fee. 

• No refunds will be given after the trip has passed. 

• No exceptions are made for injury, illness, family emergencies, school conflicts, etc.  

On- vs. Off-Campus Activities

• Off-campus activities are defined as any activities that leave campus grounds. Off-campus activities may have an on-campus informational session or instructional meeting. 

• Overnight trip withdrawals must be made at least 3 weeks prior to the activity to receive a refund. 

• Day trip withdrawals must be made at least 15 days prior to the activity to receive a refund. 

• Withdrawals made 8-14 days prior to the activity result in a 50% loss of the registration fee. 

• Withdrawals made 7 or fewer days prior to the activity result in a 100% loss of the registration fee. 

• If you decide to leave the trip early, that will result in a 100% loss of the registration fee. 

• Attendance to pre-trip meetings, instructional sessions, or informational sessions is mandatory for participation in off-campus activities prior to an outing.

Climbing memberships (Quarter Climbing & Quarter Equipment) are refundable if: 

• You undergo a season-ending injury that forces you to terminate your participation in recreational climbing. 

If you fit within this criterium, submit a refund request form before your membership expiresand describe your situation to initiate the refund process. If your circumstances do not fit the above criterium, we make no guarantee that you will receive a refund.

The Intramural “IM” Pass is refundable only 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 from participating in any intramural sport for the quarter. 

• You underwent a season-ending injury that forced you to terminate your participation in intramurals. 

If you fit within these criteria, submit a refund request form and describe your situation before the end of the quarter. You will receive a prorated refund for all of the games you did not play. If your circumstances do not fit the above criteria or you request your refund after the quarter during which you purchased your pass ends, we make no guarantee that you will receive a refund.

The Rec Class Pass membership is refundable only if: 

• Injury/illness/an emergency prevents you from participating for the entire or remainder of the quarter. 

• Your affiliation with the University of Washington ends (unless due to disciplinary reasons). 

• You no longer reside in the vicinity of the IMA where offerings are held. 

In all cases outlined above, you must submit a refund request form before your Rec Class Pass expires to describe your situation and request a refund. If you do not do so, we make no guarantee that you will receive a refund. 

No refund will be granted if a preventable scheduling conflict arises and/or you 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 the first week of instruction every quarter of the traditional academic year (Autumn, Winter, Spring). 

Rec membership is refundable only if: 

• Injury/illness/an emergency prevents you from participating for the entire or remainder of the quarter. 

• Your affiliation with the University of Washington ends (unless due to disciplinary reasons). 

• You no longer reside in the vicinity of the IMA. 

In all cases outlined above, you must submit a refund request form before your Rec membership expires to describe your situation and request a refund. If you do not do so, we make no guarantee that you will receive a refund. 

No refund will be granted if you are not satisfied with the scope 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 or participate in 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 not participate in 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 memberships can be canceled after one year by filling out a payroll deduction cancelation form, available at the IMA front desk or by emailing cyarb@uw.edu including your full name, employee ID number, and the date you would like your membership canceled.