Participant Policy Manual

Introduction

A.1      Disclaimer. 1

A.2      Standardization and Control of Wellness Center Documentation. 2

A.3      Code of Conduct 3

A.4      General Information / Emergency Phone Numbers. 4

Safety Management Team.. 4

A.5      Mission/Vision/Values. 5

A.6      Assumption of Risk. 8

A.7      Location and Hours of Operation. 9

Access/Entrance/Exit 10

B.1      Facility Access Policy. 10

B.2      Entrance/Exit Policy. 11

Membership. 12

C.1      Eligibility. 12

C.2      Sponsorship. 13

C.3      Payment 14

C.4      Cancellations. 15

C.5      Leave of Absence. 16

C.6      Conflicts. 17

C.7      Waiver of liability. 18

C.8      Length of Membership. 19

C.9      Student Membership Categories. 20

C.10      University Associate & Affiliates Membership Categories. 21

C.11      Other Membership Categories. 23

Emergencies/Phones/Parking. 23

D.1      Emergencies. 23

D.2      Phones. 24

D.3      Parking. 25

Facility Reservation/Tours. 26

E.1      Facility Reservation Policy. 26

E.2      Reservation Procedure. 27

E.3      Facility Rental Charges. 28

E.4      Other Services and Equipment Provided. 30

E.5      Payment Schedule. 31

E.6      Cancellation Policy. 32

E.7      Damage to Facility and Equipment 33

E.8      Audio Visual Equipment 34

E.9      Food and Beverages. 35

E.10    Decorations and Signage. 36

E.11    Security for Events. 37

E.12    Insurance Requirement/Waiver Statements. 38

E.13    Outreach. 39

E.14    Facility Tours. 40

Policies, Rules, and Regulations. 41

F.1       General Policies. 41

F.2       Accidents/Injuries. 43

F.3       ADA Statement 44

F.4       Alcohol, Drugs, and Smoking. 45

F.5       Animals. 46

F.6       Attire and Footwear. 47

F.7       Cell Phones. 48

F.8       Computer Use Policy. 49

F.9       Damages. 50

F.10     Ejection. 51

F.11     Equipment Checkout 52

F.12     Food and Beverages. 53

F.13     Locker Rental 54

F.14     Lost and Found. 55

F.15     Posting. 56

F.16     Solicitation. 57

F.17     Towel Policy. 58

F.18     Wellness Center Class Refund Policy. 59

Area Specific Policies. 60

G.1      General 60

G.2      Cardio Deck. 61

G.3      Running Track. 62

G.4      Multi-Purpose Gymnasium.. 63

G.5      MAC Courts. 64

G.6      Fitness Floor (Weight Area) 65

G.7      Group Exercise (GX) Rooms. 66

G.8      Rock Climbing Wall 67

G.9      Cycling Room.. 68

G.10      Demonstration Kitchen.. 71

Advisory. 69

H.1      Student Wellness Advisory Committee. 69

Appendix.

I.1       OPEN


Introduction

A.1      Disclaimer

The purpose of these policies is to provide guidelines for the users of the Wellness Center facility.  Our goal is to create a safe and enjoyable environment for participants of the center.  The use of the Wellness Center is a privilege, and individuals not cooperating with established policies may be asked to leave or may have their privileges revoked. Wellness Center staff reserves the right to make judgment and the final decision on policies not covered in this participant policy manual.


A.2      Standardization and Control of Wellness Center Documentation

PURPOSE

To document the format and process for creating a new or updating an existing Participant Policy Manual. 

SCOPE

This policy applies to all controlled paper and electronic Wellness Center Participant Policy manuals.

POLICY

A.        General Procedures

1)    The Director of Wellness Facilities will assist in the creation or the updating of an existing policy.

2)    Student Wellness Advisory Committee will review and have an opportunity to make recommendations on all policies.

3)    Wellness Center Management Team will make final approval on all policies.

4)    When changes are made to an existing policy or a new policy is created, the Director of Wellness Facilities will notify those people who hold hard copies.

5)    An annual review will be administered by the Director of Wellness Facilities in conjunction with the Wellness Center Management Team

B.        Creating a New Policy

1)    When a new policy is created, a new reference page (ex: A.1) must be displayed in the top left corner of the new document.

2)    The new document must be added to the table of contents under the correct heading.

3)    The effective date must be recorded in the footer of each document; this is the date the policy was created.

C.        Updating an Existing Policy

1)    When changes or updates are made to an existing policy; the updated date must be added and/or changed in the footer, directly below the effective date.

D.        Deleting a Policy

1)    When it is determined that a procedure is no longer needed, that procedure should be removed and that reference page (ex: A.1) will be referred to as open in the table of contents and may be used when a new procedure is created.


A.3      Code of Conduct

In order to maintain a high level of service to our users, the Wellness Center enforces a Code of Conduct that all participants must follow.  The Wellness Center staff appreciates your cooperation in creating a friendly and positive environment for wellness opportunities in all areas of our facility. 

Participation in all programs and recreation at the Wellness Center is a privilege.  All users who participate in activities or who utilize the Wellness Center facility agree to adhere to the following Code of Conduct:

Participants are expected to:


A.4      General Information / Emergency Phone Numbers

Wellness Center General Number..…...……………...  (701) 777-9355

Website Address………...…………………………… www.wellness.und.edu

Emergency numbers are listed below in primary contact order:

  1. Fire-Ambulance-Police……………………………….911
  1. Wellness Center On-Call Emergency Cell Phone…..(701) 740-0128

Safety Management Team
1. Director of Wellness Facilities…………………………………......(701) 777-0729
2. Coordinator of Guest Experience ………………………………….(701) 777-0232
3. Coordinator of RecSports and Special Events..… ………............. (701) 777-3256
4. Coordinator of Fitness……………………………………………...(701) 777-2943
5. Assistant Director of Membership and Team Wellness…………...(701) 777-4864
6. Coordinator of Nutrition…………………………………………...(701) 777-0769

Other Important Phone Numbers:

University of North Dakota Police…..…………..…  (701) 777-3491

UND Safety and Environmental Health Office.........  (701) 777-3341

Facilities 24-hour Communications Desk………..… (701) 777-2591


A.5      Mission/Vision/Values

Mission Statement

Our mission as the UND Wellness Center is to enhance the campus climate and enrich the quality of life for the University of North Dakota community by embracing all dimensions of wellness. 

Vision Statement

The vision of the University of North Dakota Wellness Center is to exceed expectations of those we serve.  We will accomplish this by: 

  1. Improving the quality of life for those we serve, through the increased awareness and application of all dimensions of wellness.
  1. Providing those we serve with the highest level of service, courtesy, respect, and dignity. 
  1. Recruiting, developing, and retaining a committed wellness team. 
  1. Developing, partnerships with internal and external agencies in support of our mission. 
  1. Assessing the needs of those we serve and by developing and maintaining services and educational programs that are consistent with our mission. 
  1. Providing and maintaining high quality facilities and equipment as a means of delivering our services and educational programs to those we serve. 
  1. Marketing and promoting multidimensional wellness programs, services and facilities. 
  1. Identifying and securing financial resources that are consistent with our mission. 
  1. Remaining committed to the scope of our mission and focused on those we serve.

Value Statements

Students First

View University of North Dakota students as the primary membership group, but commit to providing all members and guests with the highest levels of service, courtesy, respect, and dignity.

Wellness

Recognize that helping members of the campus community understand, develop and embrace a lifelong commitment to wellness in its seven dimensions is the primary reason for our existence.

Quality

Expect quality and foster it in the facilities and programming we provide, the staff we employ, and the service we give.

Tradition

Respect tradition, learn from experience, encourage and support creativity, and embrace change and the opportunities it brings.

Accountability

Maintain highest standards of professionalism and fiscal responsibility in all our decisions and actions.

Innovation

Actively engage in progressive thinking and decision-making, assessment, and application of best practice.

Integrity

Act with honesty, integrity, and high ethical standards in all our endeavors.

Respect

Treat everyone with dignity, respect, fairness, and consistency.

Teamwork

Recognize our colleagues and partners as the foundation of our organization and acknowledge that our strength comes from commitment to the mission, communication, embracing our individuality and teamwork, sharing expertise, mutual empowerment and motivation, and celebrating success.

Diversity

Appreciate and respect diversity of people, ideas, thought, and beliefs; support inclusiveness which creates a sense of community.

Education

Contribute to student development with high quality and challenging experiences through expanding student programs, academic collaborations, leadership initiatives, and information technologies.

Research

Expand and strengthen the University’s commitment to research and creative activity as it applies to our operation.


A.6      Assumption of Risk

The Wellness Center operates on an “exercise at your own risk” policy.  The use of the Wellness Center facility and its programs is completely voluntary.  Each individual utilizing the facility assumes the risk for any harm or injuries sustained.  Neither the University of North Dakota, nor the Wellness Center can assume any responsibilities for injuries incurred through participation in its programs and/or services in or outside the facility.  It is strongly advised that participants use caution and be aware of potential health risks associated with exercise, and obtain a physical from a doctor before beginning an exercise program.


A.7      Location and Hours of Operation

UND Wellness Center

801 Princeton Street

Stop 8365

Grand Forks, ND 58202

(701) 777 – 9355

Hours of Operation

Fall/Spring Normal Hours

Monday – Friday                  5:30 am – 11:00 pm

Saturday 9:00 am                  8:00 pm

Sunday                  Noon – 9:00 pm

Summer Hours

Monday – Friday                    5:30 am – 8:00 pm

Saturday                                  9:00 am – 6:00 pm

Sunday                                                Noon – 6:00 pm

Reduced hours of operation (including closure) are in effect during semester breaks, university holidays and other scheduled breaks.

An annual shutdown will occur for routine maintenance and cleaning.  Guests will be notified of the shutdown prior to the event.  

Please note that all hours are subject to change due to the academic calendar, unforeseen circumstances and/or maintenance schedules.  Please consult our website for the latest information pertaining to hours of operation.  The Wellness Center website is:  www.wellness.und.edu.


Access/Entrance/Exit

B.1     Facility Access Policy

The Wellness Center is a controlled access facility.  Only authorized users are allowed entry.  The Wellness Center is intended for the use of current UND students and other authorized members of the UND community.

All participants must check into the building at the front desk and must show a proper UND ID card.  Showing proper identification to the Welcome Desk Associate is the only acceptable method of proving your membership status.     No ID = No Entry Members who have forgotten their ID card will be charged the guest fee.

ID cards are non-transferable and for the exclusive use of the person named on the card. Cards will be confiscated (involved parties subject to disciplinary action) if presented by anyone other than the rightful owner.

Participants must possess, and display upon request, appropriate identification.  The Wellness Center reserves the right to request identification at any time.  Non-members, suspended members or expired members will not be allowed access to the Wellness Center. 

Any misuse of valid IDs and improper entry is subject to disciplinary action including immediate removal and suspension from the Wellness Center and further university discipline.  Photocopies of a UND photo ID are not acceptable.

If the photo, name and/or ID number(s) are not visible on a UND card, the card is not considered valid.  Your cooperation in presenting proper identification is expected at all times.

Outside guests meeting with Wellness Center Management staff must check in at the Welcome Desk before entering past the controlled access point. 

* UND athletic teams are provided with training facilities as well as UND academic departments are provided with classroom facilities thus team training activities and academic courses are not to be held at the Wellness Center.  A coach or professor may contact the Wellness Center Coordinator of Guest Experience to inquire about special arrangements.  Access will not be granted without this prior acknowledgment.   


B.2   Entrance/Exit Policy

Entry and exit of the Wellness Center must always be through the designated main entrance and exit.  Individuals entering or exiting through non-designated doors are subject to disciplinary action.


Membership

C.1      Eligibility

The UND Wellness Center recognizes the following individuals as eligible for membership:
• Current UND Students – Membership to the Wellness Center is included as part of your mandatory student fees. Some course registrations do not include the mandatory student fees and thus enrollment does not qualify for entry into the Wellness Center, without a paid membership.  Examples of courses that do not require payment of the mandatory fees include all correspondence courses and continuing enrollment credits.
• Faculty, Staff and Retirees – Faculty, Staff and Retirees of the University are eligible for membership through the University Associate due structure.
• Affiliates of the University – Recognized partners and affiliates of the University of North Dakota and Wellness Center are eligible for membership through the University Associate due structure. A full list of eligible affiliates can be found on pg. 20 of this document.
• Alumni – All former students of the University are eligible for membership through either our Grandfathered Grad program (ends Dec. 31st, 2010), Alumni Builder and Investor due structures.
• Osher Lifelong Learning Institute (OLLI) – Any member of the OLLI program is eligible for membership through our Living Well Membership. You must be a fully paid member of OLLI and register for membership through the OLLI office.
• Northland Community Technical College (NCTC) – Students enrolled at NCTC are eligible for membership for the 2010-2011 academic year through a subsidy from the NCTC Student Government.
• Guests of the University may obtain access to the Wellness Center by working with the Assistant Director of Membership.

All members of the Wellness Center must be 18 years of age or older. UND students under the age of 18 are still eligible for a membership with a waiver of liability signed by a legal guardian.

C.2      Sponsorship

• Any eligible member of the Wellness Center may sponsor one individual; 18 years of age or older at the same due structure you are paying for a month, semester or annual membership.
• Any eligible member of the Wellness Center may sponsor up to five individuals for the day.
• NCTC & OLLI members are not eligible to sponsor any other individual for membership.
• To purchase a initial sponsored membership, both the current member and sponsored member/s must be present. Either the current member or the sponsored member may purchase the membership.
• Renewal of the membership only requires one member be present at the point of sale.
• The sponsored individual will remain a member of our facility as long the sponsoring member is paid in full.
• If the sponsoring member chooses to leave or cancel their membership, the sponsored member will be contacted and given the opportunity to stay on with a renewed membership of their own.
• Sponsored members are not eligible to sponsor anyone for membership.


C.3      Payment

Memberships may be purchased during hours of operation at the Welcome Desk and paid for by cash, check or credit card. The Wellness Center accepts the following credit cards VISA, Mastercard and Discover.

Members who are salaried and benefited employees of the University may sign up for payroll deduction. Payroll deduction allows your dues to be directly taken from your paychecks each month. Payroll deduction may only be used for semester or annual membership purchases. To sign up for payroll deduction you must complete the payroll deduction contract agreement.
• All salaried, 9 and 12 month benefited employees of the University of North Dakota are eligible for payroll deduction. Hourly employees are not eligible for payroll deduction.
• Payroll deduction memberships can be activated for an annual or semester memberships. Semester memberships should only be sold in the first two weeks of each semester.
• A deduction will be taken each pay period, in accordance to the applied membership dues. 9 month employees will pay for their membership in 18 pay periods and 12 month employees will pay for their membership in 24 pay periods.
• Memberships will be paid through the Payroll Office at the University of North Dakota or through special arrangements of the corresponding affiliate organization.
• Affiliate organizations that offer payroll deduction to their employees must agree to remit total payment for all memberships from their organization to the Wellness Center on a monthly basis.
• Semester payroll deduction memberships are only available to purchase during the first two weeks of the semester and annual payroll deduction memberships may be purchased at any time.


C.4      Cancellations

All members of the Wellness Center, except UND Students are eligible to cancel your semester or annual memberships. No other membership type is eligible for cancellation, i.e. Day and Month.
1. All cancellations must be submitted in writing to the Assistant Director of Membership by completing the Membership Cancellation Form. You will be contacted directly by the Assistant Director of Membership as to the status of your request.
2. Thirty days notice from the day you want your membership canceled is required.
3. At the time of cancellation the Wellness Center will refund a prorated amount of the membership dues.
4. All Wellness Center account balances are due at the time of cancellation.
5. If you choose to cancel your membership and are sponsoring a member; they will be contacted and given the opportunity to continue being a member with a renewed membership of their own.
6. All special circumstances for cancellation must be made and given to the Assistant Director of Membership for review.

All Payroll deduction members must adhere to all cancellation policies as well as the following:
1. The Authorization to Cancel Payroll Deduction form must be completed and submitted to the Assistant Director of Membership. By submitting Authorization to Cancel Payroll Deduction form you are choosing to cancel your payroll deduction and membership.
2. Semester memberships automatically cancel at the end of each semester; December 31st for fall semester and May 15th for spring semester.
3. If your employment ends from the University you are no longer eligible for membership and your membership will be canceled.

C.5   Leave of Absence

As a member you may request a temporary leave of absence from the Assistant Director of Membership. A temporary leave of absence form must be completed and submitted for review. You will be contacted directly as to the status of your request. At the time you are contacted, arrangements will be made as to how your membership will be handled and when approved your membership will be suspended until your return.
1. Medical Leave – you must provide a note from a physician describing your inability to workout.
2. Extended Vacation Leave – e.g. you winter outside the Greater Grand Forks area or you prefer to workout outdoors in the summer.
3. Temporary Work Relocation leave – this is for individuals who will be away from the Greater Grand Forks area for work reasons. A note from your company is required verify your leave.

C.6   Conflicts

Conflicts regarding membership status, refund, cancellation or leave of absence requests shall be referred to the Assistant Director of Membership. Decisions may be appealed through the Student Wellness Advisory Committee (SWAC.)


C.7      Waiver of liability

A waiver of liability must be signed by all users of the facility before using the Wellness Center. The waiver is found at the Welcome Desk and must be signed annually before utilization of the facility.

C.8      Length of Membership

• Annual memberships are active for one year from the date of purchase.
• Semester memberships are available during the following time frames and are only available for purchase the first two weeks of each semester:

  o Spring semester membership: January 1- May 15
o Fall semester membership: August 16-December 31
o Summer semester memberships are available from May 16 to August 15


• Monthly memberships may be purchased anytime and are active for one month from the date of purchase.
• Daily memberships are active until close on the date of purchase.
• Memberships cannot be pro-rated under any circumstances.


C.9      Student Membership Categories

Student Membership
Current UND students, who are enrolled in classes and paying mandatory student fees, are eligible for membership by signing a waiver of liability. Some course registrations do not include the mandatory student fees and thus enrollment does not qualify for entry into the Wellness Center, without a paid membership.  Examples of courses that do not require payment of the mandatory fees include all correspondence courses and continuing enrollment credits.

Non-Enrolled Student Memberships
• The Non-Enrolled student membership is available for purchase to UND students who are not currently enrolled in classes.
• You must be enrolled in the next semester and were enrolled in the previous semester to participate in this membership.
• Proof of enrollment is required for the following semester through a printed class list at the time of sale.
• Membership is available at the cost of the full current student membership dues. TABLE 1 shows the current student membership dues.

Table 1: Student Membership Dues Annual Monthly Semester Daily Fees Summer
Includes: Non-enrolled UND Students (e.g.: Summer), Grandfathered Grad, Student Sponsored Members and Alumni Builder (starting in January 2011). $360.00 $35.00 $149.00 $5.00 $99.00
Dual: Grandfathered Grad and Alumni Builder (starting in January 2011). $720.00 $70.00 $297.00 $10.00 $198.00

Incoming Student Memberships
• Any student attending UND for the first time will be eligible for membership after providing documentation with either a letter of acceptance or through a printed class list showing they are enrolled in classes.
• After documentation has been provided the student will be subject to the student rate.


C.10      University Associate & Affiliate Membership Categories

University Associate and Dual Membership
• University Associates are defined as all UND faculty, staff and retirees of the university.
• Eligibility will be verified through a current UND ID at the point of sale.
• Current University Associates may purchase a dual membership; which includes membership for themselves and one sponsored individual 18 years of age or older.
• In case of separation from the University, please refer to the cancellation policies as to how your membership will be handled.

Table 2: University Associate & Affiliate Pricing Annual Monthly Semester Daily Pass Summer
Includes: UND Faculty & Staff, University Affiliates (e.g.: UND Alumni Foundation), Faculty/Staff Sponsored Members and Alumni Investor. $480.00 $45.00 $198.00 $10.00 $132.00
Dual: UND Faculty & Staff, University Affiliates (e.g.: UND Alumni Foundation) and Alumni Investor. $840.00 $80.00 $342.00 $18.00 $228.00

Affiliate Memberships
The Wellness Center recognizes the partners and affiliates of the University and will offer a membership equal to a University Associate membership. The following are considered to be recognized affiliates of the University.
• Airport Security
• Alumni Foundation
• Campus Ministries which include Christus Rex, Wittenberg Chapel, St. Thomas Aquinas Center, FOCUS and United Campus Ministry
• Center for Community Engagement – VISTA Members
• ELS
• Executive
• Human Nutrition Research Center
• INMED Summer College Programs
• Institution for Philosophy in Public Life (IPPL)
• NASA Summer Program
• North Dakota Geological Survey
• North Dakota University System (NDUS)
• Summer Institute of Linguistics Faculty & Staff
• University Village
• Veteran’s Upward Bound Re-Entry Student

The Wellness Center recognizes the following sites as partners and affiliates and will offer a membership equal to a University Associate membership. The following are considered to be recognized affiliates of the Wellness Center.
• Adjunct Faculty
• North Dakota Museum of Art
• Ralph Engelstad Arena
• REAC
• University of North Dakota Bookstore

To become a recognized affiliate eligible for membership, the organization must request eligibility to the Assistant Director of Membership and Team Wellness. Final approval will be granted by the Wellness Center executive staff.


C.11      Other Membership Categories

Grandfathered Grad Memberships
The Grandfathered Grad membership is offered to former UND students who paid the Wellness Center fee between December 2002 and May 2006. It is also available to most recent graduates of the University since May 2006.
• The membership is being offered at the Non-Enrolled Student membership dues structure. See Table 1 for full dues structure.
• This membership is only available until December 31st, 2010 where it will be replaced with the Alumni Builder membership option.

Alumni Memberships
Alumni of the University are eligible for membership after giving an annual gift in the name of Team Wellness to the UND Alumni Foundation. The annual gift will help to build our Team Wellness Sponsorship Fund. This fund supports our ability to send our Team Wellness employees to conferences, workshops and obtain professional certifications to provide our employees exceptional learning opportunities and enhance our programs and services. Below, are the two options alumni have to join our facility.

Alumni Builder Memberships
The Alumni Builder membership is offered to former UND students who paid the Wellness Center fee between December 2002 and May 2006. It is also for most recent graduates of the University who want to extend their membership upon graduating.
• This membership will be available to all recent graduates for one year after graduation at which point they will move into the Alumni Builder category.
• The membership is being offered at the Non-Enrolled Student membership dues structure. See Table 1 for full dues structure.
• The annual gift in the name of Team Wellness to the UND Foundation for a single Alumni Builder membership is $50 and $100 for a dual membership.
• Your annual gift can be made at the Wellness Center or directly to the UND Foundation.
• The Assistant Director of Membership and Team Wellness will verify the annual gift has been made. If the annual gift cannot be verified the membership will be immediately placed on hold and the member will be contacted.

Alumni Investor Memberships
The Alumni Investor membership is offered to former UND students who graduated before 2002.
• The membership is being offered at the University Associate membership dues structure. See Table 2 for full dues structure.
• The annual gift in the name of Team Wellness to the UND Foundation for a single Alumni Investor membership is $100 and $150 for a dual membership.
• Your annual gift can be made at the Wellness Center or directly to the UND Foundation.
• The Assistant Director of Membership and Team Wellness will verify the annual gift has been made. If the annual gift cannot be verified the membership will be immediately placed on hold and the member will be contacted.

Osher Lifelong Learning Institute (OLLI) – Living Well Membership
This membership is available to those individuals 55 years of age or older. In order to participant individuals must be or become an active member of the Osher Lifelong Learning Institute.
Once you become a member of OLLI you’re then eligible for the Living Well membership.
• The Living Well membership is a 4-month membership for $180.00 that an individual can start at anytime.
• An individual who is interested in this type of membership must register and submit payment to OLLI. Purchasing this membership at the Wellness Center is not an option.
• An annual parking pass is included with a paid in full membership. Individuals will receive this the first time they come in for their new member orientation.
• Please visit the OLLI website for more information www.olli.und.edu .

Northland Community and Technical College (NCTC) Memberships
This membership is available to enrolled students at NCTC for the 2010-2011 academic year and summer. The UND Wellness Center and NCTC have a one year agreement which features the NCTC student membership being subsidized by their Student Government.
• NCTC student eligibility will be verified from an enrolled student list provided by Student Account Services at NCTC.
• NCTC student members are not eligible to sponsor anyone for membership.
• NCTC student members are eligible to purchase either a semester or annual Wellness Center parking pass.

Table 3: Northland Community & Technical College (NCTC) Annual Monthly Semester Daily Pass Summer
NCTC Enrolled Students *Annual memberships are for 9 months $126.00 $14.00 $63.00 $5.00 $42.00

 


Emergencies/Phones/Parking

D.1  Emergencies

During all emergency situations it is expected and asked that you follow the direction of the Wellness Center staff on and off duty.  Should an emergency situation call for sudden removal from the facility, please exit through the nearest emergency exit door immediately.  Please follow University emergency policies for all emergencies.  Thanks in advance for your cooperation. 


D.2  Phones

A public telephone is located in the Atrium near the Welcome Desk.

Administrative Office, Fitness Desk, and Welcome Desk telephones are for Wellness Center staff use only.


D.3  Parking

All students, faculty and staff who operate a motor vehicle and who use the Wellness Center parking facilities must register their vehicle with the UND Traffic Division.  A fee will be charged and a copy of the UND Parking Regulations will be provided upon request.  All persons who bring a motor vehicle on campus must comply with these regulations.  Refer to the University of North Dakota Traffic Division and Parking website at www.parking.und.edu for complete policies regarding parking on the UND campus. 

Wellness Center parking passes can only be sold to individuals who do not attend or work for the University of North Dakota.  The following membership categories are the only individuals allowed to purchase parking passes:  Sponsored, Grandfathered Grad, Alumni, OLLI (parking pass is included in class registration), and temporary/part-time employees who work only for the Wellness Center and are not students.


Facility Reservation/Tours

E.1   Facility Reservation Policy

The Wellness Center is highly demanded by groups who wish to use our facilities on a regular basis. In an effort to find a fair and consistent method of allocating space to various campus groups, the Wellness Center Management Team has developed this request process.

All facility requests must be made through the Wellness Center website.

All Facility Requests submitted to Wellness Center are prioritized as follows:

  1. Wellness Center activities: These include formal recreation, recreational sports, group fitness, and other Wellness Center activities
  2. Wellness Center sponsored activities
  3. Officially recognized student organizations and groups
  4. Campus wide special events
  5. Non-University Organizations: Includes any group, or individual not affiliated with the University

The Wellness Center Management Team reserves the right to reprioritize or cancel events at any time. 

Semester scheduling of the Wellness Center, including all Wellness Center activities and any other standing reservation requests, will take place prior to the start of each semester.  After the semester schedule has been set, scheduling of space will be assigned on a first come, first serve basis while using the above priorities

Scheduling will occur as follows: 

Fall semester scheduling will commence during the first week of August and an email confirmation of approved requests will be distributed in mid-August after the scheduling process has been completed by the Wellness Center. 

Spring Semester scheduling will commence during the first week of December and an email confirmation of approved requests will be distributed in mid-December after the scheduling process has been completed by the Wellness Center.

Summer Semester will commence during the first week of May and email confirmation of approved requests be distributed in mid-May after the scheduling process has been completed by the Wellness Center.


E.2   Reservation Procedure

The following steps must be completed before a facility request can be confirmed for a special event:

  1. A Facility Request Form must be submitted to the Coordinator of Guest Experience through the Wellness Center website preferably 25 working days prior to event.
  2. A planning session meeting may be required with the Coordinator of Guest Experience.
  3. All necessary documents and forms must be completed and submitted with appropriate prior to event. Items to be submitted:
    1. Facility Request Form
    2. Written proposal summarizing event
    3. Deposit if applicable
    4. Waiver Statement (Groups II, III, IV)
    5. Facility Use Agreement

E.3   Facility Rental Charges

We recognize and respect that students paid for the construction and operation of the Wellness Center.  In order to be equitable we need to recover our direct cost for facility utilization.

Wellness Center Rentals/Hr

I      Recognized Student Organizations

II               UND Sponsored with UND participants  

III             UND Sponsored with Non-UND participants

IV                Non University Organizations

Demo Kitchen

$30

$45

$50

$60

Classroom #1-#2

$30/room

$45/room

$50/room

$60/room

Gymnasium Courts #1-#3

$25/court

$30/court

$35/court-2 hour min

$40/court-2 hour min

Multi Activity Court

$50

$55

$60-2 hour min

$70-2 hour min

Climbing Wall

$80-2 hour min

$85-2 hour min

$90-2 hour min

$100-2 hour min

Yoga/Pilates Room

$40

$45

$50

$60

GX Room #1-#2

$40/room

$45/room

$50/room

$60/room

Conference Room

$30

$45

$50

$60

Atrium (After hours only)

$75

$80

$85

$90

Entire Building (After hours only)/3 hour min

$300

$325

$350

$400

UND Wellness Center Rentals/Day

I      Recognized Student Organizations

II               UND Sponsored with UND participants  

III             UND Sponsored with Non-UND participants

IV                Non University Organizations

Demo Kitchen

$150

$175

$185

$200

Classroom #1-#2

$150/room

$175/room

$180/room

$200/room

Gymnasium Courts #1-#3

$225/court

$250/court

$275/court

$300/court

Multi Activity Court

$300

$325

$330

$350

Yoga/Pilates Room

$150

$175

$185

$200

GX Room #1-#2

$200/room

$225/room

$250/room

$300/room

Conference Room

$150

$175

$185

$200

All of the above fees are based on the Wellness Center already being open. If the time scheduled above is prior or subsequent to normal open/close schedule rental rates increase by 1 1/2 and additional staff supervision will be required at the rate of $15 per hour per assigned staff.

Rental Rates do not include any services, extra personnel or set-up needs.  Some events require extra services (security, utilities, concessions), or may require special permits or variances. If determined that event falls within this category a Special Event Form and policy located at http://sos.und.edu/csl/5-1.php has been developed by the University which must be completed for such events.  An event of this nature will usually be directed from the University however, this may be determined during planning session meeting with Coordinator of Guest Experience.


E.4   Other Services and Equipment Provided

Equipment/Services

Rate

Equipment/Services

Rate

Podium

$25/day

Chair

$1/day

Easel

$5/day

Volleyball Set-up & Volleyballs (2)/Court

$25/day

Polycom

$10/day

Basketball

$2/day

Trash Can

$2/day

Soccer Nets & Soccer balls

$15/day

Extension Cord

$2/day

Roller Hockey Nets $10/day

LCD Projector

$10/day Staff Supervision or Set-up $15/hour

Sound System/Stereo

$25/day

Custodial Services

$15/hour

Table

$8/day

   

Groups I, II, III will not be charged for equipment and services with the exception of if it is determined that additional staffing or custodial services are required for the reservation.  However, if the reservation is of a space that doesn’t already include the equipment or service that are required by that reservation there will be a charge to add or provide the necessary pieces of equipment or services.


E.5   Payment Schedule

All reservations will be assessed a deposit equaling 50% of the total facility costs. If cancellation occurs prior to planning session deposit is refunded.  If reservation is cancelled after planning session has been conducted and prior to two working days before event all but 10% of deposit will be refunded.  If reservation is cancelled, but is cancelled within the two working days prior to the event, the entire deposit will be kept as a cancellation charge.  After the event has concluded, a follow-up meeting shall occur preferably 5 working days later. An invoice will be given at this time. The customer shall be given 30 days to pay any remaining fees associated with their event.  Failure to make payment will result in, if you are a student, a charge to your personal UND account of facility charges through the business office,  loss of facility privileges, possible discipline through the Dean of Students Office, and possible prosecution through the legal channels of the University of North Dakota.


E.6   Cancellation Policy

The Wellness Center Management Team reserves the right to reprioritize or cancel events at any time.  Any cancellation by the Wellness Center will be made 48 hours prior to the event and that reservations deposit would be fully refunded.  Any room and/or equipment reservation cancellations must be made at least two working days in advance in order to avoid incurring cancellation charges.  See Payment Schedule for more details.  Reserving parties must notify the Wellness Center in writing of the cancellation of a confirmed reservation.  Cancellations must be received by 2:00 p.m. two (2) working days prior to the event by sending an e-mail to monicanilson@mail.und.nodak.edu

Failure to show or cancel a reservation will result in the following:

- First occurrence - warning and deposit will be kept

- Second occurrence - loss of privileges for one month and deposit will be kept

- Third occurrence - loss of privileges for one semester and deposit will be kept


E.7   Damage to Facility and Equipment

Participants utilizing the Wellness Center facility and equipment assume the liability of and agree to compensate the Wellness Center for any damage other than normal wear and tear while it is being used.  Facilities that require repair due to damage by participants will be repaired by the Wellness Center or licensed contractor contracted by the Wellness Center.  All charges for repair will be charged back to the event sponsor.  Photos of the reserved space prior to repair will be used to verify requests for special damage repair fees.  If any equipment should be lost during rental event sponsor will be responsible for all replacement costs.  All fees must be paid in advance of any additional reservation requests or to proceed with existing request.  See the University of North Dakota Code of Student Life: Conduct Regulations and Procedures, section 2-3 for the complete policy regarding prohibited acts and liability. 


E.8   Audio Visual Equipment

A limited inventory of audio visual equipment is available on a rental basis for events.  Inventory is limited and subject to availability.  Audio Visual equipment belonging to the Wellness Center may only be used on the Wellness Center premises.  Laptops are the responsibility of the renting organization.  Organizations who wish to use their own audio visual equipment must notify the Wellness Center.  An equipment test may be necessary for outside equipment to ensure compatibility, and must be scheduled prior to the event.  The use of outside equipment may be denied depending on the nature of the equipment and its impact on the rest of the Wellness Center facility.  The Wellness Center assumes no responsibility for equipment brought into the facility. 


E.9   Food and Beverages


E.10       Decorations and Signage

Decorations may not be put on walls or furnishings in the Wellness Center without consent from the Facility Manager or Coordinator of Guest Experience.  Decorations must not disguise, cover, or interfere with any safety device, including fire safety equipment such as fire extinguishers, exit signs, sprinkler heads and piping, and fire alarm pull stations.  For further information, contact the UND Safety and Environmental Health Office, 777-3341.


E.11       Security for Events

The Wellness Center may require uniformed security officers to be present at an event. The scheduling and expense is the responsibility of the sponsoring organization. If security requirements are not completed, the event will be cancelled. 


E.12       Insurance Requirement/Waiver Statements

A Facility Use Agreement document is a University of North Dakota legal document required of all reservations that involve non-UND participants in which the participant agrees to assume all risk of liabilities which may arise out of, or a result from participant’s use of the facility. In addition, commercial general liability insurance will be required.

All non-UND participants shall be required to complete and sign a Waiver of Release of Liability provided by the Wellness Center prior to participating in any activity associated with a given event. Individuals under the age of 18 must have a completed Waiver of Release of Liability signed by their parent and/or legal guardian. These forms will be kept on file in the Administrative Office of the Wellness Center.


E.13       Outreach

Outreach tabletop displays and printed material that are in line with the mission of the Wellness Center and are events that are open to all users of the facility are to occur from our kiosk location in the Atrium.  These displays and printed material should be scheduled through the Coordinator of Guest Experience and there will be no cost involved with this reservation.  Wellness Center staff reserves the right to remove any material not in line with our mission.  Groups reserving the kiosk for printed material space will be limited to a week long reservation.  Groups reserving the kiosk for table top displays will be limited to a week long reservation, but must also have a representative present at all times along with their display.  If a survey is to be conducted as part of a tabletop display reservation, a copy of an IRB consent form will be required.


E.14       Facility Tours

The Wellness Center provides organized tours for groups or individuals upon request. Groups or individuals may contact the Assistant Director of Membership and Team Wellness to establish an appointment for a tour. A tour will be conducted by a member of the Wellness Center student staff. Self guided tours can occur at any time during Wellness Center operation hours.
Use of facility is not included with a tour. In addition, there is no age minimum for a tour; however any individual under the age of 18 must be accompanied by a Wellness Center student employee at all times.
Individuals with disabilities are encouraged to attend the Wellness Center organized tours. If you are a person with a disability who requires an accommodation during an organized tour, please contact the Wellness Center in advance at 777-9355 or carrieherrig@mail.und.nodak.edu.


Policies, Rules, and Regulations

F.1       General Policies


F.2       Accidents/Injuries

Please contact a member of the Wellness Center staff should an accident, injury or related incident occur.  Your assistance in promoting safety is greatly appreciated.


F.3       ADA Statement

Individuals with disabilities are encouraged to attend all Wellness Center sponsored events.  If you are a person with a disability who requires an accommodation in order to participate in a program, please contact the Wellness Center in advance at 777-9355 or wellness@mail.und.edu.


F.4       Alcohol, Drugs, and Smoking

The Wellness Center is a substance-free facility.  Users must agree to take reasonable precautions to prevent the possession or use of alcoholic beverages, illegal drugs and tobacco products in the Wellness Center.  See the University of North Dakota Code of Student Life: General University Policies, section 1-5 and 1-6 for complete policies regarding smoking, alcohol, and drug use. 


F.5       Animals

Only service animals are permitted in the Wellness Center.  The Americans with Disabilities Act (ADA) and ND Law (ND Century Code, Sec 25-13) allow service animals to accompany persons with disabilities on the UND campus.  The ADA defines service animal as any guide dog, signal dog, or other animal individually trained to provide assistance to a person with a disability.  For more information and the complete policy regarding animals, see Disability Support Services on the University of North Dakota website. 


F.6       Attire and Footwear

The Wellness Center reserves the right to determine the acceptability of all exercise attire.  Wellness Center staff decisions concerning appropriate clothing will be final. Failure to dress properly will result in denial of use of the Wellness Center.  Clothing with offensive language, designs, or pictures is not acceptable.  Clothing inscribed with profanity is prohibited.  If necessary, a Wellness Center member may be addressed by a staff member if the member’s clothing is offensive to another user or is inappropriate or if items pose a danger to self or others. 

Appropriate attire is required at all times… 


F.7       Cell Phones

Use of cell phones and pagers is not permitted in locker rooms or while using equipment. If a cell phone is used as an MP3 player it may be utilized while using equipment. Out of respect for others, we ask that you limit your cell phone use in public areas. Cell phones are to be used in common areas of the facility only.


F.8       Computer Use Policy

Individuals who use the Wellness Center computer clusters assume the responsibility of seeing that these resources are used in the appropriate manner.  Misuse of computer facilities is considered a violation of University policy and regulations and may also be a violation of law if data of other computer users are disturbed or the privacy rights of individuals are violated.  See the University of North Dakota Code of Student Life: Appendix VII for a detailed list of prohibited activities.   


F.9       Damages

Participants utilizing the Wellness Center facility and equipment assume the liability of and agree to compensate the Wellness Center for any damage other than normal wear and tear while it is being used.  See the University of North Dakota Code of Student Life: Conduct Regulations and Procedures, section 2-3 for the complete policy regarding prohibited acts and liability. 


F.10    Ejection

Non compliance to any University or Wellness Center policies is subject to ejection.  When an individual is ejected from the facility for any reason, that individual is suspended from any Wellness facility and program until they have met with the Assistant Vice President of  Wellness or her designee.


F.11    Equipment Checkout


F.12    Food and Beverages


F.13    Locker Rental


F.14    Lost and Found


F.15    Posting

Areas in the Wellness Center are designated for appropriate posting of University publicity.  A bulletin board for the general public exists adjacent to the Resource Area on the first floor.  No signs, posters or advertisements may be placed in the Wellness Center without prior staff approval. One poster per event may be submitted to the Welcome Desk to be posted and will be posted by the Wellness Center staff.

Decorations, including signs, posters or advertisements, may not be put on walls or furnishings in the Wellness Center without consent from the Facility Manager.  Decorations must not disguise, cover, or interfere with any safety device, including fire safety equipment such as fire extinguishers, exit signs, sprinkler heads and piping, and fire alarm pull stations.  For further information, contact the UND Safety and Environmental Health Office, 777-3341.


F.16    Solicitation

No solicitation shall be conducted in or around the Wellness Center on the campus of the University of North Dakota except by the employees of the University acting in the scope of their agency or employment; or by established student organizations, in accordance with University policy.  See the University of North Dakota Code of Student Life: Use of University Facilities, section 5-6 for the complete policy regarding solicitation on the UND campus. 


F.17    Towel Policy

Towels will be available for the participants of Wellness Center facility.  We ask that each member take one towel per visit and return the towel in the designated towel return areas.  The towels are located on the Cardio Deck, the Fitness Floor, the Locker Rooms, and at the Welcome Desk.


F.18    Wellness Center Class Refund Policy


As a member you may request a refund for the following services by completing a refund request form at the Welcome Desk:
• CPR/1st Aid Class*
• Culinary Corner Class*
• Intramurals
• Membership
• Rock Wall
• Specialty Exercise*
• Locker Rentals

All refund requests will be reviewed and approved by the Area Supervisor where the service is being provided. You will be contacted directly as to the status of your request.

*Participants can cancel their participation in a Wellness Center class 24 hours prior to initial class and receive full class refund. If cancellation occurs less then 24 hours prior to initial class a refund request form must be approved by Area Supervisor otherwise, no refund will be given.


Area Specific Policies

G.1      General


G.2      Cardio Deck

G.3      Running Track


G.4      Multi-Purpose Gymnasium


G.5      MAC Courts


G.6      Fitness Floor (Weight Area)


G.7      Group Exercise (GX) Rooms


G.8      Rock Climbing Wall


G.9      Cycling Room

G.10      Demonstration Kitchen


Advisory

H.1  Student Wellness Advisory Committee

The purpose of the UND Student Wellness Advisory Committee is to represent the wellness interests and needs of the students and the university community.  The primary function of the committee is to foster communication with Wellness program participants in order to seek their advice and assistance in maximizing the effective use of resources for wellness activities at the University of North Dakota.

The primary duties of the committee shall be to review, advise, prioritize and make recommendations on:
  • Wellness Center policies
  • Program development and expansion
  • Program assessment
  • Long range planning related to wellness programming
  • Major purchases
  • Program and facility use eligibility
  • Appeals

Additional duties shall include:

·      Annual review of the goals and objectives accomplished as they relate to the organization’s strategic plan

·      Ensure department goals and objectives are aligned with the University’s strategic plan as well as meeting the needs of the students of UND

The committee is made up of 9 student members, one member of the University of North Dakota faculty and one member of the University of North Dakota staff.  The faculty and staff members are also required to be members of the Wellness Center.

Of the nine (9) student seats, it is recommended that at least one (1) should be held by a Graduate/Professional student, and at least one (1) shall be held by a freshman student. The following seven demographics are recommended to be filled by the student committee members.

1.     Wellness Center (ex-officio member) (2)

2.     Student Government Executive Member

3.     Fraternity member

4.     Sorority member

5.     Off-campus resident (2)

6.     International Student

7.     Residence hall resident

 

 

Student members are eligible for the four positions on the committee:

1.     Chair

2.     Vice Chair

3.     Recorder

4.     Committee Membership Coordinator

The Student Wellness Advisory Committee meets every two weeks at the same time and day that is determined at the beginning of each school year.  Meetings are open to the public.