Policies & Procedures

By Management

Any member may be expelled by the Management for a gross or repeated violation of any rule, regulation or policy of the facility or for any conduct which, in the opinion of the Management, is prejudicial to the welfare, good order, reputation and character of the facility. A Member cancelled for any of the reasons set forth in the preceding two sentences shall be entitled to a prorated refund minus a 25% administrative handling fee. No person whose membership has been cancelled by the facility shall be accepted as a guest of the facility.

By the Member

A Member may cancel current membership in the case of the extreme circumstances, medical reasons, no longer meets eligibility requirements, or relocation of their principal residence by filling out the appropriate Refund Request Form and having said form delivered in person or by email. This is a request for a refund, not a guarantee a refund will be issued. In a cancellation, the facility may retain a portion of fees not to exceed 25% or $25 (whichever is lesser) of total refund amount and will refund any remainder of amount previously paid during the membership term to the Member. Refunds only guaranteed for $25 or more after processing fees. A Member canceling pursuant to relocation and or medical reasons, must provide proof of relocation or a physician’s letter; in either case such evidence to be included with the cancellation request.

The use of mobile devices inside the UTHealth Houston Recreation Center can impact the safety, privacy and comfort of our members. In order to ensure the best possible member experience, we limit use of mobile devices in the Recreation Center in the following ways:

• The Recreation Center strictly prohibits the use of mobile devices to take photographs or videos or to make voice or video calls in the locker rooms.
• Headphones or earbuds are required while listening to any audio on a mobile device.
• Use of mobile devices to make voice or video calls is permitted outside of the locker room, but voice must be kept at a reasonable level and the call should be minimal in duration.
• Members are prohibited from using their mobile devices anywhere in the Recreation Center to view content that may be viewed as offensive or inappropriate.
• Members may use their mobile devices on the gym floor in order to photograph or take video of themselves in very limited circumstances and this privilege may be revoked at any time and for any reason at the sole discretion of the Recreation Center Team.  Use of a mobile device on the gym floor may be acceptable under the following conditions:
  • No member may use a mobile device to take photographs or videos if doing so presents a risk of injury to themselves or others (for example, mobile devices should not be used to take photographs or video by anyone who is simultaneously using exercise equipment.)
  • Out of respect for the privacy and comfort of our members, photographs or video should never include anyone who has not given their prior permission to appear in such images.
  • Images containing UTHealth Houston intellectual property are subject to all applicable copyright and trademark protections, including, but not limited to, federal and state laws and regulations, and we may prohibit any public-facing use thereof.
  • No photographs or video may be used for commercial purposes whatsoever.
• The resolution of any conflict or question arising under this policy is at the sole discretion of UTHealth Houston Recreation Center Team.

Because the safety, privacy and comfort of our members is paramount, enforcement of this mobile device use policy is a serious matter.  Any report of a violation of this policy, whether from the Recreation Center Team or a Recreation Center Member, should be resolved promptly and professionally, with priority given to the privacy and comfort of all members.

The UTHealth Houston Recreation Center reserves the right to revoke any and all mobile device use privileges under this policy and, if deemed warranted, to terminate a person’s membership immediately for any violation of this policy or others.

No Outside Trainers, Coaches, Therapists or Instructors

This policy is related to any and all training or instruction of services at the UTHealth Houston – Recreation Center.  Desired services will be provided through the department and “outside” trainers, coaches, therapists or instructors are not allowed to use or perform their services in the facility.  In addition, no soliciting is allowed.

This policy was established to eliminate conflict of interest with services provided “in-house,” but more importantly, for safety and liability reasons.  Requested services are either performed by staff and/or through trainers, coaches, therapists or instructors contracted by the UTHealth Houston – Recreation Center.  We strive to provide quality services, which are economical and convenient to our members.  These services are based on need, cost effectiveness and availability of space and staff.

Current Members of the UTHealth Houston – Recreation Center requiring assistance due to medical necessity with documentation that cannot be provided in-house may request an exemption under the following guidelines:

• Must submit request in writing with documentation to [email protected].
• Physician’s documentation must include reason, duration and consent for prescribed activity. Also include instructor’s name and copy of applicable certification.
• If approved by the Director, the Daily Guest Fee will be assessed upon each visit by the instructor. Instructor must accompany the member at time of and for duration of visit.

The UTHealth Houston – Recreation Center reserves the right to revoke privileges and to deny service at any time.

UTHealth Houston ID, Rec Center Membership Card or Keytag

Students, residents, faculty and staff that are valid UTHealth Houston ID badge holders must use their UTHealth Houston badge for admission into the facility and upon request when participating in activities. Non UTHealth Houston members will be issued a Rec Center Membership Card, bearing name, good as long as the Membership Agreement under which it was issued is valid. The Membership Card must be presented for admission into the facility and upon request when participating in activities. Only 1 active card allowed per member.

Name/data change on Recreation Center Membership Card will be made at no charge with the return of original card. Lost cards must be replaced and a fee of $10.00 shall be charged. A fee of $5.00 shall be charged to replace lost Keytags. Use of University ID, Membership Card and or Keytag by anyone other than person named hereon is prohibited and will result in confiscation. Violation of this rule may result in immediate and or permanent termination of membership. The cards are property of UTHealth Houston and are nontransferable and may be revoked for cause.

Appropriate Exercise Clothing

Patrons are asked to wear gym clothing while working out or participating in activities. Proper attire includes athletic shorts and t-shirts, pants, sweat suits and sneakers. No scrubs, denim, street clothes or open toed shoes shall be permitted in the workout areas. Non- marking shoes are required on all hardwood courts, exercise rubber floor rooms, and outdoor tennis & basketball court area. Proper attire for the swimming pool area includes bathing suits and sandal type shoe, members are not permitted to swim in street clothes or undergarments. Swimmers are encouraged to shower before entering the pool.

Swimming Pool Guidelines

There is no lifeguard on duty. Swim at your own risk. The swimming pool closes 30 minutes prior to facility closure.  All lanes are designate for lap swim or lane walking.  Open shallow and deeps ends are open for recreational use.  Proper swim attire required. Pool users must bring their own towels and need to dry off before entering the locker rooms and hallways.

Family/Children Guidelines

No children under 16 years old are allowed in the Recreation Center and/or Swimming Pool until further notice.

Club Etiquette

Member agrees to be subject to the control of the Management, its staff, its agents, representatives and/or employees. Member agrees to conduct oneself in a quiet, well-mannered fashion while using the facilities.

Weight Room & Cardio Exercise Area

No one under the age of 16 is permitted. Profanity, yelling or talking on the phone are not permitted in the gym. For the courtesy of our gym members and for safety reasons, all lifters must rerack their own weights or any equipment when finished. Please do not drop weights or dumbbells. Weights can be dropped below the waist for Olympic Lifts only. Do not drop weights from overhead. Towels are provided to wipe down strength training equipment, pads/upholstery and cardiovascular machines after use only and are not for personal use for showering or pool use. Only approved personal trainers employed by the rec center can provide personal training.

Member’s Property; Lost and Found

UTHealth Houston Recreation Center shall not be liable for the disappearance, loss, theft or damage to or of any Member’s personal property. Property that is found by facility employees will be stored for a reasonable period of time at the front desk. After the period, items will be donated.

Valuables / Lockers

For your protection, do not bring valuables into the facility. The facility provides rental and daily use lockers for use during the Member’s use of the facility. Users must furnish their own padlock for locker room lockers. The lockers are not designed to protect valuables and are provided solely for the convenience of patrons. UTHealth Houston is not responsible for lost, stolen or damaged items. Belongings are not to be left in unlocked lockers. Daily use lockers are available at no charge and must be cleared after each daily use. Rentals lockers may be purchased on a 3 month and 1 year basis and reserved at the front desk. Rental lockers are available for rent by current Member’s only. A courtesy renewal email reminder will be sent to the renter, but it is ultimately renter’s responsibility to keep rental payment and email address updated. Expired lockers will be cleared within the first week of the following month and items left in expired lockers will be removed, bagged and stored for approximately 2 weeks.

Equipment Checkout

Basic sports equipment like basketballs, volleyballs, table tennis paddle and balls and pickleball paddles and balls can be checked out free of charge. Racquetball, tennis, and pool related equipment is not available for member use, members will need to bring personal equipment. All check-out equipment is for use in the Rec Center facilities only. Valid member’s ID must be provided at the time of check-out.

Miscellaneous

Members are not permitted to advertise or post notices in or about the facilities without approval. Member agrees that Management may contact Member by phone, e-mail or U.S. mail in order to communicate information pertaining to the facility or the Member’s membership therein. Please keep your email, emergency contact and phone number updated within membership file.

Waiver of Responsibility and Assumption of Risk (Members sign waiver on membership application)

Member/guest recognize participation in any athletic/fitness-related activities includes the possibility of injury. Participation in doing so is completely voluntary and members and guests knowingly assume all risk and waive, on behalf of themselves and their heirs and to the extent allowable under law, any claims or damages against The University of Texas System, UTHealth Houston, their respective employees, agents, officers, Regents or representatives for any injury or illness that may directly or indirectly result from participation at the UTHealth Houston Recreation Center.

Member/guest are encouraged to obtain a physical examination from a doctor before using any exercise equipment or participating in any exercise class or other athletic/fitness related activity. It is understood such activity, including the use of weights and use of any and all machinery, equipment or apparatus designed for exercising shall be at the user’s sole risk and a agree to abide thereby. Such policies and procedures may be subject to change without notice.

Refunds may be issued for the following circumstances with documentation:

• Upon a doctor’s order, you cannot participate in physical activity for more than 30 days of your valid membership.
• You no longer meet eligibility requirements.
• If request is for less than 30 days of a valid membership, please submit the Medical Freeze Form instead

Refund Requests must also meet these requirements:

• With documentation of leave, a pro-rated refund minus a 25% processing fee may be issued.
• Refunds only granted for $25 or more after processing fee.
• Expect to receive check in the mail 4—6 weeks after approval of Refund Request Form.

If your circumstance meets the requirements, please email a completed Refund Request Form with documentation of leave to [email protected].  Without documentation, requests will be automatically denied.

Please Note: This is a request for a refund, not a guarantee a refund will be issued.

Medical Freeze Requests may be granted for only the following reason with documentation of leave:

• Upon a doctor’s order, you cannot participate in physical activity for 14—30 days.
• If request is for longer than 30 days of a valid membership, please submit the Refund Request Form instead.
• To freeze or make changes to a membership paid by EFT, use Electronic Funds Transfer (EFT) Authorization Form.

Medical Freeze Requests must also meet these requirements:

• Medical Freeze Requests must be made prior to leave, freezes are not backdated.
• Freezes must be for 14 days minimum of a valid membership and a maximum of 30 days.
• Memberships may be frozen up to 2 times in a single calendar year from January—December.
• Membership will be automatically reactivated on date of expected return.
• Holidays and facility closures are not included in freeze.

If your circumstance meets the requirements, please email completed Medical Freeze Request Form with documentation to  [email protected].  Without documentation, requests will be automatically denied.

Please Note: This is a request for a medical freeze, not a guarantee a medical freeze will be issued.