OREGON STATE UNIVERSITY

Refund & Cancellation Policy

The Department of Recreational Sports shall recognize the cancellation of services, activities, contracts, and/or products with a fair and reasonable monetary refund.

It is the philosophy of the Department of Recreational Sports to be responsible in its commitments to customers and to anticipate equal treatment, in return.  When a customer initiates action with registration or reservation, the department commits to preparation and delivery of facilities, activities, events, products, and/or services.

We are committed to a non-punitive practice of refunding money for purchases; one that recognizes preparation expenses and opportunity cost for resale, as well as the delivery itself.

Definitions

Access includes equipment rental, group passes, youth passes, fit passes, and membership with benefit that extends beyond one day.

Activities & Classes are pre-scheduled, advertised curricula for groups, including group safety classes, intramural sports leagues and tournaments, and adventure trips and classes.

Cancellation Fees are conditional charges, initiated by the customer’s cancellation of a contract, to cover the preparation, planning, and opportunity costs of scheduling a facility and/or instruction.

Contracts are agreements to provide facility access or instruction to an identified group at a specified place and time.  Challenge course programs, some safety classes, and facility rental are all provided on contract.

Potential Benefit is the maximum possible use that a purchase could have received between the date of purchase and the date of refund request.

Products are tangible items for sale such as first aid kits, heart-rate monitors, and whistles.

Realization of benefit is the first moment that the benefit becomes available to you, i.e. the first day of class, the first facility entry, the day of appointment, the day of league sign-ups, etc.

A refund is the reimbursement of fees paid for access, activity, product, or service, in exchange for cancellation or return of that purchase.

Rescheduling Fees are conditional charges, initiated by the customer’s alteration of a contract, to cover the preparation, planning, and opportunity costs of scheduling a facility and/or instruction.

Services are personal benefits, scheduled around the availability of the customer, including fitness consultation, personal training, private and semi-private swim lessons, private safety classes, and climbing instruction.

Payment Conditions

Payment for access, activities, products, and/or services is due, in part or in full, upon registration/reservation.  Participants will be billed for contracts upon service delivery or customer cancellation of facility or instruction.

Processing Fees and Cancellation Fees

 

Contracts that are altered by the user after signature shall be charged a rescheduling fee of 10% of the total contract value, as delineated in the text of the contract.

Contracts that are cancelled by the user within seven calendar days of service delivery shall be charged a cancellation fee of 25% of the total contract value, as delineated in the text of the contract.

When the customer opts for payroll deduction, no refund will be considered until total payments deducted exceed the value of benefits already realized.

 

Refund Conditions

Within the same business day, if a customer changes his/her mind about purchasing a membership, an activity, a contract, or a service and he/she does not realize the benefit within that day, a full refund will be awarded without penalty or processing fee.

If the Department of Recreational Sports cancels access, activity, contract, or service, a full refund will be awarded without penalty or processing fee.

Access: Except in pre-defined, special circumstances (see below), access purchases are non-refundable.

Activities and Classes: In order to be eligible for a refund you must cancel or reschedule the activity with RecServices during their business hours at least 24 hours prior to the beginning of the FIRST class or activity. All eligible refunds will be assessed a $5 cancellation / processing fee.

NOTE: Adventure Trips must be cancelled with the Adventure Leadership Institute during their business hours at least 24 hours prior to the beginning of the Pre-trip meeting.

Within 24 hours of delivery, activities and classes are not refundable, except in pre-defined, special circumstances (see below).

Products: No refunds shall be granted for purchases of personal items such as whistles, heart-rate monitors, etc. 

Services: At the customer’s request, and with notice of at least 24-hours prior to the first scheduled service, refund shall be granted. All eligible refunds will be assessed a $5 cancellation / processing fee (exception: Athletic Training Services has a $15 fee for missed appointments).

Within 24 hours of delivery, services are not refundable, except in specific, exceptional circumstances (see below),

Special circumstances, as follow, may justify an exception to the general rule of refund. 

  • Medical issues which render the person unable to participate
  • Leaving the university
  • Emergency situations for the participant or family members involving sickness, broken bones, car accident, hospitalization, etc.

A note signed by the area coordinator asking for refund, naming the affected person, and explaining the specific circumstance.

Special circumstances shall be researched and considered by the RecServices Coordinator, on a case-by-case basis to determine the amount of refund, if any.  All refunds shall be discounted by the value of potential benefit from the date of purchase. 

Notice, Review and Amendment

A summary of applicable portions of this refund policy shall be printed on receipts of purchase and any other purchase/payment agreement, including contracts.