People walking up the stairs in the ASRC building to the second floor

Policies

Two people discussing something in the ASRC lobby; one has a binder on her lap and her hands are raised in a gesture.

Campus Rec Policy Handbook

Updated November 2019

General Guidelines

The University Faculty/ Staff/ Alumni and Student Conduct Codes are enforced at all times. Non-compliance with these Codes may be referred to the Office of Human Resources or the Dean of Student Life for Portland State community members. Campus Rec reserves the right to deny or restrict facility use to anyone who refuses to comply with the policies set forth in this handbook.

Use of the Rec Center is considered a privilege. Mature and respectful conduct is expected and required at all times. Campus Rec staff reserve the right to remove any member or guest from the area if they exhibit behavior that is believed to be unsafe or inappropriate.

Campus Rec staff has authority over facility conduct and use of equipment. A patron who fails to follow these rules may be given a warning. If a CREC staff member has requested compliance with policy, but the patron has refused, the patron may be asked to leave the Student Rec Center. Failure to comply with requests of the staff may also result in suspension of facility privileges.

To facilitate Portland State University’s mission of teaching and learning consistent with a state institution of higher education, the Rec Center requires its patrons to maintain a safe and appropriate environment.


Refund Policy

Membership, Lockers & Towels

  • All refunds must be requested within 7 days.
  • All refunds will be issued to the original payment method.

Programs & Services

  • Full refund will be given if you cancel 7 days before the pre- trip meeting or first session.
  • No refund will be given if you cancel after the deadline.
  • Policies of events or classes contracted with outside vendors may supersede our policy.
  • Club dues are not refundable.
  • No refund or cancellation over the phone.

Merchandise (Ex. Goggles, swimming caps, ear plugs, etc.)

  • All refunds must be requested within 7 days.
  • All refunds will be issued to the original payment method.
  • All items must be in original condition unless damaged, defective or incorrect.
  • All refunds must be accompanied with receipt and photo ID.

Food & Beverages

  • All food and beverages are non-refundable.

Cash/Check Refund

  • Students: If less than $25, students will be refunded in cash. If greater than $25, Students will be refunded in the authorized student account. If there is no outstanding balance on their account, they will be issued a refund check.
  • Faculty & Staff: If greater than $25, faculty and staff will be refunded in the authorized staff account. If there is no outstanding balance on their account, they will be issued a refund check.
  • Community Members: If greater than $25, Community Members will be refunded by check. Community Members need to complete a PSU Substitute W9 form. Then, they will be issued a check by Campus Accounting Services which may take up to four weeks for the refund to be processed. 

Inclement Weather Policy

The Rec Center always closes and delays opening when the university does so due to inclement weather. Since the Rec Center may operate earlier or later than the university's decision-making process, delayed openings and early closures may happen independently of university closures. If inclement weather is anticipated, a delayed opening will be announced on pdx.edu/recreation by 10:30 p.m. the night prior. Weekday delayed opening time is 8 a.m. However, any university decision to close or delay operations will override this time. Weekend delayed opening times will vary. Early closures will be announced on pdx.edu/recreation as soon as they are determined. Closures will be communicated via social media and email when possible. The best place to find closure announcements is always pdx.edu/recreation. Our top priority is ensuring the safety of our staff and guests. We appreciate your patience during any inclement weather closures.


Photo/Video Policy

Photography and videography are permitted in Campus Rec facilities (ASRC and Stott Field) for personal and academic use, with the exception of the pool*, restroom and locker room spaces, and during Group X fitness classes. All photography and videography are strictly prohibited in these spaces and classes.

Personal privacy of patrons must be respected. You must have the explicit consent of every person who may be identified in any photo or video. Photography/videography of minors (individuals under the age of 18) requires permission of a parent or guardian.

Taking photos or video of identifiable individuals without their consent is strictly prohibited. Patrons have a right to decline being photographed/filmed at any time.

Campus Rec staff reserve the right to ask any patron to cease taking photos/video if they suspect policy violation. Any violation is cause for immediate removal from Campus Rec facilities and possible suspension.

Taking photos and videos must be done in a safe manner, must not interfere with Campus Rec operations and must not disrupt other patrons’ activity.

Campus Rec staff occasionally photograph and film patrons to promote Campus Rec. All patrons sign a liability release that includes a photo/video release for Campus Rec to use such photos/video in promotional materials. Patrons have a right to decline being photographed/filmed at any time.

Personal Use

  • Personal use is defined as photo and video of yourself, friends or family obtained in an informal manner exclusively for personal/private use. Permission is not required for photography/videography for personal use.
  • Cameras with interchangeable lenses are not permitted for personal use.

Academic Use

  • Campus Rec supports and recognizes the need of students to take photo/video as part of their academic coursework.
  • Academic use is defined as media obtained/reproduced exclusively for academic purposes, including class projects.
  • Students wishing to take photos or video in Campus Rec facilities for academic use must have permission in advance. To request permission, complete this online form at least five (5) business days before the anticipated time you wish to shoot photo/video. Requests are reviewed on a case-by-case basis and are not guaranteed approval.
  • All precaution must be taken to prevent any damage to the facility. Any damage incurred during the shoot will be assessed to the individual(s).
  • Students must wear an official Campus Rec photo/video badge at all times to demonstrate to Campus Rec staff that permission to take photo/video for academic use was granted. Badges are provided upon check in at Member Services. Students appearing on camera are exempt from wearing a badge.

Student News Media & External News Media

Please contact Brittany Goltry, Senior Coordinator of Marketing & Communications, at bgoltry@pdx.edu or 503.725.2962 to arrange photography/videography of people/spaces and to request interviews.

Commercial Use

Please contact Brittany Goltry, Senior Coordinator of Marketing & Communications, at bgoltry@pdx.edu or 503.725.2962 with commercial photography/videography requests. All commercial requests will be coordinated and approved in collaboration with Portland State’s Office of University Communications. 

*Some exceptions are made with prior approval from Campus Rec marketing and aquatics staff. Complete this form at least five (5) business days in advance for consideration. Requests are reviewed on a case-by-case basis and are not guaranteed approval. Exceptions are also made during select special events and designated youth swim lessons.

Photo/Video Permission Form

If you are interested in taking photos and video inside the Rec Center for academic purposes, you must submit a request at least 5 business days prior to when you want to come to take photos/video. Submitting this form is not a guarantee of approval. If approved, you will receive confirmation via e-mail that will provide you the authorization you need to enter the facility and take photos/video.

News media and those wishing to take photos/videos for commercial purposes must reach out to bgoltry@pdx.edu or 503.725.2962 to make arrangements.


Advertising in the Rec Center

Campus Rec does not offer space for printed materials in the facility. The main intention of Campus Rec is to provide a space that is limited in distractions in order to give students a place to retreat and prioritize their own health and wellness.

Alternatively, another option available for groups is to market their activities, events, and programs inside the Rec Center through the use of our digital TVs located on each floor.

Should the group wishing to advertise meet the following criteria, they may submit a digital advertisement for the TVs to RecAds@pdx.edu. External ad requests will run for up to 7 business days. 

File Requirements: JPG, 872 pixels wide by 491 pixels tall.

  • The group wishing to advertise must either be a SALP student group or department on campus. 
  • The request must be made at least 10 business days prior to the event date. Exceptions granted by the Senior Coordinator of Marketing & Communications.

Tips for Digital TV Advertising

Do

  • Keep it simple and visual
  • Make the who, what, where, when information clear and easy to read
  • Use at least 25-point font for event descriptions


Don’t

  • Create an advertisement that is text heavy
  • Include textual information that exceeds a 50-word count 

Research at the REC

Campus Rec welcomes interest in conducting research or studies at the Rec Center and/or during Campus Rec initiatives or programs under the following required conditions:

  • Research intended for publication must have current PSU IRB approval and must be submitted through Campus Rec's Research Request Form.
  • Student studies for coursework not intended for publication must have written faculty pre-approval documented and must be submitted through Campus Rec's Research Request Form.
  • All projects must be non-invasive (do not put members or employees at any risk) and align with Campus Rec's strategic plan and values.  
  • All projects require documented participant consent and must address data security and participant confidentiality submitted through Campus Rec's Research Request Form.

To conduct research or studies at the Rec Center, complete Campus Rec's Research Request Form. All data collection, observation, and/or surveys must undergo this application and review process.  Each proposed project is considered on a case-by-case basis.  Campus Rec reviews project proposals regularly and will make contact by email with approval or denial, or questions, within 5 business days.

If your project is approved:

  • You will coordinate directly with an assigned Campus Rec professional staff member for the logistics of conducting the study.
  • You will email Campus Rec your final product which includes your findings (e.g., class paper, presentation, publication) so that we can learn from your research. 

Questions about this process can be directed to lesleep@pdx.edu.