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Campus Recreation

Membership

Membership Eligibility

Biometric Access

PEBB Exercise Rewards


Eligibility

Students
There are four student membership categories as follows:

  • Student – Students who are currently registered and paying full student incidental fees are automatically members of the Health and Wellness Center (HWC). Dual-enrolled students who have opted to pay full WOU student incidental fees are automatically members.
  • Extended Student – Extended or distance education students do not pay full WOU student incidental fees and are eligible to purchase daily or term memberships if currently enrolled.
  • Plus One Student – Students who were enrolled the previous term and were paying full WOU student incidental fees are eligible to purchase a Plus One Student pass that extends HWC membership for the one subsequent term.
  • Pre-Fall Student – Students who are admitted to the University for fall classes are eligible to purchase a Pre-Fall Student Pass from mid-August to late-September. Facility hours of the HWC may vary during this membership period.

 

Faculty
Current faculty members of WOU are eligible to purchase a HWC Faculty Pass. WOU Faculty who are also students must purchase the Faculty Pass in order to use the facility unless they are paying full WOU student incidental fees.

 

Staff
Current staff members of WOU are eligible to purchase a HWC Staff Pass. WOU Staff who are also students must purchase the Staff Pass in order to use the facility unless they are paying full WOU student incidental fees.

 

Partner
A partner is the legal spouse or an official domestic partner of an eligible student, faculty, or staff member.

 

Dependents
A person who qualifies under IRS guidelines as the legal dependent of a student, faculty, or staff member may be eligible to purchase a HWC Dependent Pass. The following eligibility rules apply to dependents:

  • Ages 0-15
    Dependents ages 0-15 are not eligible for membership, but may participate during specific Youth Access Hours (see Youth Access Guidelines).
  • Ages 16-17
    Dependents ages 16-17 are eligible to purchase a HWC Dependent Pass. Dependents ages 16-17 are not eligible for most services, programs, trips or classes with the exception of specifically designed, age-appropriate programs.

 

Unique Access
HWC allows access to facilities for visiting individuals or groups and limited duration employees or volunteers who do not qualify for a WOU ID card. Mechanisms for creating access vary depending on the requestor's situation. Contact the HWC Director to discuss the specifics of your situation.

 

For clarification on these categories, or for any other membership or access questions, please call the HWC at 503-838-9530.

 

Membership Fees and Payment Options

Membership Eligibility Membership Enrollment Membership Periods

Eligibility explanation

Extended and Plus One Student -
Enrollment Instructions
Pre-Fall Student -
Enrollment Instructions
Faculty and Staff -
Enrollment Instructions

Fall 2014: 9-22-14 to 1-4-2015
Winter 2015: 12-15-14 to 3-29-15
Spring 2015: 3-23-15 to 6-21-15
Summer 2014: 6-16-14 to 9-21-14
Pre-Fall 2014: 8-11-2014 to 9-21-2014

 

Membership Classification Fees Payment Methods

Enrolled Students

No charge, part of incidental fees per term

Assessed with tuition and fees

Extended Student,
Plus One Student

$95 per term (Fall, Winter or Spring)
$77 for Summer term

On-line through WolfWeb or at the cashiers window in the Administration Building after completing the membership enrollment process in WolfWeb. Detailed payment information instructions.

Pre-Fall Students

$30 for mid-August to mid-September

Faculty,
Staff,
Partner,
Dependent (Ages 16-17)

$95 per term (Fall, Winter or Spring)
$77 for Summer term
$285 payroll deduction for 9-month
$362 payroll deduction for 12-month

Dependent (Ages 0-15)

$3 per visit per person

Cash/check at HWC front desk

Guest Pass

$6 daily use

 

Rental Amenities Fees Payment Method

Locker rental

$25 per term half locker

Cash/check at HWC front desk


Assumption of Risk

  • Regardless of the activity, all participants must understand they are assuming risk when they take part in an active recreation program.
  • Each person must be aware of this assumption of risk and recognize that his or her participation is voluntary.
  • Each participant also has a responsibility to use prudent and ordinary care in his or her actions.
  • These risks could include, but are not limited to: muscle cramps, nausea, fainting, abnormal blood pressure, chest discomfort, and even death.
  • Individuals are encouraged to have a physical examination and obtain adequate health and accident insurance prior to participation in any recreational and fitness activities.

 

Purchasing a Membership

  • HWC membership must be purchased online through WolfWeb.
  • Payment for memberships are be made on-line through WolfWeb or at the cashiers window in the Administration Building after purchasing the membership through WolfWeb.
  • Membership is sold to each individual separately.
  • Each individual member must have their own valid membership in order to access and use the facilities. Partners and dependent children ages 16-17 of faculty, staff and students will obtain either a HWC ID card or elect to activate their fingerprint in the identification system at the HWC Front Desk after purchasing their membership.

 

Payroll Deduction

  • Option 1: 12-month membership (Fall, Winter, Spring, Summer) deducted monthly over a 9 month period.
  • Option 2: 9-month membership (Fall, Winter, Spring) deducted monthly over a 9 month period.
  • Cost of membership is divided into nine equal payments to be deducted from employee’s paychecks from October through June.
  • Payroll deduction for long-term membership is a package commitment and cannot be stopped except for documented illness, injury, termination of employment or relocation out of Monmouth area.
  • If a membership is cancelled due to one of the above circumstances, the deduction will take place in the current cancellation month.
  • Membership cancellation processes are handled at the Health and Wellness Center front desk. HWC Refund policy is consistent with the Business Office Refund Schedule.

 

Refunds

  • Once you have applied the Health and Wellness Center non-student membership charges, you are responsible for payment. To cancel your non-student membership please visit the HWC front desk. HWC Refund policy is consistent with the Business Office Refund schedule.
  • Purchase of locker service is non-refundable. Locker transfers available upon request.
  • Special circumstances such as medical issues, leaving the university or emergency situations may justify an exception to the general rule and will be handled on a case-by-case basis if immediate notification is given.
  • Non-use of the facility does not qualify as a special circumstance.
  • Refunds are first applied to student/WOU account balance. If a zero balance is present a check will be mailed.

 

Member ID

  • To enter the Health and Wellness Center, members must have their current Western Oregon University or HWC ID card.
  • The HWC ID cards are issued to Partners and Dependents 16-17. The first HWC ID card is provided at no charge. Upon renewal, the original card will be activated.
  • If a HWC ID card is lost or stolen, the member must purchase a new card for replacement at a cost per Western Oregon University's Photo ID Card replacement cost of $15.
  • If you lose your WOU ID card, you may get a replacement at the Werner University Center Information Desk for a $15.00 fee.
  • Persons who are caught fraudulently using an ID card other than their own will be denied entrance, the ID card will be confiscated, and both the individual and owner of the card may face disciplinary action and may be trespassed from the facility.
  • Members will be denied entry without their ID card or failure of their registered fingerprint to activate the access system.

 

Biometric Access

  • Current students, faculty, and staff members may elect to activate their fingerprint in their member account as a back-up form of access if they forget their ID card.
  • Users must understand biometric devices do not always read an individual's fingerprint accurately or at all due to a number of issues. Due to this unreliability we only use the biometric access system as a back up device.
  • Members will be denied entry if their registered fingerprint does not activate the access system and they do not have their ID card.

 

Entry

  • For entry to facility and events, members must have a current WOU or HWC ID card or have purchased a guest pass.
  • Spectators are allowed to enter the facility free of charge to observe participants in scheduled, fee-based, non-academic instructional or sport programs.
  • Spectators are required to present a drivers license or other photo ID and sign-in at the HWC front desk prior to entering the facility.
  • Entry may be refused or privileges suspended or revoked with sufficient cause.
  • Individuals using an ID other than their own to gain access to the Health and Wellness Center may have privileges suspended for both the individual using the false ID and the valid member.

 

Guest Pass

  • Each guest must be accompanied by a current HWC member during their entire visit.
  • The current HWC member must be present at time of payment for guest to be allowed entrance.
  • HWC staff reserves the right to deny access to a guest.
  • Members may sponsor up to 2 adult guests to join them in the facilities per day. See Youth Access Hours for youth access.
  • Guests may be required to present a drivers license or other photo ID to purchase a day pass.
  • Guests are not permitted to solicit students or members to sponsor access into the facility.
  • The member is responsible for their guests. Failure to follow member guidelines and responsibilities will result in loss of privileges of the facility. No refunds will be given.
  • Intentional destruction of property by any guest or member will be charged to the sponsoring member for the amount equal to replacement of the property.


PEBB Exercise Rewards (Get paid to play)

Campus Recreation´s Health and Wellness Center is an approved qualifying fitness facility as part of the PEBB Exercise Rewards Program. Health and Wellness Center (HWC) members are eligible to receive a $15/month reimbursement check from the Exercise Rewards Program by visiting the HWC facility at least 12 times/month* (or in combination with other approved facilities).


*Members will receive credit for one workout session per day.


Program Information

The PEBB Exercise Rewards Program extends to PEBB-eligible faculty/staff and their spouse/domestic partner.

  • The $15/month reimbursement process will be facilitated between you, the HWC member and PEBB Exercise Rewards directly. Campus Recreation will not be providing a "discount" to your membership at time of purchase or through payroll deduction.
  • Registration on the Exercise Rewards website can be done by either the subscriber (employee enrolled in the health plan) or the spouse/partner.
  • Employee and/or spouse/partner must have health insurance through PEBB.
  • Employees opting out of PEBB insurance are not eligible to participate in the Exercise Rewards program unless they opt out because they have other PEBB coverage.

Process

Step 1: Every PEBB-eligible Health and Wellness Center (HWC) member should register online at www.exerciserewards.com to be a part of this program. Qualifying Facility note: You do not need to select a facility on the Exercise Rewards Program website. We are aware that Campus Recreation's Health and Wellness Center is not "listed" however, we are an approved qualifying facility.


This chart represents the breakdown between the Exercise Rewards submission periods and the HWC membership periods. It is also designed to explain the required documentation when submitting for reimbursement. We strongly recommend making copies of all documents prior to sending originals to Exercise Rewards PO Box 509117 San Diego, CA 92150-9117.


HWC Membership Periods and PEBB Exercise Reward Forms

Fall 2014 to Fall 2016

 

Fall

Winter

Spring

Summer

Fall

Exercise Rewards periods

October 1, 2014-
December 31, 2014

January 1, 2015-
March 31, 2015

April 1, 2015-
June 30, 2015

July 1, 2015-
September 30, 2015

October 1, 2015-
December 31, 2015

HWC Membership periods

September 22, 2014-
January 4, 2015

December 15, 2014-
March 29, 2015

March 23, 2015-
June 21, 2015

June 15, 2015-
September 20, 2015

September 21, 2015-
January 3, 2016

Reward Document pick-up from HWC

January 5, 2015

April 6, 2015

July 6, 2015

October 5, 2015

January 4, 2016

Document submission to Exercise Rewards

January 6, 2015-
March 31, 2015

April 7, 2015-
March 31, 2015

July 7, 2015-
March 31, 2016

October 5, 2015-
March 31, 2016

January 4, 2016-
March 31, 2016


Step 2:All submission and verification forms are located at the Health and Wellness Center's front desk. You do not need to print either of those forms off. Ask for the Exercise Rewards binder each time you come into the HWC to workout. Remember to check yourself in each day you use the facility.


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Form Information

This chart represents the Exercise Rewards forms and the important dates they have established. It is also designed to explain the required documentation when submitting for reimbursement. We strongly recommend making copies of all documents prior to sending originals to Exercise Rewards PO Box 509117 San Diego, CA 92150-9117.


Exercise Rewards Forms and Important Dates

Submission Form/Log

This is the form that you sign in the blue binder from the Health and Wellness Center which tracks your visits.

Verification Form

This form is valid from January 1st to December 31st, so a new one must be submitted each calendar year and during membership changes.

WolfWeb

This is a document that can be found under the Health and Wellness Center Pass Application in WolfWeb. It shows the current HWC membership and fees paid for the membership.

March 31, 2015

This date is the deadline for submitting all documentation from the prior October 1st start date.


Step 3: Visit the HWC facility at least 12 times/month (or in combination with other approved facilities). Members will receive credit for only one workout session per day. Ask for the Exercise Rewards binder each time you come into the HWC to workout. Remember to check yourself in each day you use the facility.


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Submission of Forms

This chart represent the Exercise Rewards forms and other needed forms for each membership type. We know that there are times Exercise Rewards rejects submissions and require additional forms/documentation and only ask that you please let email hwc@wou.edu. It is also designed to explain the required documentation when submitting for reimbursement. We strongly recommend making copies of all documents prior to sending originals to Exercise Rewards PO Box 509117 San Diego, CA 92150-9117.


Form Submission Pattern for Membership Type

12-month HWC Membership

Fall

Winter

Spring

Summer

Fall

Submission Log
(October-December)

Submission Log
(January-March)

Submission Log
(April-June)

Submission Log
(July-September)

Submission Log
(October-December)

Verification Form (Fall)

Verification Form (Winter)

 

Verification Form (a Summer term after July 1, 2015 and one filled out after September 21, 2015)

Verification Form (Fall)

Active Pass Summary (Printed after October 1, 2014)

 

 

Active Pass Summary (A copy from Fall 2014 and one printed after September 21, 2015)

Active Pass Summary (Printed after October 1, 2015)

9-month HWC Membership (continuing with a Summer Term pass)

Fall

Winter

Spring

Summer

Fall

Submission Log
(October-December)

Submission Log
(January-March)

Submission Log
(April-June)

Submission Log
(July-September)

Submission Log
(October-December)

Verification Form (Fall)

Verification Form (Winter)

 

Verification Form (a Summer term after July 1, 2015 and one filled out after September 21, 2015)

Verification Form (Fall)

Active Pass Summary (Printed after October 1, 2014)

 

 

Active Pass Summary (A copy from Fall 2014, one printed after July 1, 2015 and one printed after September 21, 2015)

Active Pass Summary (Printed after October 1, 2015)

9-month HWC Membership

Fall

Winter

Spring

Summer

Fall

Submission Log
(October-December)

Submission Log
(January-March)

Submission Log
(April-June)

Submission Log
(July-September)

Submission Log
(October-December)

Verification Form (Fall)

Verification Form (Winter)

 

 

Verification Form (Fall)

Active Pass Summary (Printed after October 1, 2014)

 

 

 

Active Pass Summary (Printed after October 1, 2015)

HWC Term Membership

Fall

Winter

Spring

Summer

Fall

Submission Log
(October-December)

Submission Log
(January-March)

Submission Log
(April-June)

Submission Log
(July-September)

Submission Log
(October-December)

Verification Form (Fall)

Verification Form (Winter)

Verification Form (Winter '15 and Spring '15)

Verification Form (Summer)

Verification Form (Fall)

Active Pass Summary (Printed after October 1, 2014)

Active Pass Summary (Printed January 5, 2015 and one printed after April 1, 2015)

Active Pass Summary (Printed April 1, 2015 and one printed July 1, 2015)

Active Pass Summary (Printed July 1, 2015 and one printed after September 21, 2015)

Active Pass Summary (Printed after October 1, 2015)


Step 4: Gather all required documentation after the Reward Document pick-up dates listed above. We strongly recommend making copies of all documents prior to sending originals to Exercise Rewards PO Box 509117 San Diego, CA 92150-9117.


If you have any additional questions or concerns please do not hesitate to contact the Health and Wellness Center at hwc@wou.edu or Heather Mercer in the Human Resources office.

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Contact

Campus Recreation 503-838-9530 | or e-mail: horseyr@wou.edu

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