Policies & Procedures

1. Membership

  1. The completion of a pre-exercise screening questionnaire is required by all new members or previous members whose membership has been expired for a period of greater than twelve months.
  2. It is the member’s responsibility to provide SportUNE staff with all relevant medical history, including any restrictions, whether requested or not.
  3. It is at the member’s own risk that he/she uses Sport UNE’s facilities, and members therefore agree to release, to the fullest extent permitted by the law, SportUNE, its staff and agents, from all claims and demands of whatever kind which may arise from his/her use of SportUNE’s facilities.
  4. SportUNE Memberships are available for individuals aged 15 years and older. If you are under 18 years of age then your parent/guardian must consent to you becoming a member by signing the application form. Exceptions may be granted in line with the “Age Restrictions” section of these terms and conditions.
  5. SportUNE student memberships are only allocated to students of the University of New England, local high school students.
  6. Staff members of the University of New England join SportUNE as community members.
  7. Memberships are not transferable, however may be permissible in extraordinary circumstances and at the discretion of SportUNE management.
  8. A member’s ID card or name is not to be used by any other person other than the member to whom the membership has been issued. Doing so would constitute misuse of membership under these terms and conditions and penalties applied accordingly.
  9. Members must notify SportUNE if contact or other details recorded on their membership, changes.
  10. All new and recommencing memberships are entitled to be refunded if cancelled within a cooling off period of seven (7) days.
  11. UNE scheduled closure over the Christmas/New Year break is calculated and included in all membership options.
  12. SportUNE reserves the right to alter pricing at any time during the term of an individual’s membership.
  13. SportUNE reserves the right to alter the membership agreement at any time, with due notice given to members.
  14. Consideration of impact of COVID-19  and other pandemics on SportUNE memberships
    • UNE Life and SportUNE acknowledge that the ongoing impact of pandemic associated restrictions to business have affected SportUNE members and has changed aspects of SportUNE’s business as usual.
    • SportUNE recognises that some services might continue to be altered as a result of COVID-19 and other pandemics, or other changes that the centre has had to make. Where it is deemed that the service has altered to the point where the value a member expected to receive has now changed, SportUNE will remain flexible when considering the cancellation with refund, or further suspension of members who meet this criteria.

2. Membership Holds

  1. Membership holds are available for memberships which are 3 months or longer
  2. The maximum aggregate period a membership can be placed on hold is:
    • Four (4) weeks on a 3 month membership,
    • Six (6) weeks on a 6 month membership,
    • Seven (7) weeks on a 9 month membership and,
    • Eight (8) weeks on a 12 month membership
  3. The minimum hold period is two (2) weeks
  4. Memberships cannot be placed on hold within the final two (2) weeks of membership
  5. All holds must be made prior to the event; retrospective holds will not be granted
  6. Documentation must be provided upon request by SportUNE staff
  7. Other requests, or variations to the above, may be granted at the discretion of SportUNE management

3. Membership Cancellation

  1. Cancellation of membership requests should be forwarded via email to sportune@une.edu.au.
  2. Direct debit option memberships that are cancelled during the first 12 months of the term will incur a cancellation fee of $100.
  3. Memberships subject to the direct debit option may be cancelled by providing 14 days’ written notice to SportUNE.
  4. In respect of cancellations of memberships, facility packs & programs that have been paid upfront, no refunds will be provided, unless under extraordinary circumstances and at the discretion of SportUNE management.

4. Conduct whilst at SportUNE

  1. It is the patron’s responsibility to observe and abide by SportUNE’s rules, policies and procedures, as well as those directions given by SportUNE staff and agents.
  2. Offensive language, disruptive behaviour, acts of indecency, or misuse of membership/equipment may result in the patron being asked to leave, or suspension or cancellation of membership (without refund). Such conduct will be determined by SportUNE management.
  3. Harassment and other harm
    1. At SportUNE, our foremost priority is the safety and well-being of our people. We believe in creating an environment where everyone, irrespective of their background, gender, age, ability, or any other distinguishing characteristic, can exercise and participate in sport and fitness activity without fear or hindrance. It is our collective responsibility to ensure that everyone feels safe, respected, and included.
    2. SportUNE adopts a zero-tolerancepolicy towards any form of harassment or assault, whether verbal, physical, or psychosocial. Any such behaviour is contrary to the values and principles that SportUNE upholds and is detrimental to the inclusive environment we strive to maintain.
    3. Members are encouraged to report any incident where they feel harassed or assaulted or if they witness such behaviour being directed towards another member. SportUNE assures that all reports will be treated with utmost confidentiality and urgency. Reports may be made to any member of SportUNE staff or escalated to centre management by emailing sportune@une.edu.au.
    4. Upon receiving a report, SportUNE reserves the right to temporarily suspend the membership of the accused member(s) while an investigation is conducted. This is to ensure the safety of all members and to maintain the integrity of the investigation.
    5. If, after the investigation, a member is found to have engaged in harassment or assault, or to pose a physical or psychosocial threat to other members:
      1. Their membership may be immediately and permanently cancelled without a refund.
      2. SportUNE may take any other necessary action, which could include notifying law enforcement or other relevant authorities.
    6. SportUNE urges all members to play an active role in upholding this policy by being vigilant and promoting a safe and inclusive environment for everyone. By working together, we can ensure that SportUNE remains a place of positivity, health, and community for all.

5. Access, Use, & Apparel

  1. Access to the SportUNE centre is available during advertised times only and may differ depending on facilities.
  2. Entry to all SportUNE facilities is via reception, and after your admission is recorded on the SportUNE point of sale system.
  3. No professional personal training services may be provided without written approval of SportUNE management.
  4. Patrons should depart the gym 10 minutes prior to SportUNE’s closing time
  5. Patrons should exit the SportUNE pool 15 minutes prior to SportUNE’s closing time.
  6. Towels must be taken into the gym and used on the equipment during a workout.
  7. Patrons must wipe equipment after each occasion of use with gym wipes provided.
  8. For health reasons, personal hygiene must be maintained at all times. This includes the use of deodorant.
  9. A minimum of a singlet top or crop top and shorts at all times in the gym.
  10. Covered footwear to be worn at all times. Sandals and thongs are not permitted.
  11. Unacceptable exercise attire includes denim, jeans, sandals, thongs, high heeled shoes, etc.
  12. Bags are to be left in lockers or baggage compartments provided.
  13. Facility access, including the use of specific equipment, may be restricted to some patrons if it is deemed that their capacity is not to a standard required for the use of such facilities or equipment. This assessment may be made by SportUNE staff at any time.
  14. SportUNE will provide access to carers and companions who present the National Companion Card or are deemed to be acting as a legitimate carer for a new or existing member of SportUNE. This access is at no charge.
  15. SportUNE reserves the right, and may be required, to close any of our facilities at any time for upgrades or maintenance without due notice given to members.

6. Gym Equipment

  1. All weights must be placed back in the racks provided on completion of their use.
  2. Weights must not be dropped on the floor.
  3. Patrons should complete the booking board for the cardiovascular equipment BEFORE using the cardiovascular equipment.
  4. Patrons should vacate equipment when not in use (i.e. do not rest on machines).
  5. Patrons engaging in boxing activity, or other activities that require equipment or attire supplied by SportUNE should wear inner gloves and other protective gear as it is supplied.
  6. Patrons should reserve/use only ONE piece of equipment at any time, unless approval is obtained from gym staff on duty.
  7. The volume of the audio in SportUNE’s strength and conditioning gym is centrally controlled at optimum levels and will not be adjusted at the request of members.

7. Age Restrictions

Strength and Conditioning Gym

Access can be granted to individuals aged 13 or 14, so long as they are training with a parent/guardian over the age of 18 who is either a SportUNE member or paid casual visit and providing constant supervision. The rate for persons age 13 or 14 is $10 for a casual visit.


Children under the age of 13 years must be accompanied and actively supervised by a parent or guardian over the age of 18 years, maintaining visual contact whilst within SportUNE Facilities.

Entry under the age of 15 years can further be granted if the child is a part of a scheduled program or a participant in:

    1. A sporting team, junior athletics squad, school group
    2. A special physical activity program conducted by the centre
    3. A water or swim class
    4. Other supervised or structured activities

8. SportUNE Pool

in addition to the terms and conditions of SportUNE facility usage, the following refer specifically to the use of the SportUNE pool

  1. Access to the pool is allowed during allocated times and is subject to change based on bookings, swim schools, and group fitness classes. A timetable reflecting any changes to availability will be regularly provided.
  2. All patrons must shower prior to entering the pool
  3. Lanes are not available for exclusive use, unless designated as a booking by SportUNE staff, and patrons must demonstrate courtesy in this shared space.
  4. SportUNE staff may on occasion ask pool users to make adjustments to their swim or lanes in use if deemed necessary by those staff.
  5. Patrons may be restricted from entering the pool if they have a wound/cut that is uncovered and not water tight.
  6. Casual use of the pool is charged as a single entry visit.
  7. Children under 10 years of age will not be allowed entry unless they are under the direct supervision of a responsible person 16 years or older.
  8. Subject to the discretion of SportUNE staff, a member of SportUNE may have their dependents accompany them to use the pool facilities provided that:
    1. Children under 5 year – The parent or guardian must at all times within the facility, including change rooms:
      • Ensure the child remains within arms reach.
      • Enter the water with the child and remain within arms reach.
      • The parent/guardian must not be responsible for supervising more than 2 children under the age of 5 years at any one time.
    2. Children under 10 years – The parent or guardian must at all times within the facility, including change rooms:
      • Maintain constant visual contact with the child
      • Enter the water with the child and maintain constant visual contact.
      • Ensure no distractions, including physical barriers, use of mobile devices or reading materials.
      • The parent/guardian must not be responsible for supervising more than 4 children under the age of 10 years at any one time.
    3. Children under 15 years – The parent or guardian must at all times within the facility, including change rooms:
      • Maintain constant visual contact with the child
      • Ensure no distractions, including physical barriers, use of mobile devices or reading materials.
      • Be prepared to enter the water if the child requires immediate assistance.
      • The parent/guardian must not be responsible for supervising more than 4 children under the age of 15 years at any one time.
  9. Pool equipment (noodles, back bubbles, aqua belts, dumb bells, etc.) can only be used in authorised SportUNE programs/times or at the discretion of SportUNE staff.
  10. Non-SportUNE equipment can only be used with prior approval from SportUN staff.
  11. Children under 10 using change room facilities are to be accompanied by an adult at all times.
  12. Children who are not toilet-trained are to have an adult with them at all times when they are using the toilet facilities.
  13. No professional swim instruction is to be given without written approval from SportUNE
  14. The SportUNE pool is heated to a temperature usually existing between 26 – 28 degrees Celsius and cannot be altered on request. Circumstances beyond the control of SportUNE may, on occasion, affect this temperate and SportUNE will do its best to communicate this change.

9. Conditions of booking of SportUNE Facilities & Equipment (including fields)

  1. Applications for facility & equipment usage should be made at least 21 days prior to the event.
  2. Application for facility & equipment usage does not guarantee a booking. Bookings are only confirmed upon receipt of signed hire agreement.
  3. Once a booking has been confirmed, hire fees must be paid at least one (1) working day prior to the event (unless prior arrangements have been made with SportUNE).
  4. Cancellation of any bookings must be advised as soon as possible to SportUNE by email.
  5. Cancellations with a notification period of less than 7 working days will incur a booking fee.
  6. Bookings cancelled more than 7 days in advance will be reimbursed in full less an administrative fee of $20 (up to a maximum of 50% of the booking fee).
  7. Cancellation more than 30 days from the booking date will incur no penalty.
  8. Failure to notify SportUNE by the appropriate means of cancellation will incur full fee.
  9. Original insurance certificate of currency must be sighted by SportUNE prior to the event for bookings requiring public liability insurance of a minimum ten million dollars.
  10. The booking fee for facilities will be in accordance with the current fees schedule unless otherwise agreed upon.
  11. One “session” equals one hour. Rooms can be booked for a minimum period of one hour.
  12. Any damages to fixtures, furniture or equipment, other than through fair wear and tear, will be repaired by SportUNE at the cost of the organisation concerned.
  13. All facilities and equipment are to be left in a clean and tidy condition.
  14. When hiring the carpet tiles:
    1. (dry) the person hiring the tiles must arrange the transport to and from SportUNE and the cleaning and drying of all the tiles before they are returned to SportUNE.
    2. (wet) SportUNE will arrange the delivery, return and washing of the tiles.
    3. Damaged or missing tiles to be replaced by SportUNE at the cost of the organisation hiring the tiles.
  15. Organisations using facilities after 8pm are requested to keep noise to a minimum.
  16. Hire agreement can only be signed by the main contact and/or hirer as outlined in the booking form provided at the time of booking.


10. Assistance

  1. All patrons should inform SportUNE staff of any special requirements that exist or develop, prior to your visit to SportUNE so that we may better accommodate your needs.

11. Special offers & promotions

  1. 20% Family Discount
    1. When two or more people who are related sign up at the same time, one member pays full price and all other members will receive 20% off the price of the their membership.
    2. The family discount does not roll over automatically when a membership expires, the criteria must be satisfied each time a renewal is done.
    3. Discount only available when the following criteria are satisfied;
      1. Must be family members
      2. All parties must be under the community membership NOT student
      3. All parties must sign up at the same time
      4. All parties must be present at the time of signing up
      5. All parties must be 15 or over, if under 15, satisfy the terms and conditions of age restrictions
    4. Offer excludes 1 month and direct debit memberships
    5. Discount may apply to more than 2 family members i.e. if there is 4 in a family and they all sign up, only one will pay full price
  2. 7 Day Free Trial
    1. This offer is valid for a maximum of 7 consecutive days.
    2. This offer is limited to one trial pass, per person and does not allow the attendance of guests or dependents as provided in this policy.
    3. Only first-time guests of SportUNE are eligible to participate in the 7 Day Free Trial. SportUNE staff may rely on historical records, or personal experience to determine this eligibility.
    4. This pass is not redeemable for cash, or transferrable.

12. Corporate Memberships and Entitlements

Australian Defence Force

    1. Full-time personnel posted to Armidale within the 12th/16th Hunter River Lancers or the University of New South Wales Regiment shall be entitled to a complimentary full membership at SportUNE.
    2. Reservists and Officer Cadets of the above Regiments shall be entitled to a 20% discount off the full price of a SportUNE membership
    3. To validate these postings, written confirmation should be provided by the Regiment’s Warrant Officer or other appropriate authority.

Corporate memberships and discounts by prior arrangement

      1. Businesses may enter into a commercial arrangement with SportUNE, and be arrange for third-party billing on behalf of employees of their business.
      2. The terms of these arrangements and any associated benefits are created in consultation with, and applied directly to, the business with which SportUNE has the arrangement.

13. Lost Property

  1. Lost property that is found by SportUNE staff, or handed to SportUNE reception, will be retained for 14 days, after which it will be provided to charity.
  2. Where possible, SportUNE staff will attempt to contact the patron if identifiable, however it is the responsibility of the patron to enquire with SportUNE reception about any lost property.

14. Salary Sacrifice Eligibility

  1. The staff member must be a current employee of the University of New England.
  2. They must be purchasing a 12-month membership.
  3. They must hold either a permanent or fixed-term appointment (guaranteed income each fortnight);
  4. This appointment must not be due to cease before they will have paid off their membership, that is, during the next 4 paydays. If the staff member ceases employment during the next 4 paydays, section 4 of the Agreement will be activated; and
  5. If a staff member decides to salary sacrifice their gym membership, they will not be able to claim it on their health insurance.

15. CCTV at SportUNE

  1. We undertake an ongoing video recording at SportUNE premises for the purpose of ensuring security and the safety of all members, staff, and patrons via CCTV cameras, recording the time and date at which images are taken.
  2. Video recordings can be accessed only by authorised staff.
  3. Video recordings of a specific incident may be released to the NSW Police Service only under the terms of this policy or subject to the execution of a search warrant or other legal process and with the approval of UNE Life Management.
  4. Although this system is used for security, and safety purposes it does not guarantee against harm.

16. Breach of terms and conditions & appeal

  1. Breach of these terms and conditions may result in one of the below penalties:
    1. The patron being asked to immediately leave the SportUNE facility,
    2. A suspension applied to a membership for a period of time (which is not credited as a hold) as deemed appropriate by SportUNE management,
    3. Cancellation of a membership and refusal of ongoing service for a period-of-time deemed appropriate by SportUNE management (including an indefinite period-of-time)
  2. Members wishing to appeal decisions may do so by writing to the Management of UNE Life and request further investigation into the matter causing penalty.
  3. The decision of the Management of UNE Life Pty Ltd shall be final.
  4. If deemed appropriate, a refund may be offered at the discretion of SportUNE management for a cancellation of membership.