1. General
This policy guide outlines the policies governing those students attending the Uvic Unity conference retreat. All students (and their guardians, if the student is under 19) must read, understand, and agree to the policies stated below, and indicate that they have done so on their Student Contract Form.
2. Supervision
All Unity Leaders will be qualified to supervise youth, having undergone leadership skills training with Uvic Counselling Services, and having been selected on the basis of good character, community recommendation, and prior experience working with youth.
2.1 All staff, including leaders, speakers, and workshop facilitators, shall fall under the supervision and authority of the primary retreat facilitator, the Staff Supervisor.
2.1.1 All Unity staff, including the Staff Supervisor, will be familiar with and held accountable to the rules concerning proper conduct and ethical behaviour of the University of Victoria, and of course shall follow all of the laws of this province.
2.2 Students participating in Unity agree to follow the supervision requests of all Unity Leaders. Any disagreements or concerns regarding a Unity Leader can be appealed to the Staff Supervisor, who shall be identified to students at the start of the event.
2.3 The Staff Supervisor shall listen to all such issues fairly and equally, and make an appropriate decision. For the duration of the event itself, this decision shall be considered final and must be adhered to by all parties.
3. Student Conduct
The following general standards are established for students attending UVic Unity and are stated in the application literature which shall be given to all students applying to attend.
3.1 Unity students accept responsibility for their own conduct and its consequences.
3.2 Since a desire for growth is an integral part of a person's life experience, each student is expected to have a commitment towards their own personal development as an individual and as a member of society.
3.3 Each student accepts responsibility for the care and proper use of all University property and shall also respect the personal property of other students.
3.4 A student at Unity shall display courtesy, consideration, and respect for the feelings of others; they are expected to maintain a standard of behaviour that reflects their membership in the Unity community.
3.5 The Unity retreat is designed to provide not only education, but also a centre for contemplation, relaxation, and personal growth. All students shall cooperate to attain these goals and in particular, to respect the privacy of each student.
3.5.1 Maintaining the confidentiality of your fellow students outside this retreat is required and agreed upon by all. However, if a student is concerned about their own or another student’s health, safety or personal well-being, they must report such concerns to a Unity Leader, UVic Counselor, and/or the Staff Supervisor at the event; or, if such a concern should arise after the event, to another person of authority and confidentiality.
3.5.2 In the event of an emergency, call 911 immediately. If you feel the event is not an emergency but would like assistance, contact UVic Campus Security at 721-7599.
3.6 The use of alcohol, drugs, or any other banned substance, or engagement in inappropriate behaviour of any kind, will result in a student’s immediate dismissal.
3.7 Students who do not attend required workshops/events, or whose conduct does not reflect their willingness to maintain these standards, shall not be permitted to remain at Unity.
3.7.1 A student may be asked to leave the retreat by the Staff Supervisor if any misconduct arises. Those under 19 shall have their guardians contacted.
3.7.2 Students shall be responsible for the cost of their departure, i.e. taxi, bus, ferry, etc. (See Section 5, Fees).
3.7.3 Those under 19 who are not local to the area and/or are unable to immediately return home shall be separated from the rest of event attendees and required to remain under supervision at the Campus Security office.
3.8 In addition to the specific rules and regulations pertaining to the UVic Unity retreat, students shall be subject to all policies, rules and regulations established by the University of Victoria for all members of the University Community.
4. Food, Housing & Medical Needs
For those students planning to attend UVic (we hope all of you!), residence living can be an integral part of your academic experience, not only providing accommodation, but also acting as a place of study, socialization, and rest. The Unity retreat offers you the chance to experience this aspect of university life.
4.1 UVic residence housing (dorm rooms) shall be assigned to students. All students, in groups of approximately 5, shall be under the direct supervision of their group’s Unity Leader, housed on the same floor of the Tower residence building.
4.2 Students will each receive a single-occupancy room; single-occupancy bathrooms and showers will be available.
4.3 Residence Housing in the Tower building offers dormitory style living: a furnished single room with mattress and desk, four (gender-neutral) single-occupancy washroom facilities per floor, and a floor lounge with television. Cooking facilities are not provided.
4.3.1 Students should bring their own toiletries, and other personal requirements. Bedding is provided.
4.5 Meals are provided. This includes breakfast, lunch, and dinner on Saturday, and breakfast and lunch on Sunday.
4.5.1 Any allergies or special dietary requirements must be declared with the student’s application to attend the event, at least 2 weeks before the start of the retreat.
4.6 Any medical, accessibility, or other special requirements, concerns or needs must be declared with the student’s application to attend the event, at least 2 weeks before the start of the event. A thorough attempt shall be made to accommodate all students.
5. Attendance Fee, Security Deposit, & Refunds
The cost for student participants is $15 per youth (plus a $50 refundable deposit). Others may apply to attend on a case-by-case basis (counsellors, teachers, non-high-school youth) at the actual b&b rental cost of $25.50/night.
It is estimated that the Uvic Unity event will cost approximately $5,000 to run for 40 student participators. This works out to approximately $125 per student. The cost of this event is being additionally funded by our sponsors and your host, Uvic Pride.
5.1 An additional safety deposit of $50 is required, to be returned upon successful completion of the event. This deposit is meant to ensure that all university property is respected, especially in the dorm rooms. Students shall be assessed for any damage beyond normal wear and tear to the room or room furnishings for which they are responsible.
5.1.1 The deposit will also be used in the event of misconduct on the part of the student, ie. to send a local student home via taxi; to pay supervisory costs to campus security. (Unity Supervisors cannot transport students for reasons of liability).
5.1.1.1 All students are required to indicate how they would provide transportation home in the event of misconduct (see Student Contract form).
5.2 In the event of a cancellation, the deposit and fee will be returned provided at least two week's notice is given. If less than two week's notice is given, the fee will not be returned.
6. Financial Need
It is our goal that no young person be turned away due to financial need. We recognize that the guardians of some students may be unwilling or unable to pay the full fee for this event, and that some students above the age of self-determination (19) may be living independently and likewise have little disposable income.
If you are concerned about the financial cost of this event, please contact event supervisor Kelley Logue at Uvic.Unity@gmail.com, or leave a message on our office voicemail (250) 472-4393. All information will be kept confidential, however, we do need to determine your need for sponsorship.
Please be sure to contact us if you are concerned about this issue, as we believe it is important that all youth wanting to attend this event have the opportunity to do so.