Introduction
The Division of Continuing Professional Development of The University of British Columbia, Faculty of Medicine (UBC CPD), strives to provide education programs and initiatives that are of excellent value to all participants. As a self-funded office of the university, UBC CPD does not have outside funding to cover the costs associated with instructors, venues, catering, printing, media production or other commitments made for programs based on enrollment. In addition, we must recover the costs for staff time in processing not only registrations, but in the event of a cancellation, refunds and returns. As such, the following policies and procedures have been established to address UBC CPD cancellation of events and programs AND participant cancellation/withdrawal from scheduled events.

UBC CPD Cancelled Program
UBC CPD reserves the right to cancel any program as specified on the course brochure (in general between 10 and 20 days prior to the program). Each registrant will be notified by telephone, followed by written notification and a full refund. The University of British Columbia is not responsible for any additional costs, including, but not limited to, non-refundable airline or hotel penalties.

Participant Withdrawal from Program
If written notice of withdrawal is received:

1. Before REFUND CUT OFF DATE ON REGISTRATION FORM:

The registration fee, less the applicable handling charge (see registration form for amount), will be refunded. This handling charge covers the staff costs of processing refunds and other costs associated with cancellations. Please see note below on substitutions. Please see below for procedures for obtaining a refund.

2. After REFUND CUT OFF DATE ON REGISTRATION FORM:

For cancellations received after the cut off date but before the commencement of the program, requests for refunds are assessed on a case-to-case basis. In the event of death or sickness in the family a 50% refund of total tuition fee will be provided (a letter of explanation is required). Please see refund procedures below.

3. After Program has commenced:

As all educational materials, catering and other requirements have been prepared in expectation of your attendance, no refunds are possible.

4. Substitution of Registrant in lieu of cancellation:

Registration substitutions will incur a $50 - $100 charge. This charge covers the staff time associated with updating records and producing new course materials (e.g. name badges, certificates, records of participation etc).

Procedures for Obtaining a Refund
UBC CPD understands that in some circumstances withdrawal from a program/cancellation of a registration may be necessary. The following steps detail how to obtain a refund for a course you have registered for. The procedures balance the accounting needs of UBC CPD (as prescribed by our auditors) and those of the participant requiring a timely refund of their money.

1. Inform the UBC CPD office in writing as soon as possible about cancellation either by: fax to 604-875-5101 or e-mail to cpd.info@ubc.ca;
   
2. Return, by mail, original income tax receipt(s) to the UBC CPD office promptly, with a note explaining the reason for withdrawal as soon as feasible. Please note that we MUST RECEIVE FULL DOCUMENTATION within 4 weeks of the event date.
   
3. Refunds are processed in the same manner in which payments were made (a credit will be provided to your VISA or MasterCard if you paid by credit card. If you paid by cheque, money order or cash, UBC will issue a cheque). Please note it may take up to four weeks for UBC cheques to reach you (longer if overseas).
   
4. Refunds will be processed up to 4 weeks after the end of the event. If original receipt(s) have not been received by this time UBC CPD will be unable to process a refund as our financial accounts are closed at that point in time.