Member's Handbook

CoxHealth fitness centers are members-only facilities. Each member is required to utilize their membership card each time they visit one of our centers. Misuse or misrepresentation (ie. sharing) of your membership card may result in suspension or cancellation of your membership. Your membership is not assignable to any other person. Replacement cards are available at the front desk upon request. Identification may be requested if membership card is not present.

Republic 

For 24/7 accessibility, a key pad is used for entrance into the community center after hours by CoxHealth Fitness Center members. Please call 269-2428 to get the code. If the doors are not allowing access, please call 269-3157 to report the outage. Follow instructions at the facility entrance.

North 

The facility is accessible by using the main entrance located on the corner of Jefferson and Lynn on the east side of the building. An entrance directly from the hospital is located on the second floor. Call our North Center for questions regarding handicap accessibility.

Guests

Members are welcome to bring guests at any time to CoxHealth fitness centers. Guests need not be with a member to access the facility. Upon entering, each guest will stop at the front desk and fill out a guest pass form and pay the appropriate guest fee. Guests who are ages 16 and older must present a current picture ID. Guests have access to all of the amenities offered at our fitness center. Guest passes are valid for one day and may be used to access the facility more than once on that day. All guests must abide by all rules and policies of CoxHealth fitness centers. 

North & Republic members visiting The Meyer Center location receive half priced day passes for themselves. 

Children ages 12-15 must be accompanied with direct supervision by an adult 18 years or older, unless the child has completed a youth access orientation or youth fitness orientation. The adult takes full responsibility for the underage guest.

Youth Access Program

The youth access program is designed for members, ages 12 to 15, who wish to use the fitness facility without parental supervision. A fitness services staff member will teach the youth how to use exercise equipment safely and effectively and help design an exercise program specifically for them. After completing a fitness orientation the youth will have full access to the entire facility without a parent in the building. A fitness orientation will teach the youth the importance of exercise and strength training, as well as how to exercise safely and effectively and to be aware of and follow facility guidelines. The program is free to members, ages 12 to 15. A parent or guardian signature is required. Follow-up appointments are recommended and available if additional help is needed.

General Facility and Equipment Service

In keeping our facilities updated and functioning well, periodic disruptions are necessary. When possible, work will be done when facilities are closed to minimize disruptions of service. However, there will be times that this isn’t realistic for various reasons. Every effort will be made to keep these disruptions to a minimum and short in duration. Advance notice will be posted for members when possible.

All equipment is vulnerable to mechanical problems. When problems render something out-of-order, we make every effort to get it repaired as soon as possible. This may require ordering parts and contacting an external service provider, which can slow down the repair process. Your patience is appreciated. Members are encouraged to report any facility or equipment problems to staff.

We do not credit membership time during these periodic shutdowns.

Inclement Weather

CoxHealth Fitness Centers will be open as scheduled except during extreme inclement weather conditions. Management will determine if conditions warrant reduced hours or facility closings and if possible, notice will be posted on main entrance doors and a phone message reflecting these changes. If possible, attempts will be made to contact members through social media, Facebook and email. 

No Springfield classes will be held if R-12 school district has cancelled classes due to inclement weather. No Republic classes will be held if the Republic R-III school district has cancelled classes due to inclement weather. There will be times when classes are canceled due to inclement weather occurring outside of school hours. If weather is threatening during these times, please call your fitness center for the latest cancellation information.

The Meyer Center

The lap and therapy pools are closed for cleaning and preventative maintenance during the week of Christmas and the week of July fourth. Both pools are completely drained, scrubbed by hand and filled with fresh water. Pools are out of service for approximately five days unless additional maintenance is required. 

Republic 

Bi-annually, the fitness center in Republic is shut down for a half day to have the carpets professionally cleaned. Advance notice will be posted for members so they can adjust their visits accordingly.

Facility temperatures are kept between 66 and 72 degrees, per American College of Sports Medicine, depending on specific activity areas. Lap and therapy pool air temperatures are kept within two degrees of water temperatures. Seasonal fluctuations may occur.

Clothing should be clean, comfortable and in good taste. Clothing that has offensive graphics or words, is inappropriately revealing or is designed as an undergarment is not acceptable exercise attire. Management will determine the appropriateness of any extremes. Shirt and shoes are required except for locker rooms and pool areas. Swimsuits are required in lap and therapy pools and whirlpools. Shoes that may cause damage to floor surfaces and equipment are not allowed in any activity area. Flip flops or unsecured sandals are not recommended on the exercise floor. Dressing in layers is recommended if the facility temperatures are uncomfortable.

CoxHealth fitness centers welcomes your comments and suggestions so that we may best serve your needs. Comment or suggestion cards are located at the front desk and may be submitted at any time. If you wish to be contacted with a response, please make sure to include your name and telephone number. A manager or supervisor should be available during most peak operational hours. If they are not, they will respond to your need as soon as possible.

All members and guests of the facility are required to follow all posted facility guidelines and conduct themselves in a responsible, courteous and safe manner. Inappropriate behavior will not be tolerated and may result in a suspension of membership or membership cancellation. Behaviors that are illegal, sexual, fraudulent, aggressive, threatening orgenerally offensive will be grounds for immediate membership cancellation. Suspension or cancellation appeals may be submitted, in writing, to CoxHealth administration. Staff is available to handle member conflicts if requested.

Member Infraction Policy

Policy violations will be subject to the following:

• First violation – verbal and written warning to member
• Second violation – two-week membership suspension (entire family membership is subject to suspension) No membership credit given.
•  Third violation – membership cancellation (entire family membership is subject to cancellation).

Fire alarm – If staff is available, they will notify members if evacuation is necessary. If staff is not available, members are encouraged to evacuatethe building. In the event of evacuation, all members must exit the building as soon as possible.

Tornado – Staff will direct all members to the storm shelter (locker rooms at Meyer and Republic, women’s locker room in Willard, lowest level of fitness center stairwell and women’s locker room at North). If no staff is available, members are strongly encouraged to go to the storm shelter on their own. Members are strongly advised to remain in the storm shelter until outdoor conditions are safe. 

Medical or security emergency – Notify a staff member right away. If a staff member is not available, use any phone in the facility to dial 333 for Meyer and North and 9-911 for Republic and Willard.

CoxHealth fitness centers is not responsible for lost or stolen items. It is recommended to secure all belongings in a locker, with a lock, while in the facility. Please contact a staff member to retrieve any lost belongings. There is a “lost and found” located at each facility. Most items are kept for two weeks. Items with an estimated value of $100 or more will be kept for one month.

The only way to prevent theft is to not bring valuables into the facility. In the event of a suspected theft, please notify a staff member right away. CoxHealth security, or local police department, will then be contacted. 

CoxHealth fitness centers will not page members unless in cases of extreme emergency. However, messages may be left at the front desk. 

CoxHealth fitness centers publishes a monthly newsletter available at our front desk and is emailed to all email addresses on record. Our newsletter  contains information on facility updates, reminders, upcoming events, fitness articles and other news. 

Tobacco is prohibited on the grounds of CoxHealth and all CoxHealth fitness centers.

Signs, posters or advertisements may not be placed in any CoxHealth fitness center facility without the consent of management.

Courtesy and respect for others is expected. Cell phone use must be limited in voice volume and call duration. Camera phone photography is prohibited. 

All renewal statements are sent out on the 15th of the month before membership is due to expire. The amount of the invoice is based upon the most current membership rate option you qualify for. Additional options and information are available at the front desk or by contacting business services. You may also renew your membership over the phone if none of your contract information has changed.

EFT payment option is available for annual contracts only and automatically renews. Members will be given an opportunity to cancel their membership upon completion of the initial contract. If CoxHealth fitness centers is not notified to cancel the membership it will renew for another one-year period. EFT withdrawals will occur the first Wednesday of every month. Delinquent accounts will be subject to a $25 service charge. 

Members utilizing a payroll deduction option will also receive a letter reminding them of the renewal period. CoxHealth employees enjoy an auto-renew feature to their memberships and at the end of their contract period their contract will continue uninterrupted. However, these employees must return the cancellation portion of the membership letter to qualify for termination of their deductions and this must be received before the contract expiration date.

All other payroll deduction memberships will receive a letter reminding them of the renewal period along with a new payroll deduction form. We must receive the completed payroll deduction form to renew your membership and notify your employer.

Members who have a third party paying for their contract – the renewal statement will go to the member and it is the member’s responsibility to contact the third party for payment or reimbursement.

Medical freezes are not assessed the $10 administrative fee. Individual and family memberships may be frozen for medical reasons based on physician documentation. 

Family or individual memberships may be cancelled for any reason within two weeks of join date, with forfeiture of joining fees. After that time, memberships terminate upon the expiration date of the contract unless renewal is received. CoxHealth employees participating in the payroll deduction option will automatically renew unless the fitness center is notified of cancellation before renewal date.

Memberships may be cancelled under the following criteria: 

• Members who have experienced a medical condition that prevents them from participating in an exercise program for the duration of their contract (would apply to all members on the contract)
• Members who are moving more than 60 miles away from their current residence
• If the contract is paid by payroll deduction and you are separated from your employer

All of these situations require documentation for verification. 

There is no charge if appointments are cancelled more than two hours before start of the appointment. For example, a massage therapy session scheduled for 4 p.m. may be cancelled no later than 2 p.m. that day to avoid paying for the entire massage session. This policy allows other members the best opportunity to take advantage of our services and programs. Our cancellation policy applies to massage appointments, personal training appointments, private swim appointments, nutrition consultations and any appointment made requiring payment.

CoxHealth fitness centers offers a variety of group exercise classes each week designed to provide you with an important, safe, challenging and fun fitness component. Class schedules, including class descriptions, time and location, are posted at the facility front desk, outside of the group exercise studios, and on our website.

All paid classes normally run in eight-week sessions. There are a variety of free classes and specialty programs in both the land and the pool. The paid classes are progressive in nature and payment reserves your spot in the class. For more one-on-one attention, classes are capped at a maximum number of participants. Consult the front desk staff for pricing.

To assist you in finding the right class, CFC has developed a "leveling" structure to its class schedules allowing for flexibility at all fitness levels. If a class is just labeled by the title of the class, this is considered the next step up from "beginner". If you have taken a similar class before or feel that you have the basic principles needed, you are welcome into any of these classes. They will progress at the rate of the participant's ability. 

Following defines class labels: 

• Introductory – Any class that is labeled “Intro” will be 30 minutes in length and introductory to the specialty class. If you are looking for something different but don't want to get locked into a paid, eight-week session of a class that may not be suited for you, try one of the introductory classes. 
• Beginner – Classes labeled as "beginner" are designed for a participant that has never taken this type of class and does not have any prior knowledge. The beginner level will give each participant a solid foundation of the discipline.

If a more advanced level is desired, personal training or is available.

Members may sign up for the specialty programs up to eight weeks in advance. 

This will reserve your spot, as some classes have limited space. If a circumstance arises where you will be unable to attend your specialty class session, the options are to transfer to another class, move to the next class session, or a gift card will be issued. You are allowed one class floater in the event you need to miss one class, if there is availability in a different class. All classes are subject to cancellation based on low participation.

There are also a variety of free classes ranging from aerobics, strength, lifetime fitness, aquatic classes and more. All free classes are on a first-come, first-served basis. No registration required.

The following policies apply during family open swim:

• Participants must shower with soap before entering the pool. Lotions, oils and dirt can compromise the clarity and cleanliness of the pool.
• Swimsuits are required. Children not potty trained must also be in swim diapers, available for purchase in the Pro Shop at The Meyer Center.
• Children 11 years and under must have direct parental supervision at all times. Parents with children under seven years of age (or non-swimmers) must be in the pool in direct supervision with the children at all times.
• Lanes are reserved for members who are swimming laps. Children 11 and under may utilize lap lanes as long as they are swimming and sharing lanes with other members, as needed.  
• Children 11 and under are not allowed to use the whirlpool, sauna or steam room.
• Children 11 and under are allowed to use the locker rooms under direct parental supervision.
• Encourage bathroom breaks for small children.
• Long hair must be pulled back and secured. 
• No hanging on lane ropes.
• All other posted pool policies must be followed.
• Parents are responsible for the behavior of their children during family open swim.   
• Any outside equipment must be approved by pool staff.
• See page 17 for additional pool guidelines. 

Locker room age restrictions

The following apply to children using the opposite sex locker room:

• Children under three years are allowed in any area of the locker room. 
• Ages three through eight cannot be in the locker areas but can utilize a shower stall for changing or showering. 
• Children over eight years are not allowed anywhere in the locker room and must use the family changing rooms or public restrooms. 
• All other age-specific locker room guidelines apply (must be at least 12 to use the sauna, steam room and whirlpool). 
• Children under the age of eight should always be accompanied by a parent or guardian while in the locker rooms.

This free service comes with your membership and if an appointment is not made upon joining the facility, you can schedule one at any time at the front desk. A fitness orientation is scheduled to address general or specific needs and identify a progressive exercise plan to achieve goals. 

Aquatics Orientation

This free service comes with your membership and if an appointment is not made upon joining the facility, you can schedule one at any time at the front desk. An aquatics orientation will help you learn about aquatic fitness and help you develop a program that works for you. It will show you what to expect from different aquatic classes and how to use the exercise equipment. Aquatics orientations are held in the pool so please dress appropriately.

Certified staff offer one-on-one contact with individuals to achieve their wellness goals. A personal trainer will design an individualized program, offer support, and monitor progress for positive outcomes. Individual sessions or packages are available for an additional fee at the front desk. 

You will first request the training by specifying a day and time that is convenient and a trainer if a specific trainer is desired. The request is given to our operations manager, who will then designate an appropriate staff. The personal trainer will call the participant to schedule the first session. The participant will need to check-in at the front desk before each session to receive their receipt, which is given to the personal trainer before each session occurs. 

Express Personal Training, group training and off-site personal training or class offerings are available. We have a two-hour cancellation policy for no penalty. No-shows or cancellations less than two hours will result in charging the client the full amount of the appointment. Gift cards are available.

• Allow others to work in between sets. 
• Do not monopolize benches or equipment.  
• Weights should be controlled without disruptive or destructive behavior.
• Re-rack all weights after use.
• Return all accessories to their proper locations after use.
• Weights should be returned to the free weight area.
• Hand chalk is not permitted.
• All exercises should be performed in a safe manner. Staff has the right to correct form if a member's safety is at risk while performing any exercise.
• Equipment should only be used as intended by the manufacturer.  “customizing” equipment for specific exercises is prohibited.
• The assistance of a spotter and use of weight collars are recommended.
• If you perspire, use cleaning supplies on equipment after use. Spray cleaning solution on rag, not directly on equipment.
• Members are encouraged to place towels on equipment during use.
• Do not lean anything against mirrors or equipment.
• Refrain from yelling, grunting or similar noise while lifting.

Group exercise studios are available for members to use when classes are not in session at our Meyer, North and Republic locations. They are equipped with stability balls, jump ropes, medicine balls, punching bags and mats. In addition, some may offer tubing and Thera-bands. Return all equipment to its proper location after use. Only authorized, CoxHealth fitness centers instructor-led group training is allowed in the facility. 

• Use slow and controlled motions, working through full range of motion.
• Do not abuse equipment. Repetitive “slamming” of weights is damaging to the machine, disruptive to others, and an improper exercise technique.
• Do not rest on equipment between sets. Allow others to work in between sets. Do not monopolize equipment.  
• Return incremental weights to original location after use.
• If perspiring, use cleaning supplies on equipment after use. Spray cleaning solution on rag, not directly on equipment.
• Members are encouraged to place towels on equipment during use.
• Refrain from yelling, grunting or similar noise while lifting.

• A warm-up and cool-down period is recommended.
• Machines have a 30-minute time limit when all are in use.
• Use cleaning supplies on equipment after use. Spray cleaning solution on rag, not directly on equipment.  
• A treadmill belt should never be left in motion when the machine is unoccupied.

Each of our facilities offer locker rooms for member use. Our Republic location offers the locker rooms through the city’s Parks and Recreation building. 

Additional locker room amenities are described below. 

The Meyer Center and North

• A complimentary daily locker is provided at each visit. Day use lockers may only be used while member is in the facility. Locks left on lockers overnight will be removed.
• Private locker keys are issued upon payment.
• Towel service, please limit towel usage to what is essential and help reduce unnecessary laundering. Available at The Meyer Center only.
• Dry heat sauna, lace a towel between you and the seat.
• Whirlpool, kept at 102-104 degrees.
• Steam room, place a towel between you and the seat. Available at The Meyer Center only.
• Body wash, hair shampoo, lotion, hairspray, blow dryers and shaving cream are available.
• Do not store belongings on top of benches. Secure them in a locker with a lock.
• Towels are available at North for members who purchase a locker.  

Republic

• Locker rooms are part of Republic Parks and Recreation and are maintained by city staff. 
• Lockers are not available for rent and are for day use only. Any locks left overnight will be removed. 
• Though locker rooms are part of Parks and Recreation, they are available 24 hours a day for use by fitness center members.

Racquetball courts may be reserved no more than 24 hours in advance by contacting the member services desk. 

The following court guidelines must be  followed:

• Protective eye wear is required, which can be purchased in the pro-shop at the front desk.
• Courts are limited to a maximum of four players at a time.
• “No-shows” lose court 15 minutes after scheduled reservation time. Please keep courts available for other players by contacting member services if the reservation is no longer needed.
• Racquetball equipment is available for check-out at the front desk with limited availability.
• One or both courts may be closed for special classes or other activities without prior notice. 

The Meyer Center

• The lap pool is 25 yards long, four to five feet deep and kept at 83-85 degrees. 
• The warm water pool is 20x20 feet, is four feet deep and kept at 92 degrees.
• Participants must shower with soap before entering the pool. Lotions, oils and dirt can compromise the clarity or cleanliness of the pool.
• Lifeguard not on duty.
• No diving anywhere in the pool.
• No running or rough play.
• No public displays of affection.
• Spitting or blowing the nose in the pool area is prohibited.
• Long hair must be pulled back and secured.
• Approved swimwear only. Must be in good condition, lined and with no transparency. Two-piece swimwear is allowed if an athletic style.
• No cut-offs or jean shorts.
• No tennis shoes in the pool. Only aquatic exercise shoes are allowed.
• Approved personal pool equipment is allowed if it is for aquatic fitness or safety.
• Lap swim times are for ages 12+. Children 11 and younger may participate in lap swim during designated family swim times only, and all lap swim rules must be followed.
• Lap swim times are designated for lap swimming. One lane will be designated for water walking during lap swim times. All other lanes are for swimming only, unless lanes are unoccupied. (A water walker must vacate the lap lane for a lap swimmer and a lap swimmer must vacate the walking lane for a walker.)
• At least one lap lane will be provided during classes and all open swim times.
• Lap swimmers must share lanes if all lanes are occupied.
• Individuals can bring their own swimming equipment.
• The therapy pool is for rehabilitation and mild exercise only. If the swim lift is needed, staff must provide initial instruction in proper operation.
• Pools close 30 minutes before facility closing.

The Meyer Center and North

• Consult with physician before using.
• Shower before using.
• Swimsuit is required. No cut-offs.
• Limit usage to 10-15 minutes.
• Water temperature is kept between 102 and 104 degrees.
• No food, glass or cans. Water bottles are permitted.
• Deck surface may be slippery. Use caution when entering and exiting.
• To avoid bleaching effect from pool chemical, rinse swimsuit after use.
• Pools will be closed for lightning.
• Children 11 and younger are not allowed to use the whirlpool, sauna or steam room.

Sauna (Meyer and North only) and Steam Room (Meyer only):

• Consult with physician before using.
• Shower before using.
• Limit usage to 10 minutes.
• Please use a towel as a barrier between you and the seat.  
• Removal of jewelry is recommended.
• No food, glass or cans. Water bottles are permitted.
• The use of aroma therapy or similar product is prohibited. 

Meyer Center:

• The outer lane is for runners and the two inner lanes are for walkers.
• Track direction will be changed each day.
• Keep track clear for those who are using. Do not obstruct activity.
• Distance: Outer lane = 1/9 mile; Middle lane = 1/10 mile; Inner lane = 1/11 mile.

Television and music audio is provided. By plugging personal headphones into the machine or a receiver in the cardio equipment area, or tuning into the stations with your own FM radio, members can listen to any of the pre-selected television and Muzak channels while exercising. Overhead Muzak is provided as background sound for the facility. A personal music system, such as an iPod, is suggested for those who would like to enjoy their own, individual music selections.

Conference rooms may be reserved through hospital administration for The Meyer Center and North facilities and through Republic Park and Recreation for Republic.

Cox Fitness Centers offers internships for qualifying students. Students must be a college Senior in a degree seeking program in an exercise or wellness related field. We offer students a wealth of experience in a variety of areas such as exercise assessment or prescription, facility operations, group exercise, aquatics, children's programming, special events, special populations, rehab or therapy and much more.