Terms of Use

The Carleton University Campus Card (referred to as the “Campus Card”) are governed by these terms and conditions and the Carleton University’s policies, procedures and regulations. Read the terms and conditions carefully, as they constitute legal obligations between you and Carleton University (the “University”). The use of the words “YOU” and “YOUR” denote the person named on the Campus Card or the person to whom the card is issued.


Acceptance of Agreement

By obtaining a Campus Card, depositing funds in your Campus Card Account or by using Campus Card services, you agree to and accept all the terms and conditions of this agreement. The terms and conditions are subject to change from time to time and without notice. Future changes will apply to all Campus Cards in circulation and will supersede the previous terms and conditions in effect at the time you acquired your Campus Card. Be sure to review the terms and conditions regularly.


Use and Ownership

The Campus Card is the property of Carleton University. The Campus Card is issued to you, as part of the items to which you are entitled as a member of the University community. University faculties, services and staff to identify you as a Carleton University student and to provide you with access to various services use the Campus Card. You must present your Campus Card upon request by the University or its service providers.

You may use your Campus card for purchases where accepted by Campus service providers, provided funds are available in your account. The purchase of alcohol, cigarettes, gift cards or lottery tickets is prohibited. The Campus card does not provide credit. Cash-back transactions are not permitted. The University reserves the right to deduct any outstanding balance on your student account from any refund of Campus Card funds you may receive.

You are responsible for use of the Campus Card, including any debits or purchases made as a result of misuse of your Campus card. Although the card is the property of Carleton University, it is entrusted to you for your convenience while enrolled at the University. You are the only person entitled to use your card. The Campus card is non-transferable. No account should be accessed by anyone other than the named cardholder. Only the person pictured on the ID card is entitled to spend money from the account or use the card to gain access to Carleton facilities.

You may not use your card for any illegal, improper or unlawful purpose. Unauthorized use, Using another student’s Campus Card, or altering, falsifying, duplicating or selling a Campus Card is prohibited and subject to sanctions and discipline, pursuant to the University’s regulations, policies and procedures, confiscation of the Campus Card and may also be subject to civil or criminal proceedings.

University departments/personnel may not ask to retain your Campus Card as collateral for goods or services. Report any such occurrence to the Campus Card Office.


Issuance of Card

You must present an official government-issued picture ID to obtain a University ID. Photos or copies of IDs will not be accepted.


Security, Lost, Stolen or Expired Cards

You are responsible for safeguarding your Campus card against loss or theft, for maintaining it in proper working condition and for keeping your online account password, or PIN, confidential. The University will not ask you to divulge any of your access information.

A replacement fee of $19.00 (taxes included) will be charged for lost, stolen, misplaced or abused student cards. This fee does not apply when the individual has officially recorded a name change with the University, provided the old ID card is turned in. Please see the University’s policy on name changes for more information on current processes.

If your Campus Card is lost or stolen, you must notify the Campus Card Office to deactivate the card immediately. Notification can be made via the following methods:

* Online at https://carleton.ca/campuscard/web-card-centre/,
* In person at the Campus Card Office (407 UC) during regular operating hours, or
* After Hours Only: call University Safety at 613-520-3612 to deactivate access control.

Until notice has been received, you will be responsible for all use of your Campus Card, whether or not such use is authorized by you until the card is deactivated. Upon issuance of a replacement Campus Card, your remaining cash balance will be transferred to your new Campus Card. Once your old Campus Card is replaced due to theft or loss, it is de-activated and cannot be re-activated should you find it at a later date.

You are responsible for any transactions that may occur between the time that the card is lost/stolen and the time that the card is deactivated.


Expiry of Cards

All Campus Cards expire 4 years from the date of issuance. Should you continue to attend Carleton University after such date, a new card will be issued at no cost. Should you at any time stop attending Carleton but return within 4 years, your card will still be valid.


Currency

All Campus card account funds are in Canadian dollars. Deposits in your card account at the Campus card office must be in Canadian funds. The intended amount of deposits made using a debit or credit card outside Canada may not be equivalent to the amount actually deposited due to currency exchange rates.


Debit Function

You may use your Campus Card as a debit card where accepted, provided funds are available in your account. The Campus Card is a debit card only and does not provide credit arrangements.

You are responsible for use of the Campus Card in accordance with instructions at each location where the Campus Card is accepted. Debits resulting from your failure to properly utilize the Campus Card are your responsibility as the cardholder. The University is not responsible for any loss, inconvenience or embarrassment to you or to others arising as a result of lack of funds in your account.


Refunds

The University will not debit your accounts other than in accordance with transactions authorized through the use of your Campus Card, or as permitted under these terms. The Campus Card Office will provide statements only when requested in person, although access to recent transaction history is available online through the Web Card Centre.

A cardholder is entitled to one (1) refund request per semester. Refunds on Campus Card accounts are subject to the restrictions applicable on those accounts. Refunds are given only to the cardholder. A refund request form must be submitted to the Campus Card Office. Refunds may be reduced through the assessment of the HST and any discount offered through your account. A $25.00 processing fee will be deducted from the account balance prior to any refund where discount calculations are required and, in addition, cheques carry a $25.00 fee. Refund requests pertaining to deposits made through our online deposit system are subject to a 10-week waiting period. Refund cheques will be mailed to your address on file with the University; regardless of delivery method, all refunds take 7 to 10 business days to process by the Campus Card Office. When a cheque is required, this will take an additional 10 business days plus mailing time. Students requiring an international wire transfer will be emailed with a request for additional paperwork to be completed before the Campus Card Office may process any refunds.

If your Campus Card has no Stored Value and Credit transactional activity on it for a period of two (2) years, the University will deactivate all current plans and any balance of funds shall become the property of the University. The University reserves the right to deduct any outstanding balance on your student account from your refund.


Usage

Carleton University and the Campus Card Office are not responsible for the refusal to accept or honor your Campus Card account by any of the participating establishments for whatever reason, including but not limited to the following:

1. There are insufficient funds in your account at the time of the purchase.
2. The equipment being used by the merchant or office initiating the transaction is not functioning correctly at the time the transaction is attempted.
3. Your account has been temporarily or permanently suspended.
4. Your Campus Card has been reported as lost/stolen.


Error Resolution Procedure

If you feel a charge that you did not authorize has been transacted on your account, you must resolve the issue with the vendor in question as soon as such a non-authorized transaction is discovered, and within 30 days. Include information on the date and amount of the transaction, as well as any other information that may help the vendor investigate your claim. You may request a printout of your account history from the Campus Card Office, or access it online through the Web Card Centre.


Digital Photograph

Your digital photograph will be printed on the face of your Campus Card and will be stored in our database. Photos may also be accessed by other departments as required for university services and activities. When receiving a new card, you may choose to have a new picture taken or keep the existing picture, provided it is less than 4 years old and your appearance has not changed significantly. Any photograph older than 4 years old must be updated. For identity purposes, hats and head coverings must not be worn for the photograph on the Campus Card, unless it is worn daily for religious beliefs or medical reasons. However, the individual’s full face must be clearly visible and the head covering must not cast any shadows on the individual’s face. Persons who wear head coverings that also cover the face daily for religious beliefs or medical reasons have the following two options:

1. An application can be sent with an attached unveiled photograph and signature. When picking up the pre-produced Campus Card the individual’s identity will be verified in a private room by a female staff member.
2. If campus card is issued at the University, a female staff member will photograph and verify the individual’s identity in a private room.

For both options, individuals must present government issued photo identification (unveiled). To ensure that there is female staff member available we encourage that an appointment be scheduled in advance by contacting campuscard@carleton.ca.


Changes to Terms

Futures changes in terms and conditions regulating use of this card will apply to all cards in circulation and use at that time and will supersede the terms and conditions in effect at the time the card was acquired. The University reserves the right to change any of the aforementioned terms and conditions without notice.


Limitations on the University’s Liability and Indemnification

The University is not liable to you for any loss, inconvenience to you or to others, or any damages (including special, direct, indirect or consequential), claims, injury, causes of actions, or expenses of any kind that may result from the use or misuse of the Campus card, or if, for whatever reason, your Campus card is not accepted or you do not have sufficient funds in your account. You agree to indemnify, hold harmless and release Carleton University from any and all claims for losses, damages, injury, fees, expenses, charges or debts made by any party against the University arising out of the use or misuse of the Campus Card.


Privacy Policy

Your campus card account and your personal information are collected, used and disclosed under the authority of the Carleton University Act and in compliance with Ontario’s Freedom of Information and Protection of Privacy Act (FIPPA), R.S.O. 1990, c.F.31 as amended as well as the University’s privacy policies. Without limiting the general interpretation of the University’s policies, your personal information is intended to be used to verify your identity, to operate your Campus card through payment card networks and for the purpose of and those consistent with providing the services associated with the Campus card, administering university programs and activities and carrying out other university services and functions including health, safety, investigative, policy and law enforcement purposes.

Your digital photograph will be printed on the face of your Campus Card and will be stored in the University database. All photos used for the Campus card, including those submitted by you, are Carleton University property and may be shared with university faculties, services, staff and Campus card service providers to identify you as a student or employee at Carleton University, and access Athletics services. Your Campus Card transaction information may be shared with financial institutions, credit card companies and payment processors associated with Campus Card transactions in connection with detecting, investigating and preventing fraudulent Campus card transactions and in connection with risk management and security purposes or with confirming deposits onto your Campus card. Your digital photograph may be used and shared for investigative and law enforcement purposes.

Questions regarding the collection and use of your personal information for the Campus card should be addressed to the Campus Card Office. Questions of a general nature regarding the collection, use, or disclosure of information by the University should be addressed to the University’s access and privacy coordinator at Tel: 1 613 520 2600 ext. 2047 or email: University_Privacy_Office@carleton.ca. For more information about how your personal information is handled by Carleton, see Carleton’s Privacy Policies.