Terms and conditions
The uOttawa card and the Discover uOttawa card, where applicable, (collectively referred to as the “uOttawa card”) are governed by these terms and conditions and the University of Ottawa’s policies, procedures and regulations. Read the terms and conditions carefully, as they constitute legal obligations between you and the University of Ottawa (the “University”). The use of the words “YOU" and "YOUR" denote the person named on the uOttawa card or, in the case of the Discovery uOttawa card, the person to whom the card is issued.
By obtaining a uOttawa card, depositing funds into your uOttawa card accounts or by using uOttawa card services, you agree to and accept all of these terms and conditions. The terms and conditions are subject to change from time to time and without notice. Future changes will apply to all uOttawa cards in circulation and will supersede the previous terms and conditions in effect at the time you acquired your uOttawa card. Be sure to review the terms and conditions regularly.
1. Use and ownership
The uOttawa card and the photo are the property of the University of Ottawa. They are used by University faculties, services and staff to identify you as a University of Ottawa student and provide you with access to various services. You must present your uOttawa card upon request by the University or its service providers. The uOttawa card is entrusted to you so you have access to the multitude of services available to you with the card. See Using your card.
You are the only person entitled to use your card. The uOttawa card is non-transferable. You may not use your uOttawa card for any illegal, improper or unlawful purpose, for example, presenting your uOttawa card as evidence of being a student at the University while not registered as a student. Using another student’s uOttawa card, or altering, falsifying or selling a uOttawa card is prohibited and subject to sanctions, pursuant to the University’s regulations, policies and procedures (for example, the Policy on Academic Fraud), and may also be subject to civil or criminal proceedings.
You may use your uOttawa card as a debit card where accepted by uOttawa service providers, provided funds are available in your account. The uOttawa card functions on the principle of a declining balance where purchases made with the uOttawa card will be deducted from your uOttawa card account balance. The purchase of alcohol, cigarettes, gift cards or lottery tickets is prohibited. The uOttawa 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 uOttawa card funds you may receive.
The uOttawa card has two types of accounts: a meal plan account and a flex account. If you purchase a meal plan (see Meal Plan section below), your meal plan funds are applied to the meal plan portion of your uOttawa card account. All other funds in your uOttawa card account (for transactions other than the purchase of a meal plan) are applied to the flex account portion of your uOttawa card account. You can view your online uOttawa card statement at any time by logging in to your account.
You are responsible for use of the uOttawa card, including debits made as a result of misuse of your uOttawa card. If you have problems with anything you purchase using your uOttawa card, you must first try to settle the problem directly with the service provider. In some circumstances, the University may be able to provide assistance in resolving disputed or declined transactions (see section 5).
2. Security
You are responsible for safeguarding your uOttawa 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. If you suspect another person knows your PIN, or password, go to uoZone or call the help line at 613-562-5800 extension 6555 and change it immediately.
3. Lost or stolen uOttawa cards
If your uOttawa card is lost or stolen, you must immediately deactivate it. You can do this online, in person or by calling the uOttawa Card Service 613-562-5893. An email or voice message does not constitute proper notification for lost or stolen cards. A replacement fee of $25 (taxes included) is charged for all replacement cards. Your account will be reactivated only after the replacement fee is paid, your student status has been verified and a new uOttawa card has been issued.
You are responsible for all transactions made on your card until it is reported lost or stolen. The University is not responsible for funds or services obtained using a lost or stolen card. You will not be responsible for unauthorized use, which means transactions occurring after you deactivate your uOttawa card. Once a replacement uOttawa card has been issued, your remaining cash balance will be transferred to your new uOttawa card. After a uOttawa card is deactivated, it can only be reactivated at the uOttawa Card Service with proof of identification, and only if a replacement card has not been issued. Once a new uOttawa card is issued, any previous uOttawa cards are permanently deactivated
If your uOttawa card is found and returned to the University, the uOttawa Card Service will contact you through your uOttawa email.
4. Expired uOttawa cards
All uOttawa cards expire five years from the date of issue. Expiry dates appear on the back of the uOttawa card. If you continue to attend the University of Ottawa beyond the expiry period, you must obtain a new card (at no cost). Access to many services on campus is tied to your student status. If you are not registered as a student for a given period within the five years, some services may not be available to you.
To obtain a new card, you must go to the uOttawa Card Service or InfoService. If you stop attending the University but return before your uOttawa card has expired, you will not need a new card. When you receive a replacement uOttawa card, you can have a new picture taken or keep the existing photo, if it is less than five years old AND your appearance has not changed significantly.
If you are not able to successfully resolve a purchase disagreement with a service provider and you wish to dispute the charge deducted from your uOttawa card account, you must notify the uOttawa Card Service in person within 30 calendar days of the date of the charge. You must provide the date, location and amount of the transaction, along with any other information that may help staff resolve your claim. Disputing a charge does not necessarily guarantee that the disputed charge will be credited to your uOttawa card account. Charge disputes are dealt with on a case-by-case basis.
6. Currency
All uOttawa card account funds are in Canadian dollars. Cash deposits or certified cheques and money orders deposited in your card account at the uOttawa 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.
7. Refusal to accept or honour a uOttawa card as payment
The University is not responsible for refusal by a uOttawa card service provider to accept or honour your uOttawa card for whatever reason, including the following:
- There are insufficient funds in your account at the time of the purchase
- Equipment normally used to process the transaction is not functioning
- Your account is temporarily suspended or cancelled due to a violation of these terms and conditions
- Your card has been reported lost or stolen.
8. Refunds
Subject to these terms and conditions, the uOttawa Card Service will provide a refund upon receipt of a completed refund form submitted in person. Balances on the Discover uOttawa card cannot be redeemed and are non-refundable. Refunds on your uOttawa card account are subject to the restrictions applicable to the meal plan and flex accounts. Funds in your Flex accout are non-transferable. Refunds are made to the cardholder and cannot be made to anyone else. Refunds may be reduced by the amount of any Harmonized Sales Tax (HST), any other applicable taxes and any discount offered by a service provider through your account. A $25 administration fee will be deducted from the uOttawa card account balance prior to any refund being issued. The University reserves the right to deduct any outstanding balance on your student account from your refund. All refunds are issued by cheque and mailed to the address provided on the refund form. Refund cheques are processed and may take up to 15 business days before they are received.
Promotional account
There may be circumstances where you are provided with a promotional account for purchases with your uOttawa card. Funds in promotional accounts or funds received as a result of a draw are non-refundable and non-transferable and are subject to expiry as determined by the uOttawa Card Service.
9. Residual fund
9.1 Meal plan account
See section 14.2
9.2 Flex account
If your uOttawa card remains inactive for a period of two years following the uOttawa card expiry date, all funds remaining on your uOttawa card accounts will become property of the University and will no longer be available to you.
9.3 Discover uOttawa card
If your Discover uOttawa card remains inactive for a period of two years, all funds remaining on your Discover uOttawa card account will become property of the University and will no longer be available to you.
10. Confiscation of uOttawa cards
Any University employee or uOttawa card service provider may confiscate your uOttawa card if you use it fraudulently, without authorization or for improper purposes. Once a uOttawa card is confiscated, it is sent to the uOttawa Card Service. Decisions on sanctions are made on a case-by-case basis. If your card is confiscated, you will be required to use another payment method to complete a transaction.
11. Offline transactions
If the uOttawa card transaction reader is operating in offline mode, a limited number of transactions may be accepted. In such cases, transactions will be processed on your uOttawa card account once the reader is back online. You are responsible for all transactions made while the transaction reader is offline. If the declining balance on your card goes into a negative balance, you must bring the balance to zero by reloading your uOttawa card before you can use the card again.
12. Collection and use of your personal information
Your personal information is collected by the University under the authority of the University of Ottawa Act, 1965, and is subject to the University’s Policy 90, Access to Information and Privacy Policy. Without limiting the general interpretation of the University’s Policy 90, your personal information is intended to be used to verify your identity, to operate your uOttawa card through payment card networks and for the purpose of and those consistent with providing the services associated with the uOttawa card, administering University programs and activities and carrying out other University services and functions .
Your digital photograph will be printed on the face of your uOttawa card and will be stored in the University database. All photos used for the uOttawa card, including those submitted by you, are University of Ottawa property and may be shared with University faculties, services, staff and uOttawa card service providers to identify you as a student at the University of Ottawa. Your uOttawa card transaction information may be shared with financial institutions, credit card companies and payment processors associated with uOttawa Card transactions in connection with detecting, investigating and preventing fraudulent uOttawa card transactions and in connection with risk management and security purposes or with confirming deposits onto your uOttawa card.
Questions regarding the collection and use of your personal information for the uOttawa card should be addressed to the uOttawa Card Service. 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. You may email the privacy coordinator, call the coordinator at 613-562-5800 (extension 1667) or write to the University of Ottawa Access and Privacy Office, 550 Cumberland Street, Ottawa, ON K1N 6N5. (www.uottawa.ca/privacy/home.html)
13. Limitations on the University’s liability and indemnity
The University is not liable to you for any loss, inconvenience to you or to others, or any damages (including special, indirect or consequential) or expenses of any kind that may result from the use or misuse of the uOttawa card, or if, for whatever reason, your uOttawa card is not accepted or you do not have sufficient funds in your account. You agree to indemnify, hold harmless and release the University of Ottawa 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 uOttawa card, including any meal plan claims related to tax benefits and tax savings.
Meal Plan 1 is a semester plan valid from September 1 to December 20, 2013, or from January 6 to April 30, 2014. All other meal plans are valid from September 1, 2013, to April 30, 2014. Meal plan service is not provided during the December holiday period, when the University is closed. Meal plans are available only at specific food areas as designated from time to time by the University of Ottawa Food Services. There are several meal plans available. Consult the Meal Plan webpage for the plan that best suits your needs.
14.1 Use of your uOttawa card
Once your meal plan payment has been confirmed, funds are available on your uOttawa card. The uOttawa card is the sole method of payment accepted for meals purchased under a meal plan. If you do not present your uOttawa card to pay for your purchase, you must use another form of payment. If you forget, lose, deactivate or if your uOttawa card is defective, you will be required to use another payment method until you obtain a replacement uOttawa card from InfoService or the uOttawa Card Service. A replacement fee of $25 applies. All meal purchases are final once a transaction is approved. If you do not use your uOttawa card to purchase a meal (including in the case of a lost or stolen card) and you use another payment method, the amount of the payment cannot applied to your meal plan.
14.2 Non-refundable
Unless otherwise provided for in these terms and conditions, meal plans are non-refundable, non-transferable and not interchangeable.
The tax-exempt portion of your meal plan may be transferred to your flex plan account upon payment of the exempted taxes on the used portion of your meal plan, and provided that the transfer complies with Canada Revenue Agency regulations governing the tax savings program for meal plans at universities. You will be charged an administration fee of $25, and you must complete and submit a transfer form, in person, to the uOttawa Card Service. Transfer forms will be accepted between December 2 and December 20, 2013, (for Meal Plan 1 only) and from April 1 to April 30, 2014, for all other meal plans. You will NOT receive a transfer after these dates.
All Fall session meal plans expire December 20, 2013, and all other meal plans expire on April 30, 2014. Any unused balances for which a transfer form has not been received will not be exchanged, refunded, assigned, saved or carried over to the next academic session or year. You hereby agree to forfeit, waive and release, in favour of the uOttawa Card Service, all rights to the unused remaining meal plan balance.
You may be eligible for a refund of any unused balance less an administration fee of $25 and any applicable taxes on used amount to date pursuant to taxation legislation or as required by Canada Revenue Agency in the following circumstances:
a) If you officially withdraw from the University or you are expelled by the University AND you submit a refund request to the uOttawa Card Service along with proof of withdrawal (e.g. statement of studies) issued by the University’s Office of the Registrar before 3 p.m. on April 30, 2014 or
b) If you submit a refund form to the uOttawa Card Service before the trial period deadlines (3 p.m. on September 13, 2013, for the Fall session and January 17, 2014, for the Winter session).
14.3 Tax savings
a) You acknowledge that in order to retain any tax benefits from any applicable tax savings program related to your meal plan, you must spend a minimum of $1000 per session or $2000 per academic year. If you do not spend the minimum amount, you will be required to reimburse the previously exempted taxes. If a balance is less than the minimum amount required at the time of expiry of your meal plan, you will be required to reimburse any previously exempted taxes. The uOttawa Card Service will deduct the taxes from any unused balance.
b) Meal plans 1, 2, 3 and 4 offer a base amount for tax-exempt meals (representing a savings of 13%, HST). For information on each plan, consult the Meal Plan webpage;
c) Funds from your tax saving meal plan can be transferred to your flex account under the conditions described in 14.2;
d) There is no guarantee that a given meal plan will fulfill your meal requirements for the session or academic year. You are responsible for budgeting for your daily food purchases and managing your personal account. Funds can be added to your meal plan, in person, at any time before it expires;
e) You acknowledge that any flex account dollars (see section 14.4) used are not subject to tax savings and are not included in any applicable tax-free portion. Only meals purchased under your basic meal plan are tax exempt.
14.4 Flex account
Your flex account must be used to purchase items that cannot be purchased with a meal plan. If you do not have flex dollars in your flex account you must use another payment method. The list below contains examples of items (subject to change) that cannot be purchased with a meal plan:
Non-food purchases (books, clothing, printing services, etc.);
- Pop or juices when purchased alone or with a confectionary item;
- Candy, gum, chocolate, chips;
- Granola products, snack mixtures;
- Popsicles; pre-packaged ice cream, sherbet or frozen yogurt;
- Canned goods, pre-packaged groceries.
These terms and conditions are governed by the laws of the Province of Ontario and where applicable in Canada.
Questions
If you have any questions about the uOttawa card or the services the card provides access to, please contact the uOttawa Card Service.