Use and Ownership

The Campus Card is issued to you, as part of the items to which you are entitled as a member of the University community, under the following terms and conditions of use. Please read all terms, as these constitute legal obligations between you and the University. You must have an official picture ID to obtain a University ID.

Although the card is the property of Carleton University, it is entrusted to you for your convenience while enrolled at the University. No account should be accessed by anyone other than the intended 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. Unauthorized use, alteration or duplication for fraudulent use warrants confiscation and/or disciplinary action.

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.

Lost, Stolen or Expired Cards

The cardholder is responsible for maintaining a valid ID card, which is in proper working condition. A replacement fee of $19.00 (taxes included) will be charged for lost, stolen, misplaced or abused cards. Reactivation of debit function will be allowed only after the replacement fee is paid in full. Defective or heavy wear ID cards may be replaced at at the office’s discretion at no charge when turning in your old ID card.

If your Campus Card is lost or stolen, you must notify the Campus Card Office or Campus Security (staff only) in order to permit its cancellation. Such notification via the following methods:

  • Faculty/Staff only: Campus Security at 613 520-3612 or Faculty/Staff who regularly access Banner as part of their job are able to De/Reactivate their CampusCard (providing it is digital photo-id card issued with a magstrip) by accessing the Banner Form (PZADRCC) from the ‘Direct Access’ option presented in the Banner ‘Products Menu – GUAGMNU’. This will launch the CampusCard De/Re-activate form – follow the instructions.

Until such notice has been received, you will be responsible for all use of your Campus Card, whether or not such use is authorized by you. 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.

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

All Campus Cards have a built in expiry date of 4 years from 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, you card will still be valid.

Debit Function

You may use your Campus Card as a debit card where accepted, provided funds are available in your account. Specific purpose Campus Card Accounts may be accessed by you in accordance with the restrictions applicable to such accounts. 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. Under no circumstances may alcoholic beverages be purchased with your Campus Card. 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.


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 Carleton Central.

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; 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 it and any balance of funds shall become the property of the University.


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 under, but not limited to, the following circumstances:

1. There are insufficient funds in your account at the time the purchase is requested.
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 due to violation(s) of this agreement.
4. Your Campus Card has been reported as lost/stolen.

Error Resolution Procedure

If you feel a charge has been transacted on your account which you did not authorize, you must notify the Campus Card Office as soon as such a non-authorized transaction is discovered. Include information on the date and amount of the transaction, as well as any other information that may help the staff investigate your claim. You may request a printout of your account history.

Digital Photograph

Your digital photograph will be printed on the face of your Campus Card and will be stored in our database. 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 hasn’t 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 with a niqab or burka 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

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 policies without notice.

Privacy Policy

Your campus card account and your personal information are collected, used and disclosed only in compliance with Ontario’s Freedom of Information and Protection of Privacy Act (FIPPA), R.S.O. 1990, c.F.31 as amended. For more information about how your personal information is handled by Carleton, see Carleton’s Privacy Policies.

Acceptance of Agreement

By initiating deposits and transactions on your Campus Card Account, you have agreed to the terms and conditions of the agreement as set forth in this document.