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Terms and conditions

Posted November 29, 2013

Seneca OneCards are governed by these terms and conditions and Seneca College’s policies, procedures and regulations. Read the terms and conditions carefully, as they constitute legal obligations between you and the college. The use of the words “YOU" and "YOUR" denote the person named on the Seneca OneCards or the person to whom the card is issued.

By obtaining a OneCard, depositing funds into your Seneca OneCard accounts or by using Seneca OneCard 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 Seneca OneCards in circulation and will supersede the previous terms and conditions in effect at the time you acquired your Seneca OneCards. Be sure to review the terms and conditions regularly. They will be posted on the OneCard website.

1. Use and ownership

The Seneca OneCard and the photo are the property of the Seneca College of Applied Arts and Technology They are used by College faculties, services and staff to identify you as a Seneca College student and provide with you access to various services. You must present your Seneca OneCard upon request by the College or its service providers. The OneCard is entrusted to you so you have access to the multitude of services available to you with the card. See http://senecacollege.ca/onecard.

You are the only person entitled to use your card. The OneCard is non-transferable. You may not use your Seneca OneCard for any illegal, improper or unlawful purpose, for example, presenting your OneCard as evidence of being a student at the College while not registered as a student. Using another student’s OneCard, or altering, falsifying or selling a Seneca OneCard is prohibited and subject to sanctions, pursuant to the Student Code of Conduct, and may also be subject to civil or criminal proceedings.

You may use your Seneca OneCard as a debit card where accepted by Seneca service providers, provided funds are available in your account. The OneCard functions on the principle of a declining balance where purchases made with the card will be deducted from your OneCard account balance. The purchase of alcohol, cigarettes or lottery tickets is prohibited. The Seneca OneCard does not provide credit. Cash-back transactions are not permitted. The College reserves the right to deduct any outstanding balance on your student account from any refund of OneCard funds you may receive.

The OneCard has 3 types of client accounts: an account for Meal Plans, a Parking Plan account and a Declining Balance account which is used for all other transactions including printing services, library services and bookstore purchases. If you purchase a meal plan, your meal plan funds are applied to the meal plan portion of your Client account. If you purchase a parking plan, your parking privileges are applied to the parking portion of your Client account. All other funds on your OneCard account (for transactions other than the purchase of a meal plan) are applied to the declining balance portion of your OneCard account. You can view your online OneCard statement at any time by logging in to your OneCard account at http://senecacollege.ca/onecard.

You are responsible for use of the OneCard, including debits made as a result of misuse of your OneCard. If you have problems with anything you purchase using your OneCard, you must first try to settle the problem directly with the service provider where the purchase was made. In some circumstances, the College may be able to provide assistance in resolving disputed or declined transactions, to obtain support please read section 5 and follow the procedure outlined.

2. Security

You are responsible for safeguarding your Seneca OneCard against loss or theft, for maintaining it in proper working condition and for keeping your online account password, or PIN, confidential. The College will not ask you to divulge any of your access information. If you suspect another person knows your PIN, or password, change you pin online immediately by going to http://senecacollege.ca/onecard.

3. Lost or stolen OneCards

If your OneCard is lost or stolen, you must immediately deactivate it. You can do this online, in person or by calling the College’s OneCard office at 416-491-5050 ext. 22087. 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 OneCard has been issued.

You are responsible for all transactions made on your card until it is reported lost or stolen. The College 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 OneCard. Once a replacement OneCard has been issued, your remaining cash balance will be transferred to your new OneCard. After a OneCard is deactivated, it can only be reactivated at the College’s OneCard office with proof of identification, and only if a replacement card has not been issued. Once a new OneCard is issued, any previous OneCards are permanently deactivated.

If your OneCard is found and returned to the College, the OneCard office will contact you.

4. Expired OneCards

Your Seneca OneCard does not expire and can be used throughout your academic career at Seneca so please protect your OneCard.

5. Charge disputes

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 OneCard account, you must notify the College’s OneCard office 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 OneCard account. Charge disputes are dealt with on a case-by-case basis.

6. Currency

All OneCard account funds are in Canadian dollars. Cash deposits or certified cheques and money orders deposited in your card account at the College’s OneCard 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 Seneca OneCard as payment

The College is not responsible for refusal by a OneCard service provider to accept or honour your OneCard 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 College’s OneCard office will provide a refund upon receipt of a completed refund form submitted in person. Balances below $50 on the OneCard are non-refundable. Refunds on your OneCard account are subject to the restrictions applicable to the meal plan, declining balance and parking plan accounts. 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 $50 administration fee will be deducted from the OneCard account balance prior to any refund being issued. The College 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 mailed anywhere from 7 to 10 business days after refund forms are received.

Promotional account
There may be circumstances where you are provided with a promotional account for purchases with your OneCard. Funds in promotional accounts are non-refundable and non-transferable and are subject to expiry as determined by the College’s OneCard office.

9. Residual fund

9.1 Meal plan account
See section 14

9.2 Inactive account
If your OneCard remains inactive for a period of one calendar year, all funds remaining in your OneCard accounts as of December 31 will become property of the College and will no longer be available to you.

10. Confiscation of Seneca OneCards

Any College employee or OneCard service provider may confiscate your OneCard if you use it fraudulently, without authorization or for improper purposes. Once a OneCard is confiscated, it is sent to the Seneca OneCard office. 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 OneCard transaction reader is operating in offline mode, a limited number of transactions may be accepted. In such cases, transactions will be processed on your OneCard 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 OneCard before you can use the card again.

12. Collection and use of your personal information

Your personal information is collected by the College under the authority of Seneca’s Freedom of Information and Protection of Privacy Policy and is intended to be used to verify your identity, to operate your OneCard through payment card networks and for the purpose of and those consistent with providing the services associated with the OneCard, administering College programs and activities and carrying out other College services and functions. Without limiting the general interpretation of the previous sentence:

Your digital photograph will be printed on the face of OneCard and will be stored in the College database. All photos used for the OneCard, including those submitted by you, are Seneca College property and may be shared with College faculties, services, staff and OneCard service providers to identify you as a student at Seneca College of Applied Arts and Technology.

Questions regarding the collection and use of your personal information for the OneCard should be addressed to the OneCard office. Questions with respect to Seneca’s Freedom of Information and Protection of Privacy Policy should be directed to Seneca’s Freedom of Information and Privacy Protection Office at extension 77846.

13. Limitations on the College’s liability and indemnity

The College 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 OneCard, or if, for whatever reason, your OneCard is not accepted or you do not have sufficient funds in your account. You agree to indemnify, hold harmless and release Seneca College from any and all claims for losses, damages, injury, fees, expenses, charges or debts made by any party against the College arising out of the use or misuse of the OneCard, including any meal plan claims related to tax benefits and tax savings.

14. Meal plans

There are semester or full year meal plans available at Seneca. A semester meal plan is valid from September to December, or from January to April. All other meal plans are valid from September first day of Service, to April the last day of service. Meal plan service is not provided during the December holiday period and during statutory holidays, when the College is closed. Some meal plans are available only at specific food areas (residence cafeteria) as designated from time to time by the College Food Services. There are several meal plans available. Consult the Campus Dish webpage for the plan that best suits your needs at http://www.campusdish.com/en-US/CA/SenecaDining.

14.1 Use of your Seneca OneCard
Once your meal plan payment has been confirmed, funds are available on your OneCard. The OneCard is the sole method of payment accepted for meals purchased under a meal plan. If you do not present your OneCard to pay for your purchase, you must use another form of payment. If you forget, lose or deactivate your OneCard, you will be required to use another payment method until you obtain a replacement OneCard from the Seneca OneCard office. A replacement fee of $25 applies. All meal purchases are final once a transaction is approved. If you do not use your OneCard 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 be 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 OneCard 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 Colleges. You will be charged an administration fee of $ 75, and you must complete and submit a transfer form, in person, to the OneCard office. Transfer forms will be accepted between September and December, (for semester/Campus Meal Plans) and from September to April, for all academic year meal plans. You have up to 30 days to transfer any Residence Meal Plan to a Campus Meal Plan.

All Fall session meal plans expire the last day of meal services, and all other meal plans expire on the last day of April (last day of meal service). Any unused balances for which a transfer form has not been received will be carried over to the next academic session or year to your OneCard account but will become taxable.

You may be eligible for a refund of any unused balance less an administration fee of $50 and any applicable taxes on used amount to date pursuant to taxation legislation or as required by Canada Revenue Agency in the following circumstances:

You will be eligible for a refund if you officially withdraw from the College or you are expelled by the College AND you submit a refund request to the OneCard office along with proof of withdrawal (e.g. statement of studies) issued by the Seneca College’s Office of the Registrar before the 10th day of classes in any academic semester for full time students or before the 3rd class for FCE students.

14.3 Tax savings

a) All semester or academic year meal plans offer a base amount for tax-exempt meals (representing a savings of 13%, HST). For information on each plan, consult http://www.senecacollege.ca/onecard;

b) Funds from your tax saving meal plan can be transferred to your OneCard account under the conditions described in section 14.2.

c) 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 at any time before it expires;

e) You acknowledge that any Declining Balance OneCard account dollars 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 Declining Balance OneCard account

Your declining balance OneCard account may be used to purchase books, school supplies, library or printing services or even food items that are not associated with a meal plan. If you do not have enough funds in your Declining Balance OneCard account you must use another payment method. The list below contains examples of items (subject to change) that cannot be purchased with meal plan funds:

  • 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.

You can find more information about flex accounts on the http://www.senecacollege.ca/onecard.

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 College’s OneCard or the services the card provides access to, please contact a OneCard office: http://www.senecacollege.ca/onecard/index.html.