Cardholder agreement
The UVic ONECard and the UVic Guest Card, where applicable, (collectively referred to as the “ONECard”) are governed by these terms and conditions and the University of Victoria’s policies, procedures and regulations.
Read the terms and conditions carefully, as they constitute legal obligations between you and the University of Victoria (the “University”). The use of the words “YOU" and "YOUR" denote the person named on the UVic ONECard or, in the case of the UVic Guest card, the person to whom the card is issued.
By obtaining a ONECard, depositing funds into your ONECard accounts or by using 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 ONECards in circulation and will supersede the previous terms and conditions in effect at the time you acquired your ONECard. Be sure to review the terms and conditions regularly.
If you have any questions about the ONECard or the services the card provides access to, please contact UVic ONECard Office.
1. Use and ownership
The ONECard and the photo are the property of the University of Victoria. They are used by University faculties, services and staff to identify you as a University of Victoria student, faculty/staff/retiree or alumni and provide you with access to various programs and services.
You must present your ONECard upon request by the university 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.
You are the only person entitled to use your card. The ONECard is non-transferable. You may not use your ONECard for any illegal, improper or unlawful purpose. For example, falsely presenting a ONECard as evidence of being a student/faculty/staff member at the university while not currently being a student/faculty/staff member. Using someone else’s ONECard, or altering, falsifying or selling a ONECard is prohibited and subject to sanctions, pursuant to applicable University policies and procedures and may also be subject to civil or criminal proceedings.
You may use your UVic ONECard as a debit card where accepted by ONECard service providers, provided funds are available in your account. The ONECard functions on the principle of a declining balance where purchases made with the ONECard will be deducted from your ONECard account balance. The purchase of alcohol, cigarettes, gift cards or lottery tickets is prohibited. The ONECard 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 ONECard funds you may receive.
The UVic ONECard has 2 types of accounts: a meal plan account, a ONECard Flex account. If you purchase a meal plan, your meal plan funds are applied to the meal plan portion of your ONECard account. All other funds in your ONECard account (for transactions other than the purchase of a meal plan) are applied to the ONECard Flex account portion of your ONECard. You can view your online ONECard statement at any time by logging into your account.
You are responsible for use of the ONECard, including all debits made as a result of use 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.
2. Security
You are responsible for safeguarding your ONECard against loss or theft, for maintaining it in proper working condition and for keeping your online account password, confidential.
The university will not ask you to divulge any of your access information. If you suspect another person knows your password, change your password online or go to the UVic help desk to change it immediately.
3. Lost or stolen ONECards
If your ONECard is lost or stolen, you must immediately deactivate it. You can do this online (under my accounts), or in person at the ONECard office.
A voice message does not constitute proper notification for lost or stolen cards. In the event of a system outage where you are unable to report your card lost or stolen online, please email the onecard office requesting the card to be frozen, using your preferred email, and provide your name and V0#.
Staff will be able to freeze your card during normal business hours, should you find your current the card you can unfreeze your account at the ONECard office. A replacement fee of $20 is charged for all replacement cards.
You are responsible for all transactions made on your card until it is reported lost or stolen and frozen. 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 ONECard. Once a replacement card has been issued, your remaining cash balance will be transferred to your new ONECard. After a ONECard is deactivated (frozen), it can only be reactivated at the ONECard office.
You are responsible for the care of your ONECard. If your card is damaged or stops functioning, you will be required to pay the replacement fee. Damage may include but are not limited to the use of stickers, hole punching, wear of the card, damage to the mag stripe, chip and/or image. If you keep your card in a phone case, remove your card prior to charging your phone on any wireless charger. All damage is the cardholder’s responsibility; the card is delivered in working order and tested prior to distribution.
If your ONECard is found and returned to the university, the ONECard office will contact you through your preferred email. Once a new ONECard is issued, any previous ONECards are permanently deactivated.
4. Expired UVic ONECards
UVic ONECards do not expire if you continue to attend the University of Victoria either as a student, faculty/staff or remain active within our systems. Access to many services on campus is tied to your cardholder status in Banner. If you are not registered (or active) for a given period, some services may not be available to you.
5. Charge disputes
Your funds and any remaining card balance will be protected at that time your report your card as lost/stolen. After going to uvic.ca/onecard, click the button “Card lost or Stolen”. Following this process will freeze your remaining balance at the time you report your card as lost or stolen.
6. Refusal to accept or honour a ONECard as payment
The university 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
- using another individual's card
- your account is temporarily suspended or cancelled due to a violation of these terms and conditions
- your card has been reported lost or stolen
7. Refunds
Subject to these terms and conditions, refunds on your ONECard accounts are subject to the restrictions applicable in the student meal plan contract. Balances on flex accounts and guest cards cannot be redeemed and are non-refundable.
Where a refund is applicable, it is made to the cardholder and cannot be made to anyone else. Refunds may be reduced by the amount of any Goods & Services Tax/Provincial Sale Tax (GST/PST), any other applicable taxes and any discount offered by a service provider through your account.
8. Promotional account
There may be circumstances where you are provided with a promotional account for purchases with your ONECard. 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 UVic ONECard Service.
9. Meal plan account
Consult the University Food Services Meal Plan for the plan that best suits your needs.
9.1 Use of your UVic 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, deactivate or if your ONECard is defective, you will be required to use another payment method until you obtain a replacement ONECard from the ONECard Office.
10. ONECard flex
The ONECard flex account offers students, faculty, staff and affiliated ONECard cardholders on campus a 5% discount on all purchases at University Food Services outlets.
The terms and conditions of ONECard account are governed by the laws of the Province of British Columbia and where applicable in Canada.
11. Residual funds
Student meal plan account
All funds on the Standard Meal Plan are non-refundable. At the end of the academic year, any remaining, unused funds from your Standard Meal Plan are automatically placed into a Carry Forward Account. These funds are accessible on your ONECard for future purchases from any University Food Services outlet and provide a 5% discount, however, these funds will no longer be tax exempt. Any remaining Flex Funds will remain untouched on your ONECard for future use.
ONECard flex account
ONECard flex account balances are non-refundable.
GUESTCard account
Balances on guest cards cannot be redeemed and are non-refundable.
12. Confiscated ONECards
Any university employee or UVic ONECard service provider may confiscate your ONECard if it is used fraudulently, without authorization or for improper purposes.
Once a ONECard is confiscated, decisions on sanctions are made on a case-by-case basis after completion of an investigation. If your card is confiscated, you will be required to use another payment method to complete a transaction. Confiscated cards are deemed to be lost or stolen and a replacement card fee of $20 is charged.
If a card is found to be in another individual's possession, the card is confiscated and destroyed to protect the cardholder's funds and identity.
13. 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 UVic 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.
14. Collection and use of your personal information
The University of Victoria is committed to treating personal information in accordance with the Freedom of Information and Protection of Privacy Act (FIPPA) and the university’s privacy policy.
The collection of personal information by the University of Victoria is in accordance with section 26 of the FIPPA and the University Act. The personal information is directly related to and needed for the operation of the ONECard system and the related university services and activities.
The university collects your photo directly from you. The following personal information is collected from the Banner system in order to make the ONECard: legal name; date of birth, affiliation with UVic; address; Netlink ID; “V” number and where appropriate, U-Pass expiry date.
Your digital photograph will be printed on the face of your ONECard. All photos used for the ONECard, including those submitted by you, are University of Victoria property. The university provides the digital photos to Athletics, Co-op and Career and University Residence. In addition, Campus Security has limited access to the photo database.
The university uses your personal information for the following purposes: a) to verify your identity; b) to operate ONECard payment card system; c) to provide services associated with the ONECard and; d) to administer and carry out University programs, activities, services and functions.
The university will not disclose your personal information to third parties unless required by law to do so.
The personal information collected from Banner, a unique U-Pass number (where appropriate) and the digital photos will be securely stored in accordance with UVic’s Information Security Policy (IM7800).
Questions regarding the collection and use of your personal information for the ONECard should be addressed to the UVic ONECard Office.
Questions of a general nature regarding the collection, use or disclosure of information by the University should be addressed to the University’s Chief Privacy Officer at privacy@uvic.ca
15. Limitations on the university's liability and indemnity
The university is not liable to you for any loss, damages (including without limitation special, indirect or consequential damages), costs or expenses of any kind that result from the use or misuse of your ONECard including without limitation 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 the university from any and all claims for losses, damages, costs, expenses, charges or debts made by any party against the university arising out of the use or misuse of your ONECard, including any meal plan claims related to tax benefits and tax savings.
16. Amendment of these terms and conditions
The University may change the terms and conditions of this Agreement at any time by posting an amended version on this website.