uOttawa Card Service Cardholder Agreement
The uOttawa student card, uOttawa Employee card and Discover uOttawa (visitor) card, where applicable, (collectively referred to as the “uOttawa card”) are governed by these Cardholder Agreement and the University of Ottawa’s policies, procedures and regulations (as may be amended from time to time). Read the Cardholder Agreement carefully: it constitutes 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 Cardholder Agreement. The Cardholder Agreement is subject to change from time to time and without notice. Future changes will become effective and will apply to all uOttawa cards in circulation at the time the amended Cardholder Agreement is posted on the University website and will supersede the previous Cardholder Agreement in effect at the time you acquired your uOttawa card. Be sure to review the Cardholder Agreement regularly.
1. Use and ownership
The uOttawa card is the property of the University. The uOttawa card is issued to you solely for lawful purposes and uses. The uOttawa card facilitates the provision of certain services to you and enables you to access to certain University premises. See .
The uOttawa card may also used to identify you, when appropriate, as a University student, employee or visitor and as eligible to receive certain services and as permitted to obtain access to certain University premises.
You are the only person entitled to use your uOttawa card. The uOttawa card is non-transferable. You may not use your uOttawa card for any illegal, improper or unlawful purpose or otherwise in a manner that contravenes this Cardholder Agreement. Using another uOttawa card, or altering, falsifying, selling or tampering with a uOttawa card, is prohibited and subject to sanctions, pursuant to the , and may also be subject to civil or criminal proceedings.
You may use your uOttawa card for purchases where accepted by uOttawa service providers, provided funds are available in your account. 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 (see section 9, refunds).
The uOttawa Card may contain different types of accounts. Accounts are made available depending on the services to which you are granted access. For further information on which accounts your card gives you access to, contact the uOttawa Card Service.
You are responsible for all use of your uOttawa card, including debits made as a result of misuse of your uOttawa card. If you would like to dispute any purchases made using your uOttawa card, you must first try to settle the dispute directly with the service provider. In some circumstances, the University may be able to provide assistance in resolving disputed or declined transactions (see section 6).
Departure from the University (employees /visitors)
When your employment or visitor status with the University ends, you must return your uOttawa card to your manager or department administration.
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 never ask you to divulge any of your access information. If you suspect another person knows your PIN, or password, go to or call the help line at 613-562-5800 extension 6555 and change your access information immediately.
3. Lost or stolen uOttawa cards
If your uOttawa card is lost or stolen, you must immediately deactivate it. You can do so online, in person or by calling the uOttawa Card Service at 613-562-5893. An email or voice message does not constitute proper notification of a lost or stolen card. A replacement fee (tax included) is charged for all replacement uOttawa cards. Your account will be reactivated only after the replacement fee is paid, your status has been verified, and a new uOttawa card has been issued.
You are responsible for all transactions made on your card until you deactivate it. The University is not responsible for funds or services obtained using a lost or stolen card. In the event that the online service to deactivate your card is unavailable, the University is not responsible for transactions on your uOttawa 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 account.
4. Expiry date of cards
Access to many services on campus and entry into certain University premises are tied to your enrolment or employment status or your relationship with the University. Expiration dates associated with using the uOttawa card for various services and for access to certain University premises are coded digitally in accordance with your enrollment and/or employment status or relationship with the University. If your status is not active, some services and access to certain University premises may not be available to you. Consult section 10. Residual funds and 15. Meal plans to learn more on expiry dates pertaining to funds on your card.
To obtain a new card, you must go to the uOttawa Card Service or InfoService. A valid piece of government-issued ID is required to obtain a new uOttawa card. 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.
5. Preferred name and photo on uOttawa Cards
Students who decide to add a preferred name to their uOttawa personal information (uoCampus) will have their preferred name printed on their uOttawa Card. Your preferred name will also appear on professors class lists. Students who add a preferred name, after receiving their initial uOttawa card will be required to replace their uOttawa Card.
Any cardholders whose appearance changes and their printed photo no longer resembles their appearance may submit a request to obtain a replacement card to the uOttawa Card Service. The uOttawa Card Service will consider the request and issue a replacement card at their discretion.
6. 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 uOttawa card account, you must notify the uOttawa Card Service in person or by email within 30 calendar days of the date of the charge. You must provide your name, student number, 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.
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 Service 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 deposited due to currency exchange rates.
8. 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 used to process the transaction is not functioning
- Your account is temporarily suspended or cancelled
- Your card is, or has been, reported lost or stolen
- Your card is damaged.
The University may enter into uOttawa Card Service Agreements with external merchants who are not associated with the University (“External Merchants”) for the purpose of allowing you to access the services and products of these External Merchants using your uOttawa Card. The University does not warrant, guarantee, or endorse the products of the External Merchants and you shall not have recourse against the University for any such service or product accessed from or through these External Merchants. If a product or service purchased from an External Merchant is not satisfactory, you shall contact the External Merchant directly. External Merchants are not permitted to process Prohibited Transactions, but the University has no means from guarantee any approved transaction.
9.1 Meal plan refunds
For meal plan refunds, consult section 15.
9.2 Block plans
For Block plan refunds, consult section 16.
9.3 Discover uOttawa cards
Funds deposited on Discover uOttawa cards are non-refundable. Consult section 17.
9.3 Flex refunds – students and employees
The University will provide Flex refunds upon receipt of a completed refund form, preferably submitted in person or by email. To obtain a copy of the refund form, email the uOttawa Card Service at or visit our office
Refunds will be permitted on the following conditions:
- Students. When graduating or withdrawing from the University of Ottawa.
- Employees. On termination of employment for any reason. Temporary or seasonal layoffs are not considered termination of employment.
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 each account. Funds in your Flex account 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 or employee account from your refund. All refunds are issued by direct deposit or by cheque and mailed to the address provided on the refund form. Refund cheques may take up to 15 business days before they are received.
There may be circumstances where you are provided with a promotional account or promotional funds for purchases with your uOttawa card. Funds in promotional accounts or funds received as a result of a contest or draw are non-refundable and non-transferable and are subject to expiry as determined by the uOttawa Card Service.
10. Residual fund
10.1 Flex account
If your uOttawa card remains inactive for a period of six years following last flex account transaction, all funds remaining on your uOttawa card accounts will become property of the University and will no longer be available to you.
10.2 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.
11. Confiscation of uOttawa cards and Termination
The University may terminate this Cardholder Agreement with you, confiscate your uOttawa card and/or prohibit your access to your uOttawa card account, to services and to University premises, without notice to you. The University and any service providers are not liable for any losses, damages, expenses or inconvenience that results from the termination of this Cardholder Agreement, from confiscating your uOttawa card, from the withdrawal of your access to services and /or to University premises.
Once a uOttawa card is confiscated, it is sent to the uOttawa Card Service. Decisions on sanctions, if required, 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. You may be denied services and you may be denied access to University premises (including access to student residence buildings/rooms) until your uOttawa card is returned to you.
12. 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.
13. 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. 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 or employee or visitor 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 send an , call 613-562-5800 ext. 1851, or write to the University of Ottawa Access to Information and Privacy Office, 550 Cumberland Street, Room M407, Ottawa, ON K1N 6N5. ()
14. 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 for its intended use 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.
15. Student Meal plans
Student meal plans are governed by Canada Revenue Agency requirements, with which the University must comply. The University provides a variety of meal plans for residents and non-residents. Meal plans are meant for food that has been prepared on campus. 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.);
- Candy, gum, chocolate, chips;
- Canned pop, popsicles; pre-packaged ice cream;
- Canned goods, pre-packaged groceries;
- All foods sold in a convenience store or in a vending machine.
Student meal plans are valid for the period for which they were purchased. Service providers are responsible for complying with meal plan rules and regulations, and are responsible for managing the operations of their respective establishments. Meal plan services and hours of operation may vary, depending on each service location and each service provider. There are several student meal plans available; including meal plans valid for only one term. Check the webpage for the dates in which meal plans are valid and to determine the plan that best suits your needs.
There is no guarantee that a given meal plan will fulfill your meal requirements for the term or academic year. Students are responsible for budgeting for your daily food purchases and managing their personal account. Funds can be added to your meal plan, in person or online, at any time before it expires.
15.1 Use of your uOttawa card
Only the cardholder is permitted to use their uOttawa card for their meal plan. Once your meal plan has been purchased (online or in person), funds are available on your uOttawa card.
Students who request a meal plan along with their residence application (whether the meal plan is mandatory or optional) for an upcoming academic year will have their meal plan added onto their uOttawa card a few days prior to the beginning of the term. Students who move into residence during the academic year will have their meal plan activated only after Housing Services has informed the uOttawa Card Service.
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, damage, deactivate your uOttawa card, or if your uOttawa card is defective or has been confiscated, 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 has been approved. If you do not use your uOttawa card to purchase a meal and you use another payment method, the amount of the payment cannot be applied to your meal plan.
15.2 Mandatory student meal plans
If you are registered as a first-year student living at 90 University, Stanton, Marchand, LeBlanc, Thompson, or Henderson residences, you must purchase the 5 day meal plan (the mandatory five-day meal plan that covers from 4 a.m. Monday to 23:59 p.m. Friday; subject to Dining hall hours of operation). The mandatory meal plan is charged to your student account and is non-refundable, non-transferable and non-interchangeable – see also section 15.7.
If you have not paid the mandatory meal plan portion of your student account within 3 weeks of the beginning of the meal plan term, you may be denied access to the All-you-care-to-eat dining hall until you have paid the mandatory meal plan in full. You will not receive any refund, compensation, or any extension or additional access to the dining hall to compensate for the period during which you were denied access to the All-you-care-to-eat dining hall - see also section 15.7.
15.3 5-day and 7-day meal plans
Students who have the 5 day or 7 day meal plans have unlimited access to the all-you-care-to-eat dining hall. Meal plan holders must eat inside the dining hall and are not permitted to take any food out of the dining hall. The funds earmarked for the unlimited all-you-care-to-eat dining hall are non-refundable, non-interchangeable and non-transferrable.
Students who have the 5 day or 7 day meal plans have access to the Dining dollar account, a tax-exempt account that can only be used to purchase food prepared on campus. Once the meal plan expires, and funds remaining in the Dining dollar account will be transferred to the Flex account. All transfers will incur an administration fee of $25.
15.4 Pay-as-you-go meal plan
The Pay-as-you-go meal plan includes both the Dining dollar account and the Flex dollar account. Funds earmarked in the Dining dollar account are tax exempt and can only be used to purchase food prepared on campus. Once this meal plan expires, remaining funds in the Dining dollar account will automatically be transferred to your Flex account. All transfers will incur an administration fee of $25.
15.5 Dining Hall and campus food facilities rules
In addition, , student meal plan holders must comply with and with any other measures or rules in place at the Dining Hall or other food facilities located on campus. Individuals who fail to comply with Food Services general rules, regulations or directives or such other campus food facility measures or rules that apply to entry to and use of the Dining hall, may be denied entry or could be asked to leave. Depending on the severity of the circumstances, such individuals may be subject to further measures or loss of privileges.
15.6 Pre-ordered takeout meal - food safety
Pre-ordered meals permitted for takeout should be consumed within 2 hours of receiving or should be refrigerated (4C/40F) as soon as possible for later consumption within 24 hours. If the pre-ordered meal is a hot meal refrigerated to eat at a later time, it should be reheated to 74C/165F before eating.
Unless otherwise provided for in this Cardholder Agreement, all meal plans are non-refundable, non-transferable and not interchangeable. Please see section 16 for block plans. Meal plan holders are not entitled to full or partial refunds for service outages (periods during which the Dining hall or any other dining facility was closed) that are beyond the University’s control or that is closed at the University’s discretion. You may be eligible for a meal plan refund of any unused balance less an administration fee of $25 in the following circumstances:
a) If you officially withdraw from the University or you are expelled by the University AND you submit a meal plan cancellation or meal plan 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.
b) If you have a mandatory meal plan and move out of the residence you were assigned. Students who move out of a residence with mandatory meal plan have the option to keep their meal plan for the remainder of the validity of the meal plan or receive a cancellation or refund of the remaining balance (pro rata in the case a 5 day or 7 day meal plan). Please note that this meal plan refund does not automatically apply to University student residence fees and does not circumvent the termination approval requirements set out in the . If you move into another residence that has a mandatory meal plan, you will be required to keep the meal plan that was applied to your uOttawa Card.
c) Under certain medical conditions. Cancellations or refunds for medical reasons are only processed once the student has met with the University dietician and for which a student has presented documentation as directed by the dietician. In such cases, the uOttawa Card Service will only proceed with a meal plan cancellation or refund once the Service has been notified by the campus dietician.
d) For any other reason, you may submit a meal plan cancellation or refund request to the uOttawa Card Service before the end of . Students remain responsible for each day the meal plan is active on a uOttawa card, even during the trial period as the trial period is not a free trial period.
The uOttawa Card Service will provide a cancellation or refund only upon the receipt of fully completed documentation. Simply withdrawing from, or leaving, the University will not initiate the meal plan refund process.
16. Block plans
Students or employees who choose any of the Block plans also have access to the All-you-care-to-eat dining hall. Block plans permit a limited number of entries into the dining hall. Block plans do not provide any tax savings. Block plans are valid for one term only and are non-refundable non-transferableand not interchangeable. At the end of the term, unused accesses are moved to Flex, minus applicable taxes and an admin fee of $25. Dining hall users must comply with .
17. Flex dollars
18. Force Majeure
The University shall not be liable to you or considered in breach of this Cardholder Agreement for any failure or delay in its performance of this Cardholder Agreement due to any cause beyond its control (“Force Majeure”), which may include, without limitation, natural disasters or acts of God; acts of terrorism; riot; sabotage; labour disputes or stoppages or shortages; war; government acts or orders; epidemics, pandemics or outbreak of communicable disease; quarantines; national or regional emergencies; or any other cause, whether similar in kind to the foregoing or otherwise, beyond the University’s control. Depending on the circumstances of the Force Majeure, the University may decide whether or not to cancel or postpone the relevant obligation or service affected by the Force Majeure when practicable after the cause of the Force Majeure ceases to exist; or may terminate, in whole or in part, this Cardholder Agreement or withdraw certain services; or take any other action it deems necessary in the circumstance. The University is not responsible for costs, expenses or losses you may incur due to or by reason of a Force Majeure.
These Cardholder Agreement are governed by the laws of the Province of Ontario and where applicable in Canada. If you have any questions about the uOttawa card or the services that can be accessed using the card, please contact the .
Last revised: January 2022