User guide and terms and conditions for stored-value use
Part 1: Deakin Card functions and uses
1.1 Stored-value account
A Deakin Card can, at the cardholder's option, be loaded with money and used to pay for various goods and services on campus, which may include computer lab printing, library printing, internet billing, photocopying and microfiche copying, goods from most on-campus retail outlets and selected vending machines. Specific information on using Deakin Card as a printing / internet billing card is outlined in clause 1.4 and 1.5 in this section.
Further information on where Deakin Card can be used is available at www.deakin.edu.au/current-students/services/deakincard/where1.php.
A Deakin Card can be loaded with value at any reload station on campus. Current locations include:
- Waurn Ponds: Level B, Administration Building / Library
- Burwood: Level 2, Building B / Library foyer / Ground floor, Building C
- Waterfront: Level 2 (near Security office)
- Warrnambool: Level 2, Building A (near Security office)
Note: reload stations do not accept coins
Value can also be loaded onto your Deakin Card via credit card, EFTPOS or with coin at the Cashier Office or Deakin Central on each campus.
Terms and conditions for stored-value use (Part B of this document) apply as soon as the cardholder's Deakin Card is first used for a financial transaction.
1.2 Identification card
Deakin Card is required for identification on all Deakin University Campuses. It is required for identification in examinations and must be produced when requested by a security officer.
A student Deakin Card may sometimes be used as a student identification card for off-campus discounts.
1.3 Library card
Deakin Card is used by students and staff as the library borrowing card at all Deakin University campus libraries. When borrowing library material in person, borrowers must produce their own valid Deakin Card. The loss of a Deakin Card must be reported to the library immediately. The cardholder may be responsible for any items borrowed up until the time the library has received and acknowledged such a report. Further information about the conditions of loan and library use are at www.deakin.edu.au/library/services/CondLnUse.php.
Deakin Card is needed to use 'My Library' and to access online library resources via the home or office. The card contains a unique 14-character library ID number, near the barcode, that is required for library authentication. Further information on passwords and library authentication is available at www.deakin.edu.au/library/search/passwords/.
Deakin Card is used to print and photocopy in campus libraries. Further information is available at http://library.deakin.edu.au/patroninfo and in section 1.4 of this document.
1.4 Printing - important information
Network printing in student computer labs and in the library is paid for via Deakin Card. Logging onto the computer with a Deakin username links the user's IT printing account to their Deakin Card account. As the user prints, the charges are automatically debited from their Deakin Card account.
To cater for emergency printing a negative balance of -200 printing credits or $2.00 (each printing credit is worth 1c) is allowed before the system denies further printing.
If a user has negative printing credits, the printing system will recover the balance when the user next places funds on their Deakin Card and sends a job to a printer. For instance, if a user has -100 printing credits and puts $5.00 on their Deakin Card and then prints one page, the printing system will recover the $1.00 owed for previous printing as well as the additional 9c for the page just printed.
If a user has a negative balance of more than -200 printing credits, they will be unable to print until they place funds on their Deakin Card and may be required to manually transfer funds from their Deakin Card to their balance. See www.deakin.edu.au/its/labs/printing/ for details.
1.5 Internet billing - important information
Students receive a quota per semester for internet usage (IUS). This quota is $15.00 for undergraduates and $25.00 for postgraduates. This quota is separate from the Deakin Card account and is not reflected in the Deakin Card balance. Internet quota and usage can be checked by going to www.deakin.edu.au/ius or by clicking 'check your internet usage' on the start menu of any lab workstation.
If a student has exceeded their quota they will need to transfer additional funds from their Deakin Card account before they can access the Internet again. They can do this online as follows:
> go to www.deakin.edu.au/ius
> authenticate with username and password
> select the 'view your usage information' option
> select the 'Transfer money from Deakin Card to the IUS' option and follow the instructions on screen
Users will need to ensure that there are enough funds on their Deakin Card before they can transfer funds to the IUS. If a user finds they cannot access the Internet, it is most likely that they have exceeded their IUS quota. If problems continue, users should contact the IT service desk on x46400. (03 9244 6400)
1.6 Access card (where applicable)
At the University's discretion, a Deakin Card may contain technology which will allow the cardholder to use their Deakin Card as an access card. The ownership of a Deakin Card does not automatically grant access privileges and the use of the card as an access pass is subject to the 'keys access, passes and locks policy and procedures' listed in the Guide (www.deakin.edu.au/guide)
The administration of Deakin Card's access facility is maintained by Property Services Division and queries should be directed to the front desk administrator, Property Services Division at Waurn Ponds, Burwood or Warrnambool.
1.7 Casual card (for visitors to the University)
Visitors to the University can purchase a casual card for $5.00 from a reload station on campus. An establishment fee of $2.00 is charged as part of the $5.00 minimum initial payment. Casual cards can be used for many of the stored-value functions of Deakin Card except internet billing. If a casual cardholder needs to pay for printing using their casual card, they will be required to contact the library information desk in order to have a printing account established.
Casual cards do not contain personal information about the cardholder and are treated as cash. If a card is lost, funds cannot be reimbursed.
PART 2: Terms and conditions for Deakin Card stored-value use
2.1 Nature of Deakin Card stored-value account
A cardholder's Deakin Card acts as a stored-value account. It is not a credit card. No negative balances, cash withdrawals or cash advances are permitted. The University accepts and holds prepaid funds and applies these funds to purchases of goods and services made with a Deakin Card on Deakin University campuses.
A student's Deakin Card has an expiry date as shown on the front of the card. Once the card has expired it becomes inactive. If the cardholder remains a student of Deakin University, they will be sent a replacement card from Deakin Central. Any balance remaining on the expired card will be transferred to the new card. If the cardholder is no longer studying at Deakin and has funds remaining on their card, they are entitled to a refund as explained in clause 2.7 of this document.
Additional information about the uses of Deakin Card accounts, benefits and these terms and conditions are listed on the Deakin Card website www.deakin.edu.au/deakincard.
2.2 Liability for all financial transactions, including unauthorised transactions
The cardholder is responsible for all financial activity generated by the use of his or her card, and agrees to pay for that activity. Please be aware that the value on a Deakin Card is considered to be cash. If a cardholder's Deakin Card is lost or stolen, they must report to the Deakin Card Office on 1800 450 503. There is a 24-hour message recording facility for all reports that are made outside the business hours of the Deakin Card Office. Alternatively the cardholder may deactivate their card themselves. For more details on the procedures for deactivating a Deakin Card see Clause 2.8.
The cardholder is responsible for all transactions up until the time a stolen card report is received and recorded by the Deakin Card Office, or until they deactivate their card. In the event of a dispute, the cardholder is responsible for providing evidence to support any claim.
2.3 Dispute resolution procedure
If a cardholder believes their account has been charged in error or has any other dispute about their Deakin Card, the cardholder must contact the Deakin Card Office and provide details of the dispute or error.
The Deakin Card Office will investigate the disputed charges according to Deakin Card's Dispute Resolution (DR) procedures. The DR procedures are available on the Deakin Card website www.deakin.edu.au/deakincard.
In order to investigate disputed charges, the cardholder must provide the Deakin Card Office with the following information: name, student/staff card number, location of transaction, date and time of transaction and contact details (email address and/or phone number).
The Deakin Card Office agrees to make every effort to notify the cardholder of the outcome of its investigation within 10 business days from the date the disputed charge(s) are reported. If it is determined that an error has occurred, the cardholder's account will be re-credited.
2.4 Availability of periodic statements
Cardholders can obtain an electronic record of their Deakin Card account transactions on the internet at www.deakin.edu.au/deakincard by clicking on 'transaction history'.
The Deakin Card Office administers all Deakin Card accounts. The Deakin Card Office may collect personal information from cardholder's for the efficient management of these accounts. Personal information collected from cardholder's will be handled in accordance with the National Privacy Principles and Deakin University's Privacy Policy that is available at www.deakin.edu.au/disclaimer/index.php#privacy.
All information collected is stored in secure databases and accessed only by authorised Deakin University staff in undertaking their normal duties. Personal information about a cardholder, account balances and transaction records are available at the Deakin Card Office, and will be disclosed to the cardholder on request and with presentation of proper identification.
The Deakin Card Office reserves the right to limit a transaction record to the 3-month period immediately preceding the request.
2.5 Account balance and receipts
The maximum credit value that a cardholder may store on a Deakin Card is $1,000.
The cardholder's account balance can be viewed at all point of sale terminals and most other machines accepting the Deakin Card for transactions. The cardholder acknowledges and agrees that no interest or other earnings will be paid to the cardholder or credited by Deakin University to his or her stored-value Deakin Card account.
2.6 Fees
a. Deakin Card enrolment and establishment fees
The Deakin Card is free for current students and staff of Deakin University and MIBT students. Students are issued a Deakin Card when they first enrol with the University (or MIBT) and are given automatic and free access to the Deakin Card system.
Other people can purchase a casual card from a reload station on campus. For casual cardholders an establishment fee of $2.00 is charged as part of the $5.00 minimum initial payment.
b. Replacement card fees
Damaged cards or cards printed with errors may be exchanged at no cost by Deakin University students and staff, and MIBT students only.
For lost / stolen Deakin University student and staff cards, a fee of $20.00 will be charged unless a police report is provided.
This does not apply to casual cardholders.
c. Miscellaneous fees
Other than the fees outlined above, Deakin University will not charge any fee to the cardholder for the use of a Deakin Card.
2.7 Refunds
A student cardholder may apply, in person or in writing, for a refund at the end of the calendar year, at the end of the semester in which the student graduates, or at any other time during the semester if the student officially withdraws from enrolment at Deakin University. Such refunds attract no fees.
Student cardholders making a request at any time other than the end of an academic year may be required to produce documentation of their graduation. If the students request that a refund be mailed to him or her, the Deakin Card Office will issue a cheque made payable to the cardholder. For a request made in person, the Deakin Card office reserves the right to refund the account balance either by cheque made payable to and mailed to the cardholder or by cash.
Where a staff cardholder leaves the University they must make an application for a refund within 30 days of the end of their employment. This request must be made in person to the Deakin Card Office during normal business hours. There is no fee attached to such refunds.
If staff members request that a refund be mailed to them, the Deakin Card Office will issue a cheque made payable to the cardholder. For a request made in person, the Deakin Card Office reserves the right to refund the account balance either by cheque made payable to and mailed to the cardholder or by cash.
The Deakin Card refund policy does not apply to casual cardholders.
Unclaimed card balances
Any unclaimed balance on an expired Deakin Card will be retained for a period of not more than six years. It will then be dealt with in accordance with the requirements of the Unclaimed Monies Act 1962.
2.8 Lost, stolen or misplaced cards
Cardholders are responsible for immediately reporting a lost, stolen or misplaced card to the Deakin Card office on 1800 450 503 during business hours. They can deactivate the card themselves on the Deakin Card website by going to www.deakin.edu.au/deakincard, clicking on the link 'Report a lost/stolen card' and following the instructions.
If a Deakin Card is lost or stolen, the cardholder is responsible for all transactions up until the time a stolen card report is received and acknowledged by the Deakin Card office or the Deakin Card is deactivated via the Deakin website.
To receive a replacement card, cardholders must contact Deakin Central on 03 9244 6333. A replacement fee may be charged for lost, stolen or misplaced cards, as outlined in clause 2.6. When a replacement card has been issued, the cardholder is required to contact the Deakin Card office (during business hours) to reactivate their card.
2.9 Changes to terms and conditions
Future changes to terms and conditions regulating use of this card will apply to all Deakin Cards in circulation and in 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 these terms and conditions at its discretion and will provide details of changes 30 days prior to the implementation of the changes.
Notification of changes to the terms and conditions will be made to all cardholders via the Deakin University staff and student portals and also on the Deakin Card website www.deakin.edu.au/deakincard.
2.10 Acceptance of terms and conditions
By loading value to their Deakin Card or the purchase of a casual card for future use, the cardholder agrees to these terms and conditions for use of the Deakin Card.
2.11 Contact details
Deakin Card is issued by Deakin University. Deakin Card Office and Deakin Central are administrative units of Deakin University.
Deakin Card Office
221 Burwood Highway
Burwood VIC
Phone 1800 450 503
Deakin Central
221 Burwood Highway
Burwood VIC
Phone 03 9244 6333
2.12 Expiry dates
Student Deakin Cards
Student Deakin Cards have an expiry date which is shown on the front of the card. The card will be deactivated after this date. A cardholder who is still a student at the date of expiry, will be entitled to receive a replacement card from the Division of Student Administration, and any remaining balance will be transferred to the new card automatically. A cardholder who is no longer a student is not entitled to receive a replacement card, but may request a refund of any outstanding balance, in accordance with section 2.7.
Staff Deakin Cards
Staff Deakin Cards do not show an expiry date and will remain active as long as the cardholder remains a staff member at Deakin University. The account will be deactivated when the staff member ceases to be employed at Deakin University. The Cardholder is entitled to seek refund of any outstanding balance in accordance with section 2.7.
Casual Cards
Casual cards do not show an expiry date. The card will remain active as long as there has been activity on the card in the preceding 12 months. Any casual cards which have not been used for 12 months will be inactivated and will be considered as expired. Casual cardholders will not be entitled to receive a refund, although their account may be reactivated if they contact the Deakin Card office and show evidence of use of the casual card within the preceding 7 years.
