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Terms and Conditions

The Longwood University ID card, known as the LancerCard, is the official photo identification card of Longwood University and must be carried by cardholders at all times. All cards are photo cards with a magnetic stripe on the back and contain a computer chip embedded in the card. Under FERPA guidelines, photo ID's may be shared within the University for Administrative purposes.

1. ID CARD

Presentation of the University ID card may be required to access University services, such as meal plans, printing in the labs, library services, admission to events, and building access. Access to University facilities or cardholder's account(s) may be denied if your account is suspended by the University for administrative reasons, you deactivate your card, or if your card is damaged in any way (ie: magnetic stripe will not scan, photo is not clear, prox chip does not work). Building access may be denied if the computer chip in your card malfunctions or your card is cracked or broken. Do not punch a hole in your ID card or you will compromise the wiring embedded in the card.

The card is the property of Longwood University and is non-transferable. Only the cardholder may present the ID card for purchases and other privileges. ID cards will be confiscated if presented by someone other than the cardholder or if the card is involved in inappropriate or illegal use. Fraudulent use of the card will result in disciplinary action. If your card has been compromised and used fraudulently, contact the LancerCard Center immediately.

2. LOST, STOLEN, OR DAMAGED CARDS

You are responsible for reporting a lost, stolen or misplaced ID card immediately to prevent misuse of the card. You can deactivate the card immediately online by access the Manage Account Online link. You can also contact the LancerCard Center located in room G22 in Lancaster Hall or call 434-395-2715 during normal business hours. After hours, you can contact Campus Police at 434-395-2091. Longwood University and/or the LancerCard Center are not responsible for the misuse of any funds until the card has been reported lost.

The replacement fee for a lost, stolen, or damaged card is $15. Only the latest card printed is valid, no exceptions. Replacement of a card when there is a change in the cardholder status or name is $5; however, the old card must be presented in exchange. The filing of a police report does not waive the replacement fee of a stolen ID card.

Immediately notify the LancerCard Center if your transaction history discloses unauthorized transfers. If you do not notify the LancerCard Center within thirty (30) days after the transfer was posted, you may be unable to recover the loss of funds - if timely notification could have prevented the loss. The time limit for reporting unauthorized electronic fund transfers may be extended in the event of extenuating circumstances such as travel or hospitalization.

Loaner Cards

If you lose your Lancer Card during normal business hours, Monday through Friday 8:30am to 5:00pm, you will need to get a replacement card.  If you lose your card after hours or on weekends, you can be issued a loaner card to provide door access for up to 72 hours.  Loaner cards are distributed through the Campus Police Department located in the basement of Dorrill Dining Hall.

You may show your loaner card, with an additional photo ID, to enter the D Hall on weekends if you have a meal plan.  You will be asked to sign in and your meals eaten will be deducted from your meal plan on the next business day.  If you do not have a meal plan, or have no meals remaining, you will be required to pay cash at the door.

Please note that any abuse of this policy is considered an honor code violation.

3. LANCER CA$H - A FLEXIBLE SPENDING ACCOUNT

The Lancer CA$H account is an online, prepaid debit account that may be used to pay for purchases at participating on- and off-campus locations. All Lancer CA$H account financial activities are administered by the LancerCard Center located in room G22 Lancaster hall. If you have a valid LancerCard from Longwood University, then you already have an account. The Lancer CA$H account can be activated by making an initial deposit into the account.

How it works

Upon the initial deposit, the LancerCard Center will establish an electronic balance in your name. All sale transactions are debited from your Lancer CA$H account and you are responsible for observing the debit transaction at the point of sale as well as the current balance. There are no fees to establish or use the account. No interest shall be paid on any balance in the account. Active accounts with a positive balance will remain open and will carry forward from semester-to-semester and year-to-year as long as there is activity on the account. Each individual is responsible for managing his/her account. A Lancer CA$H account is like cash - it must be protected.

Deposits

Deposits into your Lancer CA$H account can be made at the following locations.

  • LancerCard Office located in room G22 Lancaster Hall. (Cash, personal checks, money orders, traveler's checks, MasterCard and Visa)
  • Online through the Manage Account Online link. (MasterCard and Visa only)
  • The Add Value station located in Lankford Hall. (Cash only)

Checks must be payable to Longwood University. Cardholders who elect to deposit funds into a Lancer CA$H account are bound by the terms and conditions disclosed herein. The Lancer CA$H account will be administered by the LancerCard Office located in room G22 in Lancaster Hall.

Information about the cardholder's account will be disclosed to third parties only for the following reasons: (1) in order to complete a transaction; (2) in order to comply with court orders or other applicable laws; or (3) with the cardholder's written permission.

Security

The LancerCard must be presented at the time of purchase and shall be the only means of accessing the participant's account. If a lost or stolen card is deactivated as outlined above, the balance is protected and may be transferred to a new ID card. A merchant may request additional identification to guarantee that only the participant uses the account. The account holder may be required to sign a receipt for goods or services.

Documentation of Transfers/Cardholder History/Statement

Account holders may receive and may request a receipt at the time a purchase is made from any card reader operated by a cashier. Understand that account holders will not receive a receipt from a card reader attached to a vending or laundry machine, a photocopier or at on-campus dining facilities. However, the account holder's current balance and ninety (90) days of transaction history is available online at www.longwood.edu/lancercard. The account holder agrees to verify the history of deposits and transactions on a continuous basis. A printed copy of the account holder's transaction history may also be requested at the LancerCard office located in room G22 in Lancaster Hall.

Spending Limits

To minimize potential loss to the participant, unattended locations/applications such as vending, laundry, and photocopiers, may impose a daily spending limit. Except as outlined above for unattended devices, there is no daily limit on the number of transactions or their dollar total, up to the available balance.

Refund Policy

The account holder agrees and understands that there will be no cash withdrawals or refunds from active Lancer CA$H accounts. Cash refunds will not be issued for returned merchandise purchased with Lancer CA$H. Lancer CA$H accounts will be credited for the amount of the return. Merchandise must be returned to the location where goods or services were purchased and returns are subject to the return policy of the merchant. Lancer CA$H accounts are not intended to simulate a checking or savings account, and therefore, requests for refunds will only be granted to students upon graduation or withdrawal from the University. Faculty and staff may obtain refunds upon request at any time.

There will be a 10% Administrative Fee (not to exceed $25) for issuing a refund. No refunds will be issued for account balances less than $5. In addition, all University debts must be satisfied prior to a refund being processed and refunds will be paid by check and sent to the permanent address on record with Longwood University. Please allow 4-6 weeks to receive your refund check. You may request a refund upon graduation, withdrawal from the University or termination of employment. All refunds must be requested. The LancerCard Center does not automatically refund any accounts.

Inactive Accounts

If there have been no transactions for one year (365 days) and you have not notified the LancerCard Center in writing that you would like a refund, then your account will be closed and the account balance will become property of Longwood University.

Insufficient Funds

Your Lancer CA$H transactions will be verified prior to the completion of a transaction. In the rare event a transaction cannot be verified due to a systems problem and a purchase occurs with insufficient funds in the Lancer CA$H account, the account will reflect a negative balance. The owed funds will automatically be deducted from the next deposit. Should the account be closed with a negative account balance, the balance will be billed directly to the participant. Should a deposit to the account be returned for insufficient funds, the LancerCard Center may deduct the deposit, and any associated fees from the Lancer CA$H account. If there is no available balance, then the University will send your account to collections and you will not be permitted to continue doing business with the University until the debt is collected.

Liability for Failure to Make Transfers

If the University does not properly complete a transfer to or from an account holder's account, the University will not be liable for such failure, if:

  1. Through no fault of the University, the account has insufficient funds;
  2. Circumstances beyond the control of the University prevent the transfer, including but not limited to fire; flood or other catastrophe; legal acts of public authorities; strikes; riots; failure of communications or power supply or mechanical difficulties with the equipment which could not be reasonably foreseen or provided against;
  3. The account has been suspended to prevent unauthorized use;
  4. There may be other exceptions.

Errors/Disputes

It is important that the account holder review the account history available online on a continuous basis. If there is any questionable transaction, refer to steps 1-4 below. Errors on receipts should be addressed with the business of origin. If the account holder is unable to resolve the dispute with the merchant, refer to steps 1-4 below.

  • 1. Discrepancies must be reported to the LancerCard Office no later than thirty (30) days after the discrepancy appears. If an account holder makes an oral request, it must be followed by a written notification within ten (10) business days. If the LancerCard Office is not notified within thirty (30) days of the discrepancy, the participant may be liable for any error or erroneous charges.
  • 2. The following items must be provided when discrepancies are reported: (1) account holder name and Longwood ID number, (2) description of the transaction in question and a clear explanation of the discrepancy, and (3) dollar amount of the transaction.
  • 3. The LancerCard Center will investigate the discrepancy. The result of the investigation will be made available within ten (10) business days of notification; however, if needed... the University may take up to forty-five (45) days to conduct the investigation in which event the account will be provisionally credited.
  • 4. The LancerCard Office will correct any error within 24 hours of determination and the account holder will be notified. If no error is found, a written explanation will be provided within three (3) business days after the close of the investigation. In the event there was no error and the account was provisionally credited, the University may charge the account holder for the amount of any provisional credit previously provided.

Changes in Terms and Conditions

The University will mail, email or deliver a written notice at least twenty-one (21) days before the effective date of any change in terms or conditions if the change would result in increased charges or increased liability for the account holder. Prior notice need not be given where an immediate change in terms or conditions is necessary to maintain or restore the security of an electronic transfer system or account. However, if a change is to be made permanent, the University will provide written notice of the change to the account holder within thirty (30) days, unless such disclosure would jeopardize the security of the system or account.

4. THE CAMPUS MEAL PLAN

The Campus Meal Plan is an online, prepaid debit account used to dine at on-campus dining facilities. Students in on-campus residence halls are required to purchase the Campus Meal Plan with their housing contract. Off-campus students may elect to participate in the Campus Meal Plan. The Campus Meal Plan participants must abide by the terms and conditions set forth in the contract. Additional information can be found online at www.longwood.edu/rcl and click on Housing and Meal Plan. On-campus food transactions will debit the Campus Meal Plan account first. If funds are insufficient to cover the cost of the transaction, the Lancer CA$H account will be debited for the balance of the purchase.