Policies & Procedures
In an effort to obtain our goal of developing, updating, and effectively implementing safe, secure,
efficient and consistent business practices and policies to better serve our campus community,
the following EmoryCard Services policy changes and/or updates have occurred:
Existing Policy Changes/Updates:
Effective January 2, 2014:
1. On-campus vs. Off-campus
For clarification purposes and for all future EmoryCard Services business decisions, EmoryCard Services has defined on-campus vs. off-campus as it relates to its operations and Card Transaction System locations. The on- and off-campus determination shall be determined by EmoryCard Services and is based on the unit's designed and implemented business model. No other entity shall determine the classification for business conducted for or on behalf of EmoryCard Services. The classification of on- and off-campus is made solely for the purpose of enhanced, efficient, and effective business decisions made by EmoryCard Services, its partners, and for patron clarification. Definitions are as follows:
"Off-campus": special project, partial project, or merchant location is considered to be on-campus if the activity is conducted at a location on Emory University's academic lands and/or within an Emory University facility. On-campus locations include space in buildings owned by the University at its main campus as well as all satellite campuses, and, in many instances, space in buildings leased by some entity of the University. On-campus projects and/or locations can accept only EmoryCard - Eagle Dollars; except for on-campus Dining Services locations, which can accept both Eagle Dollars and Dooley Dining Dollars. On-campus locations are subject to any associated fees and/or commission rates defined by EmoryCard Services.
"Off-campus": A special project, partial project, or merchant location is considered to be off-campus if the activity is conducted at a location other than Emory University's academic lands and/or not within an Emory University facility. Off-campus locations include space that the University does not own AND is outside the gates of the University campus(es); i.e. any merchant within Emory Village, Emory Point. Off-campus projects and/or locations can only accept EmoryCard - Eagle Dollars; Dooley Dining dollars cannot be accepted at any off-campus location. Off-campus locations are subject to any associated fees and/or commission rates defined by EmoryCard Services.
2. EmoryCard Services Contract Clause
NOTE: The following EmoryCard Services policy clause will be included in all contracts signed by Emory University authorized signatories and/or approved designees conducting business on behalf of an Emory University on-campus entity.
Upon entry into an on-campus, 3rd party contract/merchant agreement by any Emory University entity and/or its affiliates, the on-campus merchant is required to accept the EmoryCard - Eagle Dollars account as a method of payment at each location and is, hereby, subject to any associated fees and/or commission rates associated with the specified method of payment.
Furthermore, any and all, on-campus vending and laundry machines are required to accept the EmoryCard - Eagle Dollars account as a method of payment and is, hereby, subject to any associated fees and/or commission rates associated with the specified method of payment. Dooley Dining Dollars and Credit/Debit Cards are NOT accepted in vending or laundry machines.
EmoryCard Services is the authoritative source of the EmoryCard Transaction System; all system requirements, specified system data elements, and its associated system equipment to include software and hardware. EmoryCard Services is to be informed of any new or changed on-campus agreement within 48 hours (2 business days) of the signed and dated contract for planning, configuration, and implementation scheduling. Under no circumstances, are EmoryCard transaction readers and/or other equipment items to be removed by anyone other than an EmoryCard Services Technician. Failure to comply with this policy may result in associated replacement and/or damage costs.
3. Sales and/or Commission Payments to On-Campus Merchants
For consistency and in compliance of Emory University accounting business practices, EmoryCard Services will pay the Emory contracted vendor directly for all 3rd party contracted vendors. EmoryCard Services will not pay 3rd party contracted vendors directly as those contracts are not directly contracted through Emory University, and, as such, is the responsibility of the Emory contracted vendor to work out the 3rd party vendor payment terms.
Effective March 3, 2014:
4. EmoryCard Services will require ALL individuals to show a valid, government-issued photo ID card to obtain a new or replacement EmoryCard.
Acceptable forms of identification include; a valid driver's license/permit, a US Active Duty/Retiree/Reservist Military ID card, or a passport from any country. Expired photo IDs are not acceptable.
If you do not have a valid, government-issued ID upon arrival to EmoryCard Services, an Emory ID Card cannot be issued.
5. EmoryCard Services will no longer pre-print and/or mail Emory ID Cards. For the security and protection of our patrons from possible identity theft, an individual is required to pick-up his/her own ID card in the EmoryCard Services office during normal business hours; M-F, 8:30a-4:30p. An individual must present a valid, government issued photo ID in order to receive a new EmoryCard.
*NOTE: For new, incoming students, card distribution is handled by each school based on its orientation schedule with the exception of Emory College which Housing will distribute ID cards at the time of student move-in. Each school and Housing has appointed an EmoryCard Services liaison who is responsible for distributing Emory ID Cards to students following the aforementioned EmoryCard Services policy.
6. EmoryCard Services will no longer allow a re-activationÂ of an old Emory ID Card. Once a new EmoryCard is made, previous cards cannot be re-activated nor will a fee be refunded.
A lost, stolen, or unauthorized EmoryCard must be reported immediately online at https://www.onecard.emory.edu/1card/; in person at the EmoryCard Services office; or by telephone at (404) 727-6095. A charge of $30.00 will be imposed for all replacement cards. Please return all found EmoryCards to EmoryCard Services.
For your identification protection, students and employees who report a lost or stolen EmoryCard will be required to purchase an EmoryCard replacement ID and a new photo will be taken at that time.
7. Due to campus safety and security, all individuals requiring an official Emory ID Card, will be issued a multi-technology proximity card. This includes all new currently enrolled students and active University employees and affiliates. Non-proximity cards will no longer be issued.
Effective September 1, 2014, the cost of the Card will be $25/card for all first time, official Emory ID Cards. For new employees and/or affiliates, the Card can either be purchased using a smartkey provided during the Pre-Start hiring phase or the individual can pay at the time of card pick up. A smartkey will not be charged until the Card is picked up.
*NOTE: With recent campus-wide security projects either completed or on the horizon as well as the need for consistency in practice and policy, the security standards that were approved and put forth by Emory University in 2008 in regards to a standard security system and secure cardstock are being re-enforced. Unfortunately, due to the economic downturn in 2008-10, enforcement of the campus-wide standards was not implemented in its entirety.
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