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Darton State College Technology Services Division | ID Card Policies and Procedures

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Darton State College Cavalier Card Policies & Procedures

The Cavalier Card is a multipurpose identification & on-campus cash card. It is an important part of campus life. The card bears a student’s identification number, photograph, bar code, and magnetic stripe. The Cavalier Card is the property of Darton State College and must be in a student’s possession at all times. The use of the Cavalier Card to obtain goods and services from the College is restricted to the individual to whom the card is issued. Any misuse of the Cavalier Card and its accounts will result in de-activation & account closure. Please retain your Cavalier Card upon leaving the College, if you return later without it you will be charged a replacement fee. If your card is lost or damaged you must also pay a replacement fee.

Use of the Cavalier Card

The cardholder agrees that the Cavalier Card is the property of Darton State College and can be confiscated from bearer as a result of inappropriate conduct or abuse. Cavalier Card is subject to all terms, conditions, rules, and regulations.

You must present your Cavalier Card at the time of use in order to obtain services. Your card and related accounts are non-transferable; any misuse or illegal transactions can result in privilege suspension. You are responsible for the usage of your card.

Darton Accounts

The Cavalier Card Cavalier Cash is an account of pre-deposited funds accessed by the cardholder for products and services. Cavalier Cash can be used to make copies in the college library and computer lab. Funds (cash) cannot be withdrawn off the card at any time, except for withdrawal from the college or graduation. (See Closing Accounts, Refunds, Returns)

The cardholder’s Cavalier Cash account will be activated automatically starting with a zero balance. To add funds to the account with cash, students may visit the Value Transfer Station (VTS) located in the Library. The Value Transfer Station accepts cash only in denominations of $1, $5, $10, or $20 and does not give change. Minimal VTS deposits are $1.00.

Deposits can also be made in the Business Office and can take the form of cash, check, Visa, MasterCard, or Money Order. Deposits made in the Business Office are a minimum of $25.00

In the event a cardholder’s Cavalier Card deposit check is returned due to insufficient funds, a service charge of $15.00 or 5% of the check amount, whichever is greater, will be assessed by the Business Office. Upon notification by the Business Office, the cardholder’s Cavalier Card account will be suspended until the returned check and fee have been paid. The Cavalier Card Office complies with the campus policy on returned checks; the second offense results in a permanent cash-only basis.

These funds shall be applied against amounts debited to your Cavalier Card account for goods and services purchased at points-of-sale (POS).  Should a department continue to accept transactions during off-line situations; that department will be responsible for any losses incurred.

The cardholder understands and agrees that the Cavalier Card is not a credit card, nor can it be used to obtain cash or cash advances from the account under any circumstances.

If the cardholder’s Cavalier Card account balance goes below zero as a result of the system or one of its readers being off-line, the cardholder remains responsible for payment of those purchases. In the event of a negative balance, the cardholder will be notified via mail stating the negative amount and the location(s) causing the negative balance. The cardholder will be given 30 days to pay the negative amount. A hold will be placed on the cardholder’s account in BANNER preventing registration and transcript requests.

Merchandise will be accepted for return according to the refund policy in force where the goods and services were purchased. Cash refunds will not be made for returned merchandise that was purchased with the Cavalier Card. A credit will be made to the cardholder’s account.

Closing Accounts, Refunds, Returns

Upon complete withdrawal from the institution, the cardholder may request his/her account be closed. The request must be in writing to the Cavalier Card Office located in the “A” Building Card Office. Only balances greater than $10 will be refunded.

The Cavalier Card Office reserves the right to close any Cavalier Card account that has been inactive for a period of twelve (12) months.

Refunds on closed Cavalier Cash accounts will be made at the full value of the unused balance, except on balances less than $10. Refunds will be mailed to the last known address within 30 days of the closing request. All debts on the cardholder’s Student Account in the Business Office must be satisfied prior to a check being processed for a refund. Any negative Cavalier Card account balances will be charged to the cardholder’s Student Account, or billed directly to the cardholder.


When an employee terminates his/her employment with the institution, the card should be returned to the Vice President for Business and Finance Office. The Vice President for Business and Finance Office will notify the Cavalier Card Office of all employee resignations and terminations and forward cards to the Cavalier Card office for destruction.

Procedures for Lost, Stolen, or Replacement Cards

Report immediately any lost or stolen card, or unauthorized card usage in person to the Cavalier Card Office located in the “A” Building during the business hours of 8:00 A.M. – 5:00 P.M. Monday through Friday. After hours, contact Campus Police at 317-6911; then return to the Cavalier Card Office the following business day to purchase a new card. The cardholder is responsible for all usage of the card prior to proper identification to the Cavalier Card Office.

Darton State College will issue only one active card per individual. If possible, in all circumstances of card replacement, the old card should be turned in to be destroyed. There is a $20.00 first time replacement fee, and $40.00 for all subsequent replacements. NOTE: Cost may be waived if the card failed/deteriorated due to an initial defect (as judged by the Cavalier Card Office personnel). The number of replacement cards issued is based on the count provided by Blackboard, the student ID system.

Error Resolution Procedures

If an error is noticed on a receipt, contact the Cavalier Card Office located in the “A” Building no later than thirty (30) days after the error appears. If the cardholder reports the error verbally at 317-6704, a written confirmation may be required within ten business days addressed to: Technology Services Division, 2400 Gillionville Road, Albany, GA 31707-3098. The cardholder should furnish the following information (a) cardholder ID name (b) cardholder number, (c) a description and dollar amount of the transaction in question, and (d) an explanation of the discrepancy.

The results of the investigation should be available within ten business days of notification. However, if more time is needed, the investigation may take up to forty-five (45) days. If no error is found, a written explanation will be provided within three (3) days after the close of the investigation. Copies of the documents used during the investigation may be requested.

Documentation

It is the cardholder’s responsibility to ensure the receipt is correct and properly handled  as it contains the cardholder’s ID number.

Activity statements can be generated upon the written request of the cardholder. Such requests should be submitted to the Cavalier Card Office.

Disclosure of Accounting Information to Third Parties

Darton State College will disclose account information and/or photos to third parties only:

Darton State College has established that the ID photo image is not directory information without written permission, and, therefore, not readily available.

Effective Date of Agreement

These terms and conditions are effective immediately and remain so until written notification is received. Darton State College shall post a notice at least twenty-one (21) days before effective date, any change in a term or condition if the change would cause increased fees or changes or increase liability for the cardholder. Prior notice need not be given where immediate change in a term and/or condition is necessary to maintain or restore the security of the system or account.

Anyone requiring this document in an alternative format please contact the Cavalier Card Office.

Archiving

Transaction history will be kept “active” on the system for a period of one fiscal year (July 1 through June 30). On July 1, the previous year’s transactions will be archived.

Reporting of Hardware Problems

Report any problems with Value Transfer Station (VTS) and card readers to the Cavalier Card Office.

Responsible Department: Technology Services Division
Content Contact: Andrew Lenard, Dorea Hardy (web representative)
Chief Technology Officer: Mr. Tracy Cosper
The Darton State College web site is maintained by the Technology Services Division.