University College Cork
– National University of Ireland, Cork
Smartcard Policy
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Document Location:
Revision History:
Date of this revision: 05.05.2014
Date of next review:
Draft Version:
Draft Version
1
Revision Date
17.10.2013
Review details
Draft reviewed and to be redrafted with updates
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11.02.2014
3
4
21.02.2014
13.03.2014
5
03.04.2014
6
03.04.2014
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03.04.2014
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05.05.2014
Revisions made based on feedback from Michael Farrell and
Gerard Cully.
Document to be presented to UMTO
The Document was endorsed by UMTO. It was agreed that the
Student debtor policy should be integrated into the overall
offering.
The Student debtor policy was integrated into the Smartcard
Policy.
Áras na Mac Léinn’s automatic integration with the Smartcard
Project has been removed – Cardholders will confirm Áras
Loyalty inclusion themselves. Reference to automatic integration
has been removed.
Inclusion of the Additional Smartcard Service in the Appendix
on page 10.
Inclusion of unblocking Smartcard information – under Lost.
Stolen or damaged cards – page 6.
Approval:
Name
Date
Title
Project Steering Group
Michael Farrell
Terry Brennan
Gerard Cully
Jerry Buckley
Claire Crowley
Rosemarie Lucey
Cormac Mac Sweeney
Paul O’ Donovan
Corporate Secretary
General Manager, Student Facilities & Services UCC Ltd
Director of IT Services
Head of Enterprise Applications
IT Analyst – Enterprise Applications
Smartcard Co-Ordinator, Student Facilities & Services UCC Ltd.
Acting head of Management Accounting
Academic Secretary
UMTO
University Management Team (Operations)
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TABLE OF CONTENTS:
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
12.
13.
14.
15.
16.
PURPOSE…………………………………………………………………….. 4
CARDHOLDER……………………………………………………………….4
SCOPE………………………………………………………………………... 4
UCC CARD SERVICES………………………………………………………4
USE OF UCC CARDS FOR SMARTCARD SERVICES…………………… 5
LOST, STOLEN OR DAMAGED CARDS………………………………….. 6
CARDHOLDER HISTORY OR BALANCE………………………………… 6
REFUND POLICY AND INACTIVE CARD PERIOD……………………... 6
STUDENT DEBTOR POLICY……………………………………………….7
INSUFFICIENT FUNDS……………………………………………………... 7
ERRORS/QUERIES………………………………………………………….. 7
ÁRAS NA MAC LÉINN LOYALTY………………………………………... 8
UCC SMARTCARD OFFICE………………………………………………... 8
ROLES AND RESPONSIBILITIES…………………………………............. 9
PROJECT STEERING COMMITTEE………………………………………10
PROJECT STAKEHOLDERS……………………………………………….10
APPENDIX......................................................................................................11
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1. Purpose
Smartcard services will be officially launched to the UCC Campus on 8th September 2014. The
purpose of this policy is to establish acceptance usage guidelines which will be in place for the
Smartcard once the service is launched. The content of the policy will be used additionally to inform
UCC Cardholders of the service provided by the Smartcard Office.
2. Cardholder:
Cardholders include Staff, Students, Alumni, Contractors, Visitors and others. (See Appendix).
3. Scope
This policy applies to all Cardholders within the UCC Community and governs the use of all UCC
Cards specifically relating to the Smartcard Services which will be introduced in 2014 and thereafter.
4. UCC Card Services:
Available to Students and Staff:
1) Personal ID.
2) Access card (Dependant on access rights)
New Smartcard services which will be introduced to Students and Staff where relevant:
1) Student copying/printing – Live date (09/06/2014)
(Staff copy/print to be followed shortly after)
2) Cashless payment at restaurants, shops, cafés and bars on campus in addition to cashless
vending.
3) Web Portal top-up through the UCC Smartcard Website linked to the UCC Website in
addition to the Guest machine located in Áras na Mac Léinn and the Multibank Top-up
facility in the Boole Library.
4) Áras na Mac Léinn Loyalty upon consent of cardholder.(More information below)
Smartcard services available to Visitors from September 2014:
1) Cashless payments in all restaurants, shops, cafés, and bars across campus.
2) Cashless payments at all vending on Campus.
3) Guest machine top-up facility located in Áras na Mac Léinn.
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Card services already available to UCC Library card Users are:
1) Access card to the UCC Library.
2) Library services (relevant to UCC Library card type issued)
Smartcard Services already available Contractors are:
1) Access card. (Dependant on access rights)
Smartcard services available for UCC Library cards and Contractors (When established):
1) Cashless payments in all restaurants, shops, cafés, and bars across campus.
2) Cashless payments at all vending on Campus.
3) Guest machine top-up facility located in Áras na Mac Léinn.
Smartcard Services to follow:
1) Visitor printing.
2) Visitor parking.
3) UCC Library Fine Payments.
Additional services will be announced once confirmed.
5. Use of UCC Cards for Smartcard Services.
Instructions on how to enable existing Student and Staff cards for Smartcard services will be provided
at the ‘Tap & Go’ areas on Campus. These areas in addition to ‘top-up’ information will be detailed
on the UCC Smartcard website www.ucc.ie/smartcard . Once the Staff or Student card is enabled at
the ‘Tap & Go’ facilities on campus it can be used at any of the Smartcard outlets on Campus.
UCC Student and Staff ID cards will hold the same functions at present in addition to the new
Smartcard services. Presentation of the card will be required for UCC library services and building
access. Access to University facilities may be denied if your account is suspended by the University
for Administrative reasons, if your account is deactivated or if your card is damaged.
The UCC card is the property of University College Cork and is non-transferable. It may be
confiscated if the card is used inappropriately or illegally. Any fraudulent use of the UCC Card may
result in disciplinary action. More information on disciplinary procedures can be found at:
Staff: Principal Statute, Section F:
http://ocla.ucc.ie/statutes/Principal/PrincipalStatuteafterAS1andAS2.pdf
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Student Rules:
http://www.ucc.ie/en/buslaw/currentstudents/rules/
Generally smartcard services will not be interrupted on those cards where access is denied. However,
if access is denied to the UCC library, the smartcard print/copy services available within the UCC
library cannot be used.
6. Lost, stolen or damaged Cards:
In the event of a UCC Card being lost or stolen the Smartcard Service must be deactivated
immediately. This can be carried out on the online Smartcard web portal, which is linked to the
Smartcard website where the card can be blocked/‘hotlisted’
Alternatively, Cardholders can call to the Smartcard Office located beside the Information desk in
Áras na Mac Léinn. In order to prevent unauthorised use and charges, the onus is on the Cardholder to
deactivate the Smartcard services by reporting the card lost or stolen.
The card can only be replaced by the relevant Staff and Student. If a lost or stolen card is deactivated,
the balance is protected and can then be transferred to a new card at a cost of €20 to the Cardholder.
New Staff and Student ID cards can be printed in the Human Resources Office and the Student
Records and Examinations Office respectively.
If a Cardholder relocates their lost card, it can then be unblocked it in the Smartcard Office. A fee of
€5 is applicable.
7. Cardholder history or balance:
A Cardholder’s card balance may be seen at some select point of sale locations around the UCC
Campus. The Cardholders will not receive a receipt from a card reader attached to a point of sale,
vending machine or a photocopier/printer. The account holders can access the current balance and
transaction history online by logging onto their online Web top-up account through the UCC
Smartcard website at www.ucc.ie/smartcard
Card Balances can be viewed at the Guest machine/Multibank Top-up in addition to balance checkers
located in Áras na Mac Léinn and the Boole Library.
8. Refund Policy and Inactive Card period:
Cardholders agree and understand, though participating in the Smartcard Scheme that there will be no
cash withdrawals or cash refunds from their UCC Card for Smartcard services.
Cash refunds will not be permitted for returned goods purchased with the UCC Card. The account will
be credited for the amount of the returned goods where applicable. Items purchased with the UCC
Card must be returned to the location where they were purchased and are subject to the returns policy
of the merchant.
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In the event of a Student leaving the University, there will be no cash refunds from their card.
Cardholders can transfer their remaining balance to another registered Student. This can be carried out
at the Smartcard Office.
If no transactions have been carried out on a card for a period of 24 months, it is envisaged that the
monetary balance left on these inactive cards will be recycled into Student Services (e.g Benefaction
fund) after a handling fee deduction yet to be established.
9. Student Debtors Policy:
There is a Student Debtors Policy in place within University College Cork. Fees must be paid by the
appointed dates. Failure to do so will result in smartcard services being suspended. Smartcard services
will be reinstated when such fees are paid. For more information on UCC’s Student Debtor Policy –
select the link below:
http://www.ucc.ie/en/financeoffice/fees/student-debtor-policy/
10. Insufficient Funds:
The Cardholders will not be able to have a ‘negative’ balance on their card therefore, it is essential
that they check their balance ensuring there is a sufficient amount to complete the transactions. Some
outlets on Campus will be able to accommodate a Smartcard and cash transaction however; this will
not be the case for all so it’s essential the Cardholder ensures sufficient funds are available.
11. Errors/Queries:
It is essential that the Cardholder reviews the account history through their online web portal account
on a regular basis. Errors on receipts at the time of purchase should be addressed with the business in
question. If the Cardholder is unable to resolve the query with the merchant the following should take
place:
1) The error should be reported to the UCC Smartcard Office no later than 30 days after the error
has appeared. If the office is not notified within these 30 days, the Cardholder will be liable
for the error or discrepancy.
2) At the time of reporting a discrepancy, the Cardholder must provide the following:
a) The Student/Staff UCC ID card.
b) A detailed description of the discrepancy in question.
c) The monetary amount of the transaction.
3) After the Smartcard office will investigate the discrepancy, the result of which will be
informed to the cardholder within 10 business days.
4) The Smartcard office will correct any error within 24 hours of the decision being made on the
discrepancy. If no discrepancy was found, a written explanation will be documented to the
Cardholder informing them of this.
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12. Áras na Mac Léinn Loyalty:
Áras na Mac léinn Loyalty can be integrated on UCC ID Cards. Existing registered Áras cardholders
and potential Áras na Mac Léinn Loyalty customers will be contacted and informed retrospectively on
the procedures to integrate this service. Áras loyalty integration will be introduced during August
2014.
13. The UCC Smartcard Office
It is envisaged that the UCC Smartcard Office, which will be located in Áras na Mac Léinn, will be
available to all Cardholders 16 hours a day. Relief staff will be available outside of business hours
(8a.m to 5p.m)
The UCC Smartcard Office will be the main point of contact for all Stakeholders if there are queries
in relation to reports, lodgement and device errors/malfunctions if they so arise.
There will be a F.A.Q section available on the UCC Smartcard website for any initial card queries.
The e-mail address for UCC Smartcard website will be www.ucc.ie/smartcard .
If this section does not deal with a query sufficiently, the Smartcard office staff will be available to
attend to theses queries within the allotted business hours.
If the query is of a Bursary/Student Record/Human Resources or other department the Smartcard
Office staff will redirect the Student or Staff member to the relevant section.
Terms and conditions for the use of the UCC Smartcard services will be documented on the UCC
Smartcard website. In addition to the terms and conditions documented on the online web portal
where both Student and Staff can access and manage their accounts.
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14. Roles and responsibilities
Student Facilities and Services (UCC) Ltd (SFS):
Student Facilities and Services (UCC) Ltd is the management company for the Smartcard Office.
Responsilbilies:


Reports to the Board of Directors for Student Facilities and Services UCC Ltd who in turn
reports to the University Management Team (Operations) UMTO.
Oversees the management of the Smartcard Office.
Smartcard Office Manager:








Reports to the management of Student Facilities and Services UCC Ltd.
Provides financial information to the Board of Directors for Student Facilities and Services
UCC Ltd.
Management of daily Smartcard office procedures.
First point of contact for all Stakeholders.
Provides general support for UCC Card related queries to the UCC Community.
Point of contact for hardware malfunctions or additions.
Promotion and marketing of the Smartcard services.
Manages additional services and seeks additional potential revenues.
IT Services:
Responsibilities:



Technical development & deployment of all the Smartcard Project applications and hardware.
Provides a support console for the Smartcard Office.
Point of contact with the Smartcard Office for future additions.
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15. Project Steering Committee:
Name
Title
Michael Farrell
Terry Brennan
Gerard Cully
Jerry Buckley
Claire Crowley
Rosemarie Lucey
Cormac Mac Sweeney
Paul O’ Donovan
Corporate Secretary
General Manager, Student Facilities & Services UCC Ltd
Director of IT Services
Head of Enterprise Applications
IT Analyst – Enterprise Applications
Smartcard Co-Ordinator, Student Facilities & Services UCC Ltd.
Acting head of Management Accounting
Academic Secretary
16. Project Stakeholders:
Stakeholder
Name
Title
Áras na Mac Léínn
Kylemore
UCC Library
UCC Library
Visitor Centre
Coca Cola
Bewleys
John Smiths Bookshop
Buildings & Estates
Human Resources
Human Resources
Registrar’s Office
Student Records and
Examinations
Student Records and
Examinations
Finance Office
Smartcard Office
IT Services
IT Services
Bank of Ireland
Students Union
UCC Cardholders
Terry Brennan
Caroline Jensen
Virginia Conrick
Catherine Sanborn
J.P Quinn
John O’ Leary
Sean O’ Brien
Lisa Power
Stephan Koch
Michael Farrell
Paul Ryan
Paul O’ Donovan
Mary MacDonald
General Manager
Manager
Customer Services Manager
IT Manager
Manager
Vending Area Manager
Vending Area Manager
Manager
Commuter Plan Manager
Corporate Secretary & Director of Human Resources
Employee Relations Manager
Academic Secretary
Student Records & Examinations Officer
Helen O’ Donovan
Records Administrator
Cormac McSweeney
Rosemarie Lucey
Gerard Cully
Jerry Buckley
Marcelle McAuliffe
Padraig Haughney
UCC Student Body
UCC Staff
External Readers
Contractors
Visitors
Acting head of Management Accounting
Smartcard Co-Ordinator & Office Manager.
Director of IT Services
Head of Enterprise Applications
Bank Manager
Students Union President
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Appendix
UCC Cards
Additional Smartcard Services included:
1) Student copying/printing – Live date (09/06/2014)
(Staff copy/print to be followed shortly after)
2) Cashless payment at restaurants, shops, cafés and bars on campus in addition to cashless
vending.
3) Web Portal top-up through the UCC Smartcard Website linked to the UCC Website in
addition to the Guest machine located in Áras na Mac Léinn and the Multibank Top-up
facility in the Boole Library.
4) Áras na Mac Léinn Loyalty (Upon consent of cardholder)
Note: Web Portal Top-up is dependent on access to a central network account.
The encoding of Contractor card will not be included in Phase one of the project.
Confirmation on the roll out of Contractor Smartcard Services confirmed.
The different card types within UCC can be broken down into 4 sections:
These are:
A) Staff ID Cards:
- Permanent (Full-time, Part-time, Academic)
- Temporary (Full-time, Part-time, Occasional, Academic)
B) Student ID Cards:
1) Full time/Part-time
2) Adult and Continuing Education (ACE)
C) UCC Library Cards:
1) Boole Library ID Card (External Reader)
2) Boole Library Card
3) Boole Visitor ID Card
4) Boole Leaving Cert ID Card.
D) Other:
1) Contractor ID Cards (Security, General Contractors, ISS Services)
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A) Staff ID card:
This card is issued to all staff on commencement of employment on the completion and return
of all documentation to the Department of Human Resources.
Both Permanent and Temporary Staff Cards can be obtained through the Human Resources
Office which is located on the Ground Floor, E Block, Food Science Building, UCC.
Access and more information with regard to Card Issuance can be found at the Human
Resources department link:
http://www.ucc.ie/en/hr/new-staff/relocation/arrival/id/
B) Student ID Card:
1) Full/Part-time:
ID cards for First Year students will be issued on completion of registration and
orientation. This ID card will be for the duration of the student's programme of study and
will be validated each year on payment of the relevant fee.
ID cards for ongoing students, which are for the duration of the programme, will be
validated at the start of the new academic year provided that the student registers online
and pays the relevant.
For more information on Student Registration, select the following link:
http://www.ucc.ie/en/registration/
2) Adult and Continuing Education (ACE):
ID card for ACE Students will be obtained upon registration for the ACE programmes.
ACE courses application procedures can be followed through the link at:
http://www.ucc.ie/en/study/ace/how/
C) UCC Library Cards:
1) Boole Library ID Card – External Reader –
An External Reader has access to the Library for Consultation (consulting resources within
the Library) or for Borrowing, depending on the level of service approved.
External Readers may choose to apply for:-
Consultation Card (Reader Only Card)
Borrowers Card
Temporary Access Card
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-
Summer Membership
2) Boole Library Card –
A Boole Library card can be obtained by retired Part time Staff who does not have access to a
Human Resources card.
3) Boole Visitor ID Card –
Individuals wishing to use UCC Library facilities for a brief period may apply for a Day Pass
at the Q Floor Services desk, Boole Library.
Visiting academics and researchers may obtain visitor cards through a UCC departmental
request.
Departments may request library access cards for visiting academics or researchers. Visitors
fill out a Staff Registration Form and present it at the Customer Services desk in the Boole
Library with a letter from the relevant department.
This letter must be on headed paper and include the following information
-
The visitor’s full name.
-
Confirmation that they are working with the department.
The end date of their association with the department.
4) Leaving Cert ID Card –
These can be access through the Library Leaving Cert Programme which Leaving cert
More information on Library ID Cards can be founds through the link:
http://booleweb.ucc.ie/index.php?pageID=27
D) Other:
1) Contractor ID Card –
Contractor cards are issued for the purpose of allowing access to Non-UCC Staff where
required while on the UCC Campus.
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An additional Visitor card is being introduced with the introduction of the Smartcard Project. More
information on this will be provided at www.ucc.ie/smartcard
Note: A more detailed overall Identity Management section will need to be established for UCC
Card types with regard to Cardholders access rights and allocated services.
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