Policies & Administration

Amendments to these Terms and Conditions

• The University reserves the right to amend these Terms and Conditions at any time without notice to you and without your consent, but we will use reasonable efforts to publish each amendment before such amendment becomes effective. We will ensure that the latest, fully amended version of these Terms and Conditions is published at tcard.utoronto.ca (“Website”). You are responsible for regularly reviewing the Website to obtain timely notice of such amendments. If you continue to use the TCard after the effective date of each amendment, you will be deemed to have accepted such amended version of these Terms and Conditions.

Notice of Collection of Personal Information

• The University of Toronto respects your privacy. Personal information that you provide to the University is collected pursuant to section 2(14) of the University of Toronto Act, 1971. It is collected for the purpose of administering admissions, registration, academic programs, university-related student activities, activities of student societies, safety, financial assistance and awards, graduation and university advancement, and reporting to government.
• In addition, the Ministry of Colleges and Universities has asked that we notify you of the following: The University of Toronto is required to disclose personal information such as Ontario Education Numbers, student characteristics and educational outcomes to the Minister of Colleges and Universities under s. 15 of the Ministry of Training, Colleges and Universities Act, R.S.O. 1990, Chapter M.19, as amended. The ministry collects this data for purposes such as planning, allocating and administering public funding to colleges, universities and other post-secondary educational and training institutions and to conduct research and analysis, including longitudinal studies, and statistical activities conducted by or on behalf of the ministry for purposes that relate to post-secondary education and training. Further information on how the Minister of Colleges and Universities uses this personal information is available on the ministry’s website.
• At all times it will be protected in accordance with the Freedom of Information and Protection of Privacy Act.
  
  If you have questions, please refer to www.utoronto.ca/privacy or contact:
  
  Manager, TCard Services
  214 College Street, Toronto, ON M5T 2Z9
  (416) 946-8047, tcard.office@utoronto.ca.
  

Retention of Photo Records

• Once the student photo has been approved and saved to the student digital record server, any documentation submitted with the photo is deleted from the photo submission server within 24 hours.
• Unapproved photos and associated documentation are deleted from the photo submission server within 5 days.
• Approved student digital photo records are kept on secure University servers and are permanently deleted after three years of no registration activity.
• Students who re-enroll after their photo has been deleted will be required to have their photo retaken.
• Staff/Faculty photos are not stored after the TCard is printed.

Ownership and Use of the TCard

• The TCard, including the photo appearing on the TCard, are the property of the University.
• The TCard is used by University departments, services, staff, faculty/instructors as well as external vendors to identify you as a University community member and to validate your eligibility and access to various services and resources. Access to individual accounts and services is determined by the respective departments. TCard holders shall present their TCard upon request by a University employee, service provider or external vendor where required to verify your identity and status as a University member in order to receive such services and resources.
• The name printed on the card shall be the name recorded by the University for official purposes.
• TCard holders may not use the TCard for any illegal, improper or unlawful purpose.
• The TCard is only valid during active employment; active association with a program designated by the Governing Council as a program of study at the University as defined by the University of Toronto Policy on Association, Admission and Registration; or active association as a Long-Term Guest as determined by the University’s Reader Registration Desk at Robarts Library.
• The TCard is non-transferable.
• Altering, falsifying, misuse, lending or selling a TCard is prohibited, and you may be subject to sanctions, pursuant to the University’s regulations, policies and procedures (including for example, the Code of Student Conduct, the Code of Behaviour on Academic Matters), and may also be subject to civil or criminal proceedings.
• TCard holders are not permitted to have more than one active TCard at any time. Any previously issued TCard will be rendered inactive when a replacement card is created and cannot be reactivated under any circumstances.
• Photos of TCards will not be accepted as a form of ID.

Lost, Stolen, & Replacement Cards

• TCards defective due to normal use are replaced free of charge upon the presentation of the card. Application of stickers, and/or punching of holes (for lanyard, keychain, etc.) on the TCard is strictly prohibited. Assessment of defect will be at the sole discretion of the TCard office. If defect appears intentional, or if the TCard is not surrendered, the replacement fee will apply.
• You are responsible for the safekeeping of your TCard and must not lend or permit others to use your TCard for any purpose. If you suspect the security of your card has been compromised, you must contact the TCard Office immediately.
• If a replacement TCard is required due to damage other than defect, or because the TCard is lost or stolen, then a replacement card fee shall be charged (“Replacement Fee”). No refunds shall be issued for the Replacement Fee if the lost or stolen card is subsequently found. The current Replacement Fee is $20.00 CAD (taxes included).
• If your TCard is lost or stolen, you shall immediately deactivate any accounts associated with the TCard (e.g., TCard+, Library, Meal Plan, etc.) or obtain a replacement card immediately.
• All lost cards shall be returned to the TCard Office. If your TCard is found and returned to the TCard Office, the TCard Office will contact you to notify you the TCard has been found.
• The University shall not be responsible for reimbursing you for funds or services purchased using a lost or stolen TCard that has not been reported lost or stolen. Once a Replacement Card is issued, any previous TCards are permanently deactivated.
• Cardholders must be currently registered/employed and present valid government-issued photo ID to pick up a lost TCard, or to have it replaced.
• If a TCard is found and returned to TCard Services, a notification will be sent to the associated email address, where available, with details on how to retrieve the card. There is no fee to retrieve the lost card. Lost TCards will be held in the TCard offices for no longer than 30 days.
• A new photo will be taken if your previous TCard photo is more than two years old or if there is significant change in your appearance.
• As long as the previous TCard is surrendered, a TCard will be reissued at no charge to reflect (i) a notable change in appearance from the photo on the TCard (e.g., due to gender transition or facial surgery), (ii) a change of name and/or gender in the official academic record, or (iii) a change in status (i.e. from student to staff/faculty, or staff/faculty to student noted in UTORauth). Data changes must be in effect in ACORN/HRIS/UTORauth at the time of TCard issuance.

Deactivation and Confiscation of TCards

• The University may confiscate or deactivate your TCard at any time, without notice to you, if you have breached these Terms and Conditions.
• Your TCard may be confiscated by a University employee or any service provider who has reasonable grounds to believe your TCard is being used fraudulently, without authorization, for improper purposes, or in contravention of these Terms and Conditions.
• All confiscated TCards shall be returned to the TCard Office.
• If a replacement card is required due to a TCard being confiscated, replacement fees will apply.
• Reactivation and/or return of your TCard will occur in accordance with the University’s, including its individual divisions’/units’, established practices giving regard to the reasons why the TCard was deactivated and/or confiscated.
• The Terms and Conditions will continue to apply to any/all transactions at the time of termination.

Limitations on the University’s Liability and Indemnity

• The University does not warrant or guarantee (including any oral, implied or statutory warranties and conditions) the nature, quality or character of the goods or services purchased or accessed by you using the TCard.
• The University is not liable for any direct or indirect losses, damages or expenses of any kind (including any special, incidental or consequential damages) arising out of your use of your TCard or the University’s issuing or deactivating your TCard, regardless of the cause of action, including negligence, and even if the University is advised of the possibility of such damages.
• You agree to indemnify, hold harmless and release the University from any and all claims for losses, damages, injury, fees, expenses, charges or debts made by you or any party against the University arising out of your use or misuse of the TCard.

Intellectual Property

• These Terms and Conditions, the TCard, and the Website contain names, titles, words, phrases, icons, logos, designs or graphics which may constitute trade names, registered or unregistered trademarks or service marks (“Trademarks”) of the University. The display of Trademarks on pages at the TCard Website does not imply that any license has been granted to you.

Governing Law

• These terms and conditions are governed by the laws of the Province of Ontario and the laws of Canada applicable therein.

Note re Stored Value on pre-June 2018 TCards

If you are replacing a TCard issued prior to June 2018 and have stored value on the card’s external chip for printing/photocopying at U of T Libraries (UTL), your previous TCard will be retained by the TCard office in order to transfer funds to your new one. The chip on the card must be in a readable condition, or we may not be able to retrieve the value stored on the card.

Refunds will not be issued to funds added in error or balances upon leaving the University. Visit https://onesearch.library.utoronto.ca/copy-printing-photocopying for more information.

Exam Identification

TCards are typically used for identification at exams and tests and may be verified against the photo saved in the TCard photo database.

If you lose your TCard or don’t have your TCard with you for an exam or test, you can still write a midterm or exam. Bring government-issued ID, such as your passport or driver’s license with you to the exam.

If you don’t have any government-issued ID, you should still attend. Be prepared to have your photo taken and/or to be required to return and present ID to your department/registrar within a certain time period.

Your department/exam invigilator will provide more details on what is required.

If you have questions or concerns, contact your registrar or department.

TCard Photo Reports In ROSI Express

Several TCard photo reports are available in ROSI Express for authorized users (e.g. class composite report, student verification report, etc.)

Administrative access to student TCard photos is limited to approved applications/users.

Staff/faculty who require access to TCard Photo reports in ROSI Express should submit a request to tcard.office@utoronto.ca, providing their name, title, department, UTORid and the purpose for requiring access.

Faculty/instructors can also request a class composite report for each of your classes from your registrar or department coordinator.