Terms and Conditions

The Longwood University ID card, known as the Lancer Card, is the official photo identification card of Longwood University. All cards are photo cards with a magnetic stripe on the back and contain a computer chip embedded in the card.

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’s magnetic stripe is damaged and will not scan. 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. Fraudulent use of the card is a violation of the student conduct policy. If your card has been compromised and used fraudulently, contact the Lancer Card 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 at https://lancercard.longwood.edu. You can also contact the Lancer Card 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 Lancer Card 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, and previous cards cannot be reactivated. 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 Lancer Card Center if your transaction history discloses unauthorized transfers. If you do not notify the Lancer Card Center within thirty (30) days after the transfer was posted, you may be unable to recover the loss of funds. The time limit for reporting unauthorized electronic fund transfers may be extended in the event of extenuating circumstances such as travel or hospitalization.

3. LANCER CA$H

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 Lancer Card Center located in room G22 Lancaster Hall. If you have a valid Lancer Card 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 Lancer Card 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.

  • Lancer Card Office located in room G22 Lancaster Hall. (Cash, personal checks, money orders, traveler’s checks, Visa, and MasterCard)
  • Online at https://lancercard.longwood.edu. (Visa and MasterCard) - There is a $2.25 convenience fee and you must deposit a minimum of $5.00.
  • The Add Value stations located in Lankford Hall and Greenwood Library. (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 Lancer Card Center 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;
  3. With the cardholder’s written permission.

Security

The Lancer Card 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 lancercard.longwood.edu. 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 Lancer Card Center 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 time of employment separation.

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.

Inactive Accounts

If there have been no transactions for a continuous period of twelve (12) months (i.e. no purchases have been made and/or no money has been added in that period of time), and you have not notified the Lancer Card Center in writing that you would like a refund, then the cardholder’s account will be considered dormant. Dormant accounts will be assessed a dormant account fee of $1.50 per month thereafter, as long as the account remains inactive, up to but not exceeding the remaining balance on the Lancer CA$H account. Any remaining funds over $36.00 will be processed according to State of Virginia escheat policies.

*It is the responsibility of the cardholder to maintain activity or to request a refund within the provided time frame.

Insufficient Funds

In most cases, Lancer CA$H transactions are verified and debited prior to the completion of a transaction. In the rare event there is a system problem or offline status, and a purchase occurs that cannot be completed due to insufficient funds, the patron’s account will be flagged. The owed funds will automatically be deducted from the next deposit. If the failed transaction amount is not paid within 10 business days, a financial hold will be placed on the student account. If the account is still not paid, 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;

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 Lancer Card Center 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 Lancer Card Center 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 Lancer Card 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 Lancer Card Center 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 shall 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 the Meal Plans page. 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.