Terms and Conditions

Overview

The Cal 1 Card is UC Berkeley's official photo ID card.  The Cal 1 Card was designed / developed to provide a standardized and secure method for identifying valid / active members of the campus community and their respective eligibility for access to applicable services, benefits, and facilities on campus.  The Cal 1 Card system does not originate data (i.e. account numbers, employment type, registration status, etc.); all data for students, employees, and eligible affiliates is received from authoritative data repositories (i.e. Campus Solutions and UC Path).

The Cal 1 Card is the property of the University of California at Berkeley and MUST be shown to Campus representatives on demand. Students, employees, and eligible Affiliates must carry their Cal 1 Card at all times for proper identification while on campus.

Card Eligibility and Possession 

The Cal 1 Card system receives student data from the Student Information Systems (SIS) database and employee/affiliate data from the UCPath database.  Individuals in eligible cardholder cohorts must have a valid/active record in at least one of the databases in order to receive a Cal 1 Card.  Eligible cardholders may only have one Cal 1 Card of the same affiliation type (e.g. Undergraduate, Graduate, Faculty, Staff, etc.) in their possession. If an eligible cardholder finds or regains custody of a lost Cal 1 Card after the issuance of a replacement card, the cardholder should return the inactive Cal 1 Card to the Cal 1 Card Office. The inactive Cal 1 Card will be retained on file at the Cal 1 Card office for future reactivation as requested/needed by the cardholder for as long as the student remains registered or the employee/affiliate retains an active appointment.  Cal 1 Card office staff will periodically purge and securely destroy inactive cards after the corresponding cardholder no longer has an valid/active status in either of the source databases.

The Cal 1 Card is non-transferable and only the rightful cardholder may use it. Cal 1 Cards found to be in the possession of anyone other than the rightful cardholder are subject to confiscation by authorized personnel and those found with someone else’s Cal 1 Card may be subject to additional disciplinary action.

Unauthorized use, alteration, forgery, or duplication of a Cal 1 Card and/or the associated technology is strictly prohibited and may result in confiscation of the Cal 1 Card by authorized personnel as well as possible disciplinary action. Cal 1 Cards confiscated outside of the Cal 1 Card office must be returned to the Cal 1 Card office and the violation details must be reported to Cal 1 Card staff for further assessment and possible escalation to the Office of Student Conduct (for students), the Academic Personnel Office (for faculty) or Human Resources (for other employees/affiliates). Additional disciplinary and/or legal action is also possible at the discretion of the University.

The following personnel are authorized to confiscate a Cal 1 Card found to have been used in violation of the aforementioned requirements:

• Cal 1 Card Office employees
• UCPD employees
• Facilities Services employees
• Departmental managers / supervisors of the cardholder
• Employees at any campus service provider location that uses the Cal 1 Card to verify eligibility for the provision of services / privileges (e.g. Library, Rec Sports, Cal Dining)
• Employees at any merchant location that accepts Cal 1 Card debit as a payment method (full list: https://cal1card.berkeley.edu/info-for-merchants/cal-1-card-merchants/)

Campus departments/organizations that have an internal lost and found location shall deliver any Cal 1 Card turned into said location to the Cal 1 Card office as soon as possible.

Replacement Fee

See FAQs.

Proper Usage and Care

To ensure durability of the card, please do NOT:

• use the card in any fashion which may cause damage

• punch holes in the card as each card has an antenna built into it for building access and other services and damage to the antenna may result in access denial -- NOTE: do NOT allow anyone else (including campus departments) to punch holes in the card either

• place the card on a phone charging station, stereo equipment, computers, or near any magnetic fields

• carry the card loose in your pocket without a protective covering

Lost and Found Cards

Lost Cal 1 Card IDs should be returned to the Cal 1 Card office or placed in a USPS Mailbox.

You are solely responsible for immediately reporting and deactivating a lost or stolen Cal 1 Card. The most effective way of deactivating the card is to do so online by logging into your account as this option is available to you 24 hours every day of the week. If you do not have access to the internet when your card is lost or stolen, reports can be made in person at the Cal 1 Card Office or by calling 1-866-2UCBCARD (1-866-282-22278). Furthermore, if you have card key access to a facility on campus, please report the loss immediately to your card key administrator.  Once a card is reported missing, you assume no further liability for unauthorized activity on, or use of, your card. 

Card Misuse

Each Cal 1 Card holder is responsible for ensuring the security and proper use of their ID card. Cal 1 Card IDs are NOT transferable and should NEVER be lent to others. Use of the Cal 1 Card by ANYONE other than the person identified on the ID, as well as tampering or alteration on the ID, will warrant confiscation and possible disciplinary action by the University.

You are solely responsible for immediately reporting and deactivating a lost or stolen Cal 1 Card. The most effective way of deactivating the card is to do so online by logging into your account as this option is available to you 24 hours every day of the week. If you do not have access to the internet when your card is lost or stolen, reports can be made in person at the Cal 1 Card Office or by calling 1-866-2UCBCARD (1-866-282-22278). Furthermore, if you have card key access to a facility on campus, please report the loss immediately to your card key administrator.  Once a card is reported missing, you assume no further liability for unauthorized activity on, or use of, your card. 

Change of Name

Cal 1 Card IDs will be replaced free of charge for patrons that have changed their name. The name change MUST be processed in the authoritative source of that data (i.e. Campus Solutions or UC Path).

Students with a legal name change MUST file a "Petition of Name Change" formwith the Office of the Registrar. The form is available online or in person at 120 Sproul Hall. Please wait NO LESS THAN 5 business days AFTER the petition has been filed before coming to the Cal 1 Card Office to obtain a replacement ID card free of charge. Students may also call our office at 1-866- 2UCBCARD or 510-643-6839 to confirm that the name change was uploaded to our system.

Employees and Affiliates MUST contact their departmental and/or HR representatives to request a name change. Please wait NO LESS THAN 1 business day AFTER the name has been changed before coming to the Cal 1 Card Office to obtain a replacement ID card free of charge. Employees and Affiliates may also call our office at 1-866- 2UCBCARD or 510-643-6839 to confirm that the name change was uploaded to our system.

Absences and Withdrawal

In the event of a prolonged absence and/or formal withdrawal, Cal 1 Card IDs issued to students MUST be retained for NO LESS THAN 3 years from last attendance at the University. If a student is re-instated WITHIN this 3 year period, the previously issued Cal 1 Card ID remains valid. If a student is re-instated WITHIN this 3 year period and the previously issued Cal 1 Card ID was NOT retained, the current replacement fee will be assessed. If a student is re-instated AFTER this 3 year period, a replacement ID will be issued free of charge.

Private Data Protection

When Cal 1 Card IDs are issued, the cardholder's photo is stored in the ID card database. The University protects personal identification information as private data. This data will NOT be released outside the University unless it is in response to a subpoena or other legal process – NOTE: you will be informed when such a request is granted.

The Registrar may authorize limited and controlled release / use of student data within UC Berkeley for academic purposes and in the provision of authorized campus services. This data may be distributed in digital and/or hard copy formats to the authorized users during the period of enrollment.

Digitally Stored Images

Cardholders may download their own digitally stored images by logging onto the online photo submission portal (cal1card.berkeley.edu/photologin).

The Cal 1 Card debit account is available to University of California, Berkeley students, employees, and other affiliates of the University who are eligible to obtain a Cal 1 Card.  Deposit of funds into a Cal 1 Card declining debit balance account signifies acceptance of the following terms and conditions:

Program

The Cal 1 Card debit account is administered by the Cal 1 Card Office. The Cal 1 Card debit account and associated records are the property of University of California, Berkeley, and use of a Cal 1 Card may be revoked at any time. The Cal 1 Card must be presented at the time of purchase and shall be the only means of accessing the Cal 1 Card debit account. The Cal 1 Card Office agrees to maintain funds deposited in the Cal 1 Card debit account, which shall be held for future purchases from vendors who accept payment through the use of Cal 1 Card.

The Cal 1 Card debit account is not a credit account and under no circumstances may debits or charges to the account result in a balance below zero. Any negative balance on your account will be billed via mechanisms that will vary depending on the type of affiliation. The Cal 1 Card debit account may not be used to obtain cash, cash advances, or transfer funds between Campus accounts under any circumstances. No interest will accrue on account balances.

Adding Funds

Your Cal 1 Card debit account will be activated in no more than one business day after processing of a minimum deposit of ten dollars ($10.00). Additional funds, subject to a minimum deposit of ten dollars ($10.00), may be deposited at any time. Deposits may be made by cash, check, or credit card. Check deposits may be made in-person or by-mail, and must be made payable to UC Regents. Credit card deposits must be made on-line. Cash will only be accepted at the Housing Cashiers Office located at 2610 Channing Way. Credit vouchers cannot be deposited into a Cal 1 Card debit account. There is no limit on the frequency of check, cash, or credit card deposits.  Deposits made by check for a one-day total of $500.00 will be subject to a hold for 3 business days before funds are made available. There is a $25.00 fee for returned checks, which will be billed via mechanisms that will vary depending on the type of affiliation.  Holds will be placed on student services consistent with applicable billing and payment services policies.

Using Your Card

Your Cal 1 Card is nontransferable. You are responsible for purchases made and debited to your account. In order to prevent unauthorized use of the Cal 1 Card, additional identification may be required from any person attempting to make a purchase using an account. There is no daily limit on the number or total amount of purchases made at attended point-of-sale, but to protect against possible misuse of your Cal 1 Card for purchases made at unattended point-of-sale, there is a $20.00 daily limit. Receipts will be available for goods or services purchased with Cal 1 Card at attended point-of-sale locations and for deposits made in-person. Merchandise purchased using the Cal 1 Card debit account will be accepted for return according to the policy of the vendor where the goods or services were purchased.

Inactive Accounts and Positive Balances

Positive balances that remain on accounts for eligible Cal 1 Card holders will carry forward to the next term or year.  If a debit account is not active for more than an academic term, the debit balance may be inactivated; inactivated balances can be activated by making an additional deposit or by requesting reactivation from the Cal 1 Card Office staff.  If a debit account is not active for more than 1 year, positive balances may revert to the University.

Refunds

Requests for debit account refunds must be submitted by emailing cal1card@berkeley.edu.   A $10 processing fee will be assessed on all approved refund requests.

Debit accounts may be closed and a refund of the unused balance may be requested as follows:

• For students, refund requests will only be processed after the account holder GRADUATES, FORMALLY WITHDRAWS, or is otherwise NO LONGER REGISTERED in the CURRENT or FORTHCOMING term as defined by the Office of the Registrar.
• For employees, refund requests will only be processed after the account holder is no longer on payroll status with the University as defined by Human Resources.
• For affiliates, refund requests will only be processed after the account holder is no longer formally affiliated with the University as defined by Human Resources.

After the refund request is approved, the funds will be disbursed to the cardholder within 45 days.  For students, the funds will first be used to pay any outstanding charges on the student billing account; if a credit balance remains once all outstanding charges have been paid, a refund in that amount will be disbursed by student billing and payment services. Student refunds are disbursed via pre-authorized direct deposit to a bank account or by check as determined by student billing and payment services.  For employees or affiliates, a refund check will be mailed to the address provided in the request for refund.  

Lost or Stolen Cards

You are responsible for immediately reporting and/or deactivating a lost or stolen Cal 1 Card. You may deactivate a lost / stolen Cal 1 Card online by logging into your account via our website, in person at the Cal 1 Card Office, or by calling 1 (866) 2UCBCARD. Once you report / deactivate your lost / stolen Cal 1 Card, you will likely assume no further liability for its use. All lost card accounts will be reviewed and the account credited for unauthorized activity that occurs after you report the card lost or stolen. The replacement fee for a Cal 1 Card will be charged in accordance with current fee schedules on file at the Cal 1 Card Office.

Errors with Your Account

Account activity can be viewed on the web at http://cal1card.berkeley.edu. No statements will be produced or mailed to you. However you do have forty-five (45) business days to inquire or challenge a transaction that appears in your account. The Cal 1 Card Office recommends that you use the on-line access to check your account at least on a monthly basis to review the transactions that appear there. Transaction receipts will include an account balance and we recommend that you check them and inform the Cal 1 Card Office immediately if you see an error.

If you believe there has been an error in connection with your account, you must e-mail cal1card@berkeley.edu or write the Cal 1 Card office, 212 Sproul Hall, Berkeley, CA 94720-2264, as soon as possible. The Office must hear from you no later than forty-five (45) business days after the transaction date. Such notification must include:

• Name and Cal 1 Card number
• Date, name of vendor and dollar amount of the suspected error
• Description(s) of the error or the transfer(s) being questioned
• Explanation of items believed to be in error or why more information is requested.

If it is determined that your dispute pertains to your Meal Plan and not your Cal 1 Card Debit account, your dispute will be forwarded to the proper Dining Services representative(s) for review.

You will receive a response with the results of the investigation within (10) business days after your inquiry is received by our office and any errors will be promptly corrected. If more time is required, the Cal 1 Card Office may take up to forty-five (45) business days to investigate the complaint or question.

If it is determined that there was no error, the Cal 1 Card Office will send a written explanation within three (3) business days after the conclusion of its investigation. You may ask for copies of the documents used in the investigation.

If funds have been deposited into your Cal 1 Card Debit Account in error and have not begun to be used, the transaction may be considered for reversal. If a Patron has begun to utilize the funds deposited in error, the transaction is not eligible for reversal. You will receive a response with the results of the error inquiry within (10) business days.

Modifications of Terms and Conditions

The University may modify these terms and conditions at its sole discretion.

California Law

California Law governs these terms and conditions.