Swipe Cards and Keys - Guideline and Procedures (St Lucia)

Commencing first semester 2002, students are required to pay refundable deposits on ITEE swipe cards and building keys.

The swipe card system advantages ITEE students by enabling the dedication of facilities for use by ITEE students only, rather than by the whole campus community. However, it is not obligatory to have a swipe card to access labs where the doors are timetasked to open (for example, labs in use by first years in the GP South building are typically timetasked to open 9am. to 7pm), or where the doors are opened by Laboratory Supervisors at given times (for example, some Axon and Hawken Building labs).

Keys issued to research postgraduate students provide security for the use of office facilities.

Swipe Card Deposits

Students are required to pay a deposit of $20 for their swipe card, which is refunded when the card is returned at the completion of your studies with ITEE. Students are required to pay the deposit prior to obtaining their swipe card.

Students who lose or damage their swipe card will be charged a non-refundable $20 fee for a replacement. Stolen or faulty cards will be replaced free of charge, however in the case of stolen cards student are required to produce a police report.

All students issued with cards must use them in accordance with the School's guideline on Usage Conditions for Computing Laboratories and Facilities, viewable at http://studenthelp.itee.uq.edu.au/Docs/Conditions.pdf

Procedure for Payment for an ITEE Swipe Card

Obtain an Income Deposit Slip - ITEE Swipe Card form from the ITEE Office or download a copy from the web. Instructions on how to complete this form are on the back.
Take the completed form, along with your $20 deposit, to the University Cashier (Building 61).
The Cashier will issue you with a receipt. Take this receipt to the ITEE Office along with a completed User Acknowledgement (available from the ITEE Office or download a copy from the web). Office staff will record details of your date of payment and receipt number and a swipe card will be issued to you within 2 working days. It is in your best interest to keep a copy of this receipt for future reference (or if you will require a cash refund when you return your card).

Procedure for Obtaining a Replacement ITEE Swipe Card

Obtain an Income Deposit Slip - ITEE Swipe Card from the ITEE Office or download a copy from the web. Instructions on how to complete this form are on the back.
Take the completed Income Deposit Slip - ITEE Swipe Card form, along with your $20 for the replacement swipe card, to the University Cashier. Please note that you are are only required to pay for a new card if you have lost or broken your original card. Students who report a card stolen will need to provide a copy of a police report. Students purchasing a replacement card will only be eligible for one $20 refund upon return of their swipe card at the completion of their studies with ITEE.
The Cashier will issue you with a receipt. Take this receipt, to the ITEE Office. Staff will record details of your date of payment and receipt number and a replacement swipe card will be issued to you within 2 working days. It is in your best interest to keep a copy of this receipt for future reference (or if you will require a cash refund when you return your card).

Procedure for Obtaining an ITEE Swipe Card Refund

Obtain a Refund Request - ITEE Swipe Card form from the ITEE Office (this form is not available on the web).
Lodge the completed form with the ITEE Office with your returned swipe card. Your $20 deposit will be then be credited to your nominated bank account. Please note refunds can take up to 2 working weeks to process. Students who do not return their cards, or who return damaged cards, are not eligible for a refund.
Refunds can only be transferred into Australian bank accounts - if you require a cash refund you will need to provide your original receipt.

Key Deposits

All students with keyed access to offices in any of ITEE's buildings - Axon (47), General Purpose South (78), Hawken (50) or the Sustainable Engergy Research Group Laboratory (54) - are required to pay a $25 deposit for each key they are issued.

Students are eligible for a full refund upon return of their undamaged key/s at the completion of their studies with ITEE.

Students are required to pay the deposit before a key can be issued.

Students who lose or damage their key shall pay a non-refundable $25 fee for the replacement. Stolen or faulty keys will be replaced free of charge.

Procedure for Payment of an ITEE Key Deposit

Obtain an Income Deposit Slip - ITEE Keys form from the ITEE Office or download a copy from the web. Instructions on how to complete this form are on the back. (web versions are pdf documents)
Take the completed form, along with your money ($25 for each original key) to the University Cashier (Building 61). Please note that you will be eligible for a full refund of upon return of their keys at the completion of their studies with ITEE.
The Cashier will issue you with a receipt. Take this receipt to the ITEE Office where staff will record details of your date of payment and receipt number and your key/s will be issued to you (new students only). It is in your best interest to keep a copy of this receipt for future reference.

Procedure for Obtaining a Replacement ITEE Key

Obtain an Income Deposit Slip - ITEE Keys from the ITEE Office or download a copy from the web. Instructions on how to complete this form are on the back. (web versions are pdf documents)
Take the completed form, along with your money ($25 for each replacement key), to the University Cashier. Please note that students are only required to pay for a new key if they have lost or broken their original key. If your key has been stolen or is faulty you need to report this to the ITEE Office. Students purchasing a replacement key will only be eligible for one refund upon return of their key at the completion of their studies with ITEE.
The Cashier will issue you with a receipt. Take this receipt to the ITEE Office where staff will record details of your date of payment and receipt number and a replacement key will be issued to you. It is in your best interest to keep a copy of this receipt for future reference.

Procedure for Obtaining an ITEE Key Refund

Obtain a Refund Request - ITEE Keys form from the ITEE Office (this form is not available on the web). Instructions on how to complete this form are on the back.
Lodge the completed form with the ITEE Office. Your deposit will then be credited to your nominated bank account. Please note refunds can take up to 2 working weeks to process. Students who do not return their keys, or who return damaged keys, are not eligible for a refund.
Refunds can only be transferred into Australian bank accounts - if you require a cash refund you will need to provide your original receipt.

This guideline is issued under the authority of the Head of School, Professor Simon Kaplan.
Version 1.3, updated Dec 2004