Terms and conditions

By using your M-Pass you agree to these terms and conditions:

• Student and staff M-Pass: we’ll notify you on the M-Pass website of any changes to these terms and conditions and you’ll be deemed to accept these by continuing to use your M-Pass after being notified.
• Guest M-Pass: you acknowledge that the latest terms and conditions as at the time of your use of the M-Pass apply, and that it’s your responsibility to check the M-Pass website for any changes to the terms and conditions.

If any of the following terms and conditions change, we'll provide at least 20 days’ notice (through the M-Pass website) before they take effect:

• imposing or increasing fees or charges for either issuing or replacing an M-Pass or for performing transactions
• increasing a user's liability for losses relating to transactions, or
• imposing, removing or changing a daily or other periodic limit on transactions or the use of the M-Pass.

1. Summary of M-Pass

Your M-Pass is your official Monash University identification. Your card or device with your digital M-Pass must be carried at all times within the University, and shown or surrendered on demand to authorised University Officers. Your M-Pass is not transferable and your M-Pass remains the property of the University. You’re responsible for all use of the M-Pass and spending of any money stored in your M-Pass account.

Your M-Pass can’t be loaned to or used by anyone other than yourself as the authorised user.

You can use your M-Pass to:

• identify yourself on campus and at exams
• borrow from the library
• access secure buildings and labs where you’ve been granted access
• access Monash gyms where you’re a member
• store money in an M-Pass account to pay for select University goods and services (currently this includes printing). Up-to-date information on where and how your card can be used is available on the M-Pass website.

There are three types of M-Pass:

• Student
• Staff
• Guest (a guest is a passholder but not a staff member or student)

An M-Pass is valid for a limited duration:

• Students: Your M-Pass is valid until the end of March in the year following your course completion.
• Staff: Your M-Pass is valid while you have a valid employment contract with the University.
• Guests: If you have a library or gym membership with the University your M-Pass will expire at the same time as your membership. For the general public your M-Pass will be valid if there is either credit on the pass (e.g. for printing) or for the duration of your membership (e.g. access to sporting facilities). If your Guest pass is not used for 12 months, a monthly administrative fee may be applied and the card may be cancelled (refer Clause 37).

You’ll be issued a digital M-Pass on a single mobile device. You can’t have your digital M-Passes across multiple mobile phones or laptops. You may have an additional digital M-Pass on a wearable device. For example on Apple Watch, in addition to iPhone. A mobile device may only have a single Monash digital M-Pass stored on it.

Your M-Pass is not a credit or debit card. You’re not allowed to have a negative balance and cash withdrawals or advances can’t be made.

Student M-Pass

• New students (including off-campus students):
  You’ll be able to arrange a digital M-Pass as part of the enrolment process. For details, see the enrolment steps in Get Started.
• Current students (including off-campus students):
  You’ll be able to get your digital M-Pass by following the steps on the M-Pass website. Please allow up to two hours for your digital M-Pass to be fully activated for building access and printing.

Expired passes

Your M-Pass will expire in March in the year following your course completion. If you extend your enrolment, your M-Pass will automatically be extended.

Staff M-Pass

• New staff:
  To receive an M-Pass, you must be a current employee of the University and have a valid Monash email address. To get your M-Pass, follow the steps outlined on the M-Pass website.
• Existing staff:
  To receive a digital M-Pass, you must be a current employee of the University and have a valid Monash email address. To get your digital M-Pass, follow the steps outlined on the M-Pass website. Please allow up to two hours for your digital M-Pass to be fully activated for building access and printing.

Guest M-Pass

Guests M-Pass are available to collect at any library front desk on campus. Guest cards are reusable, free of charge and we don’t store any personal information on your guest card. To add funds to your guest card, follow the top-up instructions provided on the guest printing page, and check your balance through your PaperCut account. Your credit will expire after 12 months of inactivity – we can’t grant a refund for unused credit. Digital M-Passes aren’t available for guest users.

Library card

Alumni, ULANZ and CAVAL members can register for a library card and collect it from any library front desk on campus. Library cards are reusable and free of charge. To top-up your library card, follow the top-up instructions provided on the guest printing page, and check your balance through your PaperCut account. Your credit will expire after 12 months of inactivity – we can’t grant a refund for unused credit. Digital M-Passes aren’t available to Alumni, ULANZ and CAVAL members. To learn more about library cards for Alumni, ULANZ, and CAVAL members, check our non-Monash borrowers page.

Online account

You can access your M-Pass online account portal using your Monash (Okta) username and password (students and staff only). Top-ups (for both physical M-Pass and digital M-Pass) can also be made using the Monash Study Mobile app on iOS or Android (Monash University students studying at an Australian campus only).

Staff and students with a digital M-Pass can check their credit balance on the digital M-Pass in Apple Wallet or Google Wallet.

2. M-Pass account and topping up

Students and staff who have an M-Pass can add funds (known as topping up) to their M-Pass account using the following methods (cash is not accepted):

• Monash Study mobile app on iOS and Android (for Monash University students at an Australian campus): Apple Pay, Google Pay, Paypal, Visa, MasterCard, debit card
• Your M-Pass online account: Visa, MasterCard
• At Monash Connect: Visa, MasterCard, debit card

A $5 minimum top-up amount applies to all users. Family and friends can also load funds online to your M-Pass account, but they won’t be able to use the account or see the balance of the account. This can only be done online or via the Monash Study mobile app on iOS or Android.

Your M-Pass is not a credit or debit card. You’re responsible for ensuring your account has enough credit available before making a purchase. If your M-Pass has a negative balance you must return it to a positive balance immediately, or risk having your account suspended. If your account is suspended, you’ll need to contact Monash Connect who will assist in determining the reason for the suspension. Monash University won’t have access to any of your bank details used to top up your account.

The maximum value of a single M-Pass account top up is $500.

The maximum balance your M-Pass account can be is $1,000. If you go over $1,000 your account may be frozen and we may refuse to allow further funds to be added to your M-Pass account. If your M-Pass account is frozen, contact Monash Connect.

Monash University doesn’t charge any transaction fees for using or adding funds to your M-Pass; however, some merchants may charge a transaction fee or require a minimum spend for transactions.

If you top up your M-Pass account with a credit card and you then charge back the transaction, we’ll remove the amount charged back to your M-Pass account. If this results in a negative balance, you must return your account to a positive balance in accordance with clause 9.

You’re wholly responsible for all purchases made using your M-Pass. We’re authorised to deduct from your M-Pass account the value of any purchases made and fees and charges incurred using your M-Pass account. If your M-Pass, or device on which your M-Pass is stored is lost or stolen, see the lost or stolen section of our M-Pass card page.

If you’re a student or staff member, you can find your balance and transaction history information by logging onto the M-Pass account or checking your digital M-Pass in Apple Wallet or Google Wallet. The online M-Pass account is not available for guest cards and library cards. Guests can top up and access their account balance through their PaperCut account.

3. Printing

Students and staff can add credit to their M-Pass. Students can then use their M-Pass to pay for printing in the library and student computer labs. Printing costs will be automatically debited from your M-Pass account. There is no price difference when using digital or physical M-Pass.

Guests who wish to print, scan or copy in the libraries need to collect a guest card from any library front desk on campus. Credit on these cards can be topped up online by following the instructions on our guest printing page.

4. Virtual wallets

Your M-Pass account may feature multiple virtual wallets, which can be reserved for dedicated uses – for example, a virtual wallet for printing and copying can only be used to pay for printing and copying. Virtual wallets will be set up and made available by Monash from time to time. They can not be set up on an individual basis or via request.

You cannot transfer balances between virtual wallets.

You cannot transfer balances from your M-Pass account to another user’s M-Pass account.

5. Refunds

Money stored in an M-Pass account is refundable only on the conditions outlined below. You’re responsible for ensuring you do not store more credit in your M-Pass account than you need.

You can apply for a refund of funds stored in a staff or student M-Pass account in writing in the following circumstances:

• If you’re a student, you can apply after graduation from Monash University or when you’re no longer enrolled at Monash University.
• If you’re a staff member, you can apply for one refund per calendar year, or when your employment ends at Monash University.

Refunds can only be given for amounts over $25 and only for the entire remaining balance in your M-Pass account. A $25 administration fee will be deducted from your balance when you request a refund. Your refund will be mailed to you by cheque or by EFT. No cash refunds will be given under any circumstances.

6. Credits

Monash University may add credits to your M-Pass account. For example, if you’re allocated a print allowance by a faculty or school.

Credits are allocated, and remain in your M-Pass account, at our discretion – we may cancel credits at any time and without notice.

Credits may be allocated to particular virtual wallets and may be limited to certain uses. It’s your responsibility to monitor the availability of credits in your account.

No refunds are given for credits that we’ve added to your account regardless of how they are used, cancelled, withdrawn or expired.

7. Security and damaged, lost or stolen cards

Keep your M-Pass safe and secure at all times – you should treat your M-Pass as you would treat cash. You must not allow others to borrow or use your M-Pass or provide them with your Monash username and password.

You’re responsible for all use of your M-Pass and account which occurs before you report your M-Pass lost. If either your M-Pass has been lost or stolen or the device on which your digital M-Pass is stored has been lost or stolen, or you otherwise believe the security of your M-Pass or account has been compromised in any way, you can deactivate your M-Pass by submitting an enquiry through MoVA immediately.

If you have any security concerns about your M-Pass account, including if you think another person knows your Monash password or has accessed your M-Pass account, you must:

• immediately change your Monash password in your account page
• deactivate your M-Pass account via the M-Pass online portal by selecting Deactivate card from the Card Services menu, and/or
• contact Monash Connect by submitting an enquiry through MoVA or by phone during opening hours. If you notify Monash Connect, your M-Pass will be frozen to prevent activity occurring on the card.

Lost or stolen M-Pass

If your M-Pass has been lost or stolen, you must notify Monash Connect either by phone, or in person during office hours, to request your M-Pass account be locked.

By contacting Monash Connect to advise your M-Pass, or the device on which your digital M-Pass is stored, has been lost or stolen, the following areas will be notified:

• the libraries – to ensure books are not borrowed in your name, and
• campus security – to prevent unauthorised access to labs, computer rooms and any other secured part of the University to which you have access.

If you find your lost M-Pass, you can have it reactivated by contacting Monash Connect.

If your physical M-Pass has been lost, stolen or damaged, a new digital M-Pass will be provisioned once your current physical M-Pass has been deactivated. If your digital M-Pass has been lost, stolen or damaged, a new digital M-Pass will be provisioned once you have a new device.

8. Using your M-Pass

M-Pass remains the property of Monash University. We can lock/deactivate or take possession of your M-Pass at any time, without notice. You can only use your M-Pass with Monash University card readers and you must comply with all laws and regulations applicable to using your M-Pass. You must:

• not punch a hole in a physical M-Pass card, as this will damage the internal antenna within the card
• take care of your M-Pass card, and avoid damaging it
• not misuse, alter, tamper with or deface your M-Pass card
• ensure your digital M-Pass is protected by security measures to prevent unauthorised access on your mobile device (i.e. pin code or FaceID/alternative biometric security).

You must not use an M-Pass if it’s damaged or faulty. Notify Monash Connect as soon as possible if there is a problem with your card or digital M-Pass.
You must not sell, or offer to sell, your physical M-Pass card or access to your digital M-Pass or to your M-Pass account. You must not provide your M-Pass card, digital M-Pass or access to your M-Pass account to another person for any reason.

You must not attempt to discover, access or modify any software or data contained on the M-Pass card or other software or data that is part of the M-Pass system, including the digital M-Pass.

9. Cancellation and expiry

You can cancel your M-Pass account (but not your M-Pass) at any time by contacting Monash Connect.

We can cancel your M-Pass and account at any time if we reasonably believe you have not complied with these terms and conditions or that your pass and/or account has been compromised or is being used for wrongful or criminal purposes.

Credit on your student M-Pass account will expire 6 months after your Monash University enrolment ends or after 12 months where no purchase has been made.

Credit on your staff M-Pass account will expire after 12 months of no use of the card to purchase goods and services.

Credit on a guest card will expire after 12 months of inactivity of the card.

Access and services can be removed from your M-Pass at any time at the University’s discretion.

A monthly administration fee of $5 will be charged to all inactive M-Pass accounts that have credit. “Inactive” means that you have not loaded any new value onto your M-Pass account or used your M-Pass account for 12 months.

10. Privacy

Monash University values the privacy of every individual’s personal information and is committed to the protection of that information from unauthorised use and disclosure except where permitted by law. For information about the handling of your personal information, see the Student Data Protection and Privacy Collection Statement, the Employee Data Protection and Privacy Collection Statement and/or the Alumni, Friends and Supporters Data Protection and Privacy Collection Statement (as applicable to your interaction with Monash University). For more information about Data Protection and Privacy at Monash University, see our Data Protection and Privacy Procedure.

If you have any questions about how Monash University is collecting and handling your personal information, contact our Data Protection and Privacy Office at dataprotectionofficer@monash.edu.

11. Liability

All express or implied guarantees, warranties, representations not contained in these M-Pass terms and conditions are excluded to the extent permitted by law. Monash University does not guarantee that the M-Pass system will operate without interruption or delay, or that we’ll be able to perform our obligations within particular timeframes.

Nothing in these M-Pass terms and conditions excludes anything imposed by any legislation, such as under the Australian Consumer Law, which cannot be lawfully excluded or limited. To the extent permitted by law, our liability under such a term is limited to our choice of one or more of the following:

• in the case of goods, the replacement or repair of the goods, the supply of equivalent goods or payment of the cost of replacing the goods or of acquiring equivalent goods, or
• in the case of services, the supplying of the services again, or the payment of the cost of having the services supplied again.

Except for such liability, and to the extent permitted by law:

• our maximum total liability to you for any and all claims under or in connection with M-Pass, these terms and conditions, the website or any other aspect of the M-Pass system is limited to the total value loaded on your M-Pass account, and
• we’re not liable in any circumstances for special, indirect, consequential, incidental or punitive damages or damages for loss of profits, revenue, goodwill or anticipated savings.

These exclusions and limitations apply regardless of the cause of action or source of the relevant liability (including negligence), and whether based on fundamental breach of contract or otherwise, and whether or not the relevant loss or damage was reasonably foreseeable.

Our liability is reduced to the extent that the relevant loss or liability is caused or contributed to by you or a third party.

We’re not responsible or liable for events or circumstances beyond our reasonable control.

12. Other terms

These M-Pass terms and conditions are governed by the laws of Victoria. You and we submit to the exclusive jurisdiction of the courts of Victoria.

If any part of these M-Pass terms and conditions are invalid or unenforceable, that portion is to be read down or severed to the extent necessary without affecting the validity or enforceability of remaining provisions. The words "including", "such as", "for example" and similar expressions are not words of limitation. In the absence of manifest error, our records are conclusive. The headings used in these M-Pass terms and conditions are for convenience of reference only and are not to affect the construction of these terms, or to be taken into consideration in interpreting these terms.

We may at any time terminate the M-Pass system in whole or in part including cancelling all or particular groups of M-Pass accounts and suspending or reclaiming all M-Passes. Before we do so, we may take steps that we consider reasonable to reduce the adverse impact of termination on M-Pass account holders, which may include (without limitation) one or more of the following:

• providing a reasonable opportunity to use your outstanding balance
• providing a reasonable opportunity to transfer that balance to an alternative facility, and/or
• providing a reasonable opportunity to apply for a refund.

We may assign, novate or otherwise deal with all or any part of our rights, remedies, powers or obligations under these M-Pass terms and conditions to a third party without your consent in any circumstance, for example without limitation, if a third party will operate M-Pass. You may not assign, sublicense or otherwise deal with any of your rights under these M-Pass terms and conditions.

13. Contact us

Our contact details and locations are available on the Monash website and at Monash Connect.

For assistance or further information, submit an enquiry through MoVA or call Monash Connect.