5.12 Campus Card Services - Teaching, Learning, Technology Roundtable - St. Cloud State University

5.12 Campus Card Services


The current Campus Card system has been in place since 1999. This transaction system records and manages campus services, including vending, residence hall laundry, building door access, parking lot access, point-of-sale transactions, events access, computer lab printing, photocopying, and enrollment/employment verification. The system manages the use of Campus Cash debit account funds, with a current fund balance exceeding $225,000 in cardholder accounts.

While use of Campus Card and associated accounts and services continues to grow, other card systems are being used for individual or departmental purposes on campus. This situation has arisen because of the relatively high costs of Campus Card installations, the lack of need for an associated account system for some applications, and lack of knowledge about possible benefits. An analysis of the costs and benefits associated with consolidation of these services would be useful. The infrastructure is currently in place to allow for increased services (door access, sale locations) in most buildings on campus.


In the next five years, use of the Campus Card will continue to evolve. SCSU must to respond to this changing environment by
  • stabilizing the budget by increasing revenues to match expenditures and carrying a positive fund balance from fiscal year to fiscal year
  • surveying all categories of users on campus to determine what, if any, other card-based systems are currently in use, and what additional services Campus Card might provide to meet their needs
  • reviewing the costs and benefits of consolidating other card applications into the Campus Card, taking into account the cost savings associated with standardization
  • increasing the availability of Campus Card services based on the survey results and the cost/benefit analysis
  • developing redundancy within the system to minimize downtime
  • continuing to incorporate new technologies, such as wireless card readers, to make use of Campus Card more ubiquitous.

Specific Actions and Timeline

By October 1, 2003, a Campus Card committee will be established that includes representatives from the Campus Card office, from other current Campus Card users (LR&TS, CIS-AdC, Athletics, Recreational Sports, the Business Office, Food Service), and faculty, staff, and students to help provide input and support in implementing the technology plan. The committee will adhere to the following schedule rather than the standard timeline for carrying out and reporting on specific actions:
  • Survey all categories of users on campus to determine card/account systems in use and the demand for additional services, with findings presented to TLTR no later than February 1, 2004.
  • As part of the next RFP for campus food service contracts, which begins in summer of 2004, require use of the Campus Cash account so a single debit account is used on campus.
  • Based on the survey findings, by April 1, 2004, provide an overall plan for the addition of Campus Card access points and services, which might include residence hall room access (much like hotel room card systems), additional campus vending locations, etc. Include with each the resources needed for implementation.
  • Annually, as resources allow, add service point locations and new services to the Campus Card system in accordance with the plan, and report progress on these to TLTR and other affected campus users.


SCSU should focus on budget stability for the next two fiscal years, which will lead to greater predictability for budget forecasts/planning. In addition, we should rovide sufficient staffing and related support to properly manage the campus card system, especially as additional services and service points are added. Finally, we should provide resources needed to develop systems redundancy to minimize any downtime of services.


  • Have Campus Card revenues from holdings and transaction fees increased to match expenditures so that a positive fund balance is carried forward from fiscal year to fiscal year?
  • Have card/account users on campus been surveyed to determine what additional services Campus Card might provide to meet their needs?
  • Have the costs and benefits of consolidating services been analyzed?
  • Are Campus Card services more widely available?
  • Has system redundancy been developed to minimize system downtime?
  • Have additional technologies, such as wireless card readers, been incorporated into the Campus Card system to make its use more ubiquitous?
  • Has the committee submitted a final report in Spring 2008?
  • Has the committee made recommendations for the next cycle of technology planning?

Revised: May 2003