Card Agreement

Harkness Chapel

The CaseOneCard is the official campus identification card for all CWRU students, faculty, and staff. The card is required for all active members of the CWRU community. Use and acceptance of the card indicate agreement to the terms and conditions that govern its use.


  1. Cardholders have the responsibility for reporting lost, stolen, or damaged cards in a timely fashion to Access Services at 216.368.2274 or on-line at the Online card office within 48 hours.  
  2. Rights and privileges associated with the card are non-transferable and are contingent upon active status as a member of the CWRU community including but not limited to students, faculty, and staff.
  3. The card must always be carried on campus and presented to a CWRU official upon request.
  4. Photo images captured for the identification card become part of the cardholders’ educational record and may be used for official University business.
  5. The individual's official name will be printed on the back of the CaseOneCard while the individual’s preferred name will be printed on the front of the card.
  6. Subsequent cards printed to the same active cardholder may require an additional fee. 

The CaseOneCard can be issued to you when you are issued a network ID at Case Western Reserve University or upon employment. It is your official identification card and is valid if you are a registered student or employed at the University. The CaseOneCard is also issued to individuals affiliated with Case Western Reserve University, based on specific criteria.

  • A valid government issued photo ID must be shown before a CaseOneCard will be issued. 
  • Students must be active in SIS to receive a CaseOneCard.
  • New employees will not be able to receive their IDs until Human Resources issues them an ID authorization or their name appears on the new employee orientation list.
  • The Access Services Office will not issue an ID to employees prior to their actual payroll appointment date.
  • Each student, employee, and affiliate carry’s only one active card. Employees who are taking classes do not receive a student CaseOneCard.
  • The CaseOneCard is property of Case Western Reserve University and is non-transferable. It must always be carried and presented and/or surrendered to University officials upon request.
  • Unauthorized use warrants confiscation and/or disciplinary action.
  • Your CaseOneCard does expire if you leave the University. Your CaseOneCard must be returned upon termination of affiliation with the university.  For students it can be kept as a keepsake, but will be deactivated.
  • If your CaseOneCard is replaced due to theft or loss, it is de-activated and can be reactivated should you find it later.

Guidelines for Card Use:

  • Do not lend your CaseOneCard to others.
  • Do not punch holes, affix stickers, or in any other way make modifications to your CaseOneCard. Such practices may create problems when trying to use your card for Official University business, vending, parking or card swipe functions.
  • Keep ID away from wireless chargers and magnetic devices as they may deactivate the CaseOneCard and may require a replacement with the applicable replacement fee.
  • University departments cannot retain a CaseOneCard in exchange for reference materials and/or product check out to an individual. If they do retain a CaseOneCard, which is against University policy, and would happen to lose it, they will be responsible for covering the replacement fee.
  • If a card is found, return it to Case Western Reserve University Access Services, 10900 Euclid Ave., Crawford Hall, Cleveland, Ohio 44106 or Student Access Services Center, Tinkham Veale University Center, 11038 Bellflower Rd., Cleveland, OH 44106.
  • Your digital photograph will be printed on the face of your CaseOneCard and will be stored in the security database.
  • A new picture will be taken only if there has been a significant change in your appearance or the photo in the database is more than 2 years old.
  • Photo images captured for the identification card become part of the cardholders’ educational record and therefore may be used for official University business.
  • Cardholders will not be allowed to wear any article of clothing or eyewear that in the judgement of access services staff obscures his/her physical features.  Hats, headbands, sunglasses, etc. are not allowed when your photograph is taken for the CaseOneCard.  Any exceptions will be made on a case-per-case basis.
  • For more information see 'Photo Requirements and Submission Guidelines' page.
  • Lost/stolen card replacement fee is $25 and is payable at the time of re-issuance.  Stolen IDs are replaced for free when accompanied with a full police report, pending the circumstance. Cash, CaseCash, checks, credit cards (Discover, MasterCard and VISA) are accepted at Access Services.  The Student Access Services Center at Tinkham Veale University Center is cashless. 
  • Cardholders must present a valid government issued photo ID when picking up a replacement card.
  • Keep ID away from wireless chargers and magnetic devices as they may deactivate the CaseOneCard and may require a replacement with the applicable replacement fee.
  • Do not punch holders, affix non-University stickers or in any other way make modifications to your CaseOneCard. You will be charged the replacement fee for card replacement due to cardholder modifications.
  • Change is inevitable and we are committed to making it easy for you to ensure your CWRU ID accurately reflects who you are. There is a $25 fee to change the name on any CWRU ID.  A request of a name change due to University error or replacement due to normal wear and tear will have no fee assessed to the cardholder upon surrendering the original card to the Access Services Office. If you do not have the card at the time of reissuance the replacement fee will be applied.  Learn more about name changes.
  • Status changes within the university always require a new ID card.  Learn more about status changes.
  • Meal plan balance will be restored when a new card is issued.

The magnetic stripe on the back of your CaseOneCard can be used for a variety of things: checking out materials at the libraries, meal plans and food purchases and bookstore purchases.

Cash withdrawals cannot be made from CaseCash accounts and CashCash balances are non-refundable or transferable unless the following conditions are met:

  1. Damaged cards: Immediate transfer of the remaining value from a damaged card to a new card will be made. The damaged card must be relinquished to the card office before re-issuance of a new card.
  2. Lost or stolen cards: When a CaseOneCard is reported missing, it is deactivated, and the account is frozen. After the re-issuance of a replacement card, any account value is transferred to the new card. If a lost or stolen card is found after re-issuance it cannot be re-activated.
  3. Separation from CWRU:  The University will refund the remaining balance of CaseCash upon one of the following conditions: 
    • Graduation from Case Western Reserve University,
    • Withdrawal from Case Western Reserve University,
    • At the end of the academic year upon request. 

If you are leaving the University, you must request an account refund in writing. Refunds will only be issued for amounts greater than $1. All refunds are at full CaseCash value minus a $15 processing fee. 

Case Western Reserve University Access Services Office and its personnel are not liable for financial loss or criminal repercussion associated with any lost, stolen, damaged, or fraudulently used CaseOneCard. Cardholders are responsible for up to $50 for unauthorized use of an account on a lost or stolen CaseOneCard provided that the cardholder notifies the Auxiliary Office within two (2) days of learning of the loss or theft of the card. If the cardholder fails to notify the Auxiliary Services Office of the lost card within two (2) days, the cardholder bears full responsibility for the unauthorized charges.

Cardholder information is kept secure and confidential at the Access and Auxiliary Services Offices. Outside parties are not privileged to personal or account information unless express consent is granted, or the University is required to comply with legal or government agencies.