21 Gift Cards: Acceptable use & Tracking

Grocery Gift Cards in lieu of a Student Pantry

Some campuses may select to collaborate with Student Services to support a grocery gift card program where a physical Student Pantry may not be an option or meet the needs of their students.

In this case, gift cards would be purchased through the NSCC Student Life corporate account (by the Director, Student Experience and Engagement) in larger quantities, as requested by a Student Association Executive. All cards purchased through the corporate account can be tracked by serial number. And campus SAs issued gift cards within each purchase lot MUST be properly tracked through a Microsoft Form specific to their campus/region.

Partnership with Student Services

This program operates as a partnership between the Student Association and Student Services. In lieu of funding a Student Pantry, the Student Association may opt to allocate funding under the (512 – Student Pantry) budget line for use in funding this program.

For confidentiality and reducing stigma around barriers to access, gift cards under this program must be administered through Student Services Advisors.

If you wish to provide this program, please connect with your Manager, Student Services to discuss further.

Tracking Form

The tracking form is created by Student Life and sent to anyone in Student Services who may be distributing the student pantry gift cards for them to complete for every gift card they give to a student.

1. The gift card log asks for the Serial number found on the back of the gift card to be logged.
2. Questions 2-4. Student information such as name and student number will be kept confidential.
3. The total dollar value of card(s) distributed helps us understand student access data as well as track remaining cards in the purchase lot.

The Student Association’s gift card tracking system is in place for risk management, as per NSCC’s Director, Internal Audit.

This allows us to determine the support levels needed at each campus, confidentially track statistics and have important information recorded to mitigate financial risk.

Gift Cards as Prizes for Contests and Activities

Gift cards outside of the grocery variety may be offered as prizes. These individually purchased cards do not have the same tracking requirements, however it is recommended that serial numbers, student winner names and student numbers are still recorded in the event management form notes. Student Life reserves the right to request documentation on these giveaways to ensure proper accountability and process.