• Introduction
• Who is eligible for an Identity Card?
• Why do I need to have an ID card?
• How do I get an ID card?
• Where do I get my ID card from?
• How much do ID cards cost?
• What can my ID card be used for?
• If you require car parking
• Contact Details
• Frequently Asked Questions?

Identity (ID) cards are produced in Human Resources and Academic Registry working closely with Security and Facilities Management.  The process is dependent on receiving the correct paperwork, photos and on technology (sometimes a little slow).  

This guide aims to answer questions you may have on ID cards and provide you with contact details of those who are involved in the process.

Staff:
includes those on Permanent, Temporary, and Casual contracts

Students:
includes Undergraduates and Taught Postgraduate students

Visitors:
includes Academic Visitors and  Honorary Appointments

To assist with security and as a deterrent to crime, University Council requires all employees to display a staff identity (ID) card on University Campus.

Staff

Permanent and temporary members of staff are required to send a recent passport size photograph to Human Resources when they accept their offer of employment with the University

Casual members of staff who are being paid on the claims payroll need to take a letter confirming their casual employment to the Security Office along with a passport sized photograph.

Students

Please click on the link below for information on how to get a student card.

http://www.lboro.ac.uk/admin/ar/student/enquiries/id_cards/index.htm

Visitors

Academic visitors should supply a photograph to Human Resources with their acceptance letter.  It is not always possible to have received the photograph before you start at the University, so if you bring a photograph to Human Resources we will produce your card.

Honorary appointments need to request an ID Card from Human Resources

*Please note cards take at least 24 hours to produce once Human Resources have input new members of staff on to the computer system.

Staff

All permanent and temporary staff may collect their cards from Human Resources  the day they start. The card includes the photograph together with name and staff identity number.  Cards will only be ready for collection if photographs have been received in time. Casual members of staff will be telephoned or emailed to collect their card from Human Resources once the information and photo has been received from the Security Office.

Students

Please click on the link below for information on where to collect your student card.

http://www.lboro.ac.uk/admin/ar/student/enquiries/id_cards/index.htm

Visitors

Academic Visitors can collect their cards from Human Resources the day they start.  Cards will only be ready for collection if photographs have been received in time.

Honorary appointments, if you bring a photograph to Human Resources we will produce your card whilst you wait (please note that this can only be done if the ID machine is working on the day).

Cards for new starters are free of charge. 

Replacement cards cost £7.00  If your card has been lost or stolen the charge will still apply.  If your card is damaged or broken you must let us see the card and we will produce you a new one.  In these circumstances charges will be at the discretion of Human Resources.

In addition to being a proof of identity, these cards can be used for access to the library,  Swimming Pool, LUFS Gym and other sports facilities, to activate the vehicle control barriers and, in certain departments, to gain entry to buildings.

The appropriate car parking fee must be paid to the Security Office before your card can be used at the vehicle control barriers.  A car parking application form is available from the Security Office

Any queries regarding the above information should be addressed to hr@lboro.ac.uk or telephone ext: 222169

useful contact details:

Security Office
ext. 222143

Helpdesk
Facilities Management
ext.  222202

Why doesn’t my staff card work at the vehicle control barriers?

• The first thing to do is ask Security to test your card in their reader.  They can also advise you if you have the correct access that you require.
• Is your card split or broken? if so, the barrier will not read the strip correctly.
• Have you paid your car parking fees?
• Have you paid the correct amount of money?
• When you tried to use your card “What was the weather like”?  If your card got wet you may have to dry it before putting it through the card reader.

Why doesn’t my card let me into a building?

Some buildings have restricted access.  Have you been given permission by your department to access the building? Has your department passed the information on to Facilities Management helpdesk?

I am a student but work part-time at the University.  Will I get a staff ID card or can I continue using my student card?

In exceptional circumstances where you will need to gain entry into buildings you will need to contact Human Resources to be issued with a staff ID.

Why can't I have the name I want to be known as on my ID Card?

Providing you have notified Human Resources of your preferred forename, your ID Card will automatically be printed with this. If you have not indicated a different preferred name the system will default to show your first forename as recorded within Trent, the Human Resources System.

Author:  Human Resources - August 2010