University staff card guidance

The University staff card is a smart card issued to all members of staff and eligible associates. It serves as your official University card and provides access to various campus services and physical locations.

It's credit card-sized, displays your name and a photo on the front and contains a chip that stores your access permissions and Library details.

Wearing your card

For campus security and identification purposes, your card must be worn at all times while on University premises, displayed using an appropriate lanyard.

Important: Do not punch a hole or drill into your University Card, as this will damage the internal chip and render it non-functional. Card holders and lanyards are available on request from the Information Centre.

Core functions and services

Your University card provides integrated access across campus services, including:

Building and door access: grants entry to designated campus buildings, offices, and secure areas, operating in line with the University Access Policy.
Library services: serves as your official membership card to access University Library facilities, borrow resources and use study spaces.
Centralised printing: used to authenticate and release print, scan, and copy jobs at networked multifunction printers across campus.
Sports Centre: used as your membership token for access to the University Sports Centre, if registered.

Photo requirements and collecting your card

All staff cards must display an up to date photograph of the card holder.

Providing a photo

You can submit your photo by uploading a photo directly via the University portal.

Photo guidelines

Photographs must be recent, clear, and representative of your current appearance. Please follow standard passport-style photo requirements (full face, neutral background). Detailed guidelines are available on the photo submission portal.

Collecting your card

New members of staff must present valid proof of identification at the Information Centre to collect their card once their photograph has been submitted.

Staff who are also students

Where a member of staff is concurrently registered as a student, they will be given the option as to which card takes precedence. Any door access and permissions required will be encoded directly onto their preferred card.

Associate cards

Certain categories of associates (eg temporary staff, contractors) may be eligible for a University Card.

Eligibility and accessible functions depend on the associate category
Line managers must formally submit a request on behalf of the associate before a card can be issued

Amending access and permissions

If your operational needs or roles change during your employment, permissions can be updated:

Door access changes: request changes through your departmental administrator, who will liaise with the Access Control team.
Library rights: contact the University Library directly

Lost, stolen or damaged cards

If your University card is lost or stolen, you must report it immediately to maintain campus security:

Notify Campus Safety: contact Campus Safety on extension 4444 (or 01904 324444 externally) immediately so access rights can be disabled
Temporary access: Campus Safety can issue a short-term temporary card to maintain necessary access rights
Card replacement: visit the Information Centre to be issued a permanent replacement card

Returning your card

Your University card remains the property of the University of York. Upon leaving or retiring from the University, you must return your card to your line manager as part of the formal departure process.

Further information

For queries, support, or further guidance, please visit the University Card web pages.