Issuing

How the card will be issued

To request a new or replacement staff ID card please complete the Staff card request form. Cards will not be issued until the form has been completed or the team has received an email from you.

Do you require a photo?

Following a change to legislation in September 2026, all staff must provide a photograph for their staff card regardless of the department they work in. Staff who have previously held a staff card without the photograph in place are politely asked to submit a photograph and request a new card through the staff card request form.

Using your card

Staff who are also students

Where a member of staff is also a student, the student card takes precedence and no staff card will be produced as a person should only require a single University ‘smart’ card.  Any functionality you require as a member of staff can be added to your student University Card. 

If a staff card is required for ID purposes, a card bearing the name and photo can be produced but without any card number or encoding. These cards will be produced at the specific request of the line manager. If you require an additional staff ID card, go to https://www.york.ac.uk/systems/mugshots/owner/ select 'manage who can view your photograph' and ensure you answer 'yes' to the option to have your photo included on your card. This will use the same photo as your Student Card unless you update your photo on the system.

Using your University Card

Door access

Library services

For all staff, your University Card automatically gives you University Library membership.

The use of the Library is in line with the library policy.

Printing

University printers and copiers are now centralised. These devices require you to present your University Card to release your print job.

Providing a Photo

University Card as ID card

‌

Providing a photo for your University Card

Upload a photo for your card (remember to select the option to allow inclusion of the photo on your University Card).

If you have already uploaded a photo via this method in the past and you wish to use it for your card, you will need to go back to this website, click ‘Select University Card Preferences’ and click ‘yes’ to the option to have the photo included on your card.

It is important that the photograph you provide for the ID style of University Card is the right size and quality. It should be recent and representative. As a general rule you should treat getting your ID photo in the same way you would for your passport photo.

Find specific help and guidance on uploading your photo. 

Please note the email received after your photograph has been accepted does not mean that your card has been printed. You will also need to fill in the staff card request form.

Operations

Amending the rights and functions to your University Card

If your circumstances change you may need to amend the functions on your University Card

• Change the door access rights on my card: ask your line manager or departmental administrator to request that the change be made by the Campus Reception team. This can be done by emailing reception-access-requests@york.ac.uk
• Change my University Card to an ID style: upload a photo (remember to click the option to allow inclusion of the photo on your University card) 

Lost or stolen University Cards

It is important that if your University Card is lost or stolen, you report it to Campus Safety immediately so that access rights can be cancelled as soon as possible. Please contact Campus Safety on extension 4444 in the first instance.

They will disable any access control functions on the lost card and if necessary, arrange issue of a short-term ‘transition’ card which will give you access control rights until you are able to obtain a new University Card.

To have your University Card re-issued you can request a replacement by completing our online request form.

This is in line with the University Access policy.

Returning your University Card

If you are retiring or leaving the University we ask you to return your University Card for safe disposal. Your line manager or supervisor should request this as part of the leaving process.

This will be done in line with the University access /HR policy.

T's and C's

University Staff/Associate Card Terms & Conditions

Definitions

• Card
  The University Card, is issued by the University of York.
• We/Us
  The University of York, Heslington, York.
• You
  The person to whom a card is issued and the only one authorised to use it under these terms and conditions.

These terms and conditions explain our obligations to you and your obligations to us

1. You must take all reasonable care of your card to prevent damage to it.  It must not be tampered with, defaced, damaged, passed on or loaned to others, misused in any University system or in any other way.
2. You must take all reasonable precautions to prevent the loss, theft or misuse of your card.
3. If your card is lost, stolen or otherwise liable to be misused, you must inform us by contacting the University Information Centre or Security Centre at the earliest opportunity.
4. We will replace cards free of charge which are damaged by legitimate use in University equipment or which prove to have been faulty in themselves (as opposed to those damaged by user misuse).
5. If you have a problem with using your card, you should bring your card to the University Information Centre.
6. Where we consider there are justifiable grounds for doing so, we reserve the right to require you to return your card to us at any time immediately upon notice to you, and we may suspend or withdraw the use of your card or some of the functions on it at any time at our discretion.
7. The card may only be used by current University members: 
   • As proof of identity on University premises.
   • As a form of identity if required when visiting external establishments.
   • For access to associated systems and physical access through doors or barriers; the use of these services is governed by separate regulations.
8. On leaving University employment, the card must be surrendered to your line manager before you leave.
9. Your University Card remains the property of the University Of York and must be returned on request.