Staff ID cards
IT Services (ITS) are responsible for the production and distribution of staff ID cards. Staff are usually issued with an ID card on the first day of their contract by ITS staff in the Bute Building. You should have already received information about how to obtain an ID card in the offer letter pack sent to you by Human Resources (HR). If not please telephone (46) 2755/2532 or email firstname.lastname@example.org and request an ID card application form. The information on the card is extracted from the HR computer system. Cards are valid for the entire duration of a contract and serve a number functions:
- Personal identification and confirmation that you are a member of staff at the University of St Andrews.
- Swipe / prox card for access to many University buildings, for example the Old Union Building.
- Library card. The barcode and 10 digit number on the rear of the card is used solely by the Library for maintaining your Library record.
Please note that:
- ID Cards remain the property of University of St Andrews.
- if a member of staff leaves the University before the contract end date (valid until date) on the card, they must return their card to either their School/Unit secretary or Human Resources.
- staff must be in possession of a valid ID card for the duration of their employment.
- the last 5 digits of the card reference number (the 9 digit number on the top left hand corner of the card) are also your staff ID number and payroll number.
Swipe / prox card access to buildings
If your ID card is not working for swipe / prox card access to the buildings you are entitled to enter, email email@example.com or telephone (46) 2755/2532. Detail your name, card reference number (the 9 digit number on the top left hand corner of the card), the buildings you are having problems with and the card reader symbols that appear (e.g. 'red man'). IT Services will check your access details and make the necessary changes to your card's access privileges. Please note that in some buildings you will require specific permission from your head of school or unit to obtain either out of hours access or access to particular areas.
Lost and stolen cards
Please report the loss or theft of your ID card as soon as possible to ITS either by email to firstname.lastname@example.org or by telephone on (46)2755/2532. If emailing you should remember to include your name and if possible the card reference number (the 9 digit number on the top left hand corner of the card). ITS will cancel the lost/stolen card and send you a new one via the internal mail.
Email email@example.com or telephone (46) 2755/2532 and request a new card. Please state your card reference number. (the 9 digit number on the top left hand corner of the card). ITS will send your new card via the internal mail. You should either return the damaged card to ITS in the Bute Building or ensure that it is destroyed by cutting it into pieces.
The information on your ID card is extracted from the centrally held HR system. If your name or contract end date (valid until date) are incorrect on your card they are also incorrect in the HR system. Please email HR firstname.lastname@example.org and inform them of the correct information. Updated information will be passed to The ID card system overnight, so you should wait until the next day before requesting your new card from ITS. You can request your new card either by email or telephone as noted above.
Changes to photograph
New photographs can be sent either by email to email@example.com in jpeg format, or as a standard passport style photograph by post to: ID Cards, IT Services, Bute Building, Westburn Lane, St Andrews, KY16 9TS. In either case please ensure you quote your name and card reference number (the 9 digit number on the top left hand corner of the card). When you receive your new card you should either return the old card to ITS in the Bute Building or ensure that it is destroyed by cutting it into pieces.
Photographs should be:
- taken against a light background so that your features are clearly distinguishable against the background
- full face without sunglasses and normally without any head covering, unless one is worn for religious beliefs
which is in accordance with Passport photo requirements. Please note that unsuitable photographs will not be accepted.