SMS MSc Student Handbook 2024/2025 (Sep 2024 Start)
28. Queen Mary ID Card
You will receive a QMUL photo-identity (ID) card upon enrolment. This card is very important and must be carried at all times on campus. If you do not produce this card upon request and satisfy staff that it is your card through comparison of your face and the photograph, you may be removed from the building, or from campus. Misuse of your card will normally lead to an investigation under the Code of Student Discipline (https://www.qmul.ac.uk/governance-and-legal-services/student-appeals/misconduct/)
The card shows your student number. You must take your card into all examinations, and display it on your table for inspection. You will also need to copy the student number onto your paper. If you paper is online then you may be required to provide a scan of your card when submitting your paper online.
It is vital that you keep your card safe and with you at all times on campus. If you lose your card, or if your card is stolen, you should contact the Student Enquiry Centre, who will be able to help you. A fee is charged to replace lost ID cards.
If you are not able to collect your student ID card in the first semester of teaching as you are not on campus, do not worry. Details on how to collect your student ID card at a later date will be made available via the Student Enquiry Centre website.
You may also be required to present your card to be allowed onto campus (e.g. you may need to show your ID card to Security Staff).
The card also serves as your library card, and as an access card for certain buildings and equipment (such as printers and photocopiers). Many buildings have security points at which you must show your card, and others require you to scan your card to release the doors.
It is vital that you keep your card safe and with you at all times on campus. If you lose your card, or if your card is stolen, you should obtain a replacement from the Student Enquiry Centre and note that a charge will be applied.
Replacement ID cards
Please note, you will only be able to get a replacement ID card if you are temporarily or fully enrolled. If you are eligible for re-enrolment, you will not be able to get a replacement ID card until you have completed the re-enrolment task.
If you need a replacement ID card, please check which of the circumstances in the drop-down tabs below are applicable to you and read the guidance on what you need to do in order to get your new ID card.
Please check the Student Enquiry Centre website for our office opening hours and further information on contacting us.
Please see the Frequently asked questions below to see if you are liable to pay and what your next steps might be:
My card is expired, what do I do?
If your card has expired simply bring the old card to the Student Enquiry Centre and we will produce a new one for you free of charge.
My card was stolen, what do I do?
If your card was stolen you do not need to pay the replacement fee charge. You will need to visit the Student Enquiry Centre and bring a form of identification such as your passport, driver’s license or bank card, and show the staff member your crime reference number and a new card will be produced for you. Please note, if you fail to show your crime reference number you will have to pay the £20 charge.
I have lost my card, what do I do?
If you have lost your student ID card you will need to pay the £20 replacement fee charge before visiting the Student Enquiry Centre to collect your card. You can pay online or at the Fees desk on the ground floor of iQ East Court. The Fees Team are located next to the Student Enquiry Centre.
Once you have paid, please bring a form of identification such as your passport, driver’s license or bank card. You will also need to show us the receipt of payment and a new card will be printed for you there and then.
Please note, if your card has been handed in to the Student Enquiry Centre, we will email you to inform you that we have it and you can come to pick it up. Even if we haven't contacted you, you are welcome to check with us if your card has been handed in before you purchase a replacement. You may also wish to check with Security to see if you card has been handed in to them.
If you find your ID card but you have already paid for and had a replacement ID card printed then you should continue to use your new card (as your old card will no longer work) and we will not be able to refund you. If you have found your lost ID card and paid for a new card but it has not yet been printed, please let us know and we will arrange a refund for you.
I have changed my name, what do I do?
Please refer to the name change guidance page available on the QMUL website. If your name change meets the accepted criteria and is actioned on university systems, you can bring your old card to the Student Enquiry Centre and we will produce a new one for you free of charge.
My card is not working, what do I do?
If your card has never worked or has stopped working for all buildings, you should get in contact with the Student Enquiry Centre. You can ask us to check whether your card should be working correctly by emailing us the 8 digit security number on the back of your ID card or visiting us with your card and we will check the security number against your record. Please also confirm that your card is not working or has stopped working for all buildings.
If your card is working for some buildings but not others, this suggests that your card is working but you do not have access to certain buildings. If you require access to additional buildings, security can update your access. Please speak to your academic department in the first instance who can request that security updates your access. Please be advised that the Student Enquiry Centre cannot grant you access to buildings or request this - requests must be made by your academic department to Security.
I am unhappy with the photo on my card, what do I do?
If a requested change of photo relates to a change of gender identity or for religious reasons (E.G wearing a Hijab) we will print a new card at the Student Enquiry Centre free of charge.
