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The Student Hub ➞ ID cards

ID Cards FAQs

An ID card is your identity on campus and allows you access to buildings and facilities, including the University Library and faculty buildings. Additional services can be added to your ID card, such as Sports and Wellbeing facilities and access to libraries provided by Southampton City Council.

Please read the details regarding photo guidelines carefully before ordering your ID card. If you provide an inappropriate photo on your order, this will cause a delay to your order being completed and there is a charge of £10 to re order.

Students based at Winchester School of Art will be able to collect their ID cards from The Hub at WSA (Building 63F, Winchester Campus, main reception).

You will have access to a digital ID card, so long as you have successfully ordered and provided us with an appropriate photo, once you order has been processed. 

 

How do I apply for my ID card?

You can apply for your ID card online . You will need to upload a photograph as part of this process, please read the guidelines to ensure your photograph is suitable. Please be aware that photos that are deemed inappropriate will delay your card order and will result in a £10 replacement charge.

If you are ordering a Replacement ID card and would like to purchase a new Lanyard and ID holder or you would just like to purchase a new Lanyard and ID holder, you can do this online here. Each Lanyard is £2.80.

 

The online system says I have an order in process, what does this mean?

It just means we haven't printed your card yet but rest assured that it will be processed in due course. You will be provided with a confirmation email when your ID card is ready to collect. From Monday 30th September students based at Winchester School of Art will be able to collect their ID cards from The Hub at WSA (Building 63F, Winchester Campus, main reception).

Can I have my card posted overseas?

Unfortunately we cannot post your card overseas.

My Digital ID Card Photo is not showing on the App, what does this mean?

It just means that we have not yet printed your card yet, please be reassured that if you have ordered your ID card successfully with an appropriate photo you will be able to access your digital ID once your order has been processed.

I've ordered late. What if I don't have my ID card at the start of term?

You will be provided with a digital version for identification purposes that you can use until your physical card is available to collect. This will not allow door access but can be used for identification.

I have lost my ID card, how do I apply for a replacement?

If you have lost your card or your ID card is faulty or damaged you can apply for your ID card online . Replacement cards cost £10.00.

My ID card will not let me access University services what should I do?

If you are unable to access the library or other services with your ID card your card may be damaged or be faulty. If you do not hear a beep when trying to use your card then it is likely that the chip is no longer working and you should order a new card online

If the card does beep when you try to use it but will not let you access certain buildings or services then the card may have expired. If you are a current student please visit the Student Hub where we will be able to test your card and advise what the problem is. Alternatively, please email us on studenthub@soton.ac.uk . If you are no longer a student at the University you will need to apply for an Alumni Campus Card to continue to access services.  To apply, please email campuscard@soton.ac.uk.

 

My current Expiry Date is showing as expired, but I am still a current student what do I do?

You will still be able to order your replacement or new ID card, we will refer your order to your Student Office to confirm a new expiry date for your ID Card. Please be aware that we are only able to produce cards with an expiry date that is longer than 3 months from the date that the card is ordered. If your expiry date is less than 3 months from the date that the card was ordered, we would not be able to refund any charges or produce a card for you.

My current Expiry Date is showing as expired, but I am unsure if my new Expiry will be longer than 3 months- what shall I do?

If you are not sure if your new Expiry will be longer than 3 months from the point you order your ID card, please contact studenthub@soton.ac.uk and we will be able to confirm the details of your new Expiry date before you place an order.

My current Expiry Date is showing as expired, but I will not require access for longer than 3 months- what shall I do?

Submit a request on Planon . The request must include your Student ID number, full name and the date you require access until. You will need to enter the name of the person authorising this request, we would recommend that this is your supervisor or a member of staff within your faculty.

If you require Library access, you will also need to email librecep@soton.ac.uk requesting access, including the same details as mentioned above.

I have a sports membership but I have lost my ID card, what should I do?

You will need to apply for a new card and pay £10.00 for a replacement; once you have collected your new card you will need to go to one of the Sports Centres where a member of staff will put your membership onto your new card.

I have access to the bike sheds but I have lost my ID card, what should I do?

You will need to apply for a new card and pay £10.00 for a replacement; once you have collected your new card you will need to go to the Unilink office above the Student's Union Shop (SUSU) and a member of staff will put your membership onto your new card.

I have left the university but still want to access the library and/or the gym, what should I do?


If you have left the University but still want to access University services, you can apply for an Alumni Campus Card. To apply, please email campuscard@soton.ac.uk with the following information:

  • Your full name
  • Date of Birth
  • Student ID (if known)
  • A UK address we can post the card to 
  • A passport style photo 
  • Your reason for applying

I have changed my name, how do I get my ID card updated?

If your details change you should inform the University to ensure we have your correct information. You can update most details including your address, email address, telephone number and bank details on SUSSED by using Banner Self Service.

If your name has changed please contact the Student Hub and we will be able to support you in getting an updated ID card.

I have ordered a replacement card, but have now located my lost card- can I get a refund?

Unfortunately, all ID card orders are final, so you would not be entitled to a refund of the £10 replacement fees. Once an order has been processed the access on your previous ID card will be removed so you will need to collect your new ID card.

This is outlined within ID Card Conditions Of Use .

I cannot complete my order as it says I can only reorder after 6 weeks-what does this mean?

This means that you already have an order in progress or have ordered a replacement card within a 6 week window. If you are a new student ordering your first ID card or a returning student starting a new course, please only place one card order as duplicate requests can cause additional delays, you will be contacted closer to arrival with details on how to collect your ID card. If you did require a replacement ID card within this timeframe, then please email studenthub@soton.ac.uk and we will support you further.

What are the photo guidelines?

The photo you provide for your ID card must meet specific standards and approval is at the full discretion of the Student Hub. It is your responsibility to provide acceptable photographs. If you do not, your ID card may be delayed or rejected as invalid and you will incur a cost for a replacement. 

The most common reason why ID card photos are deemed as inappropriate are if the photo contains filters, the photo you provide is in black and white instead of colour or the photo is not a direct and clear photo of your head and shoulders. Please also ensure there are no objects, such as glasses, headphones or pets.

Photo Guidelines

  • The photo should be a recent and true likeness of you
  • The photo must be in colour
  • The photo should clearly show your head and shoulders
  • The photo should have a plain background
  • Look straight in to the camera
  • Make sure your eyes are fully visible. Make sure your hair does not cover your eyes. If you wear glasses, make sure there are no reflections: in case of doubt the best idea is to take them off. Tinted glasses and sunglasses are not allowed
  • No head covering unless worn for religious or medical reasons
  • Do not use filters or photo editing software

If you are unsure please follow the passport photo guidelines .

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