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Student Smartcards

Smartcard Distribution for Students and other Smartcard Information

What is a Smartcard?

Your University Smartcard is a credit card sized plastic card that has your first and surname, your student number as well as your photograph, which you upload when you enrol. It is:

  • Your University identification card
  • Your Library card
  • Your pass to free use of the No 1 bus between Campuses (Newcastle Campus Only)
  • Needed for access to buildings as appropriate to the requirements of your course
  • Your Northumbria Students' Union membership card
  • An attendance monitoring card
  • A payment card for printing and photocopying

It will also be your membership card if you choose to join the University's sport facility,Sport Central. 

Your Smartcard is non-transferable and may only be used by the person whose name and photograph appears on it. The card is valid for all campuses of Northumbria University and should be carried at all times.  Cards that have been lost or stolen must be reported to an Ask4Help point, a £5 charge is applied if the card has been lost or damaged.  Any changes to a student’s first and /or surname will need to be verified by before a new smartcard can be produced. 

If you change the course that you are studying or if you are progressing from a Foundation course to your destination course a new card will be printed automatically when you enrol.

How to Upload a Photograph for your Smartcard and Requirements

Students will be prompted to upload a smartcard photograph when they enrol. A photograph can also be uploaded by following the instructions below:

  • Log into your Student Portal and from the left side select My Info.
  • From the Home page, under Useful Links, select Upload Photo

Click here for smartcard photograph requirements.

Book a Smartcard Click and Collect Slot (Newcastle Campus Students)

  • Smartcard click and collect slots are available on campus at Sport Central between 14th and 24th September - book your slot here.

  • From 25th September onward, click and collect slots are available at City Campus Library via Ask4Help - book your slot here.

If you book a slot to collect your Smartcard and then receive an email to advise that you are eligible to have your Smartcard posted to your term time address, please cancel your collection slot so that it can be made available for somebody else.

Collecting your Smartcard

In order to collect your Smartcard you must bring with you proof of your identification. The documents that we accept are:

  • Passport
  • Photographic Driving License
  • Proof of Age Standards Scheme (PASS) Card

If you are an International Student, please read the section Smartcard Collection for International Students.

Smartcard collection sessions will be delivered in line with the University's response to Covid 19; with face masks being worn by members of staff and the use of hand sanitiser  being encouraged. 

Smartcard Collection for September 2021 intake

From the 14th September smartcards can be collected using a Click and Collect system (see the section Book a Smartcard Click and Collect Slot) .

We can only produce your smartcard if you have both enrolled, uploaded a photograph for your smartcard and that photograph has been accepted. You can check this by following the steps below

To check if you have enrolled:

Log into your Student Portal and select My Info from the left side. If you have enrolled, within the Enrolment / Pre-Registration box you see the statement; 

You are now an enrolled/registered student with Northumbria University

If you have not enrolled, you will see a button prompting you to do so. You must do this as soon as possible.

To check if you have updated a photograph that meets the criteria (see How to Upload a Photograph for Your Smartcard and the Requirements)

Log into your Student Portal and select My Info from the left side. From the Home screen, under the drop down Home menu select My Details. You will see the tab Your Smartcard Photo. If a picture appears here, it will be the picture that will be printed on your smartcard. If the page is blank, you need to upload a photograph  (see How to Upload a Photograph for Your Smartcard and the Requirements)


Collecting your Smartcard

In order to collect your smartcard you must bring with you proof of your identification. The documents that we accept are:

  • Passport
  • Photographic Driving License
  • Proof of Age Standards Scheme (PASS) Card

If you are an International Student, please read the section Smartcard Collection for International Students.

Smartcard collection sessions will be delivered in line with the University's response to Covid 19; with face masks being worn by members of staff and the use of hand sanitiser  being encouraged. 

September 2021 Intake: Posting of Smartcards for Students who Confirmed their Identity online during Academic Year 2020/1

If you confirmed your identity online during the academic year 2020/1 (for example you completed a Foundation course and are continuing with your studies)  then you may be eligible to have your smartcard posted to your term-address. To qualify; you need to have fully enrolled, and reviewed and updated your term-time address as well as uploaded a photograph (where the option to upload a new photograph is available) no later than Thursday 9th September. Students who meet the criteria outlined will be sent an email on Friday 10th September to confirm that their smartcard will be posted to their term-time address. Smartcards sent to students should be received no later than 25th September.

Common queries that may arise:

  • I received an email on the 10th September to say that my smartcard was being sent to my term-time address and it has not arrived by 25th September
    You should contact Ask4Help who may need to arrange for a reprint of your smartcard. Submit an enquiry to Ask4Help via your Student Portal or visit an Ask4Help counter on campus.
  • I have studied here previously but I did not receive an email on 10th September.
    You will need to collect your smartcard from campus. Please see the section Smartcard Collection for September 2021 Intake for further details.
  • I have not studied here previously
    You will need to collect your smartcard from campus. Please see the section Smartcard Collection for September 2021 Intake for further details.

Smartcard Collection for International Students

If you are an International student  you will need to have arrived on campus and have had your visa verified before your smartcard can be issued.  Please ensure that all relevant documentation is uploaded as soon as possible, either via the pre-registration task or as soon as possible after the task has been completed via your personalised e:Vision page accessible from the Student Portal via the My Info option.

  • If you  need to collect your BRP from a Post Office in Newcastle, please ensure that you collect it following any required period of self-isolation and upload a photo of both sides of the BRP card using the visa upload task. This is available via your Student Portal and by selecting My Info from the left side of the screen. From your personalised e:Vision page that then appears, select Upload Visa Documentation located in the Useful Links list.
  • If you need to collect your BRP from the University, your BRP will only be issued to you by the Visa Compliance team once you have enrolled on your course. Your BRP will be posted to your UK address, which you will confirm during the enrolment process

Continuing Students
If you are a continuing student and have had your visa verified you will be able to collect your smartcard from either the City Campus or Coach Lane Library (depending on where your course is taught) up until the 29th August. After this date you will need to use the Click and Collect service. Details can be found in the section Smartcard Collection for September 2021 Intake. Please note, you should only book a slot at one of these sessions if the University Compliance Team has confirmed that your visa documents have been checked and verified.

New International Students
Once you have enrolled, uploaded a photograph and had your visa documents verified, please use the Click and Collect service to make an appointment to collect your smartcard. Details can be found in the section Smartcard Collection for September 2021 Intake. Please note, you should only book a slot at one of these sessions if the University Compliance Team has confirmed that your visa documents have been checked and verified.

Smartcard Collection for Students joining from the European Union

If you are student from the European Union and hold a British or Dual British passport; or are from the Republic of Ireland, you do not require a right to study check.  Please refer to the section Smartcard Collection for September 2021 Intake.

If you are a student from the European Union and do not hold a British or Dual British passport, the University’s compliance team is required to carry out a right to study check. For short courses you will be asked for evidence of your date of entry. For courses over 6 months your Student Route transit visa or evidence of settled or pre-settled status will be requested. Following your right to study check your smartcard can be issued. Once you have enrolled, uploaded a photograph and your documents have been verified, please use the Click and Collect service to make an appointment to collect your smartcard. Details can be found in the section Smartcard Collection for September 2021 Intake. Please note, you should only book a slot at one of these sessions if the University Compliance Team has confirmed that your documents have been checked and verified.

Smartcard Collection for Continuing Students

If you are a student who enrolled and uploaded your photograph during the academic year 2020/1, your smartcard will be available to collect from either the City Campus Library or Coach Lane Library depending on where your course is taught until Friday 27th August. 

Cards can be collected from the City Campus Library 8am-8pm Monday to Friday and 9am-8pm Saturday and Sunday.
Cards can be collected from the Coach Lane Campus Library 9am-8pm Monday to Friday weekdays and 9:30am-5pm Saturday and Sunday.

After the 27th August, you will need to book to collect your smartcard from a Click and Collect session. These sessions start on Tuesday 14th September. Further details are given in the Smartcard Collection for September 2021 Intake section. If you do not have your smartcard and require access to the Library or other buildings between 27th August and 13th September, you can visit either the City Campus or Coach Lane Library who will be able to provide further assistance.

We can only produce your smartcard if you have both enrolled, uploaded a photograph for your smartcard and that photograph has been accepted. You can check this by following the steps detailed in the Smartcard Collection for September 2021 Intake section

Replacement Smartcards

If you have lost your original smartcard, you can visit either the City Campus or Coach Lane Library to request for a new one to be printed. Depending on circumstance, you may be charged a £5 replacement fee.

Smartcard Collection for Students who have completed a DBS Check

Students who are part of the September 2021 intake on some courses will collect their smartcards from an Occupational Health Vaccination and Uniform Fitting session. These sessions are due to take place the week commencing 20th September in the Sports Centre on Coach Lane Campus. You will receive an invitation to the session relevant to your programme. These sessions are being delivered for students on the programmes below:

  • BSc and MSc Occupational Therapy
  • Midwifery
  • Nursing programmes (all)
  • Operating Department Practice
  • Physiotherapy

Students on programmes not listed will need to arrange to collect their smartcards using a Click and Collect facility with sessions starting from Tuesday 14th September. Between 14th and 24th September (not including the weekend in between) cards for students taught from the Coach Lane Campus will be available to collect from Sport Central. From 25th September onwards, the smartcards for students taught from the Coach Lane Campus will be available to collect from the Coach Lane Campus Library.

For further information on how to book on a Click and Collect session, read the section Smartcard Collection for September 2021 Intake.

Note; students who are commencing study in Postgraduate Certificate in Education (Primary) and Postgraduate Certificate in Education will be able to collect their smartcards from Coach Lane Library from 2nd September. Please ensure that you allow seven working days from the time you enrol and upload your photograph before you attempt to collect your smartcard. For information on what documentation you need to take with you when you collect your smartcard, please see Smartcard Collection for September 2021 Intake.

Smartcard Collection for NEBOSH and Police Degree Apprenticeship Programmes

NEBOSH

If you are part of the new intake for the NEBOSH programme or you are a continuing student who has yet to collect your smartcard, your smartcard will be given to your Programme Leader who will require you to verify your identity before your card is given to you

Police Degree Apprenticeship Programmes (September 2021 intakes)

If your programme is based with the Durham Constabulary, your smartcard will be sent to the Durham Constabulary address and a member of staff will verify your identity before your card is given to you.

If your programme is based with Northumbria Police, your smartcard will be collected by a member of the teaching team who will verify your identity before your card is given to you.

For information on what is an acceptable form of identification as well as how to collect your smartcard from Campus please read the section Smartcard Collection for September 2021 intake

 

Students who do not have Photographic Identification

In order to collect your smartcard you must bring with you proof of your identification. The documents that we accept are:

 

  • Passport
  • Photographic Driving License
  • Proof of Age Standards Scheme (PASS) Card

We request this because we need to ensure that the person who collects a smartcard is the person to whom the smartcard belongs. If you do not have a passport or a driving license; you are strongly encouraged to get a Proof of Age Standards Scheme (PASS) Card. This link takes you to the various different types of PASS cards that the university accepts. Alternatively you can also get a Proof of ID version of a TOTUM card (NUS discount card).

If you do not have a passport or photographic driving license, and are unable to apply for a PASS card; please email the Smartcard Support team. Please do not book to collect your smartcard until appropriate arrangements have been made to confirm your identity.

Smartcard Distribution for Distance Learning Students

Distance Learning students are issued with a Northumbria smartcard. The Smartcard will only be posted where a complete home address has been provided (inclusive of PO Box No if applicable).  Being in possession of a Northumbria Smartcard will enable UK based students to use other University libraries through 'SCONUL Access'. 

Smartcards for Students and Members of Staff on the London Campus

*Smartcard Collection for Students taught at the London Campus*

Continuing Students at the London Campus who have yet to collect their Smartcard

From September 13th, smartcards for continuing students on the London Campus can be collected by booking an appointment.
The link to book a slot on one of these sessions will be available on this page.

New Students at the London Campus who need to collect their Smartcard

From September 20th, smartcards for new students on the London Campus can be collected by booking an appointment.
The link to book a slot on one of these sessions will be available on this page.

We can only produce your smartcard if you have both enrolled, uploaded a photograph for your smartcard and that photograph has been accepted. You can check this by following the steps below

To check if you have enrolled:

Log into your Student Portal and select My Info from the left side. If you have enrolled, within the Enrolment / Pre-Registration box you see the statement; 

You are now an enrolled/registered student with Northumbria University

If you have not enrolled, you will see a button prompting you to do so. You must do this as soon as possible.

To check if you have updated a photograph that meets the criteria

Log into your Student Portal and select My Info from the left side. From the Home screen, under the drop down Home menu select My Details. You will see the tab Your Smartcard Photo. If a picture appears here, it will be the picture that will be printed on your smartcard. If the page is blank, you need to upload a photograph  (see How to Upload a Photograph for Your Smartcard and the Requirements)

Collecting your Smartcard

In order to collect your smartcard you must bring with you proof of your identification. The documents that we accept are:

  • Passport
  • Photographic Driving License
  • Proof of Age Standards Scheme (PASS) Card

If you are an International Student, you will only be able to collect your smartcard if you have had your visa documents verified.

Smartcard collection sessions will be delivered in line with the University's response to Covid 19; with face masks being worn by members of staff and the use of hand sanitiser  being encouraged. 

 

*Smartcard Collection for Members of Staff based at the London Campus*

The London Campus Manager or their delegate will need to email a request for new London Campus staff member smartcard to the Newcastle Ask4Help team. . The email should include the following information: 

 

  • The name of the individual requiring the smartcard
  • A passport style photograph
  • A contact email address for the individual requiring the smartcard
  • Expiry date of the smartcard

The member of staff requiring the smartcard will be emailed when the card is available to collect from the London Campus. Proof of identification (detailed above) must be produced before a smartcard is distributed. 

 

 

Smartcards for Students on the Amsterdam Campus

Amsterdam Campus students are entitled to both a Northumbria University and an Amsterdam University of Applied Science (AUAS) smartcard. You will be contacted separately by AUAS with instructions in how to create an account and upload a photo for your AUAS smartcard.  Please look out for an email from AUAS in your personal and Northumbria inbox (please monitor your ‘junk’ folders in both accounts as the email may be directed there).  When both your Northumbria University and AUAS smartcard is available you will be contacted to advise that they are ready to collect from the Leeuwenburg Building.  

When you collect your smartcard you must bring with you an official form of photographic identification. Only the following will be accepted:

  • Passport
  • Photographic Driving Licence
  • Proof of Age Standards Scheme (PASS) Card
Your AUAS Smartcard can be used for the following:
  • Access to campus buildings
  • Access to library facilities including additional AUAS libraries and the UvA library
  • Access to sporting facilities via the USC, which is the student sports centre in Amsterdam
  • Printing on campus
  • Purchasing food and drinks on campus

Smartcards for Teaching PhD Students and Members of Staff

Teaching PhD Students and all members of staff are entitled to a category of smartcard

  • If you are a new member of staff (employed directly by the University), Human Resources will send you Welcome information which will contain what you need to do in order for your smartcard to be produced

  • If you are classed as an associate member of staff, (as per the Membership and Access policy which can be viewed here)  and require borrowing rights, you can apply for a smartcard via the Library website

  • If you are classed as an associate member of staff but do not require borrowing rights, an access only smartcard will be produced for you. You will need to go to City Campus or Coach Lane Library in order to request your smartcard. You can either be accompanied by your Manager or other permanent member of staff within your team or provide a letter on Service or Faculty letterhead which confirms your requirement for a smartcard signed by your Manager. 

In order to collect smartcards, both PhD students and members of staff need to show valid photographic id, such as a driving license or passport, so that identity can be verified.

 


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