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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.

What is Required to Collect a Smartcard?

In order to collect your smartcard you must bring with you one document to confirm your identification. The only documents that we accept are:

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

Please note; a Biometric Resident Permit (BRP) can only be used as proof of identification where a student has Refugee or Asylum Seeker status.

If you do not have any photographic id; please refer to the Students who do not have Photographic Identification information tab.

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.

How to Check if you have Enrolled

We can only produce your smartcard if you have both enrolled and uploaded a photograph.

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 will 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.

How to Check if You Have Uploaded a Suitable Photograph for your Smartcard

We can only produce your smartcard if you have both enrolled and uploaded a suitable photograph that has met our requirements (please refer to the How to Upload a Photograph for Your Smartcard and the Requirements information tab).

Once you have uploaded a photograph; please allow 24 working hours for us to review it.

To check to see if we have accepted the photograph you have uploaded, 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 will need to upload a photograph. If we have rejected your photograph because it does not meet the requirements you will receive an email from the team

If you are experiencing problems uploading a photograph; please email the Smartcard Support Team.

Smartcard Collection for City Campus based Students

Before Collecting your Smartcard

You should allow three working days from both enrolling and uploading a photograph before you attempt to collect your smartcard. 

Please read the tab What is Required to Collect a Smartcard? before you collect your card.

 

Collecting your Smartcard

Smartcards for student taught from the City Campus can be collected  from the City Campus Library. 

City Campus Library Opening Hours are available from this webpage

***If you are an International Student or a student from the European Union you must have received an email with the subject heading Your visa has been checked and verified before attempting to collect your smartcard. This email; sent from the address rg.student-records@northumbria.ac.uk; confirms that your visa and/or travel documents have been verified by the University Compliance Team and you therefore are allowed to collect your smartcard***

If you are an International Student please refer to the Smartcard Collection for International Students tab for specific guidance.

If you are a student from the European Union please refer to the Smartcard Collection for Students Joining from the European Union tab for specific guidance.

 

Smartcard Collection for Coach Lane Campus based Students

Before Collecting your Smartcard

You should allow three working days from both enrolling and uploading a photograph before you attempt to collect your smartcard. Smartcards for students taught from the Coach Campus can be collected  during Coach Lane Library opening times. The opening times can be found on this webpage. Students taught from the Coach Lane Campus are students undertaking study in Nursing, Midwifery and Health, Social Work, Education and Community Wellbeing and Physiotherapy.

Please read the tab What is Required to Collect a Smartcard? before you collect your card.

 

Collecting your Smartcard

***If you are an International Student or a student from the European Union you must have received an email with the subject heading Your visa has been checked and verified before attempting to collect your smartcard. This email; sent from the address rg.student-records@northumbria.ac.uk; confirms that your visa and/or travel documents have been verified by the University Compliance Team and you therefore are allowed to collect your smartcard***

If you are an International Student please refer to the Smartcard Collection for International Students tab for specific guidance.

If you are a student from the European Union please refer to the Smartcard Collection for Students Joining from the European Union tab for specific guidance.

 

Smartcard Collection for Students who have completed a DBS Check

Students who are part of the January 2022 intake on the programmes below will be invited to attend specific sessions to collect their smartcards. These programmes are:

  • MA Social Work
  • MSc Midwifery
  • MSc Nursing (all branches)
  • MSc Physiotherapy

Details about these sessions will be sent to students direct.

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

Once you have enrolled, uploaded a photograph and received email confirmation that your visa documents verified, you will be able to collect your smartcard from either Coach Lane or City Campus Library, depending on where your course is taught. You should only attempt to collect your smartcard  if the University Compliance Team has confirmed that your visa documents have been checked and verified.

Smartcard Collection for St George's University January Intake

For those students joining us from St George's University, arrangements are in place for your smartcard to be given to you by the Northumbria Programme Co-ordinator. Please make sure that you upload the appropriate visa documentation as soon as you arrive in the country.

Please refer to the Smartcard Collection for International Students information tab for further guidance.

Smartcard Collection for QA Pathway January Intake

For those students joining as part of the QA Pathway, arrangements are in place for you to collect your smartcard on Friday 14th January. Further details will be provided nearer the time. Please make sure that you upload the appropriate visa documentation as soon as you arrive in the country.

Please refer to the Smartcard Collection for International Students information tab for further guidance.

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.

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 (such as your boarding pass). 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,  you will be able to collect your smartcard from either City or Coach Lane Campus Library (depending on where your course is taught) Please note, you should only attempt to collect your smartcard if the University Compliance Team has confirmed that your documents have been checked and verified.

Smartcard Distribution for Police Degree Apprenticeship Programmes

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 distributed by a Tutor during a teaching session on the Coach Lane Campus.

If you enrol late onto your programme and require a smartcard; a card can be printed for you from either the City or Coach Lane Campus. 

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 attempt to collect your smartcard until appropriate arrangements have been made to confirm your identity.

Smartcard Distribution for Students on Distance Learning Courses

This information is for students who are on courses officially defined as being delivered by Distance Learning.

It is not a mandatory requirement for Distance Learners to have a smartcard, a smartcard is not required to access Library online services. For further information click here.

Distance Learning students are entitled to a smartcard but unless they are planning on coming onto campus to use the Library and Sporting facilities or access other University Libraries under the SCONUL Access scheme (applicable to UK universities only) there is no need for them to have a smartcard, (please note; Students who wish to use other UK University Libraries to support their studies under the SCONUL scheme will need to be in possession of both a Northumbria Smartcard as well as a Confirmation of Enrolment letter which can be downloaded via the Student Portal). A smartcard is not required to get a student discount but rather it is the possession of a NUS TOTUM card that will give money off products and services for which you only need a university email account.

For those students who live local; and are able to come onto campus; they can go to any Northumbria Campus Library to request their smartcard and it will be printed there and then. If you intend to go this; please ensure that you take photographic id with you. Details of what photographic id we accept are provided under the information tab  What is Required is Required to Collect a Smartcard?

If you do not live locally but require a smartcard, a smartcard can be posted to your term-time address (UK only) but you must request this by emailing the Smartcard Support Team. Smartcards for Distance Learning students are sent out four times a year and before we can release a smartcard a student has to confirm their identity. Once we have received your request; it will be logged and you will be invited to upload your ID (see above referenced page for our accepted standard for a smartcard photo). You ID will then be checked when we are preparing for a mailing of smartcards. The next mail out for Distance Learning cards will be April 2022. For the April mailout; you must have enrolled and uploaded your photograph no later than Wednesday 13th April. For requirements for a Smartcard Photograph click here.

Smartcards for Students on the London Campus

Smartcards for both new and continuing students undertaking study on the London Campus can be collected from the Ask4Help desk everyday between 10am – 2pm.

Please note: The deadline for continuing students to collect their smartcard by is Friday 4th February 2022.

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

 


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