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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.

Smartcard Collection

Information for Newcastle Campus based students

For those students based at City Campus, you can collect your Smartcard from Student Central, City Campus Library, Monday to Friday 9am to 5pm.

For those students based at Coach Lane Campus, you can collect your Smartcard from  Coach Lane Campus Library during opening hours, 8am to 8pm weekdays and 9am to 5pm weekends.

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

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. 

Please note, 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)

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 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 sent to Coach Lane Campus Library for you to collect.

If you enrol late onto your programme; you may need to make arrangement to collect your smartcard from Campus. If this causes difficulties for you please contact the Smartcard Support Team.

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.

 

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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