Policy Number:  3.40.9
Contact Officer:  Senior Manager, Student Administration
Date Approved by Senate:  25/05/2006
Date last Amended: 8/8/2007
Date for Next Review:  25/05/2009
Related Policies:  5.30.12, 3.40.8

Overview

The student identification card is a multi-use card that performs many functions and impacts upon a wide range of stakeholders. The University has implemented a system for ID card coordination and has developed the following guidelines to assure the quality and consistency of procedures relating to student identification cards.

Description

1. Student identification cards

1.1The student identification [ID] card provides proof of enrolment and is used as identification for purposes such as admission to examinations, library borrowing privileges, controlled access to secured areas and transport concessions.

 
1.2 An ID card is issued free of charge to all enrolled students at the commencement of their program.

1.3 The student has responsibility to provide at the initial enrolment, full and complete information to be used in the production of the ID card.

1.4 The ID card must be produced on request and remains the property of the University of Queensland.

2. Changes in information/enrolment

2.1 The student has responsibility to promptly notify the University of any change in personal details (address, name change etc) to keep their identification and contact information current.

2.2 The student has responsibility to pay for a replacement card if the initial enrolment was incorrect based on information provided by the student. For example, incorrect graduation semester, resulting in the ID card expiring before degree requirements are met.

2.3 The student has responsibility to apply for a new ID card that reflects their true enrolment status if they change their enrolment from full-time to part-time. Full-time is defined as being enrolled in #6 units or more.

2.4 The student has responsibility to return the ID card to the University if they cancel their enrolment.

3. Replacement cards

3.1 The student requesting a replacement card due to it being lost, stolen, or destroyed, is entitled to a replacement card by completion of the Request for Replacement ID Card form (PDF).

3.2 When students obtain a replacement card, a new version of the bar code is generated. Students need to take the new card to the Library to get their record updated to reflect the changes in the card.

3.3 There is a fee for the replacement of the card if the card is lost, destroyed, or if a new image is requested.

3.4 Students requesting a replacement card due to change of name because of marriage, divorce or deed poll must submit certified documentary evidence of the change of name to a Student Centre. A new card can be issued free of charge upon approval of the name change.

3.5 Replacement cards are issued free of charge where replacement is necessary as a result of University error, extension of program, change of program, change of name (verified) and card being stolen (verified with police report).

3.6 A fee waiver is made subject to the student’s completion of the Request for Replacement ID Card form (PDF) and the Student Centre being able to verify the information.

3.7 Any attempt to fraudulently obtain an ID card will be dealt with under the University statutes and rules and/or referred to law-enforcement agencies.

 
4. Building Access

4.1 With authorisation by the head of the organisational unit, students are eligible for access to secured areas and buildings.

4.2 The head of the unit (or Administrative Officer) must notify Security of the access level required.  This includes the site and duration of the request for the ID card to be coded appropriately.

4.3 All access transactions are monitored in order to maintain security.

4.4 A student who has been provided with such access must notify Security if their ID card is lost or stolen.

5. Student Images

5.1 Access to student electronic images is restricted according to the University’s policy on Access to Student Photograph Images.