University Registrar

OFFICE OF THE

University Registrar

site header

 

Student ID Cards

The Registrar's Office is responsible for the issuance of Student Photo ID Cards.

Please review this page for more information, including how they are distributed, what they are used for, as well as the cost of replacement.

What is it?

The Student Card is produced from the Student Photo Identification (PID) System, which is an Oracle database that contains a photo of currently registered on-campus students.

A student card is issued to every full-time on-campus student when they first come to Queen's. It is to be kept for the duration of their studies and is to be used only by the person to whom it is issued. A fee will be charged to replace a lost or damaged student card.

Off-campus (non-photo) cards are available upon request for NEW students who are not studying full-time on-campus. Further details are available below in the section titled 'I am studying off-campus. Do I need a Student Card?''

What is it used for?

The PID system is used to produce Queen's student cards which are used to verify the identity of our students. The card also indicates what campus services, including at examinations, the student is entitled to use.

The magstripe on the back of the student card is used to purchase items at various campus facilities. The bar code on the front of the student card is used for Library Services.

Photos of students are also provided to authorized University staff on a need to know basis (e.g. campus security, residences and instructors).

The University Registrar's Office, Campus Security, Faculty Offices, Departments, Libraries, the Athletics and Recreation Centre, and many other student services on-campus will ask students for their PID card to complete a transaction.

How do I submit my photo?

The Office of the University Registrar will prepare your photo ID student card prior to your arrival providing you follow the steps below.  If you have any questions please refer to the FAQ’s below.  Still have questions – please contact us via email at student.card@queensu.ca or by telephone at 613.533.2040.   

Step 1: Preparing Your Photo

Your photograph should conform to the following guidelines:

  • Head and shoulders only
  • Taken within the last 6 months
  • Good quality - clear image and in colour
  • Looking at the camera
  • Nothing in the background
  • We encourage smiles!

Photos with the following items will not be accepted.

  • Wearing sunglasses, hats or other items that obscure the face
  • Including other people or pets
  • Not looking at the camera – profile shots
  • Making funny faces
  • Digitally altered
  • Black & white, or sepia toned
  • Bad quality (lines through image)
  • Busy background
  • Full body
  • Printed on regular paper

Step 2: Preparing Your E-Mail and Attachment

  • Email Subject Line: Your last name, birth date (MMDDYY) and Faculty Code.  Example: SMITH012589ASC.
    • Check below for a list of Faculty Codes
  • Email Attachment: Your last name, birth date (MMDDYY) and Faculty Code.  Example: JONES010192ASC.
    • Check below for a list of Faculty Codes
  • Email: Include your full name, program you have been admitted to and your expected start date.
    • Example: John David Smith, Bachelor of Arts, start September 2015.
                             Faculty Codes Full Description                                      
  ASC Faculty of Arts and Science  
  ASCEDU

Faculty of Arts and Science and Faculty of Education

  • concurrent program
 
  BUS

Smith School of Business

  • Undergraduate Programs
 
  EDU Faculty of Education  
  ENG Faculty of Engineering and Applied Science  
  LAW Faculty of Law  
  MBUS

             Smith School of Business             

  • Graduate Programs
 
  MD Faculty of Health Sciences; School of Medicine  
  NUR Faculty of Health Sciences; School of Nursing  
  MEDRES Post Graduate Medicine  
  SGS School of Graduate Studies  
 

NOTE:  Your faculty code will be printed on your student card.  Please include this in your subject line and on your photo attachment.                                                  

 

 

Step 3: Submitting Your E-Mail and Attached Photo

  • From: your @queensu.ca email account
  • When: no later than 2 weeks after you receive your letter with the link to the Guide to Registration and Fees and link to this web site asking for you to submit your photo
  • Deadline: no later than 2 weeks after you receive your letter (see above)                            

LATE ADMITS:

  • May start date – no later than April 20th.
  • September start date – no later than August 18th.
  • January start date – no later than December 10th.

 

When do I pickup my new card or get my existing card validated?
Fall 2018 Term
The 2018-2019 schedule will be posted here when available
Winter 2018 Term
The Winter 2018 schedule can be accessed by clicking here
I've lost my card - Where do I get a replacement?

Replacement student cards are issued in Room 125, Gordon Hall (74 Union Street). There is a $20.00 replacement fee for this service, payable by cheque, debit or cash.

Office hours are Monday to Friday as follows:

September to May - 8:30 a.m. to 4:30 p.m.
June to August - 8:30 a.m. to 12:00 noon & 1:00 p.m. to 4:30 p.m.

Please note that this office is closed on the 1st and 3rd Thursday of each month until 10:00 a.m. for staff meetings.

Please return any found PID cards to Room 125, Gordon Hall.

I am studying off-campus. Do I need a Student Card?

Part of registration for students enrolled in on-campus degree programs is they must have a photo ID student card.  For those programs off-campus, and part-time non-degree on-campus, a photo ID student card is not a requirement of registration.

If you would like an off-campus (non-photo) student card these are available upon request for NEW students as well as validation stickers for RETURNING students.

If in the future you become a student on-campus in a degree program you will need to exchange your off-campus student card for a photo ID student card (at no charge).

Please send a letter via your @queensu.ca email address to student.card@queensu.ca  Include the following in your request:

  • Full name
  • Student number
  • NEW or RETURNING student
  • Faculty and program you are in
  • Term (i.e. fall, winter or summer)

Your validated off-campus student card (NEW student) or your validation sticker (RETURNING student) will be mailed to your mailing address in SOLUS.  Please ensure this is up-to-date at the time you submit your request.  Full details on how to do this are available at http://www.queensu.ca/registrar/solus

Why would you want or need a student card?

  • Exams – Queen’s campus exam sites require a photo ID student card or other ID if you are off-campus, however, if you do not have one your picture will be taken when you write your exam and if you are an off-campus student you will not be charged for not having a photo ID student card
  • Library – Queen’s libraries offer off-campus access – details are available on the Library website
  • We have found the majority of off-campus students do not require an off-campus student card, however, this is up to you and we are happy to provide one if you request this.

Questions:  please feel free to email our Photo ID Assistant in the Office of the University Registrar at student.card@queensu.ca or give us a call at 613-533-2040. 

Frequently Asked Questions
I already have a Queen’s photo ID card.  Do I have to send you my photo?

Yes - if you are going to be in a different faculty or school you must send us your photo.  We print the faculty code on your student card.  Example:  You did your undergrad degree here and the code on your card is 'ASC'.  You are now starting your Masters degree.  Your new card will have the code 'SGS'.

How will I get my student card if I do not submit my photo by the deadline?

When you arrive we will take your picture and produce your card based on schedules setup for student card pick up.  Be prepared to wait in long lines.          

I am not able to save my photo as a .jpg or .jpeg.  Are there any other options?

Yes.  Please submit the hard copy photo request form and paste your photo to this form.  It is available here.

What do I do if I find my old card?
Once a new card has been issued, your old card is no longer valid. If you find your old card, return it to Gordon Hall, Room 125, to be filed. Should you lose your new card, we will check our file and if we have your old one, we will issue a new valid card at no cost to you.
What do I do if my card doesn't work at the library?
If your card will not scan at the library, check the date issued on your card to make sure you are using the most recent card issued to you. Library staff can key in your barcode number and retrieve your file.
What do I do if my card becomes damaged?
If your card is damaged, you can have your card replaced for $20.00. You must bring the damaged card to us at the time of replacement.
What do I do if I have lost my card?
Your card can be replaced at Room 125, Gordon Hall. The cost for replacement is $20.00
What do I do if I have lost my card and need to write an exam?
The charge for not having your Photo ID at an exam is $50.00. You can view the exam rules and regulations by clicking here. The replacement charge for the card is $20.00
My student card doesn't have a photo - how do I get one?
Simply bring in your off-campus card to Room 125, Gordon Hall. We will replace your card for a Photo ID card at no charge.