The Registrar's Office is responsible for the issuance of Student Photo ID Cards.
As part of registration, all full-time on-campus students are required to have a photo ID student card 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
- Must have it validated each year provided you are enrolled
- A fee will be charged to replace a lost or damaged student card
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.
Meet the newly re-branded 2023-2024 Student Id Card!
The cards serve as a form of identification and as your passport to a number of on-campus services, including those provided by:
- The Office of the University Registrar
- Campus Security
- Faculty offices and departments
- Queen’s University Libraries
- The Athletics and Recreation Centre (ARC)
- Numerous student services, including pre-purchased meal plans and bus service
- Photos of students are also provided to authorized university staff on an as-needed basis (e.g. campus security, residences, and instructors)
The magnetic stripe on the back of the student card can be used to purchase items at various campus facilities.
The bar code on the front of the student card is used for Library Services.
- 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
Queen’s campus exam sites require a photo ID student card. The charge for not having your Photo ID at an exam is $50. View the exam rules and regulations.
Your validated off-campus (distance studies) student card (new students) will be mailed to your primary address in SOLUS beginning in September. Please ensure this is up-to-date at the time you submit your photo.
Keep your student card for the duration of your program. If you would like a validation sticker (returning students) please send your request to student.card@queensu.ca Include your name, student number and indicate studying off-campus and we will mail you a sticker.
Stickers are valid if you are enrolled in a course(s), from September to August each year. Ensure your primary address is up-to-date in SOLUS at the time you submit your request.
How to Submit Your 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 already have a Queen’s photo ID card, but you are going to be in a different faculty or school you still 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 Master’s degree. Your new card will have the code 'SGS'
- Final Year of Concurrent and Consecutive Education Program: Queen’s Concurrent and Consecutive Education Students will already have a student card with a photo. You will continue to use this card. We are determining if or how cards will be validated and will send you an update via your @queensu.ca email account.
Photograph 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!
Photo Format: .jpg or jpeg format, as an attachment, 500k or less in size.
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
Ahead of the start of each academic term, the Office of the University Registrar prepares the system for photo collection. Students who are required to submit a photo will be sent an email to their @queensu.ca email account with details on how to upload their photo when it is the appropriate time to do so.
No later than 2 weeks after you receive your email asking you to submit a Photo ID, follow the steps below to complete your photo submission.
- If you have not received an email requesting a photo, do not see the "Photo Submission" entry in your "To Do List," and your course begins in less than two weeks, please contact student.card@queensu.ca
- Log into SOLUS Student Centre
- Select the Tasks tile
- Select the To Do List navigation
- Select Photo Submission for Student Card Preparation from the to-do list.
- Review the photograph specifications and guidelines and prepare the photographs for upload, select Mark as Complete, then select Next
- Review the Terms of Service, select the checkbox next to "I accept the terms and services as outlined above", then select Save
- In the Student Photo section, select Upload Photo, choose the photo for the identity card, then select Upload
- Off campus (distance) students only: In the Government ID section, select Upload Photo, choose the scan of a government ID card, then select Upload
- Verify that your photos were uploaded correctly then select Save at the bottom of the page
- Select Next in the upper-right
- Review the information about next steps then select Finish
- Repeat steps 1 through 3 to ensure that Photo Submission for Student Card Preparation no longer appears in the To Do List
- Select SOLUS Student Centre to return to the main page
Photo ID Student Card Pick Up
On-campus programs
In-Person Pick Up
School of English:
- At the School of English
Doctor of Medicine:
- During orientation
Incoming Exchange:
- During Orientation
Juris Doctor:
- During Orientation
First-year NOT in residence and Upper Year Transfers:
- September 5, 9:00 am to 2:00 pm, Main Gym in the ARC – Earl St. entrance
School of Graduate Studies and Postdoctoral Affairs:
- September 6, Surnames A to L, 9 am to 12:30, M to Z, 12:30 to 4 pm – Main Gym in the ARC – Earl St. entrance
Undergraduate students who are approved to LIVE IN RESIDENCE:
- Will pick up their student card with their room keys when they move into residence. Please visit the Residence Move-In website for more information.
*MISSED YOUR SCHEDULED TIME/DAY*
- First year not in residence and upper year transfer – pick up in Mitchell Hall, Rm 130. September 6 to 14, excluding Sunday, open Saturday, September 9th.
- School of Graduate Studies and Postdoctoral Affairs -- pick up in Mitchell Hall, Rm 130. September 7 to 14, excluding Sunday, open Saturday, September 9th.
*CARD NOT AVAILABLE ON YOUR SCHEDULED PICKUP DAY/TIME*
Please upload your photo to your Student Centre (SOLUS). You will see this in your ‘To Do’ list. Further details on how to do this are available here.
Once you have completed this task, send an email to student.card@queensu.ca and they will email you to let you know when you may pick up your card in Mitchell Hall. Enter ‘LATE PHOTO SUBMISSION’ in the email subject line and include your student number.
If you already submitted your photos, it may have been after the deadline. Send the email as per above.
Off-campus programs (Distance and On-Line programs):
- Will be mailed in mid-September to your primary address in SOLUS
Returning Students – Validation Sticker for Your Student Card
On Campus
Mitchell Hall, Room 126
- Aug 28 to Sep 14, Monday to Friday, also open Saturday, Sep 9. Closed Monday, Sep 4
- 8:30 to 4:30 pm
Off-Campus
If you are a returning student with an off-campus student card or are in a Distance program (not on campus) and would like us to mail you a validation sticker please email us at student.card@queensu.ca and include your student number.
QUESTIONS?
Please refer to the details on this website. If you are unable to find your answer please contact us at student.card@queensu.ca.
Photo ID Student Cards
By Mail
Beginning early May, validated photo ID student cards will be mailed to all new students, other than those noted below for in-person pick up. You must be enrolled in your course(s) before your card can be mailed.
Please watch for an email at your @queensu.ca email account letting you know when your activity guide will be available in SOLUS so you may upload your photos. In order to mail student cards and verify each student, we will require a government issued photo, as well as the photo to be used to produce your student card. The government issued photo will be deleted and not kept on file.
Please ensure your primary address is updated in SOLUS no later than April 15 to wherever you will be receiving your mail while enrolled for summer term.
In-Person Pick Up
- School of English: pick up at the School of English
- Bachelor of Education: pick up at the Faculty of Education
- Post Graduate Medical Education: pick up at Kingston Health Sciences Centre
- All others; on-campus students: Beginning May 1, Gordon Hall, Room 125, 74 Union Street - Monday to Friday, 8:30 am to 12:00 noon and 1 to 4 pm (except the 1st and 3rd Wednesday of the month, when the office opens at 10 am)
You will be contacted via email by the office handing out cards with the schedule.
Returning Students – Validation Sticker for Your Student Card
Off-Campus
If you are a returning student and were not enrolled in fall or winter terms and require a summer validation sticker, please send a request to us via email and we will mail you the summer 2023 sticker if you are enrolled in summer term.
Please include your name, student number, and ensure your primary address is updated in SOLUS is up-to-date. Email your request to student.card@queensu.ca.
On-Campus
If you are here on campus during the summer term, please come into our office and we will validate your student card. We are located in Gordon Hall, room 125, 74 Union St..
- Open Monday to Friday, 8:30 to noon, 1 to 4 pm
- Note: We open at 10 am on the 1st and 3rd Wednesday of each month and are closed on statutory holidays
Photo ID Student Cards - New Students
On-campus programs
An email was sent to you at your @queensu.ca email account letting you know your activity guide is available in SOLUS so you can upload your photos. In order to produce student cards and verify each student, we require a government issued photo, as well as the photo to be used to produce your student card. The government issued photo will be deleted and not kept on file.
In-Person Pick Up
- School of English: pick up at the School of English
- Incoming Exchange: pick up during your January orientation
- Master of Business Administration (Queen’s): pick up during your January orientation
- School of Graduate Studies and Postdoctoral Affairs: Beginning January 9, Gordon Hall, Rm 125, 8:30 am to NOON, 1 to 4 pm
You will be contacted via email by the office handing out cards with the schedule if it is not noted above.
Off-campus programs
- Distance and On-Line programs - will be mailed in mid-January to your primary address in SOLUS
Returning Students – Validation Sticker for Your Student Card
On-Campus
Gordon Hall, Room 125
- Open 8:30 to NOON, 1:00 to 4:00
- Begins January 3, 2023
- Open at 10:00 am the first and third Wednesday of each month
Off-Campus
If you are a returning student with an off-campus student card or are in a Distance program (not on campus) and would like us to mail you a validation sticker please email us at student.card@queensu.ca and include your student number. Ensure your primary address in SOLUS is up-to-date prior to sending your request.
Questions?
Please refer to the details within this web site. If you are unable to find your answer, please contact us at student.card@queensu.ca
Replacement Cards
On-campus programs
If you lose or damage your student card come into the Office of the University Registrar, 74 Union St., Gordon Hall, Rm 125. The replacement fee is $20.00 and cash or debit are accepted. Office hours: Monday to Friday, 8:30 to Noon, 1:00 to 4:00. We open at 10:00 a.m. on the first and third Wednesday of each month.
Off-campus programs
Complete the Student Card Replacement Request Form (PDF, 734 KB), attach this to an email and send to student.card@queensu.ca There is a $20 replacement fee for this service and this charge will be applied to your student account. Pay this fee the same as you pay tuition and other fees to Queen's. Your replacement card will be mailed to your primary address in SOLUS. Please ensure this is up-to-date.
All Students
Once a new card has been issued, your old card is no longer valid. If you find your old card mail or bring it into the Office of the University Registrar, 74 Union St., Gordon Hall, Rm 125, Queen’s University, Kingston, ON, K7L 3N6.
- 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. Returned cards are kept on file for one academic year, September to August