Getting your first staff card

How to apply for both staff and visiting staff cards.

What do I need my card for?

  • It is obligatory to have your card when on University property.
  • The card is required for identification, library access and membership, printing and photocopying at library sites, access to controlled areas and cashless catering.

Applying for a card

Staff cards

  • New staff members with a University Login can apply for their staff card online via the photo upload channel on MyEd - please observe the Photo submission guidelines below.

     If you are having problems uploading a photo, please use the Card Photo Submission Support Form. Please supply your staff number or UUN. 

MyEd portal

Card Photo Submission Support Form

  • New staff members without a University Login can email a photo (jpeg format) to is.helpline@ed.ac.uk no sooner than 1 week before your start date. Please observe the Photo submission guidelines below.
     
    Please provide the following information:
     
    • Full name
    • Staff number (if known)
    • Job title and department
    • Start date

Photo submission guidelines

  • Please note that the card cannot be printed until your official start date.  Cards are printed regularly and should be sent to your departmental address within five working days of your start date. If you would rather collect your card please email us via is.helpline@ed.ac.uk
  • If you have uploaded a photo and have not received your card after 7 working days please email us via is.helpline@ed.ac.uk

We do not take photos and produce cards for new staff on the spot at a Card Help Desk, so please ensure that you upload a photo via MyEd or use the support form, or email is.helpline@ed.ac.uk, if you are having any issues.

Visitor staff cards

  • For Visiting staff, your School or department must register you through the Visitor Management System (VMS).
  • Once registered, they can select Card as a service for you.
  • Your School or department should then complete the Visitor Card Request form attaching a photo meeting the Photo submission guidelines below, and including your Visitor number or UUN.
  • Visitors cannot use the MyEd photo upload channel.
  • The card will be produced and sent to your School or department or you can request to collect it. The card cannot be produced before the start of your visit.

Photo submission guidelines

Track my photograph submission

This information only applies to Staff who submit a photo via MyEd:

  • After photo submission you will receive confirmation to the email address you provided.
  • We check the photograph and let you know if it has been approved or rejected, giving reasons for the latter.
  • If rejected, the Photo Submission channel will be re-enabled for you to upload another photograph.

Already supplied a photograph?

  • If you have previously had a University Card then the photograph upload facility may be disabled for you.
  • If it is fine for us to produce your new card using the photograph that we already hold for you, then please visit a Card Help Desk.

Card Help Desks

  • If you would like to provide a new photograph for your new card, please request this via the IS Helpline.

Need any help?

Please submit a query via EdHelp enquiry form

Related Links

Replacement cards

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