ID cards for staff, contractors and affiliates

ID cards can be issued to UQ staff, contractors and affiliates.

1. Request a staff, contractor or affiliate card
2. Check your email for confirmation
3. Collect your ID card
4. Use your ID card
5. Update or replace your card
6. Conditions of use

1. Request a staff, contractor or affiliate card

You'll be asked to upload:

• a government-issued document (such as your passport) to confirm your identity
• a photo that meets our requirements.

See conditions of use to learn about why we collect this information, how it's used and alternatives for uploading government documents online.

Choose a photo

We only accept photos that meet our requirements.

Acceptable ID card photo

Your photo must: 

• clearly show your face and upper shoulders
• have a plain white or light-coloured background
• have you facing straight at the camera (no side angles)
• be in JPG, PNG, or PDF format.

Example: acceptable ID card photo

Photo that meets requirements:

Unacceptable ID card photo

Don't submit photos:

• with accessories or hair that block your face (religious headwear is fine)
• with a busy or distracting background
• taken from an inappropriate angle (such as side-on)
• with hand signs or props
• with other people visible 
• where you're too far away from the camera
• that are blurry
• that are edited (such as using filters or re-touching software).
• of your license, passport or other identification.

Examples: unacceptable ID card photos

Wrong: photo where face is covered:

Wrong: photo with busy background:

Wrong: photo with filters applied:

Wrong: photo with face turned:

UQ staff 

Staff who work for a business affiliated with UQ should apply for an affiliate card (for example UniQuest staff). 

• Ensure your Workday records are up to date at least 48 hours before requesting an ID card.
• Request a staff ID card.

If you receive an error requesting a card, wait 48 hours before applying again. Contact Human Resources if the issue persists. 

Contractors

You'll need to have access to the following documents when you request a contractor ID card:

• your UQ contract, or correspondence that confirms your employment
• correspondence that outlines the access you need to a UQ campus or facility.

Contact Human Resources if you receive an error requesting a contractor ID card. 

UQ affiliates, visitors and business associates

Before requesting an ID card you need to apply for an affiliate or associate account to receive your UQ staff credentials.

Step 1

If you're:

• from an affiliate organisation located on a UQ campus or site or UQ-controlled entity (such as UQ Sport, JKTech, UniQuest, UQ College), or
• a visitor who needs access to facilities (such as a visiting researcher)

Apply for an affiliate account

If you're:

• a temporary staff member not in the payroll system (Workday), but within a UQ organisational unit (UQ faculties, divisions or institutions)

Apply for an associate account (staff login required)

After you have applied for an account, please wait until you receive your UQ staff credentials before applying for an ID card.

Step 2

Once you have your UQ staff credentials:

• request an affiliate/associate/visitor ID card

Contact IT support if you have trouble applying for an affiliate account or receive an error requesting an affiliate ID card.

Department card custodians

Only card custodians for divisional areas can request generic ID cards. 

• Request a generic ID card

Contact IT support if you receive an error when requesting a generic ID card.

2. Check your email for confirmation

You'll be sent a confirmation email to pick up your ID card if your request is approved.

If your request is rejected follow the instructions in the email and send a reply. If you don't reply, we'll assume you no longer need an ID card and won't process your request.

Wait times

The time it takes to process your request is usually:

• 8-10 business days during peak times, such as the beginning of the semester
• 3-5 business days outside of peak periods.

Long wait times

If you haven't heard from us in 10 business days, check your emails, including the spam folder. We may have asked you for some extra information (such as a new photo or government document). If you haven't received an email, submit a new request.

3. Collect your ID card

You'll need to pick up your ID card or organise for someone else to do it on your behalf. We can't post your ID card to you. 

Pick-up locations

• St Lucia - Student Central: Prentice Building 42, Monday to Friday, 8am to 5pm.
• Gatton - Student Centre: NW Briton Admin Annexe (8101A), Monday to Friday, 8:30am to 4:30pm.

You must bring one of the following with you to collect your card:

• passport
• Australian driver's licence
• Australian proof of age card.

Who can collect your card

Another person can collect your card if you authorise them to do so. 

Send an email to the person who will be collecting your card. It must contain:

• approval for them to collect your card
• a copy of the government-issued ID that you used to request your ID card.

The person will need to show your email and the government-issued document when they collect your card.

4. Use your ID card

You can use your ID card to:

• access buildings and rooms
• print, scan, and copy at UQ libraries
• borrow from a UQ library self-service loan machine.

Building access

All ID cards have basic access to buildings and areas which don't require special permission. 

If your new card doesn't have the access you expect, we recommend that you:

1. Wait 24 hours (sometimes permissions take time to apply).
2. Contact your faculty or Organisational Unit Card Custodian to ask about gaining specific access.
3. Contact Student Central and tell us the steps you’ve taken and we'll investigate further (for example to check if the card is faulty). 

Request additional access

If you need additional access added to your card:

1. Contact your faculty.
2. If your faculty can't help, contact Student Central. 

Access can be added for the UQ Sport Fitness Centre and bicycle facilities.

5. Update or replace your card

To replace a lost, stolen, destroyed, or expired card, follow the same process as requesting a new ID card.

Lost cards

Check if your ID card has been handed in to lost property before you request a new card. 

6. Conditions of use

Your ID card remains property of UQ so you must produce your card if requested by Security.

Why we collect your personal information

The University collects personal information from individuals and third parties to discharge its functions, including teaching and research, and for student and staff administration.

We need a photo for your ID card. Information we collect when you request an ID card, including photographic images, is temporarily stored in UQ's systems for 21 days after enquiries are resolved. 

Read the UQ Privacy Policy and the UQ Privacy Management Procedure to find out more about why we collect information, and how it is used and disclosed.

Alternatives to uploading government documents

If you're uncomfortable uploading government documents, we can confirm your identity in person. 

1. Request an ID card and upload the photo you want. 
2. Reply to the automated email you receive and tell us you don't feel comfortable uploading your government document.
3. Visit Student Central so we can sight your document in person. 
4. We'll check that your documents match the information in our system.
5. Once approved, you will need to wait for an email confirmation to pick up your card.