- Requesting University Cards ('UCAM Cards')
- Required information
- Photo acceptance criteria policy (July 2022)
- Approval process
- Requesting temporary access cards
- Returning expired and damaged cards to the Card Office
- Roles and responsibilities of University Card Reps
- Access to the University Card Management System
- Data protection
- How to use the University Card Management System
- Contacting the University Card Office
Requesting University Cards ('UCAM Cards')
Card Reps can create a Card request through the University Card Management System.
The services available using the University Card (such as door access) are determined on a site-by-site basis, for example, by the local Building Manager, or College office, not by the Card Office.
Required information
To produce a University Card (UCAM Card), the Card Office needs the following:
- CRSid
- Passport-style digital photograph: 280 x 336 pixels (portrait)
- Surname
- Forenames
- Date of birth
- Duration of contract or study period, with start and end dates
- College affiliation (if any)
In addition, for staff:
- Department
- Job title
Photo acceptance criteria policy (July 2022)
The acceptance criteria for identity photos are shown on the photo format page.
Should there be any special cases that deviate from this policy they should be directed to the UIS Service Desk for advice.
More detailed guidance for each criteria can be found in the Government's user guidance on passport photos including visual examples and Home Office staff guidance for approving passport photos (PDF).
Approval process
The Card Office verifies this information as follows:
Students: If the information is not in the Student Records system, we check with the College concerned.
University staff: If the information is not in the CHRIS system, we check with the Department concerned.
Other personnel: we check with the College or Department concerned.
Requesting temporary access cards
To request temporary access cards please contact the Card Office stating the number of cards you would like.
Returning expired and damaged cards to the Card Office
University Cards are issued by and remain the property of the University of Cambridge. Cardholders are not permitted to keep their cards as souvenirs after they leave Cambridge.
Cardholders should return cards to you when either they leave the University or the card is no longer valid. You should then return cards to the Card Office for secure shredding and disposal.
Roles and responsibilities of University Card Reps
The Card Representative role is vital to the effective and efficient administration of the University (UCAM) Card.
The role of the Card Representative is to:
- Provide information to the Card Office about students, staff and other individuals who are eligible for a card within their institution in accordance with the University Card Eligibility Policy.
- Distribute University Cards to Cardholders, first ensuring their identity has been confirmed, for example, where their photographic likeness has been confirmed.
- Request replacements when a card is lost, stolen, damaged or expired.
- Where possible ensure that damaged cards are produced as evidence before new ones are ordered. Damaged cards should be disposed of securely.
- Inform the Card Office in the event a cardholder in their institution leaves before their expected end date.
- Where possible, collect cards from staff and students on leaving the University and dispose of them securely.
- Ensure that communication with the Card Office relating to requests for cards is only done by the registered Card Representatives, or in their absence a designated deputy whose details should be communicated to the Card Office in advance.
- Where relevant, help their Building Manager (the person who controls any local access system) to obtain relevant information about cardholders from the Card Management System, in order to set up access and service rights for cardholders.
- Act as the point of contact between the Card Office and cardholders within their institution throughout the year. For instance, if a replacement card is needed, the cardholder should report this to the Card Representative who will request and distribute the new card.
- Respond to requests from the Card Office for information required to renew cards reaching their expiration date.
- Pass on any messages from the Card Office (for example if it finds Student or Personnel records to be out of date) to the relevant person within their institution, so that the institution updates its own records and informs Student Records or Personnel Records (CHRIS) of the need for an update.
- Respond to questions from the Card Office about better working practice, policy or procedures.
- Notify the Card Office should they no longer hold the role of Card Representative and provide details of the new Representative if known (even during long leave or maternity leave). The Card Office email is universitycard@admin.cam.ac.uk.
Access to the University Card Management System
When notified of the handover of the Card Representatives role, access to the Card Management System will be given to the new Card Representative and removed from the old one.
In addition to Card Representatives, Building Managers can request access to the Card Management System and associated tools in order to view and export card details. Card details contain personal data of some sensitivity and by accessing these systems Card Representatives and Building Managers agree that:
- they will only view, or export data as is required for the purposes of managing access to buildings and other card-based services within their institution, and
- will inform the Card Office as soon as they cease to hold the Card Representative or Building Manager role.
All access and use must comply with data protection legislation and University data protection policies.
Data protection
Card Representatives and Building Managers can request access to the Card Management System and associated tools to view and export card details.
Card details contain personal data of some sensitivity and by accessing these systems Card Representatives and Building Managers agree that:
- they will only view or export data as is required for the purposes of managing access to buildings and other card-based services within their institution, and
- they will inform the Card Office as soon as they cease to hold the Card Representative or Building Manager role.
All access and use must comply with data protection legislation and University data protection policies.
How to use the University Card Management System
- How to search for a Cardholder
- How to create a Card request
- How to cancel a Card request
- How to upload a Cardholder's photo
- How to revoke a Card
- How to add a note to a Card record
- How to track Card requests
- How to export Card data using the API
Contacting the University Card Office
For enquiries contact the Card Office at universitycard@admin.cam.ac.uk.