Emergencies P&F Assist Help Desk  

What do I need to do to get an ID card?

UQ students: Students must follow the current procedures for applying for a new or replacement student ID card (refer to PPL 3.40.09).

UQ staff and others:

Staff, contractors and visitors must follow the current procedures for applying for a new or replacement staff ID card (refer to PPL 5.30.12).

Where do I get my ID card?

St Lucia:

The Prentice Centre, Level 2, Prentice Building (42)

Monday to Friday 8.30am – 4.30pm

Gatton:

Student Centre, NW Briton Admin Centre, Building 8101A

Monday to Friday 8.30am – 4.30pm

Herston:

Student Hub, Level 5, Oral Health Centre (883) Monday to Friday 8.30am – 4.30pm

Frequently Asked Questions:

What is the Access Control Card Reader Upgrade?

In October 2013, Properties and Facilities implemented the first stage of its Smartcard Project which saw a modernised design and improved data security of the UQ ID card systems. The heightened security measures ensure that not only your personal information is more secure, but the University facilities are as well.

The final stage of this project involves upgrading all of the door readers to prevent the older, less secure cards from being used. Over the coming months, starting from 5 December 2016 all of the door readers will be upgraded and the older cards will become inoperable. This upgrade is scheduled to be completed prior to the start of Semester 1, 2017.

Does this affect me?

These upgrades will only affect you if you have one of the older style cards. This applies to all cards including UQ Staff, continuing Students, Visitor and Contractor cards.

If you have one of these older cards, you will need to obtain a new one from PF Assist at your earliest convenience. This will prevent any problems with your building or room access including access during the summer school period.

If you do not replace your card prior to the upgrade your old card will cease to work. You must obtain a new card to continue having access to UQ facilities from 5/12/16 when buildings are converted to the new card reader.

How can I check my card to see if I need a new card?

If your ID card resembles the below image, you will need to be issued with a new card:

UQ staff card   UQ Student card

If you are unsure about your card, please contact PF Assist on 07 336 52222 or in person at Level 2 Prentice Centre, Building 42, St Lucia Campus.

Do I have to pay for my new card?

You do not need to pay anything. As part of the project to improve card and building security, if you still have one of the older style cards it will be replaced at no cost.

Can I keep my old card?

No. To ensure the ongoing safety of your personal information, the staff at PF Assist will securely destroy your old card and re-issue you with a brand new card.

Can I keep my old photo?

Due to the ID card upgrade, photos from the old cards are not able to be transferred onto the new cards. When you return your old card to PF Assist you will be required to take a new photo at that moment so you can be re-issued a new ID card.

Where do I go to get my new card?

  • St Lucia campus – PF Assist, Level 2 of Building 42, St Lucia, QLD, 4072. Phone 336 52222
  • Gatton campus – Student Centre, Gatton, QLD, 4343
  • Herston campus – Student Hub, Level 5, Oral Health Centre (Building 883)

For futher information contact PF Assist on 07 3365 2222 or email pfassist@pf.uq.edu.au.

I don’t work at either campus. How do I get my card?

If you are unable to come to collect a new ID card, you are welcome to email your request to pfassist@pf.uq.edu.au and you will be helped through the process. Alternately, you are welcome to call on 07 336 52222 to speak directly with a Customer Service Officer.

Do I need to bring anything to get a new card?

All we ask you to bring is your old card so it can be securely destroyed. When you come to see the staff at PF Assist, they will help you with everything you need.

What if I forget?

If you do not replace your card prior to the upgrade your old card will cease to work as buildings are progressively upgraded. You must obtain a new card to continue having access to UQ facilities.

What about my building access?

If you have an old style card, when you are issued with a new card all of your access will transfer across.
If you already have one of the newer style cards, you do not need to do anything.

Will my library access still work with a new card?

Yes. Any of the information or access that you currently have on your card will transfer across when you are issued with one of the new cards. Please allow approximately 24 hours for this information to transfer onto your new card.

What about Generic cards?

Older style generic access cards are generally a white card with a printed number on the bottom right hand corner – no other information, logos or images are printed on the card. If you are in possession of these types of cards you will need to arrange for them to be replaced. Please contact PF Assist either on 07 336 52222 or pfassist@pf.uq.edu.au for more information on the process to follow.

If you are unsure if your generic cards may be affected, please contact PF Assist either on 07 336 52222 or via pfassist@pf.uq.edu.au and we will determine if they need to be replaced. Should they need to be replaced, PF Assist will advise you of the necessary process to follow.

What happens with my personal information?


UQ students:

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

The University adheres to the Information Privacy Act 2009 and its management of privacy is outlined in the PPL 1.60.02 Privacy Management.

Personal information refers to information that is collected at the time of ID card print and the information that is collected when the ID card is used on the University’s building access control system.

Purpose of Collection

The purpose of collecting personal information for the ID card is as follows:

  • Collection of headshot images for ID card printing and logging of the print process for fault finding and auditing.
  • Logging of the use of ID cards (and other generic cards) on building access control readers for management of building access.
  • For use in the Library Collections Management System and Library printing system to enable access to Library resources and services.

Use and Disclosure of Personal Information

The information collected will be used for the following purposes:

  • ID card printing and verifying your identity as University staff.
  • Building access control and management.
  • Security of University buildings and campuses.
  • To respond to emergency situations.
  • Enabling access to Library resources and services.
  • Generating statistical reports.
  • Students can further refer to PPL 3.40.08 and PPL 3.40.09.

The University will not disclose personal information to third parties, unless the disclosure is authorised or required by law.

UQ staff and others:

Refer to PPL 5.30.12.

 

How can I obtain more information?

For general enquiries about ID cards please contact PF Assist:

For any issues with using your ID card on the building access control system please first contact the relevant Card Custodian or Organisational Unit administrative staff for the area you are trying to access.

For any issues with using your ID card on other systems such as print / copy, Library borrowing or UQ Sport facilities access, please contact the relevant service or support staff in those areas.

If your old photo was taken after 08/10/2013, then it is possible to reuse your old photo.

If your old photo was taken before 08/10/2013, or if ID card services section deems that a new photo is required, then a new photo will need to be taken.

The old card will be collected and destroyed appropriately by the ID card services desk.

No. Due to security reasons your old ID card cannot be kept. It must be returned to the ID card services desk for destruction.

Building access:

The building access privileges that were programmed on the old ID card will be automatically transferred over to the new ID card. Cardholders will be able to use their ID card immediately after it has been printed, except in cases where the card has been manually deactivated in the system. In these cases, please see your Organisational Unit Card Custodian.

Library print / copy:

The print / copy privileges that were set up on the old ID card (including any remaining credits) will be automatically carried over to the new ID card. Cardholders will be able to use their new ID card immediately after it has been printed.

Library borrowing:

Once a student has been issued with a new ID card, the barcode details will be automatically uploaded to the Library system the following business day. To borrow immediately students can present their card to Library staff who will be able to manually add the barcode to the student’s Library record.

All staff who are issued with a new ID card and wish to borrow items from the Library will need to present their card to Library staff who will then manually add the barcode to the staff member’s Library record.

UQ Sport access:

Once a student has been issued with a new ID card, the barcode details will be automatically uploaded to the UQ Sport system the following business day. To use UQ Sport facilities immediately students can present their card to the UQ Sport reception staff who will be able to manually add the barcode into their system.

All staff who are issued with a new ID card and wish to use the UQ Sport facilities will need to present their card to UQ Sport reception staff who will be able to manually add the barcode into their system.

 

 

UQ students:

Refer to PPL 3.40.09 and the Request for Replacement ID Card form.

UQ staff and others:

Refer to PPL 5.30.12 the ID Card Request (PF632) form.

 

How do I use the ID card?

General guidelines:
  • For ease of use it is recommended that the ID card be placed in a plastic card holder and be attached to the person via a lanyard or retractable clip during the hours of work / study at the University.

  • Do not “wave” or “swipe” the ID card against a card reader as the reader will not be able to properly authenticate the card.
  • Do not have other smartcards (e.g. go card, bank card, etc.) placed next to or against the ID card while it is being presented at a card reader as the reader will not be able read the ID card properly. For example, if the ID card is stored in the wallet then it is recommended that the ID card is taken out of the wallet when presenting at a reader.
  • Do not punch any holes into the ID card as this will destroy the internal circuits of the card and will prevent the card from working.
Building access:

Hold the ID card within 1-2cm of the front vertical side of the access control reader and wait for the card to be authenticated by the reader. This should take approximately 1 second.

If the card is programmed to access the reader then the reader will beep, the reader LED will turn green and the door / gate will unlock / open.

If the card is not programmed to access the reader then the reader will still beep but the reader LED will turn green for a very short period of time (less than one second) and the door / gate will remain locked / closed.
Library Print / copy:

For using the print / copy functions at the Library, please refer to the guidelines on the Library web page: https://www.library.uq.edu.au/ask-it/printing-instructions#collectPrin.

For more information or assistance please contact the relevant service or support staff.

Library borrowing:

Please follow the instructions shown on the screen of the autoloan machines.

Access to UQ Sport facilities:

For use on the turnstiles, hold the ID card within 1-2cm from the reader and wait for the card to be authenticated by the reader. This should take approximately 1 second.

If the card is programmed to access the reader then the reader will beep, the green light for the turnstile will turn on and the turnstile itself will unlock.

If the card is not programmed to access the reader then the reader will still beep, the red light for the turnstile will turn on and the turnstile will remain locked.

For use on the self-check-in kiosks, hold the ID card within 1-2cm from the reader and wait for the card to be authenticated by the reader. If successful the reader LED will turn green and the reader will beep. Proceed to select classes as per usual.

 


UQ students:

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

The University adheres to the Information Privacy Act 2009 and its management of privacy is outlined in the PPL 1.60.02 Privacy Management, https://ppl.app.uq.edu.au/content/1.60.02-privacy-management.

Personal information refers to information that is collected at the time of ID card print and the information that is collected when the ID card is used on the University’s building access control system.

Purpose of Collection

The purpose of collecting personal information for the ID card is as follows:

  • Collection of headshot images for ID card printing and logging of the print process for fault finding and auditing.
  • Logging of the use of ID cards (and other generic cards) on building access control readers for management of building access.
  • For use in the Library Collections Management System and Library printing system to enable access to Library resources and services.

Use and Disclosure of Personal Information

The information collected will be used for the following purposes:

  • ID card printing and verifying your identity as University staff.
  • Building access control and management.
  • Security of University buildings and campuses.
  • To respond to emergency situations.
  • Enabling access to Library resources and services.
  • Generating statistical reports.
  • Students can further refer to PPL 3.40.08 and PPL 3.40.09.

The University will not disclose personal information to third parties, unless the disclosure is authorised or required by law.

UQ staff and others:

Refer to PPL 5.30.12.

For general enquiries about ID cards please contact PF Assist:

Email: pfassist@pf.uq.edu.au

Phone: (07) 3365 2222

For any issues with using your ID card on the building access control system please first contact the relevant Card Custodian or Organisational Unit administrative staff for the area you are trying to access.
For any issues with using your ID card on other systems such as print / copy, Library borrowing or UQ Sport facilities access, please contact the relevant service or support staff in those areas.

 

Related information:

Download the PF632 ID Card Request form:    MS Word   [Word]           PDF [PDF]

Building Card and Bicycle store access information