Use the new University Card Service

If any of the information provided by the new starter is incorrect or needs amendments, you can return the request to new starter and ask for information to be updated. To request amendments: 

1. in the request record, view the Card request status section at the bottom of the form 
2. change the status to ‘Changes needed by applicant’ 
3. a new input field ‘Please provide feedback notes for the card applicant’ is displayed 
4. enter a reason for requesting amendments 
5. Save (using the Save button in the toolbar at the top of the screen) 
   Note: On Save, the reason for requesting amendments message will be sent to the new starter in an automated email and displayed on the Card Request form, the next time the new starter views the form. 

1. In the request record, view the Card request status section at the bottom of the form 
2. Change the status to ‘Submitted to Card Office’ 
3. Save (using the Save button in the toolbar at the top of the screen) 
   Note: On Save, the request will become visible to the Card Office in their view of the Card Request System. 

1. Go to the ‘Change requests’ section of the app
2. Create a new request by clicking the ‘+ New’ in the ribbon
3. Enter the mandatory information for the card holder (first name; last name; either University card number or date of birth)
4. Add the details that needs to be updated on the person's card using the optional form fields - see further information about change requests below.
5. When all information is added to the form, change the status of the form to ‘Submitted to Card Office’ and click ‘Save’
6. The Card Office will now review and process the request

About change requests

The change requests section of the app allows the following changes to card details to be requested:

• change of card expiry date (i.e. renewals and extensions)
• change of name details and title
• change of card category and/or department or college
• change of ID photo (only in conjunction with one of the above changes)

Renewals and extensions

When requesting a change of expiry date, a new end date in dd/mm/yyyy format is required.

For contract staff and temporary staff, the new end date would be expected to be the same as the person's contracted end date.

For renewals of permanent staff cards, the new end date cannot be more than 4 years from the date of the change request being made.

Name and title changes

This is a request to change the name details on the person's card record only.

Change of card category and/or unit (department or college)

The app can be used to change a person's card category to the following statuses:

• Academic visitor
• Card holder
• College staff
• Department staff
• University staff

A new department or college can be selected for a card holder. If a card holder has moved from one unit to another, it is usually expected that the person's new unit would make this request.

When a request to change card category and/or unit is made, a date for when the change needs to happen needs to be supplied by the HR person making the request.

Update an ID photo 

Card ID photos should be renewed every 8 years (i.e. after two issuance cycles). Although it's unlikely that an HR person making a change request will know the age of a photo on a person's card, it's worthwhile knowing this as the Card Office may return change requests to you on the basis of the photo requiring an update.

Change requests must not be submitted containing only a photo update request. However, photo updates can be included with requests for other types of change (expiry date change; name and title change; card category and/or unit change).

Requests waiting for local HR view

Requests waiting for local HR view will be your ‘home page’ in the system. It contains: 

• A list of all card requests that are owned by your HR team 
• The requests are sorted by Start Date (of the new starter), by default 
• The columns on the Requests waiting for local HR view table provide the following information: 
  • Name (of the new starter) 
  • Role Title 
  • Status Reason (the current status of the request) 
  • Start Date (of the new starter) 
  • Last modified On (date the request was last updated) 

The table can be sorted by clicking on each columns’ header and choosing a sort order (e.g. A-Z; Z-A).

Team preferences

You can view and manage details of your HR team by clicking on ‘Team preferences’ in the left-hand menu. Team preferences contains details in two sections: 

• Click your team’s name in the ‘Name’ column (label 1 in the screenshot below) to view: 
  • Your team’s team 
  • Your team’s mailbox address 
  • Your team’s preferred postal address and postal recipient (to address printed cards to) 
• Click your team’s name in the ‘Owner’ column (label 2 in the screenshot below) to view: 
  • Members of your team

Team preferences contains details about your team’s name, mailbox address, preferred postal address and postal recipient, and members.