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Facilities Management

ID Card/Access Control

Opening times for the production of ID cards

South Kensington
Sherfield Building Room 169
Monday to Friday
0830 to 1030
1200 to 1400
1545 to 1645

Hammersmith
Commonwealth Building, Ground Floor Security Office
Monday to Friday
1000 to 1200
1445 to 1600

Paddington
Sub Basement Security Office
Monday Tuesday Wednesday
0800 to 1300 
Thursday Friday
1300 to 1630

Silwood Park
Security Gatehouse 
Monday Tuesday Wednesday  
0800 to 1300 
Thursday Friday
1300 to 1730

Obtaining an ID card for the first time

Student Cards

  • All students who come for a card need to show a stamped registration document or a print out from registering on-line.  If first year students register on line and upload a suitable photo, their IDs will be prepared in advance of them arriving and will be issued by their Hall of Residence during “Freshers Weekend”.

  • Student cards automatically cancel at the end of their course. Students writing up their thesis at the end of their research can apply to Registry for a 6 month writing-up period and their cards will continue to work until the end of this period.

Staff Cards

  • Members of staff need to produce their contract of employment to obtain an an ID card.

  • When a person’s contract ends, their card will automatically cancel.

People without a CID (Cleaners, Contractors, Visiting Students)

  • These people need to show a letter from the departmental representative.

  • A card will only be issued by the ID card office to a person that is going to be on campus for more than 3 months. If someone is here for less than 3 months, their department should issue them a guest card.

  • Guest cards are supplied to an agreed ID card Departmental Representative at a cost of £5 each.

  • If a department has not specified an end date, the visitor will be given a card valid for one year. At the end of this period, the department can extend the card.

  • If a person leaves before the card expires, the department should notify security so that the card can be deactivated.
    Link to guest cards

  • http://www3.imperial.ac.uk/facilitiesmanagement/security/services/idcard/guestcards

Replacement Cards

Lost Cards 

  • When a person reports their card as lost, the card is immediately deactivated.

  • If a person reports that their card has been stolen, a crime reference number is required as evidence that it has been reported to the police. If this cannot be produced, the card will be classified as lost

  • Replacement for a lost card is free. Any subsequent losses are charged at £10.00 each. This does not apply if a card has been stolen.

  • Cards recorded as lost will remain on the Access Control System for active card users for a maximum of 3years, the perceived life span of a swipe card.
    Staff and students who have completed a term of employment or study and then return at a later date for further employment or study will not be charged for previously lost cards. 

Stolen ID cards

  • If your ID card is stolen you should report the theft immediately as the risk is greater, you already know that the card is in the hands of a criminal! Your card will then be cancelled so that it can not be used to open an access control door.
  • Failure to follow this process vastly increases the risk of the College or yourself being the victim of another crime.
  • When reporting that an ID card has been stolen, you must provide a Police Crime Reference Number, another ID card will then be issued.
  • Without the Crime Reference Number the card will be treated as a lost card and a replacement may be chargeable.

Damaged Cards

Damaged cards are retained and a new one is printed to replace it. If the individual is unable to produce the damaged card it will be treated as a lost card.
If it can be proved that the card was deliberately damaged a charge of £10 will be applied irrespective of whether this is the first replacement or not.

Found ID cards

If you find an ID card take it to the nearest Security Reception immediately.

New Details

If someone wishes to change the details on their ID card, proof of the new details are required, either from HR or Registry documentation. The old card will be retained by Security.

Guest Cards

Departments hold guest cards and issue them to visitors who will be on campus for less than 3 months. The departmental representative should inform the ID card office of the name of the visitor, how long they will be here for and the areas they require access to. If access is required to any areas outside the remit of the requesting department, authorisation is required from the appropriate department. If the card is going to be issued for more than 5 days, it is the responsibility of the authorising department to carry out a safety induction.

Amending the level of access

The vast majority of ID cards allow the holder to gain access through a selected number of access control doors, according to local timezones. The doors are selected based upon the course and/or the department/division that you are in. However, there are circumstances where the level of access has to be changed; this can only be achieved through the building manager, the Head of Department or the departmental administrator.

Once this information has been received by the Access Control team, ID cards will be updated accordingly.

General Information

The card remains the property of Imperial College London. When a member of College leaves or graduates they are required to return the card to their departmental administrator or security.

Cards must not be lent to other people under any circumstances. Security make ID checks in departments. If a person is found with a card not belonging to them, the card will be confiscated and the person asked to leave. This is to help prevent unauthorised access.

ID card care

The ID card allows you to gain entry into your department, and possibly your place of residence. For these reasons it should be cared for in the same way you would for your own front door keys.

On the reverse of your card is a magnetic strip that can be corrupted when exposed to other sources of magnetism. Two cards stored with the magnetic strips together could potentially corrupt each other; therefore it is re commended that your ID card is stored carefully.

There is also a chip inside the card whi ch can be affected by Oyster cards. In the same way that you keep all your magnetic cards separate, you must keep apart all the cards that are read by touching them onto a reader.

plastic card holders and lanyards are available from the Security Office issued free to assist in extending the life of an ID card a nd keeping it safe.

The ID card has a number of other uses besides identification within your department/division. It can be used for the following as:

  •  
    • College Library Card
    • ID to gain access into Wilson House Sports Hall
    • ID to obtain lower priced fo od in certain College catering outlets 
    • Printing and copying cards

It is very important that when using access controlled doors, that no one enters the building behind you. They may not be allowed into the building. If you are unsure of their identity, ask to see their ID card. All College personnel have one. If they do not have a card, tell them that you are not allowed to let them in and they must report to Sherfield Security Control to gain permission to enter.

If they manage to get past you, phone Security on 4444 and report it. 

In the interests of safety, the doors will release on the activation of a fire alarm. The doors and cards are linked by an Access Control System, controlled and maintained by personnel in the Security Office, room 169, level 1, Sherfield building.

All enquiries with regards to Access Control/ID cards can be sent via email to id.card@imperial.ac.uk

Rachel Russell
Room 169
Sherfield Level 1
Tel: 020 759(48906)
rachel.russell@imperial.ac.uk

Gary Gray
Room 169
Sherfield Level 1
Tel: 020 759(48900)
g.gray@imperial.ac.uk

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