Staff ID cards

Staff ID cards can be printed for staff at the Edinburgh Campus from the Library Service Desk between 9.00am and 11.00am Monday to Friday and between 10.00am and 12.00 noon at weekends.  Staff ID cards enable you to borrow and return books in the library, use the printers and also can be set up by your dept for access to buildings.

In order to have a card printed, you need to fill out a staff registration form and have your photo taken for the card which will then be printed out.  Documentation is also needed to confirm that you are employed by the university e.g. contract letter, payslip.
All details of the staff registration form must be completed including Employee Number which is essential.

It is also possible to send details for a staff ID card in advance as this will save time and be easier and more convenient for you.

You will need to provide the following:

  1. A photo
    Similar to a passport photo so clearly identifiable and good quality and against a light, plain background
    Saved as a JPEG
  2. A completed Staff Registration Form (or all of the information required for the Staff Registration Form) (see below)

Email the photo as an attachment with the form / form details to

  • Once we have checked the details, a card will be printed for you and we will contact you by email to let you know that the card is ready to pick up from the Service Desk in the library.
  • Please collect between 9.00am-11.00am Monday to Friday (or 10.00am to 12.00pm Saturday and Sunday) whenever possible.
  • You will need to bring documentation to confirm that you are a member of staff at Heriot-Watt University e.g. contract letter, payslip
Staff Registration Form for ID card
Title (Mr, Mrs, Miss, Ms, Prof, Dr)
First Name
Last Name
Employee Number
Job Title
Email address ( *
Barcode number
(if you have already have/had a library card / staff ID card)
Room number, Building name, School
Contract (permanent, fixed term with date)


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