Photo upload instructions

How to upload a photo for your University UCard

Please read the instructions below before uploading your photo.

You may want to check the background information on the Staff or Student pages before editing and uploading your photo.  If you have any problems, please read the photo upload tips.

If you can't upload your photo before arriving at the University and need to have a photo taken at Card Services you must produce the following documents:

1. New staff -  your letter of appointment and a form of photographic identity, i.e. passport or driving licence.

2. New student - your completed registration certificate and a form of photographic identity, i.e. passport, identity card or driving licence.

Using the image editor

Accessibility - The built-in image editor requires the use of a mouse or other pointing device, the keyboard cannot be used.

1. Prepare your photo

You should upload a recent photo taken with a digital camera or scanned from a good quality printed image.  If an inappropriate, non plain background or poor quality image is uploaded you will be asked to provide an acceptable replacement.  There could also be a delay in issuing your UCard on arrival.  There may be a charge of £10 if a UCard is printed with an unacceptable image.

Format and Size

Final image quality is important. Your image will be rejected if:

  • it is not in JPEG format. An example filename is:  Image001.jpg or  Image001.jpeg
  • image dimensions are smaller than 390 pixels by 520 pixels; portrait format. (most cameras and camera phones will produce images bigger than this)
  • the file size is less than 20 Kb,  or bigger than 10 Mb

You can check image dimensions and size by listing the folder files or moving the mouse over the file image icon. 

Scanned photographs

If you scan a photograph:

  • Set the scanner resolution to a minimum of 300 dpi (dots per inch)
  • Crop the image in the scanner to the edge of the photograph, then use the upload editor to crop the image to the final size.

Photo guidelines

example images

The photograph must be a recent passport style picture. See the first example.

  • Make sure that the picture is in colour, taken against a light-coloured, preferably white, background.
  • Looking straight at the camera with a relaxed face
  • If the picture is taken on a sunny day, have the sun behind you, or place yourself in the shade, so that you are not squinting and there are no harsh shadows
  • If you have to use flash, ensure there's no "red-eye"
  • If you wear glasses make sure that there are no reflections and your eyes can be clearly seen
  • Caps, hats and dark glasses are not acceptable. Religious headwear is allowed but it must not cover your face

If you experience any problems have a look at the upload tips page first. For other technical difficulties please email