Bulk Printing ID Cards for Schools
The Morningside ID Center prints ID Cards for all new, incoming Morningside students for all semesters. The ID Center requires schools and programs to provide advance notice of their expected enrollment to ensure ID Cards are printed before students arrive. To submit a request for ID Card printing, administrators must follow the process outlined in the table below.
For more information about the steps below, review the accordion items farther down the page for additional guidance.
ID Submission & Printing Process
- Stage
- Preparation
- Responsibility
- Program Admin
- Action Required
- Confirm UNI activations for students. Direct students to upload photos.
- Stage
- Photo Uploads
- Responsibility
- Students
- Action Required
- Students must upload a recent/appropriate photo for IDs. Cards cannot be printed without a photo submission.
- Stage
- Documentation
- Responsibility
- Program Admin
- Action Required
- Create a master UNI and ID tracking sheet from the template. Share edit access to the ID Center team and [email protected]. Notify us of this sheet in your print order email.
- Stage
- Request
- Responsibility
- Program Admin
- Action Required
- Email and update the ID Printing Protocol Sheet with your print order for the semester and include all required information. Include a link to the master tracking sheet with your chartstring to pay for the order.
- Stage
- Processing
- Responsibility
- ID Center
- Action Required
- Allow 48 hours for processing (100 cards) or 2 weeks for (2000 cards) to review the status, and print cards. This is contingent upon the number of ID cards requested.
- Stage
- Notification
- Responsibility
- ID Center
- Action Required
- Update master tracking sheet with "Ready for Pickup" notification.
- Stage
- Pickup
- Responsibility
- Staff Rep
- Action Required
- Two non-student reps must sign for the printed batch at the ID Center.
- Stage
- Distribution
- Responsibility
- Program Admin
- Action Required
- Sort IDs alphabetically for dispersal. Update master tracking sheet to confirm "Picked Up."
- Stage
- Documentation
- Responsibility
- Program Admin
- Action Required
- Program administrators are responsible for adding or removing names from the master sheet as needed.
Further Details About Bulk Printing ID Cards
Before requesting bulk printing, administrators must complete the following requirements:
- Student UNI Activation
- Confirm all students have activated their UNIs.
- Student Photo Submission
- Student photos must be uploaded to webphoto.columbia.edu.
- Data Preparation
- Track IDs for all individual students via Google Sheet using our approved template.
- Chartstring on Letterhead
- Obtain departmental letterhead stating the chartstring that will be charged for the bulk printing of the ID cards.
- You must bring a physical copy of this document to the ID Center to request reprints.
Administrators are responsible for monitoring photo status and conducting outreach to students.
- Eligibility: Only new matriculating students or those without an existing photo should upload.
- Existing Photos: Students with a photo on file cannot upload a new one. A $20 fee and a 90-day waiting period apply for approved photo changes.
- Reports: (If Applicable) The ID Center provides automated daily photo reports to help you target students who have not yet submitted a photo.
Administrators must maintain a single master Google Sheet (on only one tab) to track all students by UNI who require an ID. This sheet must be updated daily to reflect enrollment changes or photo upload status.
- Make a copy from our provided template.
- Provide "edit" privileges to your master ID list to both [email protected] and [email protected].
Required Spreadsheet Fields (Already Provided in Template)
- Last Name
- Please keep the list sorted alphabetically by Last Name.
- First Name
- Preferred Name
- UNI
- ID Status
- Select options according to each student's status.
- Picked Up
- Update each student's status once they have obtained their ID.
A print order must be submitted via email each term to start a bulk ID print job with the ID Center.
Required Information
- Name of the program or school
- Program/school start date
- Expected date for administrative pickup of ID cards
- Number of students expected to enroll in the program/school
- Chartstring on departmental letterhead
- Link to master tracking sheet
Your print request must be sent to both [email protected] AND [email protected] for processing.
Additionally, you must update the following ID Card Distribution Locations Google Sheet with your school/program information.
Most ID cards are printed in bulk prior to the start of the term.
- Designated Reps: Programs may designate up to two non-student representatives for daily pickup.
- Chain of Custody: Representatives must sign for each batch. Once in your possession, cards should be sorted alphabetically for distribution.
- Unclaimed Cards: If cards are not picked up by the program before students arrive, please provide the ID Center with a specific program contact (Name, Email, Pickup Window, and Location) so we can direct students accordingly.
- Deferred Students: Ensure the
STUDrecord "Admit Term" is updated in SIS to the correct upcoming term. - Returning Students: Students on leave must register for classes before a new card can be issued.
- Existing Photos: If a student already has a photo on file, they cannot upload a new one. A $20 fee applies for any requested photo changes.
- Lost After Release: If a card is lost after being picked up by the program, the replacement cost will be charged to the chartstring on file.