Limitations  

It is important to note that there is a limit to the size of the upload.  The default maximum picture size is 100 KB; however, there is a District Option that will allow you to specify a size other than 100 KB.  For performance reasons Aeries does not recommend choosing a size larger than 100 KB.  The option can be found in District School Info | School Options from the navigation tree and scrolling down the page to the Other Settings section. .

Mass Add Student Pictures

To mass add student pictures, select the Student Pictures option at the top of the page to begin. The student pictures will be matched with the Permanent ID or Student #. An option is available to Include Inactive Students. The option to match with Student # will only display at the school level.

The following actions are available to update the pictures into the school year you are currently logged into.

• Add and Update – will Add and Update matched pictures into the PIC table
• Add Only –  will Add matched pictures to students who do not have a picture
• Update Only – will Update (replace) the student picture in PIC with the matched pictures
• Update Sizes Only – will create and save various sizes of the existing pictures. No pictures will be added or replaced with this option.

There are two options available for uploading the pictures, Upload Pictures and Upload Zip Files.  Upload Pictures will allow you to select to upload one picture, a few pictures, or dozens of pictures as long as you stay within the size restriction. Upload Zip Files allows you to upload your pictures from a zipped file.  Again, keep the size restriction in mind.  You may need to separate your zipped file into several files.

Upload Pictures Option

To mass add student pictures using the Upload Pictures option, click on the Select Files to Upload button on the form.

A File Upload form will open.  Browse to the location of your pictures.  After selecting the pictures to be loaded, click the Open button at the bottom of the form.

The pictures will now display in the Upload Area.  To upload the pictures displayed, click on the Upload/Update Pictures button.  To remove a picture from the list of pictures to be uploaded, click on the X on right side of the line displaying the file name.

The following message will display while the files are processing. Click the OK button to continue.

The pictures will be added/updated only in the school year you are logged into.  You will receive an email once the process has completed.  The student’s picture will now display on all student-related forms.

Upload Zip Files Option

To mass add student pictures using the Upload Zip Files option, click on the Student Pictures option and choose the appropriate option under Action to take. Click on the Upload Zip Files option.

The following Alert message will display to confirm the ZIP file contains pictures only.  Pictures should not be in a separate directory within the ZIP file.  Click OK to continue.

Click on the Select Files to Upload button on the form and file upload window will open.  Browse to the location of your zip file.  After selecting the zip file to be loaded, click the Open button at the bottom of the window.  The zip file will now display in the Upload Area.  

To upload the zip file, confirm the Student Pictures option is selected and the Action to take: options, then click on the Upload/Update Pictures button. 

* Please note the file extension for the zip file must be .ZIP.  If you have a different extension, you must rename it to .ZIP.

The following message will display while the files are processing. Click the OK button to continue.

The pictures will be added/updated only in the school year you are logged into.  You will receive an email once the process has completed.  The student’s picture will now display on all student-related forms such as Student Profile and Student Demographics.

Uploading an Individual Picture

A student’s picture can also be updated individually by clicking the mouse on the Upload icon at the lower right of the student’s picture area on the Student Demographics form.

An Upload Student Picture form will open.  Click on the Choose File button to browse to the location of the picture to be uploaded.  

When the picture selection has been made, click on the Open button at the bottom of the form. The picture file will now show on the Upload Student Picture form.  Click on the Upload button to complete the upload process.

The new picture will now display on the Student Data form and on reports.

Removing an Individual Picture

A student’s picture can also be removed individually by clicking the mouse on the Upload icon at the lower right of the student’s picture area on the Student Demographics form.

An Upload Student Picture form will open.  Click on the Remove Picture button to remove the student's photo.

The student picture is removed.

Update Sizes Option

Aeries now stores all pictures in the PIC table in a total of six sizes: the original size, thumbnail size, small, medium, large, and extra large.  This is done to improve performance so the web browser is not downloading the full resolution image each time, as the full resolution image seldom needs to be displayed on the page. The additional sizes are automatically created and saved when a picture is loaded.

An Update Sizes Only option is available on the Mass Add Student Pictures form. Rather than loading new pictures, this option will create and save the five new sizes for all existing pictures for the current year that do not yet have the new sizes.  When this option is selected, the upload area is hidden, and a button to Populate all sizes for Student Photos will appear.

Click this button, then click OK on the Confirm pop-up.

A message will display confirming that the process to save the resized images has started.  You will receive a confirmation email when the process is complete.  Click OK to continue.

Note: If a picture needs to be displayed, but the new sizes have not yet been created for that picture, then they will be created on-the-fly.  Therefore, it is not absolutely necessary to run this new process. However, due to the computing overhead of resizing the picture, Aeries recommends running the process to Update Sizes Only in the current school year in order to take care of all the pictures at once.  It needs to be run only once per school or once at the District level.