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. The size limit applies to individual pictures selected with Upload Pictures; pictures that are too large are skipped and a warning displays. Pictures inside a ZIP file are not checked against this limit. A ZIP file can be up to approximately 98 MB.



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 Student ID or Student #. An option is available to Include Inactives; by default only active students are matched. The option to match with Student # will only display at the school level. At the district level, Student ID is matched across all schools.


Each file name must start with the student’s ID or number, followed by the file extension (for example, 123456.jpg); leading zeros are allowed. Files whose names include other text before the extension, such as 123456 (1).jpg, are skipped. Accepted file types are jpg, jpeg, png, gif, and bmp.



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 for the current school year
  • Update Only – will Update (replace) the student’s current-year picture in PIC with the matched pictures. Pictures from prior years are not replaced.
  • 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, including a list of any files that did not match a student.  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. If the ZIP file contains any folder or any file that is not a picture, the entire ZIP file is rejected. This includes ZIP files created on a Mac that contain a hidden __MACOSX folder.  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 or Removing an Individual Picture

A student’s picture can also be updated or removed individually on the Demographics page.


Update or remove the student photo


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.


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