Import student photos

You can include student photos in the students' details. Either add photos one by one, or import all student photos at the same time (such as after you receive a disk of photos from the photographer).

Note: You can also import photos for staff members on the Staff tab, and for users on the Admin tab, Users side-tab.

Click here for troubleshooting tips.

To import an individual student’s photo:

  1. Log on to the School view.
  2. Click the Student tab, and search for and select the student.
  3. Click the Details side-tab.
  4. Click the Photo sub-tab.
  5. Click Import.
  6. Find and select the photo.
  7. Click Save.

To import all student photos:

  1. Log on to the School view.
  2. Click the Student tab.
  3. On the Options menu, click Import Photos. The Import Photos pop-up appears.
  4. Click Browse to find the zip file containing the photos.
  5. At the Filenames based on field, select if you want the system to match photos to student records by Local IDs, SASIDs, or personal identifiers (such as Social Security numbers).
  6. Click OK.

If you're having trouble importing photos of students or staff into Aspen, check the following:

  • The district preferences should list the file type(s) of the photos that you are importing.
    1. Log on to the District view.
    2. Click the District tab.
    3. On the Setup side-tab, click Preferences. The general preferences page appears.
    4. At the Supported photo types field, confirm that the photo file type(s) you are importing are listed here. The default photo type value is set to jpg. You can import only images of the types that are entered here.

      5. Note: Enter the types in the order you import most frequently. Separate each file type with a comma. For example, you might type jpg, gif, bmp, mpg.
  • The photo files must be stored directly in a zip file, not in a directory within the zip file.
  • If the photos do not import, they might exist in a directory within the zip file. For example, the zip file called studentphotos.zip might contain a directory called Seniors, which contains all the senior students' photo files. These photo files should be zipped without putting them in a directory.
  • The zip file should only contain image files.
  • Each photo file within the zip file should be named based on a student/staff identifier field.
  • The photo files can be named based on the LASID, SASID, or MEPID. When importing multiple students' photos, this identifier needs to match the selection in the Import Photos pop-up:
    1. Log on to the School view.
    2. Click the Student tab.
    3. Select Options > Import Photos. The Import Photos pop-up appears.

      4.  

    4. At the Filenames based on field, select the identifier the photo file is named so the system can match the photos to the student records by the identifier.

You can easily find all students or staff in your district or school who do not have a photo in their Aspen record by using a query.