Basic Training: How to Edit and Process COLA Photo IDs

Follow these steps to edit a photo so that it can be made into a College of Liberal Arts Photo ID suitable for display on a webpage. 

You will be making the “thumbnail” versions for the list of photo ID’s on a webpage. You will also be making the larger “profile” versions for the profile pages.

See thumbnail list page example:

See a profile page example:

Now that you know what you’re going to make, take these steps to edit and upload the photos you’ve been assigned.

Before Any Editing…

1. Check your Basecamp to-do’s for Photo ID assignment.

 

Basecamp To-Do’s  contain information about the staff or faculty or graduate students whose photo needs to be updated (including name, EID, and position) and also includes the “Submitted by” contact info.

2. You’ll need to find the raw photo that you want to edit.

The raw photo is going to be stored in our LAITS PHOTOGRAPHY BOX folder:

https://utexas.app.box.com/folder/4835146337.

Enter in the client’s name, or eid, the in the UT BOX folder search bar.

Make sure that you check mark the box at the bottom of the search pane that reads: “search only in “LAITS PHOTOGRAPHY”

If there are multiple duplicate seeming files, choose the file that has the most recent date.

3. When you’re looking up the name in the BOX folder, make sure that the file that you want to down load is named correctly according to our file naming conventions: https://utexas.app.box.com/file/361742649853

Handy Naming Convention Chart -always refer to this:

If the photo that the client submitted does not follow the naming convention, please rename the file in the BOX folder to exactly follow the correct naming convention.

DOWNLOAD FILES

1. Download the photo from the BOX folder

2. Also, download your guided Photoshop templates from this BOX folder with all the resources needed for photo ID processing: https://utexas.app.box.com/folder/59475196177.

3. Open the guided templates and the photo up in Photoshop.

Before editing the photo, duplicate the original file by right clicking on the layer and click “duplicate layer.” This is just a safety precaution, in case you mess up your edits or you want to compare your edited photo with the original one.

4. Edit the photo – make sure it looks as NATURAL as possible (natural lighting, good crop, color correct, etc.).

Please view Photo ID best practices in this PDF below:
LAITS-photo-id-guidelines-STAuse

Once you are happy with the edit, SELECT ALL (command + A) and COPY (command + C) the image you’ve just edited.

5. Make 2 new files:

  1. Image (80 x 90 pixels)
  2. Profile Image (200 x 300 pixels)

**For Staff members, you only need to make an Image file (80 x 90 pixels).**

  

6. PASTE (command + v) your copied image onto the new file you just made.

7. Command +T to select the image and press down SHIFT as you adjust the image size to fit onto the canvas; if it is the most updated Photoshop 2019, don’t hold down Shift when you are dragging the corner of the picture when you are resizing (the whole point is to not stretch the photo and keep the same proportions).

8. Once positioned correctly, go to File > Export > Save for Web. Make sure you are saving it as .jpg (other settings should be set automatically). Personally, it’s easier when saving the file names as “their name_image size” (ex. “grace_80x90”). Repeat the process for the other canvas size for Faculty and Graduate Students.

 

EDITING WHEN IMAGE IS TOO SMALL

When the original file is slightly too small it will look pixelated at the 200×300 size. We should not extrapolate out to the larger size. Use the smaller original photo.

Further, don’t zoom-in for smaller images to try and conform to the guides on the template; this will make the 200×300 look pixelated. Work with the original as is for the 200×300, you might just have more torso showing. Sometimes it is necessary to just maintain smaller dimensions like in the example below.

Like so: For this image we keep the height as is and use an edit of 200×210 to better preserve the image quality of the file.

If we are given really small images that are bigger than 80×90, but not nearly as big as 200×300, we should use the original image for the profile page without any resizing.

 

MAINTAINING CONSISTENCY BETWEEN 200X300 AND 80X90 IMAGES

Your goal is to have the same color temperature and saturation in your 200×300 and 80×90 versions when editing. In the following, the 80×90 looks cooler and less saturated in tone as it is saved using a different method from the 200×300. These instructions show you how to export to maintain consistency between the two images.

1. To keep coloring the same use the 200×300 as the export image for the 80×90. This is done by opening up the 200×300 photo and selecting “Command A” to select the image and “Command C” to copy the image. A dotted line appears around the border indicating that the image is selected properly.

2. Use the 80×90 template guide file for creating the 80×90 image. Open up the tab and press “Command V” to paste the image. Move the image under the yellow Guide Layer. Press “Command T” to position it properly. Once the image is set in place properly, hide the guide by clicking on the eye icon.

3. Exporting the image requires going to “File” -> “Export” -> “Save for Web”. Follow the steps below in the first image. The second image displays a window where you adjust the exporting criteria. Change the settings in your window to copy the ones in a red box. Click “Save” when you are done.

4. Let’s look at the finished product and compare the difference. The image on the left is now warmer like the 200×300, while the image on the right displays an inconsistent cooler tone.

5.  Upload the edited photos ALONG WITH the original photo (before any edits) – so a total of 3 images – to your ID to-do on basecamp. Make sure your supervisor and STA mentor are added in the to-do comments section.
On that comment, ask for approval or suggestions before uploading your edited files to the Cola Web Editor. * Engage in the approval process for all of your ID to-do assignments, until your supervisor gives you the go-ahead to skip the approval step.

(ask for approval any time though, when you are unsure of your edit, or if you have any other ID related question (-:)

6. Once you get the approval, upload the photos onto the COLA Web Editor: https://colaweb.la.utexas.edu/

7.  Go to the top right corner and click on your name, and click on “Offices.” Then go to the appropriate collage that the individual is in and click the appropriate title (Faculty/ Staff/ Grad Student) and search for their names.

OR, you can go to “People” and search for the client’s UT EID.

8. Click “Edit” and upload the photos. Remember,

  1. Image (80×90 pixels)
  2. Profile Image (200×300 pixels)

9. Check to make sure their photos have been updated by going to their official UT site (you’ll probably find this by Googling their name; helps when you type in UT Austin along with their name when searching).

10. Send email notification. You must follow the templates below. Please consult with Suloni or Valerie if edits need to be made to them.

When Notifying Uploaded Photo IDs… (cc Suloni & Valerie)

The following template must be filled out and sent to all clients in one email for a single Basecamp assignment. The only emails you do not include are from graduate students who sent their own photo. If someone else sent a grad student’s photo include it in the email.

You are sending the email to the senders of the photos not the people in the photos. Make sure to CC suloni@austin.utexas.edu and valerie.tran@austin.utexas.edu.

Dear faculty and staff:

The following COLA ID photos are now online:

In addition, provided below is some information you may find helpful when submitting or resubmitting photos in the future.

  • Please use this link (https://utexas.qualtrics.com/SE/?SID=SV_9prkYR13qhD0OBn) to submit or resubmit photos for COLA profiles.
  • Each COLA faculty, graduate student, and staff member can submit a digital photo of themselves for use on their COLA web profiles. Follow best practices to achieve professional-quality portraits using your cellphone:  https://liberalarts.utexas.edu/web-admin-help/graphics/self-portrait-guide.php
  • Photos that are too small, low resolution, or in the style of informal selfies, will not be uploaded as formal profile photos on the list pages, or at the top of individual profile pages.
  • Photos that are informal in nature can be added to the web page body for faculty, staff, and graduate students by these individuals, as they all have access to their own web presence.
  • If you have questions about photos, please e-mail suloni@austin.utexas.edu 

Thank you,

Your Name
LAITS STA 2020-2021

When Requesting for Photo Resubmission… (cc Suloni & Valerie)

Dear [INSERT SENDER’S NAME HERE],

Hello, my name is [INSERT YOUR NAME] and I am a LAITS STA assisting with the College of Liberal Arts Photo ID Submissions. Thank you for your request on behalf of [PHOTO SUBJECT NAME(S)]; however, I am reaching out to you to request a different photo for [SUBJECT NAME] as the original image submitted does not meet our photography guidelines.

Here is a helpful link for guidance and best practices for self-photography: https://liberalarts.utexas.edu/web-admin-help/graphics/self-portrait-guide.php 

Please let me know if you have any questions or concerns, and thank you for your time!

Best Regards,
[INSERT YOUR NAME HERE]
LAITS STA 2020-2021

 

Email Template for Undergrad Photo IDs

Hello [INSERT CLIENT NAME HERE],

My name is [INSERT YOUR NAME HERE] and I’m a student technology assistant at LAITS. I am reaching out to you about the photos that were submitted for [INSERT THE UNDERGRADS’ NAME(S) AND EID(S) HERE]

We typically do not provide undergraduate students the same services as faculty, staff, and graduate students when it comes to COLA photo IDs. However, you and your team can manually add the photos for these undergraduates to the Cascade site. If you do not know how to add photos to the Cascade page, we can assist you and your team. We can also edit the photos to the correct size for the Cascade page.

Please let us know how we can best help you, your team, and the undergraduate students. You can reach out to our Web Support Team via la-web-support-request@utlists.utexas.edu. You may also use this email to ask for Cascade help as well.

Thank you,
[YOUR NAME]

LAITS STA 2020-2021

 

(Do not include names of the client in your blog.)

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