Photo ID Email Templates

Below is a list of email templates for common situations when processing photo IDs. There is also an example conversation at the end of this post.

1.  Basic Notification

Dear (Dr. Insert Name Here)/(First Name — if staff) and (go on if multiple people to notify) Note: if more than 2 submitters, just say “Hello,”

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

  • 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 my supervisor, suloni@austin.utexas.edu

2. Cannot find photo in UT Box

Dear [insert submitter here],

Your photo/[Person in ID’s] photo is not searchable or not present in  our database.

Please use this link again to submit a .jpg photo of yourself

https://utexas.qualtrics.com/jfe/form/SV_5dpNBYwR34B5bCt

Make sure to follow the naming conventions, attached for file naming (STA, see attached chart/file ABOVE, and attach it to your e-mail too )

Please e-mail me [YOUR NAME & e-mail] when you have re-submitted your photo, and I will check and see if it has come through.

Thank you for you patience,

[Email signature will go here no need to retype info.]

3. Photo not meeting guidelines

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

[Insert image submitted Here]

[List out exactly what is not within our guidelines:

  • Image is pixelated
  • Image is not front facing
  • Image does not have background space above and to the sides of the head, etc.]

Please let me know if you have any questions or concerns, and thank you for your time!
If you have further questions about photos, please e-mail my supervisor, suloni@austin.utexas.edu 

Thank you,

[Email signature will go here no need to retype info.]

4. Multiple Re-Submission (Grad Student)

Scenario A: A graduate student submits another photo, but you see that they already have a photo on their profile page. Write to Graduate Advisor, letting Advisor know & CC Suloni see examples:

A. Email Graduate Advisor

Dear Ms./Mr [insert name of Grad Advisor],

Please let graduate students know the expectation is that that photo they submit via the online form, (or their LAITS studio-shoot photo), will be up for the duration of their graduate appointment.

To economize on time & resources, we would like to cut down on repeated requests 

for new photos to replace ones that are published on their departmental pages.

Graduate students have access to the CoLA Web Editor for their own profile pages

https://liberalarts.utexas.edu/web-admin-help/how-to-use-the-web-editor/profile-editing-for-staff-in-web-editor.php and can add photos of their interests and research in the body of their own pages.

The College of Liberal Arts prefers to show our graduate students’ most professional headshot. Graduate profiles are used to garner interest for the student for future professional opportunities.

Thank you,

[Email signature automatically generates here]

Scenario B: Grad student submits another photo that is out of our guidelines, but you see that they already have a photo on their profile page or box. Write to Faculty Advisor, letting Advisor know & CC Suloni see examples:

B. Email Graduate Advisor

Dear Ms./Mr [Graduate Advisor Surname],

Please let graduate students know the expectation is that that photo they submit via the on-line form, (or their LAITS studio-shoot photo), will be up for the duration of their graduate appointment.

To economize on time & resources, we would like to cut down on repeated requests 

for new photos to replace ones that are published on their departmental pages.

Graduate students have access to the CoLA Web Editor for their own profile pages

https://liberalarts.utexas.edu/web-admin-help/how-to-use-the-web-editor/profile-editing-for-staff-in-web-editor.php and can add photos of their interests and research in the body of their own pages.

The college of liberal arts prefers to show our graduate student’s most professional headshot. Graduate profiles are used to garner interest for the student in relation for future professional opportunities.

Below is the image the grad student submitted. The reasons this photo isn’t within our standards are because it is  pixelated (low-resolution) and has inconsistent lighting on the face.

preview-gallery-Charm_Kai Yue Theodore_kc38299_g-stdnt_2021-9-14.jpg 113 KB View full-size Download

Here is the photo we have already in our database that meets the guidelines

preview-gallery-Charm_Theodore_kc38299_g-stdnt_2016-08-26_1.jpg 113 KB View full-size Download

If the graduate student does not want the preferred professional headshot used they may re-submit a photo to you to be re-uploaded. Here is a resource for taking a personal professional photo within our guidelines: https://liberalarts.utexas.edu/web-admin-help/graphics/self-portrait-guide.php

Thank you,

[Email signature automatically generates here]

Scenario C: Grad student submits another photo that is out of our guidelines, but you see that they already have a photo on their profile page or box. Despite sending them an email about this they are adamant about the request.

C. See a Conversation: Example

Hi Suloni,

I hope the start of your semester is going well, though I’m sure super incredibly busy for you and your team.

I received a comment from a graduate student who had a good quality, high resolution portrait photo posted on her History Dept. profile page. It turns out, she is not really very fond of the photo and really dislikes it, and wants to replace it with another lesser-quality photo. She said that she has submitted the request several times to do this, but it hasn’t been processed after several weeks.

I explained to her that replacing a professional-quality image with a lower resolution image is not generally done. In addition, due to understaffing in LAITS (compared with hundreds of Liberal Arts graduate students) it is generally not possible to upload a new photo more than once or twice during a student’s time in the program.

Still, she is adamant about changing the photo. Is there any way to make an exception and allow her to post the other image? I fully understand if not – if you allow one, you may have to allow dozens or hundreds more to do the same. I remember that we (you and I) had this very conversation last year. I’m ready to tow the line, but I did just want to check-in about the possibility.

Hope all’s well, and thank you so much always,

courtney

The Response:

Dear [Name of emailer],

Could you please email me the students photo, name, and eid?

We’ll make an exception for this student based on your recommendation.

Thank you,

[Email Signature Here]

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