Below is a list of email templates for common situations when processing photo IDs.
Remember to always CC Suloni and Valerie.
HOW TO ADDRESS CLIENTS:
- If faculty:
- “Dear Dr. Insert Name Here” if they have a PhD/MD/doctorate degree
- “Dear Professor Insert Name Here” if they do not have a doctorate or you are not sure
- If graduate students or staff:
- “Dear First Name Here”
- If more than one person
- “Hello/dear faculty and staff”
1. Basic Notification
Dear [insert submitter here],
The following COLA ID photos are now online:
- Photo: Paige Erin Wheeler
- EID: pew423
- Role: Grad Student
- URL:https://liberalarts.utexas.edu/linguistics/graduate/gradstudents/profile.php?id=pew423
- Photo: Mark Ravina
- EID: mr56267
- Role: Faculty
- URL: https://liberalarts.utexas.edu/history/faculty/mr56267
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 my supervisor, suloni@austin.utexas.edu
Thank you,
[Insert Signature Here]
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
Please make sure the image follows our photo ID submission guidelines, which you can find here:
https://liberalarts.utexas.edu/web-admin-help/graphics-images/photo-id-submission.html
https://liberalarts.utexas.edu/web-admin-help/graphics-images/portrait-photography-guide.html
Additionally, make sure the image follows the naming conventions:
https://utexas.box.com/s/qxd1m49u4ibr1hkc4mdxer054iuh5fs3
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,
[Insert Signature Here]
3. Photo not meeting guidelines
Dear [insert submitter here]
Hello, my name is [insert name here] 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’s name]; 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.
Please make sure the image follows our photo ID submission guidelines, which you can find here:
https://liberalarts.utexas.edu/web-admin-help/graphics-images/photo-id-submission.html
https://liberalarts.utexas.edu/web-admin-help/graphics-images/portrait-photography-guide.html
Additionally, make sure the image follows the naming conventions:
https://utexas.box.com/s/qxd1m49u4ibr1hkc4mdxer054iuh5fs3
[Insert image submitted Here]
[List out exactly what is not within our guidelines:
- Image is pixelated
- Image is not front facing
- Image is too closely cropped
- 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,
[Insert email signature here]
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 their Graduate Advisor, not directly to the graduate student.
A. Email Graduate Advisor
Dear Ms./Mr [insert graduate advisor surname],
[Insert student’s full name here] has requested a new photo ID submission. However, they already have a photo ID uploaded on the COLA website.
[insert link to graduate student’s page on website]
Please let graduate students know the expectation is that the 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 and can add photos of their interests and research in the body of their own pages. Please find the web editor via this link:
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,
[Insert email signature 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 their Graduate Advisor, not directly to the graduate student.
B. Email Graduate Advisor
Dear Ms./Mr [insert graduate advisor surname,
[Insert student’s full name here] has requested a new photo ID submission. However, they already have a photo ID uploaded on the COLA website.
[insert link to graduate student’s page on website]
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.
Graduate students have access to the CoLA Web Editor for their own profile pages and can add photos of their interests and research in the body of their own pages. Please find the web editor via this link:
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.
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 [list reasons here].
[insert new grad student submission here]
Here is the photo we have already in our database that meets the guidelines
[insert old grad student submission here[
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,
[Insert email signature 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]
5. E-mail template for LAITS staff who do not have a photo on our staff page
If staff cannot be scheduled for an LAITS Studio Shoot in MEZ , use this as your e-mail template asking for photo ID submissions:
[Insert submitter name here]
My name is [Insert STA name here[ and I am a Student Technology Assistant here at LAITS. As a new semester approaches, we are welcoming many new members aboard. To keep our staff contacts page up to date, we would like to help update profile pages for faculty members.
Your profile page currently has no profile image, and we would like to help edit and upload a photo for you! Please submit a portrait following the UT photo ID guideline:
https://liberalarts.utexas.edu/web-admin-help/graphics/self-portrait-guide.php
The photo you submit can also be used for your Workday profile, which we will also update for you. You may upload your photo to the following Box folder: link, or simply reply back to this email with the photo attached.
Please let me know if you have any questions or concerns regarding portrait guidelines.
Thank you,
[insert signature here]
6. Photo ID Submission is too small/too low resolution and needs resubmission:
Use this if the photo itself fits guidelines but is too small or too resolution:
[Insert submitter here]
I am a design Student Technology Assistant at LAITS, and I am contacting you from the LAITS office regarding your COLA ID processing. We have noticed that the photo you submitted is too small, and therefore is too low of a resolution to be uploaded onto the UT Website.
[Insert low-res photo here]
The photo you have submitted is [insert photo size here] pixels. Our standard size is 240 x 300 pixels, so we require submissions this size or larger.
If possible, could you please use the online submission form to resubmit a bigger, higher resolution photo? The link can be found here:
https://utexas.qualtrics.com/SE/?SID=SV_9prkYR13qhD0OBn
If this is possible, we will get your new photo processed as quickly as we can and send you a confirmation email. Please let me know if you have any questions or do not have a larger sized version of this image.
Thank you for your patience,
[Insert signature here]
7. Photo ID is submitted for an undergraduate student
[insert submitter name here]
My name is [insert name here] and I am 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,
[insert signature here]