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UDo Photo Upload - Current Students/Applicants

The Photo Upload tile is presented in UDo to users with any of the following Roles:

(See: PeopleSoft Campus Solutions > Service Centre Dashboard > UDo Data for the list of Roles assigned to a user at any given time).

  • Applicant
  • UdolApplicant
  • FE
  • HE
  • Partnership
  • PGR
  • UDC
  • UDOL

Photo_Upload_Tile.PNG

On opening, Applicants will be asked to upload an appropriate photo for their Student ID Card (and for use in other relevant University systems):

Photo_Upload__Top_.PNGPhoto_Upload__Bottom_.PNG

They should follow the guidance provided:  

Your_Photo_Criteria__Top_.PNGYour_Photo_Criteria__Bottom_.PNG

How_To_Upload.PNG

What_s_Next.PNGNB: Privacy Notices

On uploading a photo and clicking Confirm the image will go to Student Records & Awards (SRA) for verification and users will see: 

Pending_Approval__Top_.PNGPending_Approval__Bottom_.PNG

Photo Upload will continue to display this page on re-opening until SRA complete the verification process.

 

Verification Process:

Student Record & Awards undertake the verification process within the UDo-Manage Application.

NB: Access is given to appropriate users by the Portal & Application Development Team on request.

On logging in (with AD credentials) users will see:

Uploaded_Portraits_Module.png

This leads them to a view of all recently uploaded portraits in a grid formation:

Uploaded_Portraits.png

On review they can then accept or reject each image individually or in bulk.

On accept:

  • The approved image is removed from UDo-Manage and saved on the UoD ID Photos File Share (idphotos_prd$ (\\kr-files-prd-01)) for use on the Student ID Card and in other relevant University systems. 
  • An approval email is sent from photo-upload@derby.ac.uk:

Your_Photo_-_Accepted_Email__Full_.PNG

On reject:

  • The rejected image is removed from UDo-Manage. 
  • A rejection email is sent from photo-upload@derby.ac.uk:

Your_Photo_-_Rejected_Email__Full_.PNG

NB: The emails generated above are identical for both HE and FE users. They are sent to the HE/FE users Preferred/Unimail Address in PeopleSoft Campus Solutions/ProSolution respectively. 

 

On completion of the verification process Photo Upload will update depending on the outcome:

Accept: 

Your_Current_Photo__Top_.PNGYour_Current_Photo__Bottom_.PNG

This concludes the process.

This is also what Returning Students are greeted with when they open Photo Upload following their completion of the process as an Applicant. Should they need to update their current photo they can click Edit to return to the beginning of the process again.

Reject: 

Photo_Upload__Part_.PNG

Users are returned to the beginning of the process outlined above.

 

If you require any further guidance on this process please contact the Portal & Application Development Team. 

Article Last Updated: 21st April 2023 By: Claire Hammersley.