Uploading Student Photos to PowerSchool

Follow these directions to upload student photos to PowerSchool. Teachers, substitute teachers and administrative users will have access to a photo image for each student records with an uploaded picture.

Select Setup-->System-->Photo management. Below are directions for your reference.

Photo Management
PowerSchool now provides a tool within the PowerSchool admin web portal for managing student and/or staff photos making uploading or deleting photos fast and easy. With the introduction of this web-based feature, direct access to your PowerSchool server is no longer required to add or update student or staff photos in mass.
Upload Photos
Use the Import Pictures function to upload student and/or staff photos.
Mapping Type
Before uploading student or staff photos, you need to decide the mapping type. Mapping type indicates whether you will be using student and staff numbers or names in your mapping file. Mapping by student or staff number is performed at the district level. Whereas mapping by student or staff name is performed at the school level in order to reduce the risk of duplicating records. If mapping by student or staff name, individual zip files and mapping files will need to be created for each school for which you want to upload photos.
Mapping File
Once you have determined your mapping type, then you need to create a tab-delimited mapping text file. The mapping file is used to specify which columns in your mapping file correspond to which photos in your zip file. The information contained within the mapping file depends on you mapping type and can be obtained by exporting from the Students or Teachers table and including the applicable fields, such as Student_Number, TeacherNumber, Last_Name, First_Name, etc.
  • If uploading student or staff photos using student or staff numbers, the mapping file must contain the following data: [Student_Number] or [TeacherNumber] and [File Name]. Column headers are not required. For example:
420101752 1.jpg
420103883 2.jpg
420101493 3.jpg
420101494 4.jpg
  • If uploading student photos using student names, the mapping file must contain the following columns and data: Last_Name, First_Name, Middle_Name (optional), and Grade_Level (optional). Column headers are required for all columns except the last column containing the file name. For example:
Last_Name First_Name Grade_Level
davis deanne 9 1.jpg
davis teresa 9 2.jpg
deyo karen 9 3.jpg
draper catherine 9 4.jpg
  • If uploading staff photos using staff names, the mapping file must contain the following columns and data: Last_Name, First_Name, and Middle_Name (optional). Column headers are required for all columns except the last column containing the file name. For example:
Last_Name First_Name
hunter david 1.jpg
johnson marla 2.jpg
lee anthony 3.jpg
morris sam 4.jpg
Zip File
Before uploading photos, you need to create a flat zip file of the photos you want to upload.
How to Upload Photos
Note: Uploading photos by student or staff ID number can only be done by district level. Uploading photos by student or staff name can only be done at the school level.
  • On the start page, choose System from the main menu.
  • Click Photo Management. The Photo Management page appears.
  • Click Import Pictures. The Import Pictures page appears.
  • Use the following table to enter information in the fields:

  • Field
    Description
    Group
    Indicate the group for which you want to import photos by choosing one of the following from the pop-up menu:
    o Students
    o Staff
    Zip File
    Enter the file path and name of the zip file or click Browse to select the zip file.
    Mapping File
    Enter the file path and name of the mapping file or click Browse to select the mapping file.
    Mapping Type
    To map based on student or staff ID, choose Student/Staff Number from the pop-up menu. To map based on student or staff name, choose Student/Staff Name from the pop-up menu.

  • Click Upload. The Import Photos Results page displays a summary of the processed records and any failures.
  • If uploading student photos, possible error messages include:

    Error
    Description
    Failed to load student record – Caused by using an invalid student number in the mapping file.
    Correct invalid student number and then perform import again.
    Failed to update the database – Caused by internal error.
    Check the system logs. Contact your PowerSchool system administrator, if needed.
    Failed to process picture – Caused by invalid image data or internal error.
    Check the system logs. Contact your PowerSchool system administrator, if needed.
    Failed to locate student record – Caused by invalid student name.
    Correct invalid student name and then perform import again.
    Failed to update student record – Caused by internal error.
    Check the system logs. Contact your PowerSchool system administrator, if needed.
    Failed to find image in archive – Specified file was not found at top level of archive.
    Move image file to top level of archive and then perform import again.
    Failed to extract image – Caused by internal error.
    Check the system logs. Contact your PowerSchool system administrator, if needed.

    If uploading staff photos, possible error messages include:

    Error
    Description
    Failed to load teacher record – Caused by using an invalid teacher number in the mapping file.
    Correct invalid teacher number and then perform import again.
    Failed to update the database – Caused by internal error.
    Check the system logs. Contact your PowerSchool system administrator, if needed.
    Failed to process picture – Caused by invalid image data or internal error.
    Check the system logs. Contact your PowerSchool system administrator, if needed.
    Failed to locate teacher record – Caused by invalid teacher name.
    Correct invalid teacher name and then perform import again.
    Failed to update teacher record – Caused by internal error.
    Check the system logs. Contact your PowerSchool system administrator, if needed.
    Failed to find image in archive – Specified file was not found at top level of archive.
    Move image file to top level of archive and then perform import again.
    Failed to extract image – Caused by internal error.
    Check the system logs. Contact your PowerSchool system administrator, if needed.
    Delete Photos
    Use the Delete Pictures function to delete student and/or staff photos.
    Note: Deleting photos results in all photos being deleted for the entire district regardless of whether or not a school is selected. It is important to note that this action is irreversible.
    How to Delete Photos
  • On the start page, choose System from the main menu.
  • Click Photo Management. The Photo Management page appears.
  • Click Delete Pictures. The Delete Pictures page appears.
  • Indicate the photos you want to delete by choosing one of the following from the Group pop-up menu:
    • Student
    • Staff
  • Click Delete. A confirmation message appears.
  • Click Delete. The Delete Photos Results page displays a summary of the deleted records.


  • Paula
    Paula Ward
    Curriculum Associate for Technology
    Research Department
    Stamford Public Schools
    (203.977.5109
    7203.977.0857
    *pward@ci.stamford.ct.us