Preparing Your Student & Faculty Data
One of the most important steps in ensuring a smooth picture day happens long before our photographers arrive.
Before picture day, Iron City Studios creates individualized photo cards for every student and faculty member. These cards help identify each person, eliminate manual data entry during photography, and ensure images are matched correctly to your student information system.
To create these cards, we ask that schools provide an up-to-date student roster before picture day.
Preferred File Formats
For the fastest processing, please provide your roster as either:
- CSV (.csv)
- Microsoft Excel (.xls or .xlsx)
These formats allow us to import your information directly into our photography workflow while reducing the possibility of manual errors.
Required Data Fields
Your roster should include the following information whenever possible:
| Field | Purpose |
| Last Name | Student identification |
| First (Legal) Name | Must match your student database |
| Grade | Sorting and reporting |
| Teacher Information | Used for organizing photography and proof distribution |
| State ID | Required for PowerSchool and many SIS imports |
| Student Number | Student identification |
| Parent Email | Electronic proof delivery |
| Parent Phone | Parent communication if needed |
| Homeroom | Organizes proof distribution and reporting |
Why Legal Names Matter
Please use each student's legal name exactly as it appears in your Student Information System.
Nicknames or preferred names should be managed through your yearbook software rather than changing the roster submitted for picture day. Matching your official database helps ensure successful imports into PowerSchool and other administrative systems.
Teacher Information
Teacher information should reflect how students will actually be photographed.
For example:
- If students will be photographed by homeroom, provide the homeroom teacher.
- If students will report by PE class, include the PE teacher.
- If another organizational method is being used, list that teacher instead.
This information helps us organize photography efficiently and makes proof distribution much easier after picture day.
State ID & Student Numbers
Many schools use our images with PowerSchool and other Student Information Systems.
Including State IDs and Student Numbers allows us to accurately match photographs to existing student records and greatly reduces the need for manual corrections later.
Parent Email Addresses
Parent email addresses are one of the most valuable pieces of information you can provide.
When included, families receive electronic proofs directly, allowing them to:
- View their child's images online
- Place portrait orders securely
- Access galleries quickly
- Receive important photography updates
Electronic proofing has consistently shown higher parent participation while providing a faster and more convenient ordering experience than traditional paper proofs.
Iron City Studios does not sell or share parent information with third-party vendors.
Missing Students?
Don't worry!
Even with the best preparation, students occasionally enroll after the roster is submitted or may be missing from the list.
Our photographers always bring blank photo cards so every student can still be photographed. Those records are updated after picture day to ensure everyone is included.
FREQUENTLY ASKED QUESTIONS
Q: What file format should we send?
A: CSV or Excel (.xls/.xlsx) files are preferred because they import directly into our photography system.
Q: Can we use nicknames?
A: We recommend submitting legal names that match your Student Information System. Preferred names can be updated later within your yearbook software if desired.
Q: What if a student isn't on the roster?
A: No problem. Our photographers carry blank photo cards and will photograph every student. Missing information can be updated after picture day.
Q: Why do you need parent email addresses?
A: Parent email addresses allow us to securely deliver electronic proofs, making ordering faster and more convenient for families.
Q: Why is teacher information important?
A: Teacher information helps organize students during picture day and simplifies proof distribution afterward.
PHOTOGRAPHER TIP
The more complete and accurate your student data is before picture day, the faster photography moves, the fewer corrections are needed afterward, and the sooner families receive their proofs.
CALL TO ACTION
Have your roster ready?
Send your student and faculty data to your Iron City Studios representative before picture day. If you have questions about formatting or exporting your data, we're happy to help ensure everything is ready before picture day.
Yearbook Sponsors · From Iron City Studios
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