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Ordering Student ID Photo Files

ITS Desktop Support (Corporate) can extract and deliver sets of University of Otago student ID photo files from the University photo database. These are the photos collected by the Student ID Card Office. They can be supplied to University of Otago departments subject to a strict privacy policy which requires that the photos must be for internal departmental use only. They are not permitted to be placed on public noticeboards, databases, or websites.

Please note that some student photos might not be available. Photos are taken when the student applies for a student ID card, therefore photos for distance students or requests made before Course Approval has been completed cannot be supplied.

Information you need to supply

You can request student ID photos sets by class, or supply a specific list of student ID numbers or student usernames to be used. The first time you make a student ID photo set request, please include:

  • your name
  • your department
  • a contact phone number
  • your University of Otago staff username
  • a contact email address
  • an account code
  • the name or code of the paper(s) for which you require student ID photos
    OR
    attach a list of student ID numbers
    OR
    attach a list of student usernames.
    If you wish to supply such a list, please supply it as either a text file with each student ID or username on a separate line, or in a single column MS Excel spreadsheet.

For subsequent requests, please provide:

  • the paper(s) for which you require student ID photos
    OR
    an attached list of student ID numbers
    OR an attached list of student usernames
  • a new account code if different from last time.

Please email your photo requests to Desktop Support (Corporate) at: its.dscorp@otago.ac.nz

How do I receive my photos?

The student ID photos will be delivered to you as a compressed .zip file via a web link. You will be required to enter your University username and password before you can download the file(s).

The extracted photos are in JPG format. Each file is named nnnnnnn.jpg or xxxxxnnn.jpg (where 'nnnnnnn' is the student ID number and 'xxxxxnnn' is the student username).

All photos in the ID list are extracted to a single 'folder', so if you need to separate them for any reason, you will need to do this manually yourself, or you can supply us with separate ID lists to run. Included with each folder is a copy of the class list (or ID list) used to compile the photos, and if there are any photos missing there will also be an error report detailing the unavailable photos.

How much does the service cost?

ITS runs as a full cost recovery division so you will need to be charged a small amount to use this service. The charge is based on the standard Desktop Support (Corporate) consultancy rate, and usually costs between $30 and $40 (about 20 minutes' work) to prepare, download and deliver the files.

More information

Please contact ITS Desktop Support (Corporate) for further information about ordering electronic versions of student ID photo sets for your department.