Taking Pictures for New PreK and Kindergarten Students
It is imperative during the initial 20 days of the new academic school year that pictures of all new students be obtained to allow for printing and to assign One Card Badges. All students are required to have One Card Badges.
When will One Cards be available for returning students, new students and kindergartners?
For returning students, One Cards will be available prior to your school’s start date.
Use Open House as an opportunity to take pictures of new students or students who don’t have a photo on file.
Take photos of incoming kindergarteners during initial assessments and the school’s scheduled Open House. These photos need to be uploaded into CAASS immediately. Please refer to the “One Card Photo Station Process” section of this guide.
School personnel are strongly encouraged to utilize the instructions in this guide to ensure each student has a current photo ready to be applied to their One Card.
All students will have a picture on their One Card. These cards are used for security purposes. Therefore, the “No Photo Consent” is not applicable to One Cards.
The turnaround for replacement/additional cards is generally between 1-3 school days from the date of the request.
How will students display their One Card?
All students and staff should display One Cards or ID badges at all times during the school day. Lanyards are the best way to do this.
The district is not be responsible for purchasing lanyards. It is a school-based decision whether your school will assume the cost and/or list on student supply list for your school.
Vendor contact for lanyards—Access411 800-574-0236.
Students may be excused from wearing ID's during physical activity classes if they present a hazard to student safety. They should be properly secured during this time.
What if students forget their cards?
Students who forget their cards will be allowed to ride their assigned buses.
Temporary cards can be printed at your respective schools.
Are there fees for replacement cards?
Yes, the fee for a replacement card is $5.00. It will NOT be a media center fine. Fees should be collected by the main office and marked into the One Card item of their checking account. On a quarterly basis, the school will write a check for fees collected and submit to the Finance Dept. A replacement card should be ordered for a student, even if that student cannot afford the fee.
One Card fees can be accessed through the K12 payment center.
One Card Photo Station Process
Below will be step by step instructions on how to take pictures and upload them to the CAASS System.
1. Click on “PhotoStation”
2. Click on “PhotoStation” again below.
3. The Select Person Tab allows you to search for a student. You will select the school's name and fill out the Criteria. The Criteria field allows you to search for a student's information by Last name, First name or Student ID. (Example: John, Doe or 78972145). You may also type % to populate the table and scroll down to find a student's name as well.
4. Once a student is selected here you will be able to take a picture of the student with your camera on or you can edit their picture by loading a picture already taken. The file format is very sensitive and will only take StudentID.jpg. (Example: 18923493.jpg). Feel free to play with the options below to get the best-looking picture for the student. The goal is to get a photo of the student Chest Up that best represents the student. When you are done fine tuning the image you want to upload, click on “Save”. If you have a printer connected you may also Print the student's picture by pressing the “Print” button.
5. Below will show the students information and the history of cards printed.
How to Edit Photos in CAASS 10
1. Go to https://gcs.access411.com/CAASS10/#/login in Google Chrome
Example:
Username: 725-admin
Password: 725caass
Once entered Correctly you will be placed at the Dashboard
2. Under the Photo ID tab, click on Person Photo Maintenance
3. Search for student’s last name in Criteria Filter. If unaware of the last name, type a comma followed by the student’s first name. You may also find the student by their Student ID.
4. If you want to remove the current Photo, please move forward to Step 5. (If you want to edit an existing photo, you may use the tools below to edit by Clicking on the Photo that is displayed on the screen. To use software outside of CAASS or adjust yourself in a different way, select “Export” To download the picture (The file name will be named “CAASSPhoto”) and make your own edits. Make sure to name the Picture file the student’s ID. Once done Proceed to Step 5.)
5. After editing go back to CAASS and click on Add Photo. A Window will pop up prompting you to search for the picture that must be in a “.jpg or .png” Image file.
6. Once located, the picture must have the Students ID attached or it will not be added to the Student in the Database with their corresponding school. If you uploaded a student with the correct ID but in the wrong school, It will not upload properly. The picture below shows what the newly added correct photo looks like.
7. With the updated picture click “Assign Checked” then click “<Transfer>.” You will get a prompt warning about the Photo transfer. If you are ready to transfer, then click Yes.
How To Upload Large Amount of Photos to CAASS10
This section is used if you already have pictures taken and want to upload to CAASS to print in bulk.
1. Go to https://gcs.access411.com/CAASS10/#/login in Google Chrome
2. Username: (School Number)-admin Password: (School Number) caass
Example: Username: 725-admin
Password: 725caass
3. Select Photo ID
4. Under the Batch Photo Upload tab, Click Select Photos
5. Search for students’ photo on your PC (These photos should be in the folder where the kids' photo is located).
6. CTL+A will select all images, CTL+Click will select multiple images. Student pictures should be labeled by their ID.
7. Once the images are selected click open.
8. Click Upload Photos
9. Go to Person Photo Maintenance (Above Batch Photo Upload)
10. Check all photos and then click Assign checked or Manual Checked.
11. Click Transfer.
12. The Next section is Printing Student Badges with the pictures you have uploaded to CAASS. Proceed to the next section once those chosen students are uploaded correctly.
One Card Printing Processes
1. Go to https://gcs.access411.com/CAASS10/#/login in Google Chrome
Username: (school number)-admin Password: (school number)caass
For Example: Username: 725-admin Password: 725caass
2. Click the Photo ID tab
3. Click on ID Card Printing
4. First you want to select the correct printer that has been assigned to your school. If you do not have a printer assigned to your school, then Select Prescott Printer. Card Name that corresponds to your type of School in the Red Circle will have a drop-down menu. Currently if you are a non-RFID School you will select “*GCS OneCard Primary 22/23 Color Code – Non-RFID” or “*GCS OneCard Secondary 22/23 Color Code – Non-RFID”. If you are an RFID school, then proceed to the next step and follow the directions under RFID Printing.
5. Next you want to Select your school in the field box named “School” below Circled in Purple.
Radio Frequency Identification ( RFID ) Printing
Warning!!
RFID Cards cannot be punched with a hole. It will permanently damage the One Card.
Students can only have One RFID at a time. The moment a second RFID Card is printed out the previous RFID Card will automatically be deactivated.
All RFID Schools use 5000 printers. In order to begin printing RFID Cards you must have the ”CardName” Selected as one of the options in the drop-down menu.
*GCS OneCard Primary 22/23 Color Code – RFID
This is for Elementary and Middle Schools. Some specialty schools have primary schooling.
*GCS OneCard Secondary 22/23 Color Code – RFID
This is for High Schools, Middle Colleges, and some specialty schools that have upper secondary schooling. This Card Name has the suicide hot line number on the back.
Once this is selected, you may use your regular printing process to print cards. The system will not print if the wrong type of cards is in the printer and wrong “Card Name” is selected.
6. To populate the search menu, enter “%” in the Criteria field. You may search for a student by his/her last name then first name (Example: Doe, John). If unaware of last name, type a comma followed by the student’s first name. You may also search for a student by their Student ID by typing it in the Criteria Field.
7. To Select a student, you must check the box by their name. To add multiple students, you will have to select each student via their check box. Once you have checked the box beside a student’s name, click “Add to Queue” Button.
8. After Clicking on the “Add to Queue” Button the student or students will be added to the printing que at the bottom of the screen.
9. When Ready you are free to press "Print Card" that is highlighted in the Orange Box with the Selected Students by checking thier boxes in the print queue. An
Additional pop-up will appear to confirm your choice of printing.
10. Refer to the image above, you can select multiple students using the Boxes above the margins that is highlighted in Green boxes. Selecting this will check all students in the sections. Using this feature, you may select your whole school and click “Add to Queue“to put your entire school in the printing process. You may also use the select all feature to Delete entries in the print queue. Once all the desired entries are selected press the ‘Delete’ button that is highlighted above in the red box.
Sources of information & Documentation
Please refer to the links below that provide additional guides and documents all sourced in the One Card FAQ.
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