One Card PreK-Kindergarten Photo Processes

Table of Contents

Taking Pictures for New PreK and Kindergarten Students

How To Upload Large Amount of Photos to CAASS10

Radio Frequency Identification ( RFID ) Printing

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 their One Cards and/or staff ID badges at all times during the school day. Lanyards are the best way to do this.
The district is not responsible for purchasing lanyards. It is a school-based decision, and schools are responsible for the costs. Schools may list their student supply list.
Vendor contact for lanyards—Access411 (Blake Shaw: [email protected]).
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.

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 it 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

Please follow the step-by-step instructions below on how to take pictures and upload them into the CAASS System.

1. Click on “PhotoStation”

2. Click on “PhotoStation” again below.

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).

Once a student is selected, 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 finished fine tuning the image you want to upload, click on “Save”. If you have a printer connection, you may also Print the student's picture by pressing the “Print” button.

Below will show the students information and the history of cards printed.

How to Edit Photos in CAASS 10

Go to https://gcs.access411.com/CAASS10/#/login in Google Chrome

All users should log in using their GCS email address and the password they created for their account.

Once entered correctly, you will be directed to the Dashboard.

If you do not yet have an account or need assistance accessing your account, please contact Technology Services Customer Service at 336-370-8179 for support.

Once entered Correctly you will be placed at the Dashboard

Under the Photo ID tab, click on Person Photo Maintenance

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.

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.)

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.

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.

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.

Go to https://gcs.access411.com/CAASS10/#/login in Google Chrome

All users should log in using their GCS email address and the password they created for their account.

Once entered correctly, you will be directed to the Dashboard.

If you do not yet have an account or need assistance accessing your account, please contact [email protected] or Technology Services Customer Service at 336-370-8179 for support.

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Select Photo ID

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Under the Batch Photo Upload tab, Click Select Photos

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Search for students’ photo on your PC (These photos should be in the folder where the kids' photo is located).

CTL+A will select all images, CTL+Click will select multiple images. Student pictures should be labeled by their ID.

Once the images are selected click open.

Click Upload Photos

Go to Person Photo Maintenance (Above Batch Photo Upload)

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10. Check all photos and then choose Assign checked or Manual Checked.

Click Transfer.

11. 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

All users should log in using their GCS email address and the password they created for their account.

Once entered correctly, you will be directed to the Dashboard.

If you do not yet have an account or need assistance accessing your account, please contact [email protected] or Technology Services Customer Service at 336-370-8179 for support.

2. Click the Photo ID tab

Click on ID Card Printing

First, in the Card Printer field (seen below circled in black), you want to select the correct ID card printer for your school. If there is no printer visible here for your school, then please file a GCS Help Desk Support ticket.

Next, select the Template Name (seen below circled in red) that corresponds to your type of school.
1. Elementary schools should use the GCS OneCard Primary YY/YY Color Code-NonRFID template
2. Middle/High schools should use the GCS OneCard Secondary YY/YY Color Code-RFID template

Then, you want to select your school in the School field (seen 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 Card at a time. The moment a second RFID Card is printed 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 YY/YY Color Code – RFID

This is for Elementary and Middle Schools. Some specialty schools have primary schooling.

*GCS OneCard Secondary YY/YY 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.

By default, all enrolled students should appear in the table to the right. You may search for a specific student by using the Criteria field (circled in black below). To do so, simply type in the student’s name (first, last, or both). You can also search for students with their student ID number.

To Select a student, you must check the box by their name in the table.
1. To add multiple students, you will have to select each student via their check box.

After checking the box beside a student’s name, click the blue Add to Queue button beneath the table to add them to the print queue at the bottom of the screen.
1. If the names do not appear after adding, please select the blue Refresh Queue button above the print queue list.

Once you have added all your students to the print queue, you can print them by checking boxes next to the desired cards you wish to print and pressing the green Print Card button.
1. If you wish to select all students currently in the print queue, you can select the checkbox next to the ID field.

10. A popup confirmation window will then appear detailing the exact number of cards you are about to print. DO NOT CHANGE THE VALUES OF ANY OF THE FIELDS IN THIS WINDOW! Simply hit the blue Okay button at the bottom left to proceed.

Your cards will now begin to print.