Access Student Headshots

This guide explains how Course Coordinators can access student headshots to enhance the learning and teaching experience, and for identity verification during assessment.

Headshots are made available for the purpose of pastoral care and enhancing the learning and teaching experience (UQ PPL 3.40.08). Using student names can help students develop a sense of belonging, making students feel valued and more comfortable talking to their instructors and peers (Cooper et. al 2017).

Use of headshots must be in accordance with UQ's Access to Student Photograph Images Policy and Privacy Management Policy. Use of student headshots for any other purpose - and any disclosure of student headshots to third parties - is not permitted, except in accordance with the above policies.

Note: Student headshots will be available by the start of Week 1 each Semester.

Note: This function is available only for Course Coordinators

Download student headshots from my.UQ

Go to https://portal.my.uq.edu.au and log in with Single Sign-On.
Select My courses from the the side menu.

In the My courses section, select the required course from the list.

In the Course Information section, select the Student Headshots tab.
Click on the Request Headshots button.

Once your request has been processed, click on the Download Headshots button.

Note: The first time the request is submitted, it might take several minutes for it to be processed. Next requests are processed immediately.

Create a PDF file on PC

Once you have downloaded the student headshots as a zipped folder, you are able to extract the images and create a PDF containing student headshots, names and student numbers using the Microsoft Print Pictures function.

To extract the images, right-click on the folder and select Extract All... from the list.

extract all

Select Browse to choose a location (if different from the zipped file location), then click on the Extract button.

extract

Open the unzipped folder in your chosen saved location. Within the folder you will find JPG images for each student titled by their name and student number.

unzipped folder

Select all of the images you want to include in the PDF.

Tip: Select the first image, hold down the Shift key on your keyboard, then select the last image in the folder to quickly select all the files.

Right-click on any of the images to view the options.
In required, select Show more options from the list.

Select Print from the additional options list to launch the Print Pictures function.

print option

Select Microsoft Print to PDF from the Printer dropdown list.
Select A4 from the Paper size dropdown list.

Note: You may need to select More... from the dropdown to view more paper size options.

layout options

In the layout side panel, scroll down to the bottom of the list and select Contact sheet (35).
Click on the Print button to save the contact sheet as a PDF.

Note: Students will appear in a random order (i.e. not alphabetically) and longer names might be cut off slightly depending on the length.

select layout and print

Select your desired location and click on the Save button.

contact sheet pdf

The contact sheet will then be saved as a PDF file containing student headshots with their names and student numbers which can either be printed or accessed digitally.

pdf headshots

Note: Alternatively, you can import the images as a Photo Album into Microsoft PowerPoint. We recommend selecting the 2 pictures with titles layout and to check the Captions below ALL pictures checkbox. You can then save the PowerPoint presentation as a PDF file. We recommend saving the presentation with 2 slides per page for maximum readability.

Create a PDF file on Mac

Once you have downloaded the student headshots as a zipped folder, you are able to extract the images and create a PDF containing student headshots, names and student numbers using Apple Photos.

Double click on the folder to extract the files.
Open the unzipped folder, within you will find JPG images for each student titled by their name and student number.
Select all of the images you want to include in the PDF.

Tip: Select the first image, hold down the Shift key on your keyboard, then select the last image in the folder to quickly select all the files.

extract files

Right-click on any of the selected images and select Open with > Other... from the dropdown list.

Within the Applications folder, select Photos and click on the Open button.

open with photos

This will launch Apple Photos.
Select the photos you wish to import and click on the Import Selected button.
The photos will then be imported into the Apple Photos app.

import photos

Select all of the newly imported photos in Apple Photos.
Click on the File menu and select Print... from the dropdown list.

file print

Select the Contact Sheet layout option.
Select A4 from the size dropdown.
Enter 3 in the Columns textbox or adjust the slider.
Enter 0 in the Margins textbox or adjust the slider.

select settings

Click on the Captions button.
Check the Title checkbox and click on the OK button.

Click on the Print button to save the contact sheet as a PDF.

Note: Students will appear in a random order (i.e. not alphabetically) and longer names might be cut off slightly depending on the length.

Click on the PDF button and select Save as PDF... from the dropdown list.

save as PDF

Enter a title in the Save As textbox.
Select your desired location and click on the Save button.

save file

The contact sheet will then be saved as a PDF file containing student headshots with their names and student numbers which can either be printed or accessed digitally.

contact sheet