Student Yearbook (SYB) – School Manual

Table of Contents
I. Student Content Meta.............................................................................................................................................2
II. Student Yearbook – User Workflow........................................................................................................................3
III. CMS - Image Repository Folder Structure...........................................................................................................7
1. Folder Structure Entity Level...............................................................................................................................7
2. Folder Structure – Detailed/Multi-Level..............................................................................................................8

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 Student Yearbook (SYB) – School Manual
I. Student Content Meta

The personalized content to create Student Yearbook/Portfolio can be as per the table below. Whilst assigning and
saving the image for a particular content category and content class, the naming convention of StudentID appended
to the file name must be adhered to.

3 (Three Types) of File Extensions viz. JPEG(JPG), .GIF & .PNG are allowed with minimum size of 25 KB (Thumbnails)
to a maximum of 5 MB (Large Size) and with a resolution of 70dpi to 300dpi. Therefore assuming 50 images per
student 250 MB space need to be allocated for a student on the server including 2MB PDF space. Assuming 8
thousand students, approximately 2TB space would be required.

Content
Content Content Content Limit
Sl.No. Dimension File Convention
Category Class/Section Type
s (Inches)
4*6
1. Personal Profile Photo Image 1 StudentID_Profile.xyz
3.5 * 2.5
2.5 * 3.5
StudentID_Sibling1.xyz
StudentID_Sibling2.xyz
2. Family Siblings Photos Image 5 StudentID_ Sibling3.xyz
StudentID_ Sibling4.xyz
StudentID_ Sibling5.xyz

3. Family Father Photo Image 2.5 * 3.5 1 StudentID_Father.xyz

4. Family Mother Photo Image 2.5 * 3.5 1 StudentID_Mother.xyz
5. Family Paternal Image 2.5 * 3.5 1
StudentID_PaternalGrandFather.xyz
Grandfather
6. Family Paternal Image 2.5 * 3.5 1
StudentID_PaternalGrandMother.xyz
Grandmother
7. Family Maternal Image 2.5 * 3.5 1
StudentID_MaternalGrandFather.xyz
Grandfather
8. Family Maternal Image 2.5 * 3.5 1
StudentID_MaternalGrandMother.xyz
Grandmother
9. Family Family Photo Image 4 * 3.5 1 StudentID_Family.xyz
10. Family Maternal Image 5 * 3.5 1 StudentID_MothersFamily.xyz
Grandparents Family
Photo
11. Family Paternal Image 5 * 3.5 1 StudentID_FathersFamily.xyz
Grandparents Family
Photo
12. Mentors Principal/HM Image 2*3 2 StudentID_HM.xyz
StudentID_Principal.xyz
13. Mentors Scholastic Image 2*3 8 StudentID_Teacher1_Subject/Course.xyz
Subjects/Foundation
Course Teachers StudentID_Teacher8_Subject/Course.xyz
14. Grade Class Photo Image 10 * 8 1 StudentID_Class.xyz
15. Grade Buddies/Friends Image 2*3 2 StudentID_CloseFriend1.xyz
StudentID_CloseFriend2.xyz
16. Grade Gallery Image 8 * 4 (2) 6 StudentID_Gallery1.xyz
StudentID_Gallery6.xyz
4 * 4 (4)
17. School/ Awards & Image 4*4 8 StudentID_Award1.xyz
Grade Accolades StudentID_Award8.xyz
18. School My School Image 8*8 1 StudentID_MySchool
19. Society Destination Schools Image 3*2 7 School1.xyz, School7.xyz
20. Student Student Year Book PDF 2 MB 1 AcademicYear_AdmissionNo.PDF

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 Student Yearbook (SYB) – School Manual

II. Student Yearbook – User Workflow

Uploads Images HRT/ClassSanity, Profanity,

Student TeacherRelevancy Check Principal/HM
Annotates Content
(Initiator) (Reviewer/Generate SYB PDF Printing
Submits (Approver)
Verifier)Reviewed/ Verified

1. Student (Initiator)

a. Profile Photos and Information of Students/Parent flows from the Student Digital File/Directory
process.
b. Alternately Students on their own or with help from their parents, Uploads all the Personal Category
Image Content (Photos) of different dimensions to their appropriate School folder in CMS.
c. Students Writes the description/annotation with appropriate verbiage for the photo.
d. Students then completes his task and puts it up for HRT (Home Room Teacher’s) review (online).
e. After all approval workflow, the student will also be able to view Digital Version of his Student Year
Book (SYB).

Test Student UserId: student user id- dpsgv.14267

Test Student Password: 14267
Student URL: https://www.dev.dpsgs.org/sms/dashboard.php

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 Student Yearbook (SYB) – School Manual

2. HRT (Home Room Teacher/Class Teacher – Reviewer & Verifier)

a. HRT ensures that Mentor photos (Class/Subject/Course Teachers) are available in the SMS System or
CMS.
b. HRT reviews all the Images and Textual content put forth/uploaded by the Student for sanity,
profanity, quality & relevancy.
c. HRT is tasked with ensuring that the Class Photograph is taken inviting the photographer by fixing a
date and the Class Photograph is captioned with Academic Year, School, Class, Section, Row-wise
student details in photo etc.
d. HRT after further thorough verification of the Content clicks on ‘Generate Digital Profile/Yearbook,’
to view it in PDF Format.
e. After all the Approval Levels are complete, the HRT can share the soft copy of Digital Profile with the
student by clicking on the ‘Share with Student’ button.

Test Class Teacher UserId: [email protected]

Test Class Teacher Password: [email protected]
Class Teacher URL: https://www.dev.dpsgs.org/sms/dashboard.php

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 Student Yearbook (SYB) – School Manual

https://www.dev.dpsgs.org/sms/my_profile_data.php

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 Student Yearbook (SYB) – School Manual

3. HM/WC/Principal/School Head (Approver)

a. Finally, the HM/WC (Wing Co-ordinator)/Principal/School Head of the respective School as an

approver, checks if Digital Portfolios of all the Students in the School are generated without missing
on anyone.
b. The Approver then finally does a bulk approval of all Schools Digital Portfolio’s for the Academic
year, which will then fall into the hands of CPS (Central Printing Station) or other chosen Printing
Authority. The status then changes to ‘Approved.’
c. After the Printed Year Books are delivered to School, the books are distributed through Class
Teacher and HRT.

Test Principal User Id: [email protected]

Test Principal Password: [email protected]
Principal’s URL: https://www.dev.dpsgs.org/sms/super_admin/academic_reports.php

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 Student Yearbook (SYB) – School Manual

III. CMS - Image Repository Folder Structure

1. Folder Structure Entity Level

a. Under the Society Level Entity Folder, all School Folders are created.
b. For every School, Batch Year Folders are created and for each Year, Grader Folders are Maintained with
Section Folder.
c. Further for each Batch Year – Student, Faculty & Principal/HM folders are ensured.
d. Finally for all Student, Faculty & Principal/HM folders – Personal, School and Archive folders are given in
general.
e. Archive folder is a dump or collection from which the student picks and chooses the photo for various
categories/sections in the Student Yearbook/Portfolio.
f. Additionally for Students – Mentors and Grade folders are given to pull and maintain relevant photos.

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 Student Yearbook (SYB) – School Manual
DPSG

DPSGMRD DPSGVND DPSGINT DPSGDDN DPSGSLO DPSGPVI DPSGSIS DPSGFBD DPSGS DPSGSO

2022-2023 2021-2022 2020-2021 2022-2023 Mgmt

K12 K12 K11 CAT

K11 A IT/Infra

10 B HR

9 C Admin

8 D Finance

7 E

6 F

5 G

4 H

3 I

2 J

1 K

KG/Prep L

Nursery

Pre-Nursery

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 Student Yearbook (SYB) – School Manual
2. Folder Structure – Detailed/Multi-Level

DPSGMRD

2022-2023

K12 K11 10 1 KG_Prep Nursery Pre-Nursery

A B C D E

Student Student Faculty Principal_HM

Faculty StudentID StudentID StudentID FacultyID FacultyID FacultyID PrincipalID HMID PrincipalID

Principal_HM Personal Personal Personal

Family Grade School

Mentors Grade Archive

Grade Grade

School School

Archive Archive

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