StudentYearbook(SYB)–School Manual

TableofContents
I. StudentContentMeta ................................................................................................................................................ 2
II. StudentYearbook–UserWorkflow .......................................................................................................................... 3-8
III. CMS- ImageRepositoryFolder Structure ............................................................................................................... 9
1. FolderStructure EntityLevel .................................................................................................................................. 9
2. FolderStructure –Detailed/Multi-Level ............................................................................................................... 10

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 StudentYearbook(SYB)–School Manual
I. StudentContentMeta

The personalized content to create Student Yearbook/Portfolio can be as per the table below. Whilst assigning
andsaving the image for a particular content category and content class, the naming convention of StudentID
appendedtothe filenamemustbeadhered 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 perstudent 250 MB space need to be allocated for a student on the server including 2MB PDF space.
Assuming 8thousandstudents, approximately2TBspacewouldberequired.

Content
Content ContentCl Content
Sl.No. Dimensions Limit FileConvention
Category ass/Section Type
(Inches)
4 *6
1. Personal ProfilePhoto Image 1 StudentID_Profile.xyz
3.5 *2.5
2.5 *3.5
StudentID_Sibling1.xyz
StudentID_Sibling2.xyz
2. Family SiblingsPhotos Image 5 StudentID_
Sibling3.xyzStudentID_
Sibling4.xyzStudentID_
Sibling5.xyz
3. Family FatherPhoto Image 2.5 *3.5 1 StudentID_Father.xyz
4. Family MotherPhoto Image 2.5 *3.5 1 StudentID_Mother.xyz
5. Family Paternal Image 2.5 *3.5 1
StudentID_PaternalGrandFather.xyz
Grandfather
6. Family PaternalGr Image 2.5 *3.5 1
StudentID_PaternalGrandMother.xyz
andmother
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 FamilyPhoto Image 4 *3.5 1 StudentID_Family.xyz
10. Family MaternalGrandpare Image 5 *3.5 1 StudentID_MothersFamily.xyz
ntsFamily
Photo
11. Family Paternal Image 5 *3.5 1 StudentID_FathersFamily.xyz
Grandparents
FamilyPhoto
12. Mentors Principal/HM Image 2 *3 2 StudentID_HM.xyz
StudentID_Principal.xyz
13. Mentors ScholasticSubjects/F Image 2 *3 8 StudentID_Teacher1_Subject/Course.xyz
oundation
CourseTeachers StudentID_Teacher8_Subject/Course.xyz
14. Grade ClassPhoto Image 10 *8 1 StudentID_Class.xyz
15. Grade Buddies/Friends Image 2 *3 2 StudentID_CloseFriend1.xyzStudentID_Clos
eFriend2.xyz
16. Grade Gallery Image 8*4 (2) 6 StudentID_Gallery1.xyzStudentID_Gallery6.
xyz
4*4 (4)
17. School/ Awards Image 4 *4 8 StudentID_Award1.xyzStudentID_Award8.x
Grade &Accolad yz
es
18. School MySchool Image 8 *8 1 StudentID_MySchool
19. Society DestinationSchools Image 3 *2 7 School1.xyz,School7.xyz
20. Student StudentYearBook PDF 2 MB 1 AcademicYear_AdmissionNo.PDF

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 StudentYearbook(SYB)–School Manual
II. StudentYearbook–UserWorkflow

• Sanity,
• Uploads Profanity,
Images HRT/Class Relevancy
Student Teacher(Revie Check Principal/CPS
• Annotates
(Initiator) Content w, • GenerateSYB Printing
(View&Print)
Verify&Approv PDF
• Submits
e) • Reviewed/
Verified

1. Student(Initiator)

a. Profile Photos and Information of Students/Parent flows from the Student Digital
File/Directoryprocess.
b. Alternately Students on their own or with help from their parents, Uploads all the Personal
CategoryImage Content(Photos)ofdifferentdimensions to their appropriateSchoolfolderinCMS.
c. StudentsWritesthedescription/annotationwithappropriateverbiage forthephoto.
d. Studentsthencompleteshistaskandputs itupforHRT(HomeRoomTeacher’s) review (online).
e. After all approval workflow, the student will also be able to view Digital Version of his Student
YearBook (SYB).

StudentUserId:# # # #
StudentPassword:####

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StudentYearbook(SYB)–School Manual

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 StudentYearbook(SYB)–School Manual

New Section introduces in Yearbook 2022-23

My Year in School
• About the book I read (Remarks)
• About the author (Remarks)
• Character, I like the most (Remarks)
• Learnings (Remarks)

Family Vacation
• About Family Vacation / Outing (Remarks)
• Most Memorable Photo (4 Photo)

Family Get Together

• About Family Get Together (Remarks)
• Family Get Together (4 Photo)

School Trip
• About School Trip (Remarks)
• About School Trip (4 Photo)

Other Events
• About Other Events (Remarks)
• About Other Events (4 Photo)

During the year

• My Challenges (Remarks)
• My Achievements (Remarks)
• My Scholastic (Remarks)
• Art Education (Remarks)
• Clubs & Societies (Remarks)
• Citizenship Studies (Remarks)
• ICT(Remarks)
• SEE Learning (Remarks)
• Sports & Fitness (Remarks)

2. HRT(HomeRoomTeacher/ClassTeacher–Reviewer,Verifier&Approver)

a. HRT ensures that Mentor photos (Grade/Subject/Course Teachers) and Group Photo of the Class
areavailableinthe SMSSystemor CMS.
b. GroupPhotooftheClass/Grade &Teacher’sspeakaboutthestudentscanbeuploadedfrom
Attendance->TeacherSpeakdropdownmenuoption.
c. HRT reviews all the Images and Textual content put forth/uploaded by the Student for
sanity,profanity,quality&relevancy.
d. HRT is tasked with ensuring that the Class Photograph is taken inviting the photographer by fixing
adate and the Class Photograph is captioned with Academic Year, School, Class, Section, Row-
wisestudentdetailsinphotoetc.
e. HRT after further thorough verification of the Content and after viewing the generated Student
YearBookPDF,clickson‘Approve’ button.
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 StudentYearbook(SYB)–School Manual
f. After all the Approval Levels are complete, the HRT can share the soft copy of Digital Profile with
thestudent.

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 StudentYearbook(SYB)–School Manual

3. HM/WC/Principal/SchoolHead(View)&CPSUser(View&Print)

a. Finally, the HM/WC (Wing Co-ordinator)/Principal/School Head of the respective School can
filterGrade/Sectionwiseandview/retrievethe SYBsof Studentsintheir schools.
b. TheCPSuserwithsimilaraccessprivilegesasPrincipalcanviewandprintthe SYB inBulk.
c. After the Printed Year Books are delivered to School, the books are distributed through
ClassTeacherandHRT.

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StudentYearbook(SYB)–School Manual

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 StudentYearbook(SYB)–School Manual

III. CMS-ImageRepository FolderStructure

1. FolderStructureEntityLevel

a. UndertheSocietyLevelEntity Folder,allSchool Foldersarecreated.

b. For every School, Batch Year Folders are created and for each Year, Grader Folders are Maintained
withSectionFolder.
c. FurtherforeachBatchYear –Student,Faculty&Principal/HM foldersareensured.
d. Finally for all Student, Faculty & Principal/HM folders – Personal, School and Archive folders are given
ingeneral.
e. Archive folder is a dump or collection from which the student picks and chooses the photo for
variouscategories/sectionsin the Student Yearbook/Portfolio.
f. AdditionallyforStudents–MentorsandGrade foldersare givento pullandmaintainrelevantphotos.

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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 StudentYearbook(SYB)–School Manual

2. FolderStructure–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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