Frequently Asked ID Card Questions

ID Cards for the upcoming school year are created in the late Fall/early Winter period. This is too early to begin using a new Onsite folder as the school year has essentially just begun for most accounts. ID Card designs are placed in an ID Card folder for branches to begin proofing as soon as they are ready.

Any changes to pit files are made to the most recently used pit - usually in the current school year's Onsite folder - to ensure old templates are not accidentally printed. When proofing is underway, these pit files are met with the updated pngs in the new upcoming school years Onsite folder (created by the branch during Spring).

It is up to each branch to make sure the pit is compatible with the new png and that the account is happy with their design and layout. After approval, a sample of the id card is created as a jpeg with the dimensions 325px by 204px with 72 DPI. This jpeg is uploaded to Salesforce.

Extra info here: https://docs.google.com/presentation/d/1axJMwjNCn_u1z87EDaxuBOUcUvdNnT0xuKfO3e_s9xc/present?slide=id.p

How do I request ID Cards for a New School?

Due to the volume of information necessary for New School Requests, they are sent in the form of an email.

Emails are addressed to Matt Davis (cc Noah Edmonds and Bert Gomez).

After emailing your request, we encourage making a Trello card (in the New School column) and commenting “Mascot Sent” without tagging anyone. The email will notify us and the Trello comment is just a visual status update/reminder of what we’re actively working on.

*Please include “New School” in the subject line.

New School Request Template:

Branch:

Account Code:

Account Name:

School Colors:

Mascot Description:

(“Cat”, “Initials”, “Badger”, etc.)

ID Cards:

Student ID:1 [Orientation], [Barcode Y/N], [Visible ID# Y/N] OR “Swap B”, ”Zebra S”, etc.

Staff ID:2 [Orientation], [Barcode Y/N], OR “Swap”, ”Sharp”, etc.

Specialty Service Items/Quantities/Descriptions

[Spec Badge], [25], [Visitor]3

[Postcard], [100], [Happy Birthday]

1. If unspecified, student ID cards are created horizontally, with a barcode and the fields “Lastname, Firstname, Grade, Student ID” (plus Teacher” for Elementary schools).

2. If unspecified, Staff ID Cards are created vertically, with the fields “Firstname + Lastname” only (plus the word “Staff” in a large bold font)

3. By Default, all Accounts with ID Cards receive a Spec Badge design.
These don't need to be requested unless the Account actually has a service item utilizing the design. (Guest Badge, Volunteer Badge, etc.)

*Attach mascot*

How do I request changes for existing ID Cards? (Excluding Mascot Changes)

When accounts need changes made to an ID card, you must find and move the account’s Trello card to the Design Request column and make the request in the form of a comment + tag Noah Edmonds, Rhyann Davis and Bert Gomez.

Overview:

Find Trello Card>move to Design Requests >comment request>tag those listed above

Trello and Email Contacts

@mattdavis3

mdavis@dorianstudio.com

@rhyanndavis

rdavis@dorianstudio.com

@bertgomez

hgomez@dorianstudio.com

@noahedmonds4

nedmonds@dorianstudio.com

Requests Recap

Anything involving a mascot or backprint – Email to Matt Davis (cc Noah and Bert)Everything else: Move card to Design Requests and make a comment, tagging Bert, Noah and Rhyann

Please include the photo date in all requests if it is within 3 weeks so we can prioritize accordingly.

So what if I need a mascot change?

Send an email to Matt Davis (cc Noah Edmonds and Bert Gomez) and attach the mascot to the email. Make sure you specify whether this mascot is replacing their current mascot or being used on a specific product, e.g. “Student ID Only”.

*Please include “Mascot Change” in the subject line.

After sending email request, we encourage moving the Trello card to the “Design Requests” column and commenting “Mascot Sent” without tagging anyone. The email will notify us and the Trello comment is just a visual status update/reminder of what we’re actively working on.

Which file-types are usable for mascots?

Ordered from most preferable to least:

Vector Files:

.psd

.ai

.eps

.pdf

Pixel Files:

large .png

large .jpeg

If you receive a .png or .jpg, please embed the picture in the body of an email to preview the quality (drag and drop in a blank email)

If the quality is poor, please request a higher resolution or a “vector file” from the school.

If there are no alternatives, the result will be a degraded mascot printed on their products.

Turn around time for mascot changes depend on quality and volume of changes. Please plan accordingly.

Should I be writing "this" on Trello?

There are many hands in the ID Card process so we ask that all significant changes go on the Trello card for each school. Obviously, all Design Requests will go here and include tags.Anything involving an emailed request (new schools, mascots, custom designs) does not require tags but we ask that you write a quick status update on the card.e.g. "Mascot sent to Matt", "Custom design request sent to _____", etc.
Generally, just keep more than two people in the loop :)

Why isn’t this Account on Trello?

The Trello cards are usually created in one big batch when the upcoming school year’s designs are ready to proof. If a card is missing/new, you’re welcome to add it to the relevant column or ask Noah/Bert to add it. Please title it: Account Code_Account Name ([Branch])

Where can I find my ID Card files?

pngs can ALWAYS be found in the ID Card Folders on google drive, [Branch]_ID '24-'25.Typically, we leave it up to the studio to transfer their pngs to the relevant onsite folder.
For pit files, we always overwrite the most recently used pit, these are typically in the School's most recently made/used Onsite folder.Although some crossover can occur (25-26 file in a 24-25 folder), we are typically switched over to the newer folders by end of May.Always make sure you're downloading/using the most recent pit, their layout is guaranteed to have been approved by the account.
Additionally, the files above are embedded in Trello Card replies upon fulfilling requests.

What if I need a png or pit changed yesterday?

Email Bert, Noah and Rhyann and describe your issue. A Rush status will be placed on the request.

Can I email or chat my request? (excluding mascots)

*Rush requests are an exception as they are meant to be fulfilled immediately*If your request is complicated and requires an email, we ask that you leave a quick status update on the Trello card (without tags), e.g. “Special request sent to ______pertaining ______.” Just to keep everyone in the loop.Otherwise, direct all general, non-mascot requests to Trello. Requests are easily forgotten in inboxes. Trello brings more attention to your request and reflects the status of it more clearly.

Can I make a change on my own?

For pngs, these are better fulfilled through a Design Request, to provide a consistent product/quality.
Please Rush a request to Noah, Bert and Rhyann if you need a change quickly.For pit files, if you have experience moving/changing fields on pit files then you are welcome to do so, just be sure ALL past versions of this pit file have either been updated or deleted. This means notifying Noah, Bert and Rhyann of the changes on Trello (or sending them a copy of the NEW pit.) A school can easily receive an undesirable product if old versions of files are left floating around.

Do I need a Specialty Badge or an ID Card?

Spec Badges, typically, do not have photographs on them, and pit files are not required to place data on them. Numbers and desired text is placed on a spec badge when printed/exported from the Spec Badge Database. If you need a card with a photo, you must request an ID Card and refer to the template choices for these.

Can I provide the Account with a mockup design?

Yes, make a Design Request but make sure to specify that you need a mockup and not a design change (this ensures nothing is committed before actual approval.)

Is it possible to edit the design elements on an ID card template?

"Elements" here refers to the colored sections/text of our pngs. In short, sometimes.
Make a Design Request and we will determine if the change can be accommodated.

Can we provide custom cards? (a design or template outside of the norm)

Most of the time, yes. If the desired design can fit on a 2.127” x 3.377” card without crowding or degraded quality, chances are we can accommodate. Make a Design Request (or email + status update) and we will determine if the request can be accommodated. If possible, request a mockup from the Account/School so we can replicate it.
Results may vary with custom colors, see below.

Is it possible to use a color not included in our palette?

We strongly encourage promoting PVC colors as they produce more consistent results on the ID card printers. If an account insists on a custom color, it’s possible but we cannot guarantee that it will print correctly – most likely, it will look different than the digital representation and the account should be made aware of this at the time of their request. 😊

What if a school doesn't like the "green-screen" look?

Make a Design Request for a “Classic UG Background” and specify which card you need it added to. This adds a blue vignette background behind the subjects photograph.

Is it possible to create a "plain" card with a solid-color background?

Yes, make a Design Request for a “Plain [Color/PVC HEX] Background” (default is blue) and specify which card you need it applied to.

How do I add or remove a field to a pit file?

Make a Design Request for a pit file update and describe the type of data the school would like on the card e.g. "tprefix","ASB", "Bus Number" etc.

If you make the change on your own please add a comment on Trello to notify Bert, Noah and Rhyann of the changes.