Digital Student ID Training for Staff (CloudCard)

Introduction

This guide provides SPC staff with step-by-step instructions on processing student ID photo submissions using the CloudCard system. It covers accessing submissions, utilizing the AI-based Helper Bot for preliminary assessments, and manually approving or denying photos to ensure they meet SPC’s digital ID requirements.

Contents

• Accessing and Reviewing Submissions
• Approving Submissions
• Denying Submissions
• Managing Submissions

Step-by-Step Instructions

Accessing and Reviewing Submissions

1. Log in to CloudCard:
   • Navigate to idphoto.spcollege.edu and sign in with your SPC staff credentials.
2. Navigate to Pending Submissions:
   • From the left navigation panel, select Photos (1), then click on the Pending tab (2)
     
   • Tip: You can search for specific students by selecting ID Number from the dropdown menu in the search bar, then entering the student’s SPC ID number.
3. Understand Submission Categories:
   • Submissions are categorized into four groups:
     • Pending: Awaiting manual review
     • Approved: Automatically or manually approved
     • Denied: Automatically or manually denied
     • Downloaded: Photos that have been processed and downloaded
       
4. Utilize Helper Bot Assessments:
   • CloudCard’s AI-based Helper Bot evaluates pending photos and assigns color codes:
     • Green: High confidence in photo quality
     • Orange: Uncertain quality
     • Red: Low confidence in photo quality
     • Grey: Not yet assessed

Approving Submissions

1. Select a Submission:
   • In the Pending folder, choose a submission to review.
2. Review Photo and Documentation:
   • Ensure the photo meets SPC’s digital ID requirements:
     • Student is alone in the photo
     • Cropped from slightly above the head to the middle of the chest
     • Plain, light background
     • High-quality color image
     • No heavy editing, sunglasses, hats, or accessories
     • Directly facing the camera with eyes open
   • Verify that:
     • The supporting documentation (e.g., driver’s license, state ID) is clear, shows the student’s face, and matches the photo.
     • That the name on the supporting documentation (e.g., driver’s license, state ID) matches
3. Approve the Submission:
   • Click the thumbs up icon under Actions to approve.
     

Denying Submissions

1. Select a Submission:
   • In the Pending folder, choose a submission that doesn’t meet the requirements (listed in step 2 above).
2. Deny the Submission:
   • Click the thumbs down (2) icon under Actions.
     
3. Provide Denial Reason:
   • In the “Why are you denying this photo?” window (1):
      
     • Select an appropriate reason from the menu.
     • Optionally, add additional information in the Note to Cardholder (2) section.
     • Click Submit (3) to finalize the denial.
   • Students will receive an email at their @live.spcollege.edu address explaining the reason for denial.
     

Managing Submissions

• Clear Pending Folder Daily (Business Days):
  • Review and process all submissions in the Pending folder daily to maintain data security and workflow efficiency.
• Review Denied Folder:
  • After processing, wait approximately 10 minutes, then check the Denied folder.
  • Be sure to delete any supporting documents (such as driver’s licenses) that appear in the Photo column, as these may contain sensitive information by clicking on the photo and then selecting DELETE at the top.
• Note: Supporting documents are automatically deleted from the system after 14 days for data security purposes.

Want to learn more about CloudCard?

Getting started with CloudCard

CloudCard security FAQs

Have Questions? Contact the Academic Technology Support Team 
 
atst@spcollege.edu

 Phone at 727-341-3500

(Hours: Monday - Friday 8:30 a.m. - 4:30 p.m. EST).
After-hours or weekend assistance? Contact the Technical Support Center

Phone at 727-791-2795 or onlinehelp@spcollege.edu

Want to Schedule a One-on-One or Group Session on Canvas or other instructional technology issues or opportunities?

Schedule 1:1 Support Help with a Member of the Academic Technology Support Team