PSPA portrait format is a zip of individual student portraits plus a tab-delimited index.txt that maps each photo to a student record. Before you import anything, check three things: images at a 4:5 ratio (such as 640×800) in RGB, an index.txt with image folder and image file name columns, and a package layout that matches the index.
TL;DR:
- Choose JPG for smaller files, or retain lossless TIF or PNG files for print; keep every portrait at 4:5 and RGB.
- The image folder and image file columns must match actual names exactly; repeated file numbers make the folder column essential to correct matching.
- Never flatten class folders when filenames repeat, because files can overwrite one another; keep the original ZIP and index.txt untouched before editing.
- Because vendors add fields and may omit headers, check README.TXT and sample row contents rather than inferring mappings from column count alone.
- Test about 10 students first and verify every portrait match; check folder, filename, and extension mappings if any image is missing or misplaced.
Table of Contents
- What image specifications should your portraits meet?
- How is index.txt structured?
- What should the package and folder layout look like?
- How do vendor exports differ, and what should you verify?
- How do you import PSPA files and fix common errors?
- What is a quick checklist to finish in an afternoon?
- How does PSPA compare with other school portrait formats?
- What benefits does PSPA bring to yearbook production?
- Adviser-tested coordination tips for photographers and your team
- How we support PSPA imports and full yearbook production
- FAQ
- Sources
What image specifications should your portraits meet?
Every portrait should share one aspect ratio so the layout flows without manual cropping. The standard is 4:5 (0.8), which works out to 640×800 pixels, with 1280×1600 as a larger option when you want extra headroom for print. Mixed ratios force your software to crop or stretch, and that is where heads get cut off.
- Accepted formats: JPG, TIF, and PNG.
- JPG: the practical default, because files stay small and a few hundred portraits import quickly.
- TIF or PNG: a good fit when the photographer delivers lossless files and you do not want any extra compression before print.
- Color profile: RGB. Files saved in CMYK or another profile can shift colors, so skin tones look different on your proof than on the screen.
- Size and mode: every file should match the same pixel dimensions, with no stray originals mixed in.
To check a batch, open a few files in any image editor and read the dimensions and color mode. Most editors can also batch-convert a folder to RGB and resize to a uniform 4:5 crop in one pass. If you spot soft or pixelated results, our guide to common yearbook photo quality issues explains how to diagnose resolution and crop problems.
How is index.txt structured?
The index.txt file is a plain text file with tab-separated columns, usually exported from a spreadsheet. It is the map that tells your software which photo belongs to which student.
The canonical column order is:
- Volume
- Image folder
- Image file
- Grade
- Last name
- First name
- Home room
- Period
- Teacher
- Track
- Reserved
Variants with different column counts exist, and some vendors append extra fields after the core columns. Where a vendor adds custom fields, they are normally documented in a README.TXT. Header rows are optional, so do not assume the first line is a label row. Parsing software often identifies column mapping from content rather than strictly from column count, which means a spot check of sample rows tells you more than counting tabs.
The two columns that matter most are image folder and image file. The folder name is a structural requirement: it identifies which folder a file belongs to and prevents conflicts when file names repeat across folders. If those two columns do not match your actual folders and files exactly, imports fail or place the wrong face next to a name.
What should the package and folder layout look like?
Photographers deliver PSPA data as a ZIP file, a disc, or a USB drive, with class or group folders holding the image files. Walk through it in this order:
- Open the package and note whether it contains class or group folders with images inside.
- Find index.txt. It usually sits at the top level beside the folders, but some exports place one inside each class folder. Both are common.
- Check the naming pattern. Many vendors use leading zeros and reuse the same file numbers in every folder, so you may see 0001.jpg in several places.
- Confirm the folder column in index.txt matches the real folder names, including spelling and capitalization.
- If file names repeat across folders, treat the folder column as the only thing keeping matches correct. Never flatten the folders into one directory, or files will overwrite each other.
How do vendor exports differ, and what should you verify?
PSPA exports share the same logic, but individual photography vendors may include additional fields. That means two packages that both claim PSPA compliance can look quite different on opening.
- Column count varies: some exports use a shorter file, while others carry more columns or custom appended fields.
- Column count alone is unreliable: sample several rows and decide from the content which column holds the teacher, an ID, or the homeroom.
- Look for guidance first: check for a README.TXT and for a header row. If neither exists, match each column's content to the type of data you expect (names, grades, room numbers).
- Check the numbering scheme: find out whether photos are numbered per folder, which requires the folder column, or uniquely across the whole export.
- Ask early: if something looks off, a short email to the photographer with a screenshot of the sample rows usually resolves it faster than guessing.
When you contract a studio, our yearbook photography checklist for school coordinators covers the intake details that reduce export problems before files ever reach you.
How do you import PSPA files and fix common errors?
Work through these steps in order, and do not edit your only copy.
- Step 1: Back up the original ZIP and index.txt before any edits.
- Step 2: Run a small sample import of about 10 students and inspect the portrait pages for correct matches.
- Step 3: If you see mismatches, check the image folder and image file mapping, look for duplicated file names, and confirm the file extensions match.
- Step 4: For color or crop problems, batch-convert the images to RGB and a uniform 4:5 crop. Save as JPG where the smaller size is acceptable.
- Step 5: Re-save index.txt as tab-delimited text from a spreadsheet editor to avoid quoting or delimiter problems.
Quick troubleshooting: missing images usually mean a folder or extension mismatch, swapped names point to shifted columns, and blank placeholders mean no row matched a file.
Pro Tip: Keep a "known good" sample of 10 rows saved separately, so you can re-test the import after every fix without reloading the full export.
If you are using an uploader, our Upload to Snap guide walks through that specific workflow.
What is a quick checklist to finish in an afternoon?
Print this and work down it:
- Verify the image specs: pixel size, aspect ratio, RGB, and file format.
- Open index.txt, confirm the image folder and image file columns, and spot-check several rows against real files.
- Run a 10-student sample import and verify the placement of each portrait.
- Correct any mapping or image issues, re-save index.txt as tab-delimited text, then re-import.
- Archive the validated export and note the photographer or vendor contact for follow-up questions.
For a longer walkthrough of the same flow, see our adviser runbook for portrait imports.
How does PSPA compare with other school portrait formats?
School photographers deliver portraits in several ways, and the main difference is how much structure travels with the images. A loose folder of JPGs has no index at all, so someone must match faces to names by hand or by file name, which breaks down quickly when two students share a name or a photographer reuses numbers. A spreadsheet delivered separately from the images has the same weakness: nothing ties a row to a specific file except a naming habit.
PSPA closes that gap. The images and the index travel together, and the image folder plus file name pair gives every record an unambiguous link to one photo. Proprietary vendor exports can offer the same convenience, but they often work only inside that vendor's own tool, which can leave you stuck if you change software or printers.
The trade-off with PSPA is variation, not capability. Because vendors append their own fields, you need to check the sample rows, as covered above. Even so, a PSPA export gives you a predictable starting point, while an unstructured folder gives you none.
If you compare formats, ask three questions: does the package carry a name-to-photo map, does that map survive a change of software, and are image size and color mode consistent across every file? PSPA satisfies all three when the export is clean.
What benefits does PSPA bring to yearbook production?
The first benefit is time. Because the index links each name to a file, your software can place hundreds of portraits automatically, and you spend your effort on proofing instead of dragging photos into boxes. A sample import of 10 students catches most problems before they multiply.
The second is accuracy. Name-to-photo matching by folder and file name removes the guesswork that causes swapped faces, which are among the most painful errors to find after a book is printed. Those errors tend to surface only when a parent notices, and by then a fix means a reprint.
The third is consistency. A uniform 4:5 ratio and RGB color mean every portrait sits on the page the same way, so grids and class pages look clean without per-photo cropping.
The fourth is portability. PSPA is an industry-standardized convention, so your portraits are not locked to one photographer's tool. If you change software, editors, or a printing partner, the same export can come along with a small amount of re-checking. That matters when staff turns over from one year to the next, since the next adviser inherits a format they can look up rather than a private system.
Finally, the structure supports good record keeping. Because homeroom, grade, and teacher fields can ride along in the index, you can sort and proof by class instead of hunting through folders.
Adviser-tested coordination tips for photographers and your team
Name one staff member to receive and validate the export before anyone else touches it. Ask the photographer for a sample export early, and request a README.TXT whenever they append custom fields. Then document every edit you make to index.txt, so your printing partner sees the same mapping you do and nobody re-exports twice.
— Jace
How we support PSPA imports and full yearbook production
We help you get portraits onto the page and produce printed books. Our team offers design assistance and a single point of contact, so one person handles the details with you. You can see instant, all-inclusive pricing on our printing page, or request a printed sample to check quality for yourself.
Send us your export, and we will help you get from files to finished pages.
FAQ
What is a PSPA file?
A PSPA package is a set of student portraits plus an index.txt that lists who appear in which photo. It is an industry-standardized convention used to move portraits between photographers and yearbook software.
What is the standard aspect ratio for school portraits in PSPA?
PSPA portraits use a 4:5 ratio, also written as 0.8. A common size is 640×800 pixels, with 1280×1600 as a larger option.
Which file formats can I use?
JPG, TIF, and PNG are accepted, and images should be in RGB. JPG is the most practical choice when file size matters.
Why does my import place the wrong photo with a name?
The most common cause is a mismatch in the image folder or image file columns, often when file names repeat across folders. Check those two columns first, then confirm the extensions and column order.