Scribe Photograph and Identity Proof: A Submission Checklist

Submitting clear, accurate identification is a standard part of the scribe application process for most exam authorities. Whether you are a student arranging support or a volunteer preparing to help, the quality of your scribe photo ID and supporting paperwork directly affects how quickly things move forward. Below is a practical checklist to help you prepare your exam scribe documents with confidence.

Why Image Quality Matters

Exam offices need to verify identity quickly. Blurry photos, glare, or cropped edges often lead to requests for resubmission, which can delay approval timelines. A clean, legible scan or photo reduces back-and-forth and helps staff confirm your identity proof against their records.

Photo and Scan Quality Checklist

Use this list before you hit upload. Most requirements are straightforward, but small details make a difference.

The Source Document

• Valid and current: Confirm the ID has not expired. Expired documents are typically rejected.
• Original only: Photograph or scan the physical card. Photos of photos, screenshots from other apps, or printed copies are usually not accepted.
• Full visibility: All four corners and edges must show. Do not cover the photo, name, number, or expiry date with fingers, stickers, or glare.

Capture Settings

• Resolution: Aim for at least 300 DPI (scans) or the highest quality setting on a smartphone camera.
• Lighting: Use even, natural light or a bright indoor lamp. Avoid flash directly on laminated surfaces—it creates hotspots that obscure text.
• Background: Place the ID on a plain, dark, non-reflective surface (a dark desk or book cover works well). Avoid patterned tablecloths or bright white paper that can confuse auto-exposure.
• Orientation: Capture the document straight on, not at an angle. Keystone distortion makes text harder to read and OCR less reliable.
• File format: PDF (single page) or high-quality JPEG/PNG are the most widely accepted formats. Check the specific portal for allowed types.

File Naming and Organization

• Clear naming convention: Use a standard format like Lastname_Firstname_DocumentType_Date.pdf (e.g., Smith_Alex_DriversLicense_2024-03-15.pdf).
• Separate files: Upload the front and back of two-sided IDs as separate files unless the portal explicitly asks for a combined PDF.
• File size: Keep individual files under the portal’s limit (often 5–10 MB). Compress PDFs if needed, but do not reduce resolution below 300 DPI.

Privacy and Data Handling

Protecting personal information is a shared responsibility between you, the platform, and the exam authority.

• Upload only through official channels: Use the secure portal provided by your school, university, or testing body. Avoid sending identity proof via email, messaging apps, or unencrypted file-sharing links.
• Redact only if instructed: Some authorities ask you to mask the middle digits of a national ID number or a barcode. Do this only if their written guidelines say so. Unauthorized redaction can invalidate the submission.
• Delete local copies after confirmation: Once you receive a receipt or confirmation that the documents were accepted, remove the high-resolution scans from your phone, computer, and cloud backups.
• Verify the recipient: Phishing emails mimicking exam offices are common. Log in to the official portal directly rather than clicking a link in an unexpected message.

Common Rejection Reasons

Knowing why submissions fail helps you avoid the most frequent issues.

Issue	Quick Fix
Blurry or out of focus	Tap to focus on the text; hold steady or use a tripod/stand.
Glare on laminate	Tilt the card slightly or diffuse light with a thin white tissue over the lamp.
Cropped corners	Step back slightly; ensure a small border of background shows around the card.
Wrong file type	Convert to the required format (usually PDF or JPEG) before uploading.
Mismatched details	Ensure the name on the ID matches the name on the scribe application exactly.

Special Considerations for Volunteers

If you are volunteering as a scribe, remember that your role is to record what the student dictates, not to answer questions or guide responses. The exam authority will likely require your ID to run background checks or confirm eligibility against their specific criteria. Have a government-issued photo ID (driver’s license, passport, or national ID card) ready in the same high-quality format described above.

Next Steps

1. Locate the official guidelines: Visit the exam authority’s website or the student disability services office page. Download their current document checklist.
2. Gather physical IDs: Collect the required original documents for the student and/or the volunteer scribe.
3. Prepare your capture station: Find a well-lit area with a plain background. Clean the camera lens or scanner glass.
4. Capture and review: Take the photos or scans. Zoom in to 100% on your screen to verify every digit and letter is sharp.
5. Rename files: Apply the consistent naming convention.
6. Upload via the official portal: Submit the files and save the confirmation receipt.
7. Follow up: If you do not receive automated confirmation within the stated timeframe, contact the exam office directly using the contact details on their official site.

Reminder: Accommodation rules, accepted ID types, and submission deadlines are set by individual schools, universities, and testing bodies. Always verify the current requirements with your specific exam authority before submitting.