Frequently Asked Questions
Composite Representative
When will we be notified of our photography date(s)?
How will I receive information about our photography session?
"Who determines the photography location?
Last year we had indoor photography. Can we switch to outdoor this year?
What are the benefits of switching to outdoor photography?
What if there is rain or bad weather on our outdoor photo day?
Will the photographer know where to park?
Where should I meet the photographer and how will I recognize him/her?
How do we know whether members were photographed or not on our scheduled day?
What if some of our members were not photographed?
Does University Composites charge a sitting fee?
When is the composite payment due?
We are a Greek Organization. Do individual members pay, or does our organization pay from our organizations’ account?
We are a Professional Organization. Do individual members pay by individual checks?
Since our Professional members will be paying by individual checks, how do we know the exact amount our members will be paying on the day of photography?
What are Archived Photos and how long does University Composites store them?
Why does it cost more to use an Archived Photo?
How do we choose the composite styles and colors?
Does University Composites make 3D/Traditional Composites?
What is the shipping and packaging cost?
How does your refer-a-friend promotion work?
How do we stay in contact after elections so new officers can assume their responsibilities?
Photography session wardrobe (Greek organizations)
What should we wear?
Is there anything that we can’t wear for the composite?
Does University Composites provide drapes and pearls for our members?
Can we change our attire from a previous year?
If we are going to be photographed wearing the same attire (blouse, shirt, sports jacket, tie or sweater), how many of each do we need to have available?
Photography session wardrobe (Professional organizations)
What should we wear?
Can we be photographed wearing nursing/graduate caps for their portraits, even if we are not wearing caps on the composite?
Where should I wear my school pin?
Will the photographer have graduation gowns available?
Online account
What is Composite Trac?
Where do I login to access Composite Trac?
Do I have to use Composite Trac?
I don’t understand Composite Trac, what do I do?
Ordering portraits
Will I be able to purchase individual portraits?
Am I obligated to purchase any portraits?
Where will my order be sent?
How do I order portraits from a pose other than the one I chose for the composite?
What retouching is provided by your company?
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Composite Representative
Q: When will we be notified of our photography date(s)?
A: You will be notified by the end of August for Fall composites, and by the end of January for Spring composites what your photo dates are.
Q: How will I receive information about our photography session?
A: You will receive information from us two different ways. First, you will receive an email confirming dates and times along with other immediate info. Second, you will receive a packet of more in depth info mailed to the address you have provided us with. Please note that sometimes our emails get caught up in spam filters, so please add us to your mailing list to insure that you receive this important information.
Q: Who determines the photography location?
A: You will decide where the photography takes place. For outdoor shoots, it is recommended that you pick a location that all members of your organization are familiar with and easily accessible, like the yard of your house. Please be sure that there are plenty of shade trees available at the location also, otherwise the location will need to be moved. For indoor shoots, please secure a room no smaller than 16’ x 20’ of open space. This room needs to be available to our photographer for set up 1 hour prior to the start of the session.
Q. Last year we had indoor photography. Can we switch to outdoor this year?
A: Yes! We actually recommend it. We believe that once you see how spectacular your board looks with outdoor portraits, you will never switch back.
Q: What are the benefits of switching to outdoor photography?
A: We have found in our many years of taking outdoor portraits that members are far more pleased with the results both for personal portraits and the way they look on the board. Outdoor portraits bring life and warmth to your composite board all while maintaining a consistent, polished look that is more updated and modern. Please see our Composite Gallery for samples.
Q. What if there is rain or bad weather on our outdoor photo day?
A: Our photographer who is on site will contact our Operations Manager and together they will make a judgment call about the weather. Most likely, if there is rain or bad weather we will call you and cancel the shoot for that day only, and reschedule on a day that works for you at no extra charge. However, we will not cancel until right before the session begins, and if we think the weather will clear up in an hour or so, we might only cancel part of the day. So please wait for our call before informing the members.
Q: Will the photographer know where to park?
A: Yes. Once you provide us with a photo shoot location, we will determine the closest parking area. If you are able or it is required, a parking pass for the photographer would be very helpful.
Q: Where should I meet the photographer and how will I recognize him/her?
A: You will not need to meet the photographer. However, you will need to be available to be reached by phone if the photographer needs any assistance, such as not being able to access the photo location. If you cannot be available, you need to give your personal Composite Coordinator the name and number of a person you have designated to help out if necessary. Our photographer will be wearing a University Composite polo shirt, khakis and a name tag.
Q: How do we know whether members were photographed or not on our scheduled day?
A: Your personal Composite Coordinator will review the list of members photographed as soon as it is processed and compare it with the roster you provided to them. Any people who were not photographed will be posted on your online account and emailed to you for review.
Q: What if some of our members were not photographed?
A: You will need to determine if they will appear as not pictured, an archived photo will be pulled*, or you would like to schedule a make-up day. Our Make-up day policy: We will not be schedule make-up days unless it is necessary as determined by our company. This does not include cancellations due to weather. We would like to get all members of your organization photographed on the scheduled date, so it is essential to make sure that all of your members show up on the scheduled photography dates. This ensures that we can keep providing you with low costs and fast delivery, as we also are keeping our company’s costs low. Make-up fees are either $25 PLUS the sitting fee per person, or a flat fee of $250, whichever is greater. *Please see our archived photo policy listed below.
Q: Does University Composites charge a sitting fee?
A: Yes. The sitting fee we charge is outlined in your contract. This fee is all inclusive covering the original photo session, composite board with all options, 11x14s for all members, framing and shipping, and free proofing to each person photographed.
Q: When is the composite payment due?
A: Payment is due in full, two weeks after the photography session. You will be invoiced the amount by email to the Composite Rep and President. Delay in payment will result in delays to your board. If you have any discrepancies in your invoice amount, please contact your personal Composite Coordinator.
Q: We are a Greek Organization. Do individual members pay, or does our organization pay from our organization’s account?
A: You will be required to submit one check from the organization for the amount listed on the invoice. Checks cannot be accepted on photo day.
Q: We are a Professional Organization. Do individual members pay by individual checks?
A: It is up to you, the Composite Rep, to determine if we will invoice you or should collect money for each individual at the time of photography. If we collect money from the individuals, they cannot have their photo taken without first paying the photographer, no exceptions. Forms of payment we accept: cash, check and credit card.
Q: Since our Professional members will be paying individually, how do we know the exact amount our members will be paying on the day of photography?
A: We base the amount to be collected off the estimated number of members to be photographed and round down to assure enough is collected to cover the agreed upon sitting fee.
Q: What are Archived Photos and how long does University Composites store them?
A: An Archived Photo is the digital image of a member from the previous year that is stored in our archives for later use. For Greek organizations, members are only allowed to use the previous school year’s photo, not from any other year. University Composites keeps photos of Professional school faculty or other special members who choose to continue to use prior year’s image for three years. After that point, they will need to take a new photo with us.
Q: Why does it cost more to choose to use an Archived Photo?
A: University Photography organizes and stores these photos in our archives for our customer’s convenience to order or use on the next year’s board. This, along with the need to edit, manipulate, color correct or retouch last year’s image in order to make it match the current year’s board takes time, which is why we must charge for this service.
Q: How do we choose the composite styles and colors?
A: Your personal Composite Coordinator provides you with a packet of information prior to the photo session that contains our colors, fonts, frames and anything else you need to design your board. Also located in that packet is a Comp Info Form for you to fill out these choices on. If you need another copy of this form or packet, one is located on Composite Trac. Also available on our website is the Composite Design page, were you can visualize what your board will look like before you submit the order to us.
Q: Does University Composites make 3D/Traditional Composite?
A: Yes, University Composites makes a true 3D or Traditional composite using raised underlays and photos. This is our most popular style of composite, because we believe everyone should have the quality they deserve so we do not charge more for this service. However, we do offer digital composites as well, but all options are available on both styles for the same price.
Q: What is the shipping and packaging cost?
A: As a part of our true all inclusive pricing, there is no cost to pack and ship your board to you. What good is your board if you don’t have it and have to pay more just to get it?
Q: How does your Referral Rewards Program work?
A: For each new organization you refer that is signed by University Composites, you will personally receive $100 and your organization will receive a $100 credit on your next composite. For more detailed information, please contact Karen Guber Karen@univeristycomposites.com.
Q: How do we stay in contact after elections so new officers assume their responsibilities?
A: Please let your personal Composite Coordinator know as soon as the new composite rep and other officers are elected so there is no breakdown in communication.
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Photography session wardrobe (Greek organizations)
Q: What should we wear?
A: Your Composite Rep and President will make this decision. Solid tops photograph the best and try to avoid wearing sleeveless or small patterns. Please, Do Not Wear White! Choose a color that contrasts with your skin and hair color. For example, those who are lightly tan with fair colored hair look best in darker colors and those with darker hair and complexion look best in lighter colors. Also, in the event that your legs can be seen in the proof, we suggest that you wear nice pants or a skirt. If you decide to wear black tops, then wear a top that is a fine weave, because otherwise there is a tendency to see your bra through your shirt due to the flash. So a skin colored bra and undershirt are good considerations too.
Q: Is there anything that we can’t wear for the composite?
A: University Composites does not restrict any clothing choices, however your Composite Rep and President might have certain restrictions (such as no sleeveless). Please contact your Rep or President to determine the proper attire.
Q: Does University Photography provide drapes and pearls for our members?
A: Yes we can, however you will need to request them a minimum of one week BEFORE your photo session. This will guarantee the photographer will have them for your shoot. Drapes are black, with pearl upon request. We suggest wearing a strapless bra and tube top to make the drapes more comfortable and easier to take on and off.
Q: Can we change our attire from a previous year?
A: Yes! It is best to discuss this change with your personal Composite Coordinator though. They will be able to provide you insight into what will work and what will not. Some ideas sound great in theory, however do not photograph very well. Please also remember that when changing attire, it will be nearly impossible to match archived photos from the previous year, so insist that everyone is photographed to avoid inconsistencies on the board.
Q: If we are going to be photographed wearing the same attire (blouse, shirt, sports jacket, tie or sweater), how many of each do we need to have available?
A: There needs to be a minimum of three of each item available so that the time schedule for the shoot is not slowed down. It is also a good idea to have several sizes available so that members don’t look and feel uncomfortable.
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Photography session wardrobe (Professional organizations)
Q: What should we wear?
A: Your school or class representative will make that decision. It is usually based on what was worn the year before. It is recommended that professional attire, gowns or school uniforms be worn to keep the quality at a professional level. Please consult your Representative to determine the proper attire.
Q: Can we be photographed wearing nursing/graduate caps for their portraits, even if we are not wearing caps on the composite?
A: Yes! University Composites will take 4 poses, 2 with the requested attire, and 2 with the attire you choose. Even if your representative requests no caps on the board, we still want you to be able to order a photo with a cap for your personal use.
Q: Where should I wear my school pin?
A: Your representative will designate which side pins are to be worn on. Please provide at least three pins to the photographer to rotate through-out members, he will keep an eye on them during the session.
Q: Will the photographer have graduation gowns available?
A: No. Each schools gowns are different, so we are not able to provide them. Please provide the photographer with at least two gowns in different sizes if possible. You will also need to let us know if there are any specifics about how the gowns should be worn.
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Online account
Q: What is Composite Trac?
A: Composite Trac is University Composites’ unique program that helps the composite process move efficiently and stay organized. All communication is organized in one place, along with dates, reminders and important files.
Q: Where do I login to access Composite Trac?
A: Your personal Composite Coordinator will email you a link where you can sign up for an account in Composite Trac. Please bookmark this site for future use. If you misplace that info, please go to https://universitycomposites.basecamphq.com to login or contact your Coordinator again.
Q: Do I have to use Composite Trac?
A: You are not required to use Composite Trac, but it is highly recommended. The program was intended to keep track of everything for you, all stored in one place. If not used, the composite process might not be quite as efficient and fast.
Q: I don’t understand Composite Trac, what do I do?
A: Please contact your personal Composite Coordinator and they will personally explain any questions you might have about the program.
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Ordering Portraits
Q: Will I be able to purchase individual portraits?
A: Yes! You will receive proofs by mail and email within 5 DAYS of your photography session. You can order from the mail form, online, fax or call one of our customer service representatives. Be sure to include your parents info when you register with us and we will send them free proofs too!
Q: Am I obligated to purchase any portraits?
A: No! You are not obligated to make any purchase, and have 9 months past your photo date to order photos. You also don’t have to worry about returning pre-printed photos packages!
Q: Where will my order be sent?
A: When you register with us before or on photo day, be sure to enter the address you would like any orders sent to. Also, when placing an order, please verify that we have the correct address as we don’t want to send your photos to someone else.
Q: How do I order portraits from a pose other than the one I chose for the composite?
A: You can order any or all of the poses provided to you. Ordering takes place in a separate part of our system, so you are able to order whichever pose you would like.
Q: What retouching is provided by your company?
A: University Composites provides two different types of retouching for a fee. Our most basic and common is Soft Touch Retouching. This filter minimizes wrinkles, evens out skin tones and blemishes, lightens teeth and eyes and softens imperfections (doesn’t remove). Custom Retouching is also available where more extensive work is done in our office. Please contact our customer service department at (800) 819-7087 for more information or to order.
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