Yearbook Playbook

Photo by Carlos Giron

YEARBOOK PLAYBOOK Adviser’s Guide to Yearbooking Like a Pro

My Walsworth Yearbook Sales Representative (Walsworth Rep) INFORMATION

RESOURCES WELCOME TO WALSWORTH

YOUR SUPPORT TEAM: Rep Your Walsworth Rep is your first line of defense when creating or managing the yearbook. Whatever your question, issue or need, please let them know. Chances are they can fix it quickly or help find a viable solution! If they are in another school and you need an answer quickly, contact your Customer Service Representative (CSR) at the plant. A few examples of things you might call your Walsworth Rep about: • Deadlines • Budget • Creation of the book • Help with a photographer/administrator/parent • Portraits or index help • Staff management, motivation or training Customer Service Rep (CSR) Your CSR is assigned to your school directly and is part of your yearbook team. You can call, email or even live chat with your CSR about anything pertaining to your book except financials. The CSR has access to your software account and is happy to help with any production needs. A few examples of things you might call your CSR about: • Sending in your portrait CD or questions about uploading portraits • Submitting covers and endsheets • Approving your cover/endsheet proofs or sending in changes • Questions about your deadlines • Requesting a page to be un-submitted or corrections to be made Walsworth is a family-owned, second- and third-generation run company. Family is at the heart of our business, and that’s how we like it. In fact, you’ll find multiple generations of employees working in our plants, and more than 250 of our employees have been here for more than 20 years. Our financial strength and dedicated work force provide the stability our clients need and the service they deserve. For 85 years, we’ve been exceeding expectations and providing unmatched expertise. We look forward to serving you and your school.

Name: Email: Phone:

My Customer Service Representative (CSR) Name: Email: Phone: Computer Support Email: Phone: Live tech help available via Yearbook 360 My Adviser Mentor Name: Email: Phone: If you don’t have one, contact your Walsworth Rep. computer.support @ walsworth.com 800.246.1979

Photographer Name: Email: Phone:

Yearbook 360 Information Username: Password: SNAP Access Code:

General Information Job Number: Book Size: Cover Deadline:

Current Copy and Page Count: Copy and Page Count Deadline: Page Deadlines:

• Namestamp and iTag list submission • Any special things you’re doing in a book (foldout, tip-ins, supplements) • Where to find financial, deadline, sales and/or proof out reports

Requested Ship Date: Anticipated Delivery Date:

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PRO TIP: If you are having trouble with Yearbook 360, try clearing your cookies and cache. To do so, follow the instructions below: 1. Click on the three vertical dots in the top right hand corner of your browser. 2. Go to History > History then Clear Browsing Data. 3. Make sure basic and advanced drop down menus have selected All Time and that you have checked every box on both sections. 4. Clear Data then close the browser and restart. 5. Do not use a bookmarked tab or saved username/ password for Yearbook 360. SYSTEM REQUIREMENTS Meet with your school’s network administrator at the beginning of the year to ensure your systems are meeting all the requirements to run Yearbook 360 properly. For the complete list of system requirements, skip to pages 4-6 of the OD manual. Please see the full list of recommendations as well as helpful videos/tutorials on Yearbook 360 at: help.walsworthyearbooks.com/using-online-design HELPFUL WEBSITES: walsworthyearbooks.com (access to Yearbook 360 (design site), training and marketing resources) yearbookforever.com (online purchasing site) help.walsworthyearbooks.com (help website)

Computer Support Computer Support is your lifeline when navigating the software. Feel free to have your students call in - all they need is your school’s job number on the title page of this notebook or located on page 2. They can answer questions, navigate problems and even remote into your computer to help solve issues! If you can’t get in touch with someone right away, you can also live chat, leave a message or email them. We don’t want technology to stress you out. Please let computer support know if you’re having an issue because chances are they can help you fix it quickly and save you any frustration! A few examples of things you might call Computer Support about: • Creating staff log-ins or custom permissions • Trouble signing into accounts • How to add a grade or homeroom to portrait flow • How to get rid of overflow text when proofing pages • Problems with opening or saving spreads • Something on the software just not working correctly • How to do something advanced on the software • Where to find different tools • How to set up color styles, fonts and custom templates

YOUR YEARBOOK PLANNING KIT

You'll receive a planning kit in the mail. Inside are several great resources to use during your year. Make sure to check it out and have it ready for the first visit with your rep.

There are font and color guides in the box to utilize when making early design decisions. Make sure to choose colors based on that chart, not what they look

like on the computer, as they are printed directly from our press and will appear in the book exactly as printed on the chart.

WHAT TO DO FIRST GET TO KNOW YOUR YEARBOOK PEOPLE □ Meet with your Walsworth Rep! They are your guide through your yearbook journey. On your first visit,

GET TO KNOW YOUR YEARBOOK BUSINESS Understand your budget. □ Know your book price(s) and ad prices. □ Review your copy order and sales from the previous year. □ Check for any additional funding - Photography commissions - Fundraisers □ Check for any additional expenditures - Staff shirts - Camps/workshops - Staff celebrations/parties □ Consider any copies that you give away (admin, media, critiques/competitions). □ Work with your rep and use this information to create a budget for the year. Set up online sales. □ Use the “Summary” report in Yearbook 360 to see how many books/ads were sold at each price point the previous year to help track your progress. □ Sign up for PEP marketing emails. Send your rep/ CSR an email with an Excel file containing student name, grade, parent name and parent email and we will take care of the rest! Make a Marketing Plan (see marketing section). □ Create a calendar for marketing to students and parents throughout the school year. □ Plan for yearbook sales during registration day, open house or any back-to-school events. □ Promote price increases and inform buyers when the last day to order is. - Use your school calendar and portrait dates as a guide for setting deadlines. - Set student deadlines at least a week or two prior to your Walsworth submission deadline. This allows time for you to edit and proof pages before finalizing. - Consider setting mini-deadlines for your yearbook staff to help catch any potential problems early. □ Think Theme. Choose a theme and a cover design to help set the visual look and tone of the yearbook (see page 10 on theme and covers). □ Plan your Ladder. Use last year’s book as a guide for what needs to go on every page in the yearbook (see page 12 for more details). □ Plan for student coverage. Get the most recent student list from admin to start working on student name changes, name spellings, alternative names, etc. (see page 15 for tips). □ Establish how you will organize your staff roles and responsibilities (see page 6 for more details). GET TO CREATING YOUR YEARBOOK PLAN □ Set deadlines with your Walsworth Rep.

you will likely discuss the following: - Setting page and cover deadlines - Cover options - Budget - Setting up online yearbook sales - Contract specs □ Meet with your administrator to discuss

expectations, goals and yearbook delivery dates. Other things to discuss with your admin: no media policy, name change policy, memorial page policy, and who is in charge of club/team/group photos. □ Meet with your bookkeeper to discuss the current status of your yearbook account/budget. □ Meet with coaches/club sponsors to discuss the dates and process for team/club pictures, get team rosters if available and gather contact info of coaches/sponsors. □ Meet with school photography company to: - Set portrait dates. - Discuss when yearbook portraits will be received, who they will be sent to and how they will be sent (i.e., email link, CD, Dropbox, portal, etc.). - Set expectations and schedules for additional photography needs (sports candids, team portraits, club pictures, senior panoramic, homecoming/prom, etc.). □ Meet with your yearbook staff. Find out: - How many students will be working on the yearbook staff. - What grade levels they are. - If they applied to be on the staff or were assigned the class. - How to create unity amongst staff members and to evaluate their skill levels by using team building activities.

DATES TO THINK ABOUT □ Last day of school □ Last day for seniors □ Winter/spring breaks □ Portrait dates □ School events/trips □ Testing dates

Start taking and gathering pictures ASAP!

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Photos by Carlos Giron and Stephanie Streicher

REFERENCES: • eBooks (download at walsworthyearbooks.com/ebooks ): - 101+ Great Yearbook Photos That Captured Our Attention (And Why) - Photojournalism: Telling Stories with Images - Using Your Smartphone to Capture Great Photos • Yearbook Suite curriculum (download or order at walsworthyearbooks.com/yearbooksuite ): - Coverage: The Heart of the Yearbook - Understanding Why Design Matters - Photojournalism: Telling Stories with Images Share these resources with your students to make sure all of your candid photos are quality images.

STAFF MANAGEMENT & CULTURE STAFF MOTIVATION

WORKSHOPS, CAMPS AND TRAININGS When it comes to motivating your staff, there is nothing more powerful than workshops, camps and/or trainings, especially if you get to leave campus for the occasion. Exposure to new ideas and what other schools are doing in yearbook will inspire your staff to take their publication to the next level. Interested in taking your book to the next level? Consider joining a state or national scholastic press organization for critiques/awards. Refer to New Adviser Field Guide for a complete list of state scholastic press organizations at walsworthyearbooks.com/yearbooksuite. • Columbia Scholastic Press Association (CSPA): - cspa.columbia.edu/ • Journalism Education Association (JEA): - jea.org/wp/ • National Scholastic Press Association (NSPA): - studentpress.org/nspa/ • Quill and Scroll: - quillandscroll.org/

Yearbook Should Be Fun! Yearbook can be a lot of work, so we have to make it a lot of fun! Start by establishing traditions/celebrations. • Celebrate - birthdays, meeting deadlines, holidays • Yearbook banquets with individual awards and recognitions • Big Yearbookie/Lil’ Yearbookie - partner older/ experienced staffers with younger/newer staffers to make sure everyone is connected and included • Productive Procrastination - take breaks (every so often) to play a game and keep staff relaxed and alleviate creative blocks • Start class with a brain teaser or riddle to get students thinking creatively • Work days/nights - supply food and fun for those willing to spend extra time in the yearbook room • Make it competitive - turn normal yearbook events into competitions (i.e., selling business ads in teams for a day and awarding prizes to the winning team)

YEARBOOK ORGANIZATION Yearbook as a Class

STAFF ORGANIZATION The good news is there is no right or wrong way to organize your staff! Look at the number of students you have, assess their skill and experience levels and create a staff hierarchy and workflow that best suits your yearbook team. Not sure where to start? Here are some options: • Organize by section (See the Staff Management unit page 2, in the Yearbook Suite Curriculum) - Editor(s)-in-chief - Section Editors (Student Life, Academics, Organizations, Sports, People, Reference) - Staff Reporters - remaining staff is separated into the above sections and are assigned a spread to complete. • Organize by function - Editor(s)-in-chief - Photo Editor(s), Copy Editor(s), Design Editor(s) - Photographers, Writers, Designers - Each spread in the book is assigned a photographer, a writer and a designer, and these students work as a team on completing the spread content. Consider adding these additional positions based on your staff: • Marketing Manager & Sales Team • Business Manager - organizes and manages parent & business ads • Quality Control (Name Checker) - proofing & editing spread content, name spellings, grades, titles, etc… • Morale Chair - in charge of celebrations and positive reinforcement

Empower students to lead the class/club as much as possible. The more students take ownership over the publication, the more successful it will be. • First Five - the beginning of class (the first five minutes) is for the editors/leaders to make announcements and set goals for production that day. • Set a space aside in the classroom for editors/leaders to have an “office.” • Consult editors/leaders on staff workflow and needs. Yearbook as a Club With a little extra motivation, yearbook clubs can be just as productive as yearbook classes! • Plan to attend a camp or workshop to get club members comprehensive yearbook training. • Plan for extra work days/nights near deadlines. - Make “theme” work days/nights (i.e., “Hawaiian” work day - wear Hawaiian shirts, decorate the room, tropical food, music, etc.). • Offer incentives for completing deadlines, such as earning a free yearbook or ad. Consider collaborating with other organizations on campus to offer yearbook staff free entry into sporting events, theater productions or even discounts on homecoming/prom tickets. What If I’m All Alone? Even if you don’t have a yearbook staff or club, you’re never alone! • Use Yearbook Snap to crowdsource photos from the school community. - Ask your admin if you can share Yearbook Snap in a faculty meeting at the beginning of the year to show teachers how to use the app. - Use this opportunity to emphasize that the yearbook is a community effort, and we need everyone’s help to ensure all students are featured. • Recruit teachers and/or office staff to help proof portrait pages and name spellings. - Consider meeting off-campus at a local coffee shop or bookstore to keep things interesting/special.

• Recruit parent volunteers to be your “photography team” to help supply candid photos of school events. • Send out surveys or post questions on school social media accounts to get student quotes about events.

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YEARBOOK BASICS GETTING FAMILIAR Familiarize Yourself With All Things Yearbook. Jumping into yearbook is exhilarating, exhausting, fun and maybe even a little confusing. There’s a bunch of new words, tasks, and moving pieces in order to make the book come alive. Work with your students to learn and understand all the bits and pieces that make up a yearbook. TERMINOLOGY: Bleed: Extensi on of images, graphics or backgrounds beyond the trim marks on the edges of a page, leaving no white margin Book size: Refers to the size of the pages in your yearbook; Walsworth offers three book sizes: 7 (page measurement of 7.75 x 10.5 inches), 8 (8.5 x 11) and 9 (9 x 12) CMYK: Acronym for Cyan, Magenta, Yellow, and Black, the four colors used in printing full color Colophon: Information placed at the back of the book containing facts about the production of the book such as printer, copies ordered, type and paper specifications and general acknowledgments Crop: Eliminating unwanted elements in a photo, either using the camera’s viewfinder before the image is shot or using photography software afterward Endsheets: Endsheets are paper sheets affixed to the inside front and back covers of a hardcover book. They are not considered part of the book’s main pages. Endsheets may be plain or designed to reflect the theme Hierarchy: Purposefully directing focus to specific elements before others within a design in order to create an order of importance Personal ad: Advertisement placed by parents or students rather than businesses; sometimes referred to as a tribute LET’S TALK TYPE Font: A set of letters, numbers, punctuation marks and symbols that share a unified design called a typeface • Body fonts: Typefaces that can be used for body copy and captions; body fonts are usually plainer and smaller than display fonts, 12 point or less ( Helvetica , Times New Roman , Century ) • Display fonts: More decorative typefaces usually used for headlines ( Fuego, Arizona , Unitedland ) • Sans serif: Type without finishing strokes or “feet” ( Avant Guard, Grotesk , Maximo) • Serif: Typefaces that have small additional finishing cross strokes placed at the end of the main strokes of a letter ( Bodoni, Glyddon, Walbaum)

Share with your staff that a yearbook is more than just pictures and faces we place on pages. It tells a story… □ set a mission statement □ set goals for the year □ set expectations that everyone will be held accountable for GOAL-SETTING

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Pica: A printer’s unit of measurement used primarily in typesetting; one pica equals 1/6 of an inch, or 12 points Pixel: A basic unit of digital imaging; individual dots (pixels) make up the image on the screen Pull quote: Words from a story that are pulled and printed in a larger point size to create a graphic element; also called pulled quote Proof: A hard-copy printout or electronic version of a file used to check what will be printed in your book Resolution: In digital imaging, refers to the number of pixels or dots that make up an image; an image’s resolution must be high enough to reproduce well on the printed page. Today’s standard resolution is 300 dpi Signature: A single sheet of paper that, when folded and trimmed, will produce 16 consecutive pages Spread: Two facing pages designed as one unit; also called double page spread or DPS Style Guide: A set of established rules governing the production of the book so that design, fonts, colors, copy, theme, etc., will be consistent throughout the book Supplement: An additional section of the yearbook that is printed separately from the book itself; often printed for spring-delivered books to cover subjects which happen after the school’s final deadline (spring sports, prom, graduation) Kerning: The amount of horizontal space between two characters Leading: The amount of vertical space between two lines of type Type family: All variations of a typeface in all its weights and point sizes; for example, Helvetica, Helvetica Italic , Helvetica Bold , Helvetica Bold Italic Typography: Using type elements as design for headlines, copy, captions and graphics to project a desired image

Title page: Page one of the yearbook that contains the title, volume number, year, school name, mailing address, telephone number and school enrollment

Theme: Idea or concept threaded throughout a yearbook, unifying its parts. Be sure to include it on:

□ Cover □ Spine

□ Endsheets □ Title Page □ Opening/Closing

□ Dividers □ Spreads

Cover: The outside of the yearbook Spine: Backbone of a book, the narrow portion of a cover between the front and back

Headline: Type set in larger point size, usually 14 points or higher, and placed above the story to attract the reader’s attention and provide information about a story’s or a spread’s content Subhead: A small headline used to divide copy or a small headline or deck that appears below the main headline; also known as a secondary headline Lead (Lede): First one or few sentences of an article; should grab the reader’s attention, give the story direction and set the tone

Body copy: The text of the main story. Main body copy is generally 9 or 10 pts

Packages (Mods): A self-contained package of a pre-determined size, such as a top 10 list, a quiz, a photo cluster, a quote or other stand-alone coverage

Margins: The white space around the spread; copy and photos must stop at the edge of the margins unless photos bleed off the page

Gutter: The vertical space between the inside margins of facing pages

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Lexington High School Lexington, Nebraska

Opening: Pages in the yearbook that verbally explain the theme and the theme graphics

Divider: Pages in a yearbook that separate one section from another and provide information about the section’s content; also known as division pages or section divider pages

Closing: Page or pages at the end of the yearbook that verbally wraps up the book; contains theme elements

PRO TIP: Make a Scavenger Hunt and have your students identify the terminology from elements of the yearbook.

PRO TIP: Once you and your students feel comfortable with the elements of your yearbook, take time to review what was liked/ disliked with last year’s book and make a list of any changes you wish to make. Have an open discussion so everyone feels heard and valued. This will also show gaps in what you and your students know and where to focus your energy right now.

COB: Cut-out background, a term for when the background is deleted from the main subject of the photo

Dominant: A photo or an element that commands the reader’s attention on a spread by size or importance. This photo should display action/ emotion and should not be an official team or club/group photo Candid: An unposed photo showing action Eyeline: Horizontal line, actual or implied, running across a spread above or below the exact center to create unity

White space: Absence of elements in an area on a spread

Folio: Page number on a yearbook spread; accompanying words or phrases identifying the content and/or artwork related to the theme can all be included here Byline/Photo Credit: A line giving credit to the writer, photographer or designer for their story, photo or layout

Caption: About three to four sentences that describe a photo. Captions are generally 7 or 8 pts

DEVELOPING A THEME A yearbook theme is a verbal and visual message that tells the story of the student body and school year. You will want to find a theme that is reflective of the year, but also fun and inviting!

VISUAL THEME What visual elements will help me best convey the message/tone of my verbal theme? What attitude/ personality does your verbal theme have? Is it bold? loud? thoughtful? intense? relaxed? fun? chaotic? Considerations • A strong visual theme will help you guide the meaning of your verbal statement and ensure your theme is recognizable throughout your book. • Your cover is your school’s first impression of the story of the year. You should clearly see and feel your theme here and allow it to carry throughout. • Colors, graphics and fonts that relate to the year can create a stunning, eye-catching approach to unifying the book. Consistency is key. - Pick Fonts, Colors, and Graphics that help complement your visual idea. - Templates, backgrounds and clikart can be a great starting point to help piece together your look. • Refer to Planning Kit: Fonts, Color Swatches, Template Catalog.

PRO TIP: Have students collect common phrases they hear in the hallways or see in magazines or on commercials, etc. Those could be potential yearbook themes! Use this list as a starting point to coming up with the verbal theme that will best fit your school’s story. • Facts about your school: location, mascot, colors, etc. • Recent changes at your school: schedule, classes, size • Current trends that affect students: student activism, environment issues, technology, etc. • Clothing styles and trends • Common phrases students use: remember to keep these school-appropriate Guiding Questions • If your school was a person, what would they be like? What would they dress like? care about? not care about? • What are kids at your school proud of? • What do kids at your school look forward to? • What do other schools say about your school? How does it stand out in your community? • What one word would you use to describe your school? • How would you describe a typical school day to a friend who goes to another school? YOU DON’T JUDGE A BOOK BY ITS COVER... UNLESS IT’S A YEARBOOK! VERBAL THEME Begin with the verbal, then move to the visual. You’ll want to draft your theme statement first and then begin visualizing what that will look like. Considerations

PRO TIP: Spend time looking at visual inspiration from magazines to get ideas on graphics, colors and layouts that you like. Search the internet for any design inspiration that matches what you want to verbalize. Ultimately, you want to find what sparks the interest of the staff and build ideas from there.

Drake Middle School Arvada, CO

Shawnee Mission East High School Prairie Village, KS

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COVER

WHAT HAPPENS AFTER MY COVER IS DESIGNED? You will receive a cover proof approximately 6-8 weeks from submission of the cover specification form (your Walsworth rep will fill out that form and you will receive a copy of it via email). If you are concerned that you haven’t seen a proof, contact your Walsworth Rep or CSR for an update. • Your first proof will be an email copy. Once you receive the cover proof you have several options: - You have the opportunity to approve as is - Make changes and request an additional email proof - Make changes and request a hard copy proof - Approve content and request a hard copy proof for color verification or marketing purposes • Your first email and hard copy proofs are free. After that, there is a charge for each additional proof. • Pay close attention to the due dates on the cover proof. There is a late fee associated with late return. • Each cover proof will require approval. Please make sure to send approval or any changes back to your CSR and Walsworth Rep in a timely manner. • You do not have to mail back or fax approval on hard copy proofs. An email approval will suffice. You may keep the hard copy proof for your records. Make sure to check your spam and junk email for cover proofs. Common emails that send proofs are: • artsoftproofs@walsworth.com • creative.services@walsworth.com • Other proofs or corrections may come directly from your Walsworth artist. COVER PERSONALIZATIONS You have two personalization options when it comes to your cover: namestamps and iTags. Both can have words and icons. Please contact your rep for step-by-step instructions on how to submit personalization.

You have 4 options when it comes to choosing a cover: 1. Design your own • You have the opportunity to create your own design within Yearbook 360 or any design program of your choice. You can upload the completed design/ submit directly via Yearbook 360. 2. Choose from one of our pre-designed covers. • We have a plethora of pre-designed covers from which you can choose. You can edit the colors, words or graphics to make them work for your school. Simply send the cover selection to your rep and CSR with the changes requested, and you are done! Please note extensive changes may incur a fee. Ask your rep for details. These covers can be found at walsworthyearbooks.com/cover-gallery. 3. Send us your inspiration/sketches and we will have graphic designers create it for you. • If you know what you want but can’t design it yourself, please share your ideas/design with your Walsworth Rep and our Cover Artists will take over from there to create your perfect design. 4. Work with a Cover Artist via live virtual session. • If you can’t quite find what you’re looking for or have a complicated design in mind, send your ideas/cover inspiration along with 3 proposed dates/time for a session to your Walsworth Rep. You will have 1 hour with an artist to perfect your design. This item may cost extra - check with your rep for details. Cover session preparation □ Identify desired colors by using your formula color guide □ Identify potential fonts by evaluating your font list □ Understand your budget before adding applications WHEN IS MY COVER DUE? • Your cover deadline will be determined by you and your Walsworth Rep at the beginning of the year. If you are designing your own cover, the completed design is due at this time. • If you are having our Cover Artists create it for you, we must have all working pieces by that date. This includes all items from the school needed to complete the design, i.e. photos, logos, words, etc. • If you are requesting a virtual cover session, that must be scheduled prior to the cover deadline date. • Please do not miss the cover deadline as late fees do occur. • Cover proofs are not an indicator of meeting your cover deadline, so don’t be concerned if you have turned in your cover to your rep, but have not yet received a proof.

Namestamps are stamped directly into the cover with hot foil/ink.

iTags are engraved nameplates with adhesive backing that you can place in a location of your choosing.

PRO TIP: • You can only submit your personalization list once. If changes need to be made after that, charges will occur. • You MUST submit your personalization list even if you only sell this option online. Failure to do so will result in the books not receiving proper personalization. • Only in-school orders that you have entered can be edited. For orders placed online, the edit and delete buttons will be disabled. • Personalizations purchased online are automatically saved and added to your school’s namestamp/iTag list.

COVERAGE

Traditional Traditional yearbook coverage divides events and topics into specific sections. It is the most common approach and has been used as far back as the 1930s and 1940s. The typical sections are student life, sports, academics, people/portraits, clubs/organizations and ads. Chronological Chronological coverage organizes the book by events of the year as they happen. This structure could be by week, month, season or semester (month and season are the most common), or you could organize by event or topic in the order they occur. Similar to a newspaper, it tells the story of the year, determining the most relevant and important stories to tell as they happen. Within their allotted time frame – weekly, monthly, etc. – they decide how much space to give each story and make photo assignments. Umbrella This method organizes the stories according to specific, often theme-related “umbrella” topics, rather than traditional topics such as band, football or math class. Spreads focus on a topic like “pride” or “fun,” or you might reorganize your entire book around specific topics as your major sections. At its core, umbrella coverage is driven by word play and is most effective when it connects directly with your theme. yearbook: Traditional, Chronological and Umbrella. They are all great options and you’ll want to find what works best for you and your staff. ORGANIZING YOUR BOOK There’s typically three main ways to organize your

WHAT IS A LADDER? A ladder is a page-by-page listing of the yearbook’s contents. Yearbook staffs use the ladder to stay organized and to plan for coverage. You will want to display this in your room or have it available digitally so all can see it. You’ll want to connect with your Walsworth Rep and review previous yearbooks to determine your ultimate page count. Student enrollment should play a factor, but you want to find what is appropriate for you and your staff to tell the story of your school. Start by determining how many portrait pages you need based on enrollment and then add what is essential (think the big student life events, sports, clubs/ organizations, and academic classes) and then add anything extra that would lend to telling the story of the year. PRO TIP: There is a dry-erase version in your planning kit that really helps the yearbook staff get the full picture of what they’re working on.

PHOTO ORGANIZATION

• Make sure events are being covered and have pictures coming in as you train and organize your staff (connect with returning staffers and parents/PTA to help with the first few weeks of school). • Plan how to upload and store photos and keep them organized. Make albums that correspond to your spreads. • Store your photos on a Cloud Sharing Platform such as Google Drive, Google Photos or Dropbox.

• Determine how you will cover events and gain admission to school events/classrooms. Set NORMS.

Vocabulary Review • Coverage: Topics featured in the yearbook and how they are covered • Ladder: A planning device used to lay out number of pages and what is to be covered on each one • Signature: A single sheet of paper that, when folded and trimmed, will produce 16 consecutive pages 12

DESIGN DESIGNING PAGES

Templates can be found in the bottom right-hand corner of your page editor screen in Yearbook 360.

Before you dive into design, make sure to plan out your pages. Once your ladder is complete, have your students prioritize what they are covering and all the possible stories for each individual spread. PRO TIP: Maximize the coverage. For example, football is more than just the games, so be sure to include: • Multiple games • Before and after the game • Practices As you move to complete your spreads, think about what will help your students the most. You can use templates, start blank, or do both to achieve the look you want. Templates You can use Walsworth’s premade templates or create your own to use throughout the book. Templates are a great starting point as they give you parameters. They include a certain number of photos, text and mods and are a great way to aid young designers. You can save templates to help ensure design consistency from spread to spread. Depending on the skill level of your staff, consider placing a template on every spread of the book so you can ensure consistency and help new staffers get started. Another option would be to choose a select few templates from the Template Catalog and allow the staff the freedom to choose which one they would like to work with on their spread. Avoid having each student choose their own template without limiting their options. This can lead to every spread having a completely different look and the yearbook as a whole lacking cohesion. Starting Blank You can start designing with blank pages to maximize the coverage of your content and give you a completely unique look. Starting blank doesn’t restrict you to certain parameters, but might make the design process longer. Getting the Coverage The staff is going to be excited to get behind the camera and several of them will be good with them. You want them capturing whatever they can get in front of, but ultimately you want to work smarter, not harder. Use your ladder to guide what you take photos of. You’ll want to make sure all spreads are getting covered. Plan out what needs to happen. A good rule of thumb is to get all students into the yearbook at least three times. • Player spotlights • Game highlights • Inside jokes/team bonding • Scoreboards

Grid Express

Template by Page Style

Template by Theme

Bleed bars: Bars, usually blue, found at the edges of Walsworth’s page editor to help you determine how far to extend a bleeding element off the page. You should always draw bleeding elements to the outside edge of the bleed bar

Bleed: Extension of images, graphics or backgrounds beyond the trim marks on the edges of a page, leaving no white margin

PORTRAITS

MY PORTRAITS ARE UPLOADED, NOW WHAT? Once your portraits are uploaded, it is time to begin the editing process. It is very important to check and edit names before you begin flowing portraits as the edits often affect grade or alphabetical placement. Ask the main office for the master attendance list and cross reference the names and grades from that. Common mistakes to look for… • Wrong grade placement • Misspellings • Capitalization issues (names with multiple capitals — like “McCoy” or “O’Brien” a hyphen like “Smith Harrison” — should be reviewed, as the second capital letter is often not correctly capitalized.) • Name change/dead names requests • Duplicates • Middle names • No picture/media students that need to be removed • Missing students needing photos • Proper teacher attributions (Mrs., Ms., Mr., Dr.) PRO TIP: Go by the formal name on the master list unless you provide name change slips for students that you keep on file. This can be done on paper or Google form. Make sure you have a deadline for changes. Consult with admin for official school policy on name changes. Don’t make a template for portraits, our software will make it for you!

HOW DO I GET MY PORTRAITS? Your portraits will come from your photographer in one of many forms: a downloadable link, a shared portal link, a CD or a shared network folder (i.e. Google Drive, Dropbox, etc.). • Please talk to your photography representative to find out what type of files to be looking for and an estimated time in which you are to receive them. • Note: most photographers don’t send the portraits until after retake day, so make sure to take note of that date when setting deadlines with your Walsworth Rep. WHAT DO I DO WHEN I RECEIVE MY PORTRAITS FROM MY PHOTOGRAPHER? You have two options to upload your portraits to Yearbook 360: go to the Portraits and Index section and upload files, or send to your rep or CSR to have the plant upload. Save your portrait CD on a desktop or cloud sharing site in order to reference at a later date. It is common for data fields to be missing in photographers’ files. If anything is missing, it will not upload properly to Yearbook 360. If you get an error message when trying to upload, simply email it or share via Google Drive/Dropbox with your rep or CSR and they will get it uploaded for you. • Note: if there is a password to the link/file/folder your photographer provided, please share it with your Walsworth Rep and CSR when forwarding. • If you need additional information on sizing or specifications of portraits, please visit PSPA guidelines located on yearbookhelp.com • If the plant uploads your portraits, please allow 5-7 business days.

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Burton ISD

HOW DO I FLOW MY PORTRAITS ONTO THE PAGES? Once you have edited the portraits, you can begin the process of flowing the portraits onto pages. Start with your largest class then flow the others accordingly. That way, they’ll all be the same size pictures and fit into the allocated pages on your ladder. For step by step instructions on flowing, please visit yearbookhelp.com. HOW DO I START INDEXING/TAGGING NAMES? You can’t start tagging until you have the photography CD and edit the names. If you uploaded a formal and casual picture for seniors, you will need to merge them so they only appear once in the index. Click on the edited name first then the second entry and hit merge. PRO TIP: If you want to add not pictured students to the index but don’t want a gray box to appear when you flow the portraits, add them to a dummy grade. Example: 9-Not Pictured, 10-Not Pictured, 11-Not Pictured and Senior-Not Pictured If you do not have a candid picture of them yet, but want to flow the portraits, go to the Portraits and Index section of Yearbook 360 and click +New Student then add their information. A gray box will appear as a placeholder in the flow, and you can add their picture later. PRO TIP: On seniors, edit and tag by the formal picture so you only have to edit the name once. WHAT IF I HAVE STUDENTS/FACULTY THAT DON’T HAVE PORTRAITS? If some of your students or faculty did not take a portrait, you can either list them as not pictured at the end of their respective section or you can add a picture for them. If you want to add a picture for a missing student or faculty member , take a candid photo of the person then upload to Yearbook 360 into a retakes album. Open the picture up in slideshow mode, click Make Portrait and add the information. The student will now appear in their correct grade when flowing.

OD job 2031110 | Size 648wX864h | page 121 | Four Color | UV: No | Submitted on: 12/21/2021 19:41 PM UTC | Generated on: 12/21/2021 19:41 PM UTC | PDF G3 2021.1.0.20021 | RequestID: r8Qw63507dSK44XlkvStD9FN | SpreadID: Yx2i0UTkCUIhCNgRfVrI7N59 | Type: Submit | Timberline High School Fonts used: AWPCTimes, Debusen-Regular, TypewriterFS-Regular Colors used: Black, F3100 PDC: https://s3.amazonaws.com/ybsto.walsworthyearbooks.com/a/1-BW8OA/F7XSDSPw6C447Oq8Ib4eNZwI/c/p/Yx2i0UTkCUIhCNgRfVrI7N59/56KGjSOw4dGn5Oq0vyqoS25X.xml

Timberline High School

Isaac Bolt

Bella Bonacorsi

Adrianna Bonney

Ayla Bowen

Lauren Branin

Ava Brickner

Andrew Bridges

Chase Brinkman

AmberBrooksby

OrBruchim

Aidan Bruesch

Gavin Brumley

Ryan Buehler

Joseph Buffalin

Brandon Burger

TylerBurkman

Andrew Burnett

Isaac Burnett

Lillian Bushee

Zoe Bytwerk

Kaden Calkins

Jason Campbell- Nash Fernando Cariello

Mason Carr

Kellan Carrillo

Carson Carstensen

Emma Case

Alejandro Castillo- Avila Brooklyn Castle

Solomon Catt

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Jupiter High School

21-12-21 14:36:05 y203111_0121_c.p1.pdf Cyan, Magenta, Yellow, Black

PROOF, APPROVE AND SUBMIT! SUBMITTING PAGES

PROOFING REMINDERS Check for these things when proofing pages, as they are the most missed items: • Overflow text (see pro tip) • Template placeholder text – this is fake text that appears in templates that needs to be deleted, if not replaced. Make sure to check all of the perimeters of the pages – sometimes these hide in bleed lines! • Pay attention to the PDF trim lines – make sure content that is not meant to bleed off the page is within the trim lines. Items appearing outside of the black trim lines will get cut. • Look for content getting lost or cut in the gutter (the middle of the book). • Check for design consistency – remember to check for color, fonts, page numbers, text justification, object alignment, etc. PRO TIP: Overset text is the most common error that prevents one from proofing their spread. If the text box (the blue bounding box when selected) is smaller than the amount of text place within it, a red plus sign will appear. Elongate the box until the red plus sign + turns to a blue L to successfully proof

Submitting pages is like a roller coaster — there’s all types of emotions happening. There’s the excitement when you get to check completed items off your to-do list and the realization that you’re one step closer to the most anticipated day of the year — delivery day! It’s refreshing, but there’s also some fear, like is there a misspelling? And for some reason, submission day always comes sooner than anticipated! The seven tips below are suggestions that may help as you prepare for your upcoming page submission! 1. Share the work. Before submission, review pages as a class on the projector. Fresh eyes will help catch mistakes. 2. Don’t be afraid to ask for outside help. It is also a good idea to have others outside the yearbook staff reviewing the work. People such as administrators, teachers, or parent volunteers are great resources to ask for help. 3. Give yourself enough time to read. You’re going to find mistakes; it happens in every yearbook. Avoid submitting all pages at once - take your time and submit in stages. 4. Double-check that names are spelled correctly . Students will overlook grammar mistakes, but will never forget the day your staff misspelled their name. Make sure student names have been double-checked and are correct according to the school roster. PRO TIP: Once portrait data is loaded/edited, tagging images for the index can be a useful tool in catching name misspellings (ask your rep for more details). 5. Always trust your high-resolution PDF. What you see on the PDF is what will print. Make sure everything looks exactly how you want/expect it to. A good tip is to print out the PDFs to get a better view of your pages. For the best viewing experience, we recommend using Adobe Acrobat. 6. Once a spread is submitted, it is numbered. As a result, it is best to avoid moving spreads once you’ve started submitting pages. Only move pages if they will not be moving above/below any other previously submitted pages. If you’re unsure, contact your rep before moving a spread. 7. Submitted pages are final. In some cases, you may be able to reverse a submission and edit a spread for a fee, but this can impact your submission performance and should be something you discuss with your rep.

Avoid screen fatigue. Print out your pages to make proofing and editing easier!

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PROOFING IN YEARBOOK 360

MARKETING YOUR YEARBOOK Don’t create a book no one sees . With all the hard work you put into creating your beautiful yearbook, don’t you want to get it into as many hands as possible? Marketing the book is one of the most important jobs, but it often gets overlooked in favor of page creation and meeting deadlines. To prevent this, consider creating a marketing calendar that outlines your defined plan for reaching students, parents and teachers. Here are a few of the many resources Walsworth offers to help you start creating your marketing plan: 1. School store and online sales □ Coupon code. Create customizable coupon codes to offer discounts to buyers - Consider creating a coupon code for each yearbook staffer to create a competition to see who can sell the most books/ads with their personalized coupon code - Offer coupon code discounts around school events, holidays or popular shopping days like Black Friday and Cyber Monday □ Store colors. Personalize the yearbookforever.com experience for customers by adding your school colors. □ School Store Helpline. If parents have questions about how to order the yearbook or need technical assistance, refer them to help@walsworth.com or 1-877-723-6344 (M-F 7:30 a.m. -7:30 p.m. CST) □ Find My Order. Parents can confirm the receipt of their yearbook/ad purchase by visiting yearbookforever.com and selecting “Find an Order”.

Select your spread so it appears in the pop-up window.

Select “Proof This Spread” and wait for the PDF to generate. You can close this window and generate more proofs as you wait.

Once generated, click View Proof and the PDF will open in a new window.

Review the PDF then return to your Yearbook 360 homepage. Approve the spread and submit or send it back to editing.

PRO TIP: Make sure all seniors that bought an ad, also bought a book YEAR-END MARKETING PUSH • Review your book sales and budget with your rep. • Let people know the status of the book. “It’s on its way!” • Send out an all call/text to parents. • Post your index so students can see how often they are in the yearbook. • Post a list of buyers. “If you’re not on this list, you don’t have a yearbook. Buy one today!” • Post a sales countdown and create urgency - “Only 19 books left!” • Tease your cover and spreads around campus and on social media. People like to see what they are buying, and this will generate excitement around the yearbook. • Consider having a “Theme Release” party. Reveal the theme/cover and some inside pages to the school. • Use extra photos not used in the yearbook to create social media posts about the upcoming yearbook release. This keeps it personal to your school and student body. • Plan for summer ad sales. This is the best time to beat other organizations and clubs to local businesses and secure their advertising/sponsorship dollars for the yearbook program. • “Hey You!” notes - let students who haven’t purchased a yearbook yet know what pages they are on in the book. • Advertise yearbook sales by putting stickers on cafeteria items like chip bags or cookie packages. • Have a yearbook sale night at a major home football game to reach parents. 2. PEP - Parent Email Program. Let Walsworth help you reach parents! Supply a list of parent email addresses, and Walsworth will send vibrant emails marketing your book/ad sales to your school community. 3. Customized Marketing. A personal touch goes a long way in reaching buyers. Use our Customized Marketing to create pieces that reflect your school’s personality with your school colors, mascot and more. 4. QR Codes. Share graphics with QR codes that allow students to text their parents/families with information on how to buy a yearbook. Ask your Walsworth Rep to send them to you today! 5. Web banners. Making buying a yearbook easy for everyone by adding our web banners to your school website. 6. Social media memes/graphics. Create your plan with the help of Walsworth’s monthly social media calendar located at walsworthyearbooks.com/marketing-your-book 7. Guerilla marketing. Consider these surprise ways to market your book. • Order Yard Signs / Vinyl Banners to reach parents waiting in pick-up/drop-off lines. Order by emailing Walsworth’s Kit Department at kit@walsworth.com • Schedule “blitz weeks” throughout the year (usually associated with events like homecoming or holidays) to sell books on campus and make a big sales push.

HAYWOOD HIGH SCHOOL

Your child spends a lot of time at school, creating memories in and out of class. Those memories will live on in the yearbook. Buy a yearbook so they can always remember.

NOW - 9/30 $60 10/1 - DISTRIBUTION $75 TO PURCHASE:

Don’t wait — if you want to personalize the book, namestamping starts at $10 extra and must be purchased before 1/27!

• To use a credit card, debit card or PayPal, go to yearbookforever.com and enter our school name or scan the QR code. • For cash or check, bring order form and payment made out to Haywood High School to Mr. McCain’s Room. Student name Grade Address Phone Email Number of yearbooks x $ = Total cost DON’T MISS OUT — BUY A YEARBOOK TODAY!

yearbookforever.com

HONOR YOUR 2023 HAYWOOD HIGH SCHOOL GRADUATE WITH A SENIOR AD IN THE 2023 YEARBOOK! Buy online at yearbookforever.com or scan the QR code on the back of this postcard by 11/25!

yearbookforever.com

Don Soffer Aventura High School Aventura, FL

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