Yearbook Staff Manual
Purpose: The purpose of the yearbook is to provide a historical record of things that influenced or affected the school and students. It is a reference book of and for the community. It is a public relations tool that captures the year like a time capsule. It is representative of all students and activities in the school and the community. It captures the spirit and personality of the school. It is the story of one school year in a responsible and creative way. Finally, it is a picture book. Role of Adviser: First, this is a student publication. An adviser's job is to offer advice and guidance. The adviser is a liaison between the staff and the faculty and administration. In addition, the adviser is an agent of the school with the publisher. The adviser presents choices and challenges, acts as a sounding board, and trains and teaches current yearbook practices. The adviser frequently needs to evaluate student efforts and results. The adviser is an authority on libel, slander and obscenity. The adviser has final approval over all materials sent to the printer.The Yearbook Staff: Job Descriptions
Editor This person delegates the duties and responsibilities of the entire staff. It is necessary for him or her to communicate his or her expectations. Developing the theme and all thematic related materials including cover, opening, closing and dividers are his/her responsibility. Editing should be done by the editor only after the material has been proofread at least three times previously. It is also imperative that the editor be a leader and encourage and motivate the staff. Layout Editor This person assists the editor in developing the layout portion of the book. He or she helps the editor to complete the ladder, train the staff, and check all layouts for consistency and quality. Copy Editor This person is responsible for proofreading all copy before the pages are due. Constructive writing comments should be given on each piece and returned to the writer for revision. He or she should compare the copy from the different pages and make sure no information is repeated. See Appendix A. Photo Editor This person selects photographers for each assignment and makes sure that the pictures are taken, developed, printed, and turned in. He or she ensures no picture is used more than once. Group, club, organization and sports photos are organized by this person. Business/Advertising Manager This person keeps business records, organizes and tracks advertising and book sales, and sends billing statements and thank you cards. Section Editors These people are responsible for completion of all pages. They have the option of designing layout as long as it is approved by the editor and advisor. Possible sections include: Student Life, Academics, People, Sports, Clubs, and Advertisements & Index. Reporters & Photographers Reporters are responsible for researching, writing, and turning in copy by the deadline. The copy must adhere to all yearbook standards and it must be proofread by at least three other staff members. See Appendix A. Photographers are responsible for taking all pictures. They must label and categorize their negatives. Photographers may be responsible for scanning photos. Additional duties will be assigned as necessary by the Photo Editor. Fundamentals of Journalistic Writing All writing must be truthful, unbiased, accurate, and researched. All research, notes, and quotes must be saved and turned in for verifiable proof. After writing quotes, staff members should read the quote back to the person to have them verify the accuracy of the quote.Staff Organization
Chain of CommandOfficial Editorial Policy
Coverage Content focuses on coverage which will meet the wants and needs of the majority of the target audience, the students and staff of the high school, as long as those wants and needs are not contradictory to the principles of scholastic journalism. The staff encourages constructive criticism of any part of the book, both before and after publication. The book will be as fair, accurate, complete, and honest as possible. The final authority rests with the yearbook staff, its editors and advisers. No material that is libelous, irresponsible, and/or an advocate of illegal activity will be published. No material deemed inappropriate by the adviser will be published. Portrait Policy All underclassmen and personnel must use the school's official photographer. It is recommended that seniors use the school's official photographer; however, an outside photographer may be used as long as the portrait meets the same specifications as the school's portrait. Portrait specifications may include size, wardrobe and background. These specifications are available from the yearbook advisor; it is the students' responsibility to provide these specifications to their photographer. The portraits will not be returned and must meet the school's deadline of November 1st. Purchase of the yearbook does not guarantee the purchaser's photo will appear in the book. See Appendix B. Obituary Policy With the consent of the family the birth and death date with follow the individual's name beside the portrait in the appropriate section. Advertisement Policy All advertising (commercial or personal) accepted by the staff must follow the same editorial guidelines. Acceptance of advertisements does not constitute endorsement by the yearbook staff, or any affiliate of the school district. Because of liability, no encrypted, coded or abbreviated messages will be printed. If a student appears in a commercial ad, a release must be on record. See Appendix C. The yearbook staff reserves the right to refuse any advertisement it deems libelous, obscene, vulgar, or inappropriate for this book. This would include no nudity in any form. Exchange Policy Damaged or incomplete books will be exchanged or refunded provided no alterations to the book have been made. Design Policy Each section editor will be responsible for facilitating the design process for his or her section. Section layouts will be approved by the editor prior to initial revision. Preparation of Pages Pages will be prepared in accordance with the printing company's specifications. Book Sales Book sales will begin at Back to School Night. Also, we will sell books the first weeks of October, November, and December in the lobby before school and in the cafeteria during lunches. Book prices will be set on a sliding scale to be distributed at the beginning of the school year. Advertisement Sales Sales will begin two weeks prior to school opening. Staff members will be assigned territories from which they may not stray. Any staff member who sells more than $500 in commercial ads will receive a free yearbook. Attendance Policy The yearbook staff must adhere to the established school attendance policy. If a student is absent on a deadline date, it is expected that their work be turned in regardless. Staff members are expected to attend scheduled after-school sessions. Deadlines Deadlines will be provided by the publisher. Adviser will create weekly or bi-weekly mini-deadlines to keep the staff on track for the publisher's previously established deadlines. Appendix Yearbook Forms: Check Sheet Photo Release Apearance in Commercial Photo Release Yearbook Deadline Goals Yearbood Deadline Evaluation Form #3 Story Evaluation
Appendix Form A: Check Sheet The following checklist must be attached with a paper clip before you turn your layout into the adviser. Name ________________________ Page #'s ______ Layout Title _________________________ 1. Cross checked all names in roster for correct spelling ____ 2. Pages are numbered correctly (see ladder if not sure) ____ 3. Placed folio art ____ 4. Folio copy in caps ____ 5. Body copy was done in Edit Story ____ 6. Spell checked ____ 7. Indexed names ____ 8. Pictures are numbered left to right ____ 9. All pictures match/stickered to the number ____ Of the picture blocks in the layout ____ 10. Picture blocks are solid black fill at 100%-SAVE, go to SELECT ALL; Change fill to 10%, then print at 75% 11. Layout was checked by the editor of your department _______________ Signature 12. Layout was checked by the editor of the yearbook _________________ Signature Signature _________________________ Date ______________
Photo Release Form I, _________________________________, am submitting a Senior Portrait taken by an outside studio photographer. I realize that because my portrait was not taken by the school photographer (insert contracted name here), that when it appears in the yearbook it may not look the same as those taken by the school photographer. I also realize that my portrait may stand out because of those differences. I do not hold the yearbook staff, adviser, or the school's administration responsible for any differences in appearance.
Appearance in Commercial Photo Release I, ____________________________________, hereby release the school's administration, the yearbook staff, and advisers from any liability from the use of this photograph in a commercial ad that appears in the yearbook. My appearance in the ad does not necessarily mean I endorse the business.
Appendix Form D: Yearbook Deadline Goals Name ____________ Deadline # ________ Staff Goals: | Verification: _____________________________________________________ 1. | | | 2. | | | 3. | | | Personal Goals: | Verification: _______________________________________________________ 1. | | | 2. | | | 3. | | | ________________________________________________________ Favorite class memory from this deadline: On separate paper, write a note to the adviser. Dear . . . (Here is your chance to let the adviser know how things are going for you and to mention problems or concerns related to yearbook, skills you need help with, computer problems that need attention, etc. Compliments accepted, too! On separate paper, write a note to the editors-in-chief. Dear Editor(s) . . . (Here is your chance to let the editors know how things are going for you and to mention problems or concerns related to yearbook. A little venting of frustration is good for the soul but remember they'd be happy to hear praise, too.)
Appendix Form E: Yearbook Deadline Evaluation Form #3 1. Spread Topic: ______________________________________________ Section : ______________________________________________ Page Numbers: ______________________________________________ Check out time on deadline night: __________________________ 2. Number of interviews done in person: _______________________ Number of different students used in spread: _______________ Number of quotes used in spread: ___________________________ Names of people used in spread not in book before: Names of people used in spread now in book 4 times or more: 3. What part of your spread are you most proud of and why? 4. What part of your spread would you change if you had time and why? 5. Evaluate your dominant photo for visual impact, composition and quality of print. 6. One of your stories and one of your spreads may be selected for contest. Which story should we select? Why? 7. Which of your spreads has the best overall impact, balance, and reader appeal? Why?
Appendix Form F: Story Evaluation Editor ____________________________________ Date ___________ Student Evaluation Writer's Name ______________________________________ Subject of story _____________________________________ Fixed Criteria Yes No 1. Story neatly written or typed ____ ____ 2. Double spaced ____ ____ 3. Name on paper ____ ____ 4. Met deadline ____ ____ Variable Criteria Excellent Very Good Good Weak Not Acceptable 1. First Reaction? 1 2 3 4 5 2. Good Choice of 1 2 3 4 5 Subject Matter? 3. Lead well-written 1 2 3 4 5 4. Essential 1 2 3 4 5 information included in lead 5. Timeliness, 1 2 3 4 5 proximity, human interest, prominence, and conflict included, appropriate? 6. Story held your 1 2 3 4 5 interest? 7. Story flowed 1 2 3 4 5 smoothly 8. If news story, 1 2 3 4 5 follows inverted pyramid style or other style appropriate? 9. If feature story, 1 2 3 4 5 has good conclusion 10. Quotes used as 1 2 3 4 5 support 11. Attribution 1 2 3 4 5 properly written 12. Active verbs used 1 2 3 4 5 to keep moving? 13. Few misspelled 1 2 3 4 5 words? 14. Proper punctuation? 1 2 3 4 5 15. Proper style 1 2 3 4 5 followed? Your grade? Circle one. A+ A B+ B C+ C D+ D F Other Comments: Make sure you justify the grade you gave. Use the back if necessary.
