Yearbook Staff: Who Does What?

It takes a team to create an amazing yearbook. Persistence, passion and patience are key when putting together a yearbook that will be loved for years to come. Picking the right team is one way to help ensure the success of your yearbook.

But who does what? We’re looking at some of the key roles for yearbook staff, as well as some of their primary responsibilities.

Yearbook Staff – Roles & Responsibilities

Yearbook Advisor – The role of a yearbook advisor is effectively to direct the yearbook. Yearbook advisors are commonly teachers, another member of your school’s staff or a volunteer PTA parent. Their role is to advise and provide guidance and direction on the yearbook. Yearbook advisors will generally help develop a yearbook’s theme and style. Your yearbook advisor will also work with YearbookLife to finalize the submission details on publishing and printing.

Managing Editor – A managing editor will be responsible for the development of your yearbook’s content. They will help supervise the content that is going into your yearbook, helping to lead the content team themselves. A managing editor will be responsible for a final check of your yearbook before it gets submitted to the yearbook advisor.

Layout Editor – A layout editor leads your yearbook’s design team. They’ll work closely with the managing editor in outlining your yearbook’s layout and overall design. Your layout editor can take advantage of the software options available from YearbookLife, and may decide to train and coach additional staff members in their use and application.

Designer – A yearbook designer will work with the layout editor to prepare yearbook spreads. The designer will be responsible for editing photos and copy in the yearbook, including labeling and cropping where needed.

Copy Editor – A copy editor will check your yearbook for spelling and grammatical errors. They’ll also be responsible for fact checking, and will work with the managing editor to develop interesting and factual copy for your yearbook.

Reporter / Writer – Your yearbook reporter will provide ideas of events to cover, as well as copy to enhance the overall yearbook. Yearbook reporters will work to the same standards as journalists, including interviewing subjects and researching stories. Reporters will generally follow a set style guide.

Photo Editor – The photo editor is in control of your yearbook’s photography. They will help in the training and development of yearbook photographers. Your photo editor will also be responsible for ensuring that a photographer is present at any school events that may need coverage. The photo editor will also be responsible for ensuring that every student’s photo is in your yearbook, and that there is even coverage of all the groups across your school. They will also ensure that photos and images are appropriately tagged.

Photographer – Your yearbook photographer(s) will work with your photo editor to capture great photos for your yearbook. You’re likely going to see them at school events capturing the action shots, or perhaps more candid around-the-hall shots.

Index Editor – The index editor is responsible for maintaining an accurate list of people in your school. This includes student and staff! This information is then used to help develop your yearbook index, where photos and photo captions are referenced. It’s a great role for someone who is detail-oriented.

Business Manager – Your yearbook’s business manager will be responsible for developing the budget as well as supervising your yearbook sales campaign. The business manager will also be responsible for managing fundraising events.

Advertising Manager – An advertising manager will be responsible for setting up sales contracts and coordinating with potential advertisers. They will oversee all advertising revenue. An advertising manager will work closely with the business manager. 

Yearbook Publisher – Putting together your yearbook is only one part of the process, it’s also important to find the right yearbook publisher for you. YearbookLife offers a full range of yearbook publishing and printing services. Our easy-to-use yearbook design software, great customer care and technical support assistance help make your yearbook publishing experience a breeze! To request a yearbook sample, click here. If you would like to request a free price quote today, click here.

Yearbook Staff Checklist for the Beginning of the School Year

It’s hard to believe that summer is over! Back to school is a busy time for students and teachers alike. The ‘To-Do’ list can feel overwhelming: New stationery, new school books, new school supplies, to name a few!

One thing you’re probably not thinking of at the moment is your school yearbook. But getting ahead on yearbook planning can help you build a successful yearbook and stay on task. We’ve put together this checklist to help keep you on track, and build an awesome 2019 / 2020 yearbook. 

Back to School Yearbook Staff Checklist

  • Find A Yearbook Company – Before you can get started on your yearbook, you’ll need a yearbook company. At YearbookLife, we’ve been providing an easier yearbook design process for almost two decades. We’ve removed a lot of the stress of the yearbook process with our easy-to-use yearbook design software, great customer care, training and technical support assistance.
  • Recruit Your Team – A great yearbook is created by a great team. You’re going to want a team of reliable volunteers to help. In the beginning of the school year, put the word out that you’re looking for teachers and parents to help with the yearbook.
  • Get Organized – You’ve put the call out for your team, now it’s important to understand the areas you’re going to need help in. Marketing of the yearbook, photography, proofreading and layout are just a few of the tasks that you’ll need to tackle. 
  • Budget Considerations – Think about your yearbook budget. You’ll want to consider the cost of the yearbook, how much you’re going to charge buyers, and how you’re going to pay your yearbook provider. 
  • Set Sales Goals – Set yourself sales goals for your yearbook. Establish a sales strategy. Will you need to consider fundraising for your yearbook? Having a clear idea ahead of time will make the process far smoother. 
  • Page Ladder – We know, it’s not as exciting as picking candids or deciding on yearbook theme ideas. But the page ladder is an essential part of the yearbook creation process . You can use last year’s yearbook as inspiration, or you can start fresh. 

It’s always a great idea to get a head start on your yearbook planning. But we’re giving you one more reason to get ahead: our Back to School Sale. Get our lowest prices of the season by signing up today. But hurry, our sale ends on November 1st, 2019! Request your yearbook sample and price quote today.

2019-2020 YearbookLife Yearbook Student Scholarship Sweepstakes

Are you planning to attend college or join the military / US Armed Forces next fall? If you’re looking for scholarship opportunities, check to see if you qualify for our scholarship sweepstakes. YearbookLife invites high school seniors from across the nation to participate in the 2nd Annual Yearbooklife “Yearbook Student” Scholarship Sweepstakes. Enter for a chance to win a $1,000 scholarship.

Who is Eligible?

Students are eligible as long as they are currently in their senior year of high school, have been a member of the yearbook class / club / committee for at least 2 years, and are a legal U.S. citizen or permanent resident. It’s FREE to enter and eligibility is not based on current GPA level or financial need. Your school does not have to be a YearbookLife customer for you to qualify.

How Do I Enter?

Simply ask your yearbook teacher / adviser to complete this online form to enter. It’s that easy!

*The entry period is from September 1, 2019 to April 20, 2020 (11:59 p.m. ET). Only one entry per student.

How is the Winner Chosen?

The winner will be randomly selected by drawing on May 1, 2020. The “lucky” winner will be notified via email and announced on our YearbookLife Facebook page.

What is the Prize?

The winner will receive a one-time scholarship check in the amount of $1,000. YearbookLife will verify eligibility requirements with school administration. The check will be made payable to the winning qualified student and mailed to their home address.

Read the Official Rules for more details.

YearbookLife Offers Scholarship Giveaway

Looking for scholarship opportunities? Whether you will be furthering your education in college or joining the military / US Armed Forces, YearbookLife invites high school seniors from across the nation to participate in the Yearbooklife “Yearbook Student” Scholarship Sweepstakes. Enter for a chance to win a $1,000 scholarship.

Who is Eligible?

Students are eligible as long as they are currently in their senior year of high school, have been a member of the yearbook class / club / committee for at least 2 years, and are a legal U.S. citizen or permanent resident. It’s FREE to enter and eligibility is not based on current GPA level or financial need. Your school does not have to be a YearbookLife customer for you to qualify.

How Do I Enter?

Simply ask your yearbook teacher / adviser to complete this online form to enter. It’s that easy!

*The entry period is from February 1, 2019 to April 20, 2019 (11:59 p.m. ET). Only one entry per student.

How is the Winner Chosen?

The winner will be randomly selected by drawing on May 1, 2019. The “lucky” winner will be notified via email and announced on our YearbookLife Facebook page.

What is the Prize?

The winner will receive a one-time scholarship check in the amount of $1,000. YearbookLife will verify eligibility requirements with school administration. The check will be made payable to the winning qualified student and mailed to their home address.

Read the Official Rules for more details.

2017-2018 Best Yearbook Contest Winners

Every year, all printed elementary school, middle school and high school yearbooks are automatically entered into our Best Yearbook Contest. Depending on your school’s grade level, you are entered into one of two Categories: Elementary School or Middle School/High School.

Yearbooks are judged on the following four criteria:

Overall Originality
Yearbook Creativity
Yearbook Theme Consistency
Yearbook Image Quality

Oh, and it’s not just for bragging rights. The prizes are as follows:

Middle School /High Schools:
1st Place: $250
2nd Place: $150

Elementary Schools:
1st Place: $250
2nd Place: $150
Cover Honorable Mention / Student Drawing – $100

There were SO many great entries, and it was really hard to pick the winners, but we finally came to a consensus.

We are very pleased to announce the winners of the 2017-2018 Yearbook Cover Contest.

Without further adieu…


1st Place Winner – Middle / High School: Alameda Science and Technology Institute

1st Place Winner of the 2017-2018 Best Overall Middle/High School Yearbook and $250 Prize.

1st Place Winner of the 2017-2018 Best Overall Middle/High School Yearbook and $250 Prize.


2nd Place Winner – Middle / High School: Pacific Union College Prep

2nd Place Winner of the 2017-2018 Best Overall Middle/High School Yearbook and $150 Prize.

2nd Place Winner of the 2017-2018 Best Overall Middle/High School Yearbook and $150 Prize.


1st Place Winner – Elementary School: Manatee Bay Elementary

1st Place Winner of the 2017-2018 Best Overall Elementary School Yearbook and $250 Prize.

1st Place Winner of the 2017-2018 Best Overall Elementary School Yearbook and $250 Prize.


2nd Place Winner – Elementary School: Country Hills Elementary

2nd Place Winner of the 2017-2018 Best Overall Elementary School Yearbook and $150 Prize.

2nd Place Winner of the 2017-2018 Best Overall Elementary School Yearbook and $150 Prize.


Best Student Cover Drawing Winner: Ohlone Elementary

Winner of the 2017-2018 Best Student Yearbook Cover Drawing and $100 Prize.

Winner of the 2017-2018 Best Student Yearbook Cover Drawing and $100 Prize.


Looking forward to next year’s designs!