Yearbook pages fall in numerical sequence when you look at the finished book. They are NOT printed in that sequence. Thankfully, you do need to worry about the mechanics of preparing and submitting pages according to how your publisher prints the pages (unless your book consists of pages printed in both black and white and color). It is always educational to learn about the printing process, however, so the following information is provided to assist your understanding.
Pages fall in numerical sequence once both sides of the large sheet of paper are printed, folded, and trimmed. Yearbooks are printed on large sheets that allow 8 pages to be printed at the same time on both sides of the paper. These large sheets are called signatures. Only two pages truly face each other on a signature. This is known as a “natural spread”. This would be the best place to use photos that spread across the gutter (the center of the book), since you have a natural fold. Anywhere else, the photos are trimmed and then printed apart and rejoined after the fold. It may be difficult to make sure all images match nicely as they come together where the book is bound (at the gutter).
Each set of sixteen pages is called a signature, while each side of the printed sheet (signature) is called a multiple or flat. When you plan your yearbook, if it is Smyth sewn, you do so in 16-page signatures. If your book is bound as a Side-sewn yearbook or a Saddle-stapled or Perfect-bound book, you can purchase the book in 4-page spreads.
Survival Tip:
The key to your book being submitted on time to the yearbook plant is developing
and meeting your own internal milestones so you can meet your publisher’s deadline.
Once milestones are given to your staff, review progress on a weekly basis. Coordinate milestones with events on your school calendar.
DIGITAL PHOTOGRAPHY: As you know by now, digital cameras are everywhere—including in cell phones and smart phones—but are all cameras alike? If you would like to use digital photos in your yearbook, you should consider following these guidelines.
Work with your representative to pick the appropriate equipment. It’s a good idea to consult Consumer Reports or online resources like C-NET when choosing a camera. Look for these suggested camera and computer specs:
• A camera that is at least 4-5 megapixels, set at it’s highest setting, will provide images suitable for print in your yearbook. The higher the megapixel number, the higher quality of image your camera will be capable of capturing.
• Zoom lens: recommend looking for a higher optical zoom vs. digital on cameras with built in zoom functions.
• Rechargeable batteries help save money in the long run.
• Consider getting a tripod or unipod with your camera for stable shoots.
• Consider getting a camera that comes with digital imaging software that allows you to review the images as well as remove red-eye or adjust the brightness and contrast of photos. If you are a Microsoft Office user, see if your computer has Microsoft Office Picture Manager under Microsoft Office Tools. Another program available to purchase is Adobe® Photoshop®.
• Exchangeable memory cards allow you to store lots of high-quality images.
Once you get the camera, make sure it is set on the proper resolution at the highest quality. This will store large images on your camera and use lots of memory, so you should also purchase additional memory cards and an adapter for easy downloading of your images. Make it a point to read your instruction manuals for your digital cameras
.
HINTS FOR GENERAL PURPOSE USE OF DIGITAL CAMERAS:
• View all action and events through the viewfinder and anticipate your shot at least one second before it happens. Remember, your camera needs about a second to react to your command and take the photo once you press the button.
• Stabilize your hand and finger when photographing. Many times when you press your shutter button, your camera is moving and your image will be blurry.
• Have a backup battery, memory card, and carrying case for every camera.
• Download all images to a computer and burn to a CD after every shoot so you have a back up image you can archive. Never store all images on one computer or server without first backing them up on a CD, DVD or other remote storage device.
• Always have the flash function turned on and not on auto-flash. Your lighting will help get cleaner color both indoors and outdoors.
• Blurry images cannot be cleaned up with software. Delete all blurry images and keep only
clear images.
• Make sure to get close to your subject as you shoot. Consider shooting at least three to four shots so you can make sure you have the best photo. Delete any extra images where you know the subject has closed his or her eyes.
In order to help you come up with page content ideas, we have developed this chart to assist you in story and coverage ideas. Page content is divided into most common sections in a high school yearbook listed below.
STUDENT LIFE: Activities that usually involve everyone on campus
Dances
Spending Habits
Cars & Driving
Lunchtime
Favorites
Passing Periods
Locker Life
Guest Speakers
Day in the life…
Assemblies
Homecoming Events
Hairstyles
Music
College Plans
Hangouts
Fads & Fashion
Pep Rallies
College Plans
SPORTS: All male & female teams as well as different grade levels
Varsity Football
JV Football
Freshman Football
Varsity Cheerleaders
JV Cheerleaders
9th Grade Cheerleaders
Varsity Volleyball
JV Volleyball
Freshman Volleyball
Swimming
Boys Cross Country
Girls Cross Country
Varsity Boys Basketball
JV Boys Basketball
Boys 9th – Basketball
Varsity Girls Basketball
JV Girls Basketball
Girls 9th – Basketball
Varsity Soccer
JV Soccer
Varsity Tennis
Golf
Boys Track
Girls Track
Varsity Baseball
JV Baseball
9th Grade Baseball
JV Tennis
Varsity Softball
JV Softball
Drill /Dance Team
Athletic Trainers
PEOPLE: All the individual photos of every student & adult on campus
12th Grade
11th Grade
10th Grade
9th Grade
Library Staff
Nurses
Entire Faculty
Administration
Paraprofessionals
Janitorial Staff
Security Guards
Cafeteria Staff
Counselors
Teacher Aides
ACADEMICS: Contains curriculum electives or academic teams & competition
All Academic Teams (math/spelling/reading/writing/science/drama/speech/keyboard/etc.)
Band (all divisions/flags)
Orchestra
Jazz Band
Choir (all divisions)
Speech
Debate
Building Trades
ROTC (all companies)
TV-Communications
Yearbook-Journalism
Newspaper-Journalism
Drama
Auto Mech/Paint Body
CLUBS/ORGANIZATIONS: Groups that meet before/after school or during lunch
Student Council
National Honor Society
Math Club
Science Club
French Club
Spirit Club
Spanish Club
Art Club
Chess Club
4-H Club
Business Prf. America
Crime Stoppers
Key Club
Future Farmers America
Class Officers
Future Educators
Fellowship Chrstn Athlts
Bible Club
COMMUNITY: Usually includes advertisements (if any) as well as an index
Business Ads
Personal Ads
Patrons
Principal’s Message
Index
Club Officer Ads
Memoriam Page
Colophon
Survival Tip:
The list of page ideas here is extensive, but not complete. At the start of the year, ask
your student council or administration for a list of all club sponsors, as well as,
coaches on campus.
Also ask for their planning periods since you may need to speak to them regarding their team or group.
Student and staff portraits play a huge role in your yearbook. In most circumstances, portraits make up 25% to 30% of the yearbook. Planning for the school portrait photo day is critical because you will want to be sure to include every student and have each portrait be the best possible.
Here are a few suggestions for planning a portrait photo day that will include every student and faculty member on campus:
Meet with your school administrator to discuss your portrait photography needs. Many times the administration is involved in the school photographer selection process: Make sure the administration knows about your need for properly formatted portrait files. Ask the administration how they would like to be kept informed of all portrait photo dates and services provided by the photographer. Receive confirmation of your responsibilities—are you the person who schedules the date, or is the administration in charge of the calendar? Are you responsible for administration of the portrait program?
Topics you will want to discuss include:
Portrait photo date and retake date(s)
Services provided/Portrait files
Photo packages and prices
Selection of a photographer
Scheduling procedures
Meet with the photographer as soon as possible to review their products. Discuss the same topics you discussed with your administration. If the photographer is selected by a bid process, secure all documentation from your purchasing office pertaining to bid specifications, pricing, and services.
Once you have agreed to the logistics of the portrait services and the portrait photo date, and secured approvals of dates with administration, you need to develop a plan to promote the portrait photo date to everyone on campus. The best timeline for promotion of photo day is:
One month Before: Get it placed on the school calendar so EVERYONE knows the portrait photo day is coming. Get this noticed added to the school website and online calendar. Email parents so they are aware of the date.
Two Weeks Before: Put up posters to promote the date. Your photographer may have posters available for you to use. Post them all over the campus and be sure to put a message on your school marquee.
One Week Before: Send a message or flyer home, or email parents again, to remind them that school portrait/yearbook photo day is arriving next week. Let them preview package listing and prices and make sure they know how to make payment. Start announcements on the school intercom system. Get messages out on colored flyers in teacher boxes, lockers, car windshields and more. Make more school intercom announcements. Have staff talk to people in the lunchroom. The key is promotion for a good turnout.
Day of: Try to have your yearbook staff assist the photographer, as well as trying to sell yearbooks during photo day. Start selling yearbooks as soon as you start photos, so students can reserve a copy early.
Creating the student portrait section of your yearbook can be very easy IF you request a properly formatted file using the SPOA (School Photographers of America) guidelines. This properly formatted data file will save you time because it will eliminate you manually placing the portrait images and adding the names.
Communication is the key to receiving the correct portraits.
To assure best results do the following:
Schedule your school’s photo and retake days as early as possible. Work with your photographer to determine how you will provide the student data file. The student data file is usually available through the registrar’s computer at the school office. The data you will need is: First Name, Last Name, Grade, and Homeroom. This data is usually exported by the registrar as an ASCII file or CSV file (comma-delimited or tab-delimited file). If no such format is available, you can export the data to Microsoft Excel and then prepare the four columns as listed above. Save them as a comma delimited file. Your photographer can help you with this.
It is RECOMMENDED that your portrait file be furnished AFTER retake day. You want all portraits in one file.
Determining what is on every page of your yearbook can be a challenge when you first begin the process. What you can include in your yearbook is determined by when you want your yearbook to arrive. If you want to receive your yearbook before graduation (Spring Delivery), you will need to submit your book early enough to allow time for it to be produced and shipped from the yearbook publisher. Check with your yearbook representative for details. If you want graduation included in the yearbook, then you will have Fall Delivery for your yearbook (books will arrive after school reopens in the fall). The book will be submitted in the summer.
• Take the total # of pages in your yearbook and subtract the title, opening, closing, and division pages for all sections.
• Set a goal as to how many advertisement pages you will sell and subtract that from your total.
• With your remaining total, allocate a set # of pages to each section based upon the average %’s listed here.
• Next, review the chart on the next page to determine if you need to shuffle extra pages from your reserves to any section to meet the needs of a section. Start recording all the pages you think you will need. A great tool for accomplishing this is last year’s book. Just make sure the book did not leave anything out if you use it as a guide.
• Now choose the order you wish to place the sections in for proper impact. Please be aware that you do not need to follow the order sampled in the example. You
can choose to begin your yearbook with Student Life if you prefer, and then follow it with another section.
See the sample ladder listed here. In this example, we took the remaining 28 pages and spread them out to people(10), sports(10), and clubs(8) since this school has a very active student body.
Ending your yearbook on a proper page is important. All yearbooks are made up of either
four-or sixteen-page sheets called signatures (16-page signatures are required for Smyth
Sewn books).
Sample Page Allocation Chart
Total Pages: 288 pages
Title/Division/Theme: 18 pgs
Total Adv Page Goal: 50 pgs
REMAINING PAGES: 220 pgs
25%-30% for People: 66 pgs
15%-20% for Academics: 28 pgs
15%-20% for Sports: 28 pgs
15%-20% for Clubs: 28 pgs
20%-25% for Student Life: 42 pgs
REMAINING RESERVE: 28 pgs
Sample Page Ladder
1 title Page
2-3 Opening/Theme Story
4-5 People Division
6-81 Classes & Faculty (76 pgs)
82-83 Academics Division
84-111 Academic Pages (28 pgs)
112-113 Sports Division
114-151 Sports Pages (38 pgs)
152-153 Clubs Division
154-189 Clubs Pages (36 pgs)
190-191 Student life Division
192-233 Student Life Pages (42 pgs)
234-235 Advertisement Division
236-285 Personal/Bus. Ads (50 pgs)
286-288 Closing & Editor Page
