Once individuals have applied and been assigned positions, the most difficult part of the yearbook process begins, accountability & staff management. Unlike other classes, this course requires after-hours participation. Furthermore, unlike a part-time job, yearbook does not financially compensate its staff for their time. Although these may seem like formidable obstacles, there are several different ways to ensure that staff remain accountable.

Contracts & Permission Slips

Staff Contracts
Each staff member should be made to read, agree and sign a staff contract. These contracts should clearly outline the work expectations, time commitment, confidentiality standards and other important details that each staff member should follow. These contracts should be handed out at the beginning of the year and often require having a parental signature on them.

Parental Permission Form
Given the extensive after-hours commitment, out-of-class time and unique nature of the various responsibilities, many yearbook teams require a parental permission form be signed by the guardian of each staff member. This helps keep the guardian in the loop, understand the commitment undertaken by their student and ensures context if ever a conversation must be had to discuss possible issues.

Staff Evaluations

The best way to let staff know how they’re doing is to provide them with regular evaluations. Not only do these help your staff know how they’re doing but can also provide a hand marking system for the teacher. There are many different frequencies for providing staff evaluations. Always keep these until the end of the year.

Weekly
Providing a near real-time measurement of one’s performance, weekly performance evaluations ensure “no surprises”. Staff members and other stakeholders can see how they are doing and will immediately know where they can improve the following week.

Although this frequency does have obvious advantages, it does present extra work to effectively “grade” each student on a weekly basis.

Bi-Weekly
Although a somewhat lighter lift than the weekly frequency, bi-weekly evaluations still provide staff members with an accurate gauge of their work. Staff members and other stakeholders can see how they are doing and will immediately know where they can improve in the following two weeks.

Frequency allows a little less immediate work for the evaluators but still gives an accurate picture of the individuals’ progress.

Monthly or Quarterly
This frequency is very similar to report-card format. It allows for substantial sample size for evaluation and more detailed examples for each evaluable point. It does, however, present unique challenges. It allows those people to develop bad habits, possibly miss key assignments, and create other issues. It can also lead to “surprises” if a student is not aware that their behavior was problematic.

Spreading out the evaluation at the conclusion/beginning of each month or even each quarter (multiple months) greatly reduces the regular workload for the evaluator but as previously mentioned, creates other unique issues that may outweigh the benefits.