So, your yearbook team is assembled, roles are assigned, and the excitement is high. But now comes the real challenge…keeping everyone on track! It may feel like herding cats, but there are plenty of ways to keep your crew accountable.

CONTRACTS & PERMISSION SLIPS

STAFF CONTRACTS: Start the year off right by having every team member read and sign a staff contract. This isn't just paperwork, it's your blueprint for your expectations. It should cover work ethic, time commitment, confidentiality, and anything else that keeps your team running smoothly. Bonus points if you get a parent or guardian to sign too...it helps keep everyone in the loop.


PERMISSION SLIPS: Let's face it…yearbook isn't your average class. There are late nights, weekend events, and last-minute photo ops. A permission slip helps parents and guardians understand the commitment the student is making and gives you a bit of backup if you ever need to have a tough conversation.

COURSE OVERVIEW FOR PARENTS

Yearbook class is more than just snapping photos and picking fonts, it’s a full-on creative, collaborative, and deadline-driven experience. To help parents understand what their kids will be responsible for, here’s a breakdown of what to include in your course overview. Feel free to personalize each section to match your school’s setup and expectations.





OBJECTIVES: Start with the big picture. What are students expected to learn and accomplish by the end of the course?

• Develop skills in photography, design, writing, and editing.

• Learn how to work as a team and meet real-world deadlines.

• Create a professional-quality yearbook that represents the entire student body.
  
  
  GRADING POLICIES: Let parents know how their child’s work will be assessed.

• Participation and teamwork

• Meeting deadlines and completing assigned tasks

• Quality of work (captions, layouts, photos, etc)

• Contribution to the final yearbook project
  
  
  AFTER SCHOOL RESPONSIBILITIES: Yearbook work doesn’t always fit neatly into class time.

• Covering school events that happen after hours (games, concerts, dances).

• Attending occasional after-school meetings or work sessions.

• Helping with distribution or promotional activities.
  
  
  ADVERTISING SALES (if applicable): If your school includes ad sales as part of the yearbook program, explain how it works.

• Students may be responsible for contacting local businesses.

• They’ll learn how to pitch, follow up, and manage ad content.

• Sales may contribute to their grade or earn incentives.
  
  
  USE OF PHOTO EQUIPMENT: Students may be using school-owned cameras and gear.

• Outline expectations for care and responsibility.

• Include any rules for borrowing equipment.

• Mention if students can use their own devices.
  
  
  USE OF SCHOOL COMPUTERS AND SOFTWARE: Yearbook production often involves specialized tools.

• Students will use design software (e.g., Photoshop, InDesign, Friesens DesignIt, or other online platforms).

• Emphasize responsible use of school computers and accounts.

• Mention any login or cloud storage systems they’ll need to access.
  
  
  AFTER BOOK COMPLETION: The work doesn’t end when the last page is designed!

• Students may help with proofreading and final checks.

• They’ll assist with promotion and distribution.

• Celebrate the accomplishment with a launch event or wrap-up activity.
  
  

STAFF EVALUATIONS

Evaluations aren't just for report cards, they're a great way to keep your team motivated and on track. Whether you choose to check in weekly or monthly, evaluations help your team know where they shine and where they can improve. Plus, it gives you a handy record of progress throughout the year.





WEEKLY: Want to keep things real-time? Weekly evaluations give immediate feedback and help nip any issues in the bud. They're great for transparency but they do require more effort from the advisor. If you're up to the task, they're a solid way to keep everyone moving forward.


BI-WEEKLY: This is a nice middle ground. Bi-weekly check-ins still offer timely feedback without overwhelming your schedule. They give students a chance to course correct and keep the momentum going.


MONTHLY OR QUARTERLY: This is the "report card" approach. It gives you more time to gather examples and provide detailed feedback. But be aware that they can lead to surprises if students aren't aware of issues until it's too late. If you go this route, make sure you're still having informal check-ins along the way.