Welcome to the new school year! As you step into this fresh chapter, you become an integral part of shaping your school’s legacy. Let’s embark on this exciting journey together! Whether through captivating images or compelling stories, let’s create memories that will resonate for years to come.

Strategies To Make It All Work:

Establish a Staff Communication Plan and Platform
Effective communication is key to a successful yearbook project. Avoid relying solely on text messages or emails. Explore various communication platforms that facilitate chat, image sharing, and workflow management. Here are some options to consider:
• Remind: A messaging app designed for educators and students.
• Google Classroom: An integrated platform for communication, assignments, and collaboration.
• Google Hangouts: A versatile chat and video conferencing tool.
• Moodle: A learning management system with communication features.
• Class Dojo: Ideal for classroom communication and behavior tracking.
• Band: A free app specifically created for schools, available on both mobile and web.
• Trello: A project-based app for organizing tasks.
• Basecamp: A comprehensive project management tool.
• Slack: A popular team communication platform.
Choose the one that best suits your yearbook team’s needs and workflow.

Create a Comprehensive Contact List
Gathering contact information is essential for efficient collaboration. Consider the following categories when compiling your master spreadsheet:
• Student Social Media Accounts: Connect with students through their social media profiles.
• School Social Media Accounts: Follow official school channels for announcements and updates.
• School Staff: Include teachers, administrators, and other relevant personnel.
• School Newsletters and Announcements: Stay informed about school events and activities.
• Community Sports or Arts Clubs: Reach out to local organizations for content and collaboration.
• School Community Council: Involve community representatives in the yearbook process.
• Parent Volunteers: Engage parents who can contribute valuable insights.
Ensure that everyone on the list is aware that students may contact them for information related to the yearbook.

Prepare Learning Materials for New Students
Onboarding new students can be challenging. Involve your experienced editors in this process. Consider the following steps:
• Create a Survival Manual: Compile tips, tricks, and best practices for yearbook creation. Cover topics like layout design, writing captions, and photography techniques.
• Develop Tutorials: Offer written or video tutorials on specific tasks. These can include step-by-step guides for writing compelling captions or capturing great photos.
• Virtual Sessions: Organize virtual sessions where new students can interact with editors, you, and your yearbook representative. Address their questions and provide guidance.

Establish Clear Policies
Having well-defined policies ensures consistency and helps you handle various situations. Consider the following aspects:
• Content Policies: Define guidelines for what can and cannot be included in the yearbook. Address sensitive topics, appropriateness, and potential controversies.
• Mistakes Disclaimer: Make it clear that students may make mistakes, and that’s okay. Encourage a growth mindset.
• Administrative Approval: Discuss policies with school administrators and obtain their input.
• Legal Counsel: Consult with the school board’s legal counsel to ensure compliance.
• Annual Policy Review: Regularly review and update your policies to stay current.

Equipment Plans
Ensure that all equipment is in working order. All cameras have batteries, chargers and memory cards. In terms of your computer, check with your IT department to make sure you and the yearbook staff have access to all programs, servers and picture folders.

Assess Home Access
Do you want your students to be able to work from home? Will this benefit your team?

Understand what resources your students have available at home. Consider the following questions:
• Do they have access to a laptop or computer?
• Is their Wi-Fi connection reliable?
• Do they own a personal camera?
To gather this information, create a Google Form where students can provide details. Assure them that their responses will remain private.

Server Plans for Accessibility
Ensure that yearbook information is accessible to students learning from home. Collaborate with your IT department to address server access. Explore these alternatives:
• Google File Stream: A tool that allows seamless access to Google Drive files directly from a computer.
• Dropbox: A cloud storage service that facilitates file sharing and collaboration.
Choose the solution that best suits your school’s infrastructure and student needs.

Maintaining Clean and Functional Shared Equipment
When students share cameras and other equipment, regular cleaning is essential to prevent the spread of germs and ensure proper care. Follow these steps to manage it effectively:
• Sanitation Supplies: Have cleaning supplies easily available for students and advisors to use.
• Encourage Personal Cameras: If students have their own cameras, encourage them to use those. Avoid unnecessary sharing.
• Equipment Purchases: Discuss with administrators the possibility of purchasing more equipment to prevent sharing. Just as football players wouldn’t share helmets, students should have their dedicated tools.