Yearbook Pacing Guide August Adviser: Mail senior recognition ad information to senior parents and update website in early August. Deadline is mid-september. 2 weeks before school starts: Editors: Editors plan and lead summer workshop for staff. Workshop activities include team building games, theme development, layout design and staff luncheon. Editors assist new staff with yearbook software. Editors approve section spin-offs. Business Manager: Collect all ad money and assist new staff with wrapping up ad sales. Staff: Brainstorm, discuss, and evaluate ideas that are presented during theme development workshop. Select section spin-offs. Practice with yearbook software. 1st week of school: Editors: Create ladder. Assign pages to staff for first deadline. Select colors and fonts for the book. Answer staff questions and assist new staff with getting started. Assistant Editors and Section Editors: Begin designing layouts for division pages and sections. Business Manager: Work with adviser to enter all yearbook ad sales into the bookkeeping program, write receipts, print invoices, and address envelopes for billing. Mail invoices. Distribute yearbook sales flyers through homerooms. All Staff: All ad sales are due. Get acclimated to using yearbook software. Explore page assignments and begin gathering needed information September Editors: Finalize cover design with the plant. Assist staff with troubleshooting while they work on their pages. Approve all layouts. Begin assigning pages for the November deadline. Assistant Editors: Begin work on assigned division pages. Create and distribute yearbook dedication survey, and tally results to determine the winner. Business Manager: Assign ads to pages and give page assignments to staff after senior recognition ad deadline passes (middle of the month). Enter all ad sales into bookkeeping system. Use Promethean Board to remind old staff and instruct new staff
on how to create ads for the ads section. Plan to sell yearbooks at Open House. Request phone alert message. Post yard signs on the Friday before the sale. Ask for marquee at the front of the school to show sale dates. Hang posters. Section Editors: Assist staff members with any issues, remind them of October deadline. Monitor coverage report to make sure their section is clear of duplicate photos/people. Assist with picture day. All Staff: Begin working on ad pages. October 1st Mini-Deadline: October 4 Editors: Editors use Promethean Board to project sample page layouts and instruct staff on elements that should be completed before requesting editing. Editors print proofs, make corrections (spelling, color, layout) and give marked up proofs to staff so they can make the corrections themselves. Once corrections are complete, editors recheck all page elements and alert adviser when pages are ready for submission to the plant. All pages for this mini-deadline should be marked complete by October 15. Editors use Promethean Board to project sample page layouts and instruct staff on elements that should be completed before requesting editing. Assistant Editors: Two division pages are due for this deadline. Secretly contact dedication family and request photos and biography for the winning faculty member. Business Manager: Use Promethean Board to share ad sales results with staff: number of ad pages sold, amount of money collected, outstanding invoices (staff with connections to these businesses may be asked to make a contact), and progress towards goal. Section Editors: Senior section editors distribute senior statistic forms and finish up homecoming pages. Check over any pages in the section that are finished. Insert page numbers and double-check that all photos are tagged. Let the editors know that pages are finished so they can print proofs. Clubs editor identifies clubs and sends email requesting group photos from club advisers. All Staff: Meet the deadline. Make corrections in a timely fashion as requested by the editors. Begin work on the next deadline. November
2nd Mini-Deadline: November 15 (44 pages due to plant before leaving for Thanksgiving break) Editors: At the beginning of the month, editors request photos and applications for the Mr. and Miss Lancer competition. Editors finalize and submit 44 pages (received from both October and November deadlines) before leaving for Thanksgiving break. Assistant Editors: Two division pages are due for this deadline. Also, assistant editors work together to create a layout for the dedication page. Business Manager: Continue to assign new ads to pages. Mail another invoice to businesses who have not yet paid for their advertisements. Begin working on yearbook sales campaign. Plan to sell yearbooks during lunches Thanksgiving week. Request phone alert message. Post yard signs on the Friday before the sale. Ask for marquee at the front of the school to show sale dates. Hang posters. Section Editors: Run coverage report. Note students who did not have portraits made or students who are only pictured once and attempt to include candid photos of those students in the appropriate class sections. Senior section editors begin the process of the senior superlative vote by creating a ballot, allowing a student vote and announcing the winners. Junior, Sophomore, and Freshman section editors prepare layouts for portrait flowing. Senior section editors should decide on a location for superlative pictures, make a plan for taking those pictures, and begin typing up the senior stats. All Staff: Meet the deadline. Make corrections in a timely fashion as requested by the editors. Begin work on the next deadline. December 3rd Mini-Deadline: December 19 (44 pages due to plant before leaving for winter break) Editors: Complete title page. Begin researching/contacting possible celebrity judges for Mr. and Miss Lancer competition. Editors finalize and submit 44 pages (received from both October and November deadlines) before leaving for winter break. Plan holiday party. Assistant Editors: Two division pages are due for this deadline. Business Manager: Assist editors with editing ads section so ads pages can be submitted. Print ad sales report and write page numbers next to each ad as it is complete to be sure no ads have been missed. Continue to assign new ads to pages as they come in.
Section Editors: Check names of all students in the portrait section after the portrait flow to be sure that they are spelled correctly and that the names match the pictures. Alert the editors or adviser of any discrepancies so they can be corrected in the master list. All underclass portrait pages and sections will be submitted for this deadline. Senior section editors should have senior portrait pages and superlatives complete for the January deadline, double-checking all names to be sure they are spelled correctly. Senior names must be altered in the master list to reflect middle names before portrait flow. All Staff: Meet the deadline. Make corrections in a timely fashion as requested by the editors. January 4th Mini-Deadline: January 21 (48 pages due January 27) Editors: Create keynote presentation with all Mr. and Miss Lancer finalists and email it to professional photographer to determine the ten finalists. When finalists are determined, create Mr. and Miss Lancer layout and begin putting photos on the page. Contact celebrity judge and submit photos of finalists for judging. Editors finalize and submit 48 pages by January 27. Assistant Editors: Two division pages are due this deadline. Dedication page is due February deadline. Business Manager: Plan to sell yearbooks during lunches the first week of the new semester. Request phone alert message. Post yard signs on the Friday before the sale. Ask for marquee at the front of the school to show sale dates. Place any remaining ads on pages and assign. Hang posters. Section Editors: Senior section is due this deadline. Work to have all pages complete. Underclass sections should be complete at this time and those editors have assigned pages to work on. Other section editors should assist staff members with any issues, remind them of the January deadline. Monitor coverage report to make sure sections are clear of duplicate photos/people. February 5th Mini-Deadline: February 13 (44 pages due February 17) Adviser: Request nominations for Outstanding Seniors, establish a committee of faculty members to review the nominations and select finalists, and give list of finalists to the senior section editors.
Editors: Complete Mr. and Miss Lancer page. Review coverage report. Share with assistant editors so not-pictured students can still be photographed and included in the index. Begin working on opening, closing, and editor s page. Edit staff pages and provide feedback so corrections can be made. Assistant Editors: Plan index layout. Finish all division pages. Finish yearbook dedication page. Begin working on Table of Contents. Begin collecting, uploading and tagging photos for index, if applicable. Business Manager: Present budget update to class including number of books sold, number of ads sold, and progress towards goals. Section Editors: Senior section editor(s) create and complete Outstanding Seniors layout. Sports editor creates Hall of Fame layout and checks with the athletic director to see if the information is available. Hall of Fame spread is due in March for the final deadline. March Final Deadline: March 10 (All pages due to plant by March 17) Adviser: Work with assistant editors to complete index. Ask for returning staff members to complete updated applications. Send acceptance notifications to middle school students. Select and announce assistant editors and business manager for next year s staff. Editors: Complete opening, editor s page and closing. Edit and submit all remaining pages. This is the final deadline. Assistant Editors: Check coverage report and merge duplicate entries. Prepare index for flow. Prepare a yearbook informational keynote, travel to the middle school, present and recruit eighth grade students for next year s yearbook staff. When index is flowed, edit the pages, add photos and page numbers and review a final proof. Business Manager: Begin planning the last in-school yearbook sale before Annual Day. This sale will occur during the first week of April. Request phone alert message. Post yard signs on the Friday before the sale. Ask for marquee at the front of the school to show sale dates. Hang posters. April Adviser: Select 5 staff members (including next year s editors) and attend yearbook conference and begin theme development with yearbook representative. Design yearbook cover for next year s book. Order Annual Day awards.
Editors: Begin planning for Annual Day: send invitations, plan reception with Mrs. Owens, prepare assembly presentation, work on End of the Year video. Update the presentation notebook so staff with speaking parts can practice. Create and order Annual Day T-shirts. Assistant Editors: Login to spring supplement and create ladder. Create layouts. Assign staff (not seniors) to work on pages. Pair new staff with returning staff members. Request coverage/photos of spring sports and prom. Proofread cap and gown picture lists for misspellings. Request graduation speaker photo and biography. Supplement is due May 15 in order for the plant to print and ship to the school by Annual Day. Assistant Editors are the editors of the supplement and will assume all editorial responsibilities. Business Manager: Hold last in-school yearbook sale. Begin working with next year s business manager and help to assemble marketing information/ad packets. Staff will receive their summer ad sales information early in May. Choose a date for the middle school students to come after school. Working together, prepare and lead an informational session on yearbook ad sales for old and new staff. Staff: Work on spring supplement pages as assigned. All pages should be finished by May 10 to allow assistant editors enough time to edit and submit all pages on time. May Annual Day is the Friday before Memorial Day. Adviser: Assign staff members to various committees for Annual Day. Request award money for top ad sellers. Editors: Make sure all preparations are complete for Annual Day. Practice with speakers in classroom daily. Make final edits to end of the year video. Submit video to technology facilitator. Buy gift for assistant editor(s)/advisers. Assistant Editors: Wrap dedication yearbook. Prepare stage box and label all books. Confirm meeting place/hiding place for dedication family. Plan to meet the family and keep them entertained until the assembly starts. Buy gift for editor(s). Business Manager: Prepare to organize Annual Day yearbook sales. Secure list receipt, bank bag and change. Senior Section Editors: Practice speaking parts. Sports Editor: Practice speaking parts. Confirm which coach will present Hall of Fame so you can introduce him. Plan to wait at the gym entrance to welcome Hall of Fame members and take them to their seats.
Underclassmen: Clean yearbook room in preparation for arrival of yearbooks. When yearbooks arrive, prepare them for distribution. This includes cross-referencing our records with materials received, adding yearbook supplements to each book, putting all books in alphabetical order and clearly labeling each book for easier distribution. All Staff: Make sure concession stand is clean. Prepare decorations and plan to stay the night before to decorate the hallway and gymnasium/stage. Help to organize yearbook room in preparation for distribution. June/July All staff sells assigned ads which are due the first week of school.