New Adviser Checklist

NEW ADVISER CHECKLIST

 
Download PDF →

ESSENTIALS

  • Follow HJYearbook on Facebook, Instagram and Twitter. And, add herffjones.com as an approved sender for your email.
  • Watch for our Adviser Assistance email. It’s packed with practical, timely links so you don’t have to learn everything on day one.
  • Help your staff choose a theme and a cover that goes with it. Check out the Theme and Voice tab at LearnYBK.com.
  •  
    Check out these life-savers:

 
NEXT LEVEL

 
EXPERT

  • Schedule a chat with your school office/support staff. They can be your best source to uncover your source for the following:
    • School photographer and photo day process
    • Student name/parent email lists for eBusiness/book sales
    • Book sales success: What has worked in the past? What hasn’t worked?
    • Notes from previous years
  • Schedule a chat with your principal(s)
    • What is his/her vision for the yearbook?
    • What did they like about the book?
    • What might they change?
  • Assign spreads and staffers to each deadline. Create a calendar and make sure everyone, including parents, know what’s up.

 

 

filed under:

Monthly Checklists

Monthly Checklists

You love lists. We love lists. Check out our to-do lists, so you don’t miss a step in the yearbook process.

January_Checklist

JANUARY
CHECKLIST

View Now →

Download PDF →

February_Checklist

FEBRUARY
CHECKLIST

View Now →

Download PDF →

March_Checklist

MARCH
CHECKLIST

View Now →

Download PDF →

April_Checklist

APRIL
CHECKLIST

View Now →

Download PDF →

August_Checklist

AUGUST
CHECKLIST

View Now →

Download PDF →

September_Checklist

SEPTEMBER
CHECKLIST

View Now →

Download PDF →

January_Checklist

OCTOBER
CHECKLIST

View Now →

Download PDF →

November_Checklist

NOVEMBER
CHECKLIST

View Now →

Download PDF →

December_Checklist

DECEMBER
CHECKLIST

View Now →

Download PDF →

 

filed under:

January Checklist

JANUARY CHECKLIST

Download PDF →
 
ESSENTIALS

  • Winter sports team photos happen now. Ask coaches or players you know to ID players. Double-check using team rosters.
  • Personalization lists are due to the plant. Check them carefully. Twice.
  • Run the “non-buyers” report on eBusiness to identify who still needs to buy a book. Get creative and make some sales.
  • Enter sales into eBusiness to keep accurate records. Send invoices for all ads with balances due.
  • Enter any complimentary copies (office, media center, administration, resource officer, etc.) into eBusiness for accurate order numbers.
  • Dream of distribution day. Schedule the big day at least five days after your ship date. How will you promote? Do you get to have a signing party or distribution event?

 
NEXT LEVEL

  • Plan a series of sales promotions around upcoming holidays and school events.
  • Confirm your deposits are up to date. Deposits total 90 percent of your base agreement price, with the final 10 percent reflected on your final invoice, along with any upgrades or shipping if applicable.
  • Distribute staff applications for next year. Interview, recruit and ask for recommendations.
  • Check and recheck your master list of ads sold and confirm they are included in the book. Do you ask parents to proof their ads? There’s a sample proof form on LearnYBK.com.

 
EXPERT

  • Get started on spring sports or senior supplements. These are great training tools for younger staffers, plus they generate additional revenue.

 

 

filed under:

February Checklist

FEBRUARY CHECKLIST

Download PDF →
 
ESSENTIALS

  • Deadlines. Focus on proofreading, checking bylines and getting pages submitted. If that’s your single focus this month, that’s OK.
  • Run the index builder to find misspelled names before pages are final.
  • You’ve already set your book order quantity by now. Keep up book sales efforts, but make sure you don’t oversell.
  • Plan a “March madness” sales push. Get the word out in every way possible that this is the last chance to get a book prior to distribution.
  • Post lists of buyers to both reassure and thank your supporters.
  • Consider giving students a sneak peek of a yearbook spread or two as part of your sales efforts.
  • Enter sales into eBusiness on a weekly basis to keep accurate records.

 
NEXT LEVEL

  • Promote from within. Decide which staffers will be your next editors and make sure they are getting on-the-job training.
  • Recruit while students are choosing classes for next year. Enlist the help of English, art and business teachers to get suggestions. Sometimes all you have to do is make connections with students to convert them to yearbookers.
  • Set your sights on spring. Are you producing a supplement? A senior magazine? These are great ways to train next year’s editors and team leaders. Let them take the reins.
  • Coverage sells books. Let non-buyers know they’re included in the book and send them to YearbookOrderCenter.com.
  • Discuss plans for distribution with administration. Schedule the big day no earlier than five days after your ship date. Will you host a signing party? Senior assembly? Yearbook night after school?

 
EXPERT

  • Review your critiques from last year. Did you meet your goals? Are there last-minute fixes you can implement?
  • Plan around your spring workshop. Don’t miss those deadlines!

 

 

filed under:

March Checklist

MARCH CHECKLIST

Download PDF →
 
ESSENTIALS

  • Warm and sunny day? All hands on deck to get spring sports covered!
  • As you make pages final, assign a staffer to clean up computer files and archive this year’s work.
  • Run your index (again). Make sure a responsible staffer has ownership of the index and is tracking finalized pages.
  • Supplements should be underway. These are great training tools for younger staffers.
  • Know your end date for selling books through Yearbook Order Center and publicize it to those last-minute buyers.
  • Run eBusiness reports to identify who still needs to buy a book. And, if you still have unsold books (and you do in-school sales), keep selling to non-buyers.
  • Do you have a distribution day plan? It’s not too early.

 
NEXT LEVEL

  • Interview applicants for next year’s staff. If you don’t have the best of the best, start recruiting and asking for recommendations.
  • Look for summer workshops in your area and start the paperwork to make those happen.
  • Plan fundraisers for the spring. Photo booths at prom, car washes, yard sales.
  • Look at your photography equipment and start your wishlist for next year.

 
EXPERT

  • Start training your editors and leaders for next year. Make time for your new leaders to shadow their peers, especially if you have seniors graduating.
  • Plan around your spring workshop. Don’t miss those deadlines!

 

 

filed under:

April Checklist

APRIL CHECKLIST

Download PDF →
 
DISTRIBUTION DAY

  • Will you be moving boxes and setting up tables?
  • How will you handle “extras” such as name plates, dust jackets and autograph supplements?
  • Think through how you’ll distribute personalized books without mixing up names.
  • Will students need places to sign books? Will it be a party atmosphere?
  • How will students prove their payments? Did you know Herff Jones has wristbands you can hand out as entry tickets to your events?
  • Check out yearbookdiscoveries.com for all the goodies you need to pull off the best yearbook day ever.
  • Make a kit for last-minute sales with a receipt book, computer, pens and money collection envelopes. Make sure you have staffers assigned to a sales table.
  • Print a distribution list from eBusiness and resolve any potential issues such as duplicate orders, balances due, missing information or students who have moved.
  • If you opt for name plates, you should receive them in time to check spelling and cross-check against your eBusiness list. You may even have time to order replacements.
  • When books arrive, take a minute to have a special reveal moment with your staffers. Make it special, and take lots of pictures!
  • Inspect and count all of your books when they arrive. We try to send extras to account for any scuffs acquired during shipping.
  • Don’t forget to pull books for your classroom, administrators, the library, contests and critiques. When you get down to about five books, start a waiting list.
  • Keep entering all sales into eBusiness so your records are correct.

 
PLAN AHEAD

  • It’s time to get your spring supplement done! Allow two to three weeks for printing and shipping.
  • Get next year’s staffers together and let them know about summer workshops. Plan some whole-staff activities for the spring.

 

 

filed under:

May Checklist

MAY CHECKLIST

Download PDF →
 
ESSENTIALS

  • If you’re planning distribution day, check the April checklist, which was dedicated to that very topic.
  • Submit your supplement now.
  • Make your final invoice payment and plan your budget for next year.
  • Submit your book to Portfolio, a showcase of Herff Jones’ best books. Find the form at YearbookDiscoveries.com.
  • Write thank you notes to all who assisted with this year’s book.

 
NEXT LEVEL

  • Submit your book to NSPA, CSPA and state organizations for evaluations.
  • Have outgoing editors write job descriptions and letters to next year’s editors.
  • Hold one-on-one interviews with each staff member about the good and bad of the year. Compile ideas for future growth.
  • Design theme packets as a class project.
  • Create a tentative ladder.
  • Notify rising seniors and their parents about required photo deadlines and costs. If possible, insert a flyer into rising senior newsletters and mail from the school.

 
EXPERT

  • Plan next year’s ad campaign and begin selling. Send renewal letters to all existing advertisers.
  • Get book and ad sales fliers ready for next year’s registration packet or online newsletter. Update your school website for the summer.
  • Develop an exchange list and share your book (or PDFs of your favorite spreads) with other schools.
  • Establish a plan for summer coverage.
  • Schedule summer get-togethers and make contact lists. Start team-building between new and incoming staffers.
  • Make final summer camp arrangements.

 

 

filed under:

June Checklist

JUNE CHECKLIST

Download PDF →
 
ESSENTIALS

  • Make your final invoice payment and budget for next year. Your final invoice reflects 10 percent of your printing agreement, along with any upgrades or shipping, if applicable.
  • Plan for summer coverage. Think about events in the community as well as those related to school.
  • Schedule staff social events. Build mentoring relationships between new and incoming staffers early.
  • Make final summer workshop plans.
  • Organize computer files and archive your final spreads (InDesign). Export a PDF file of your book and send it to your rep.
  • If you haven’t already, submit your book to Portfolio by July 1 (spring delivery). Find the form here.
  • Submit your book to NSPA, CSPA and state organizations for critiques.
  • Create a tentative ladder.

 
NEXT LEVEL

  • Develop next year’s theme. Brainstorm ways to carry it through the book. Let it sit for a while and see if it still seems relevant and fresh. Consensus isn’t always the answer.
  • Give staffers an assignment to build portfolios of their work. Hello résumé!

 
EXPERT

  • If you haven’t already, develop an exchange list and share your book (or PDFs of your favorite spreads) with other schools — and with us at ybk@herffjones.com.
  • Write thank you notes to all who assisted with the book, including advertisers.
  • Send renewal letters to all existing advertisers.
  • Notify rising seniors and their parents about photo deadlines and costs. If possible, insert a flier into rising senior report cards or senior product mailings.

 

 

filed under:

July Checklist

JULY CHECKLIST

Download PDF →
 
ESSENTIALS

  • Rest, relax and then read our curriculum. If you don’t have the full 12-booklet set, you can order one at herff.ly/curriculum-set.
  • If your book delivers in the summer or fall, make sure to submit it for consideration for Portfolio Vol. 25. Find the form here.
  • Oh gosh! Did you just get here? Are you ovewhelmed already? No worries! Take a deep breath and check out herff.ly/newadviser.

 
NEXT LEVEL

  • Plan a boot camp for the days before school starts. Check out section two of the curriculum, Teams and Leaders, for help.
  • Check out our library of podcasts for even more ideas from some of the best and brightest yearbook minds. And remember, you’re not alone in the yearbook world.
  • Even if you’re not attending a yearbook workshop over the summer, it’s great fun to get your staff together at a local coffee shop or bookstore. A couple hours of bonding and looking for inspiration starts the year off right.
  • Reconnect with your staffers about summer coverage. Are teams holding practices? Are there club or student government retreats? Grabbing candid photos at some of these events will feel like money in the bank when school starts.

 
EXPERT

Attending a summer workshop with your staff? Here’s a mini checklist:

    1. Theme (verbal and visual)
    2. A long list of theme spin-off ideas
    3. Cover design
    4. Endsheets (plain or printed?)
    5. Tentative ladder
    6. Learning, bonding and fun!

 

 

filed under:

August Checklist

AUGUST CHECKLIST

Download PDF →
 
ESSENTIALS

  • Get your hands on our new curriculum, How to Yearbook: The HJ Way, available in print through your rep and supplements online at LearnYBK.com.
    If you’re new, read the Welcome section!
  • Ramp up with online video tutorials for eDesign and InDesign.
    (Click the help button when you’re logged in to eDesign or check out the Learn menu on myHJyearbook.com.)
  • Set your important dates with administrators: Picture day, club picture day, etc.
  • Set up eBusiness. Start at myHJyearbook.com and click on the Setup menu.
  • Sell that book. Don’t miss the opportunity to sell yearbooks at registration or back-to-school nights. Consider offering the lowest price of the year at these events.
  • Have you called your rep today? Make sure you have hammered out budgets, deadlines and other important details.
  • Find your HJ kit and start making decisions about the book. Use the desk ladder or wall ladder to chart a coverage plan. Choose fonts, color palettes and designs using the other kit resources.

 
NEXT LEVEL

  • If you already have a theme for this year, decide if you’ll follow a traditional coverage model or an alternative plan, like chronological or umbrella.
    (Check out section five of How to Yearbook for more.)
  • Get those photographers snappin’. Make sure your staffers are capturing the images of the year as school begins.
  • Review roles of staffers, discuss workflow, approval process and begin gathering content for
    the first deadline.
  • Every book needs a cover! Ask your rep about making a plant cover artist appointment.
  • If you have returning staffers, they should be planning the look and feel of the book.
    Make sure they are considering opening/closing, endsheets, dividers and page template options.

 
EXPERT

  • Start putting type packages together for headlines. Choose styles for caption lead-ins,
    subheads and sidebars.
  • Some people start working from the back of the book with ads.
    Some start with student life coverage like summer trips and trends. Either way, jump right in and get started. Brainstorming sessions are great team-builders.
  • Chart your deadlines and assign spreads to each.
    Make a calendar of worknights and make sure everyone, including parents, know what’s up.

 

 

filed under: