EHS Yearbook: Policies and Procedures
EHS Yearbook: Policies and Procedures
Embedded Files
The following document is provided as a formal record of the Eureka High School Yearbook policies and procedures as a program and business. Please reference this document in regards to our program policies and regulations.
The Eureka High School Yearbook staff is committed to serving Eureka students, faculty, staff, and the community fairly, professionally, accurately, and without malice. We strive to create a yearbook that is aesthetically pleasing, interesting to read, representative of the diversity within our student body, and worthy of submitting to journalism competitions. It should represent the hard work of our yearbook staff and honor those within our community.
YEARBOOK STAFF
YEARBOOK STAFF
Yearbook is offered as a class at Eureka High School to students grades 10-12. Yearbook students, also referred to as “staff,” are expected to meet and follow the guidelines below:
Staff members will:
Show integrity
Strive for diversity in the yearbook rather than focusing on the same students repeatedly
Be professional and courteous while covering activities and taking interviews and photographs
Quote sources accurately
Cite facts accurately and objectively
Obtain permission before entering any classroom or activity when taking pictures or conducting interviews
Edit carefully for spelling, grammar, and mechanics
Avoid controversial topics that may be considered inappropriate by members of the community
Earn and maintain public trust
Be careful with all yearbook property, such as cameras, tripods, print material, computers, and memory cards.
Meet school eligibility requirements
Staff members will not:
Write captions or copy that is libelous, sexual in nature, intrusive of a person’s privacy, or that which may promote hostility or violence
Disrupt any classroom or school activity when taking pictures or conducting interviews
Make up facts or quotes
Distort the truth
Allow quotes that they don’t fully understand (ex: acronyms, private jokes)
Fail to check the spelling of a person’s name
Plagiarize from sources outside the yearbook, such as the internet
Use their standing as yearbook staff for personal gain or special treatment for themselves or their friends
Use profanity or any other content that may be considered offensive by a reader
Include photos of students breaking school rules such as inappropriate dress, hand gestures, gang symbols, etc.
Print slanderous or negative quotes by students or staff members
Act in a careless manner with the camera or any other equipment
Borrow a camera or any other equipment from the yearbook supplies without the permission of the advisor or leadership member
Return a camera or other equipment to anyone other than the advisor or a leadership member
Lend a camera, press pass, or any other equipment to any person outside of the yearbook staff
Use any copyrighted material, such as professional photos, song lyrics, published poems, etc., without permission or proper citation
Abuse the privileges of the press pass or staff badges
Yearbook Member Status
Yearbook staff members are required to work hard to fit the above requirements and expectations. Yearbook members who do not meet these standards may be removed from the yearbook staff by the advisor as deemed appropriate. Depending on the nature of removal, the advisor and school administration reserve the right to revoke a student’s ability to reenroll in the yearbook class in future years.
Yearbook Portraits
Yearbook Portraits
A yearbook portrait, also often referred to as a “mugshot,” is the portrait of the student or faculty member within the yearbook. This image is typically a headshot, from shoulders and up. These photos are taken for Eureka City Schools by the Lifetouch company. The below guidelines outline the policies revolving around yearbook portraits.
Inclusion
Inclusion
All students who were at any point in time enrolled in Eureka High School classes during the current school year will be listed in the yearbook as a student in the portraits section (the historical aspect of the yearbook), as well as possibly featured throughout the yearbook on relevant spreads. If a student doesn’t have a school portrait on file, their name will be listed under “Not Pictured.”
Listed Grade
Sometimes students will be listed as one grade level in the beginning of the year and another grade level after the end of the first semester. What grade level the student appears in within the portrait section of the yearbook will entirely depend on what grade they were listed as in the system at the time of the creation of the portrait section. This will most often be the grade that they are listed as (based on credits) at the beginning of the school year. Once the portrait section is submitted, it cannot be changed for a grade level change.
Senior Portraits
Senior Portraits
Senior portraits must be submitted by a specified date (see website for this year’s information) in December each year via the Google Form sent to all seniors and linked on the EHS Yearbook website. Students and families should make sure that the image is school-appropriate, has a resolution of at least 300 ppi (pixels per inch), and is in .jpg or .png format when submitted. (No weapons of any kind are permitted to be pictured in the yearbook.)
In order to get the best quality image, students should submit an image in portrait orientation. Landscape photos will be cropped. In the book, the print size of each portrait will be about 1.75"W x 2.5"H
Underclass Portraits
Underclass Portraits
Underclass portraits refer to portraits for all students grades 9-11. The following guidelines apply to all students grades 9-11:
These students may only use their official school photo from Picture Day with Lifetouch (typically scheduled in early fall) or the make-up day
If a picture is retaken, the retake will be used in the yearbook unless we are directly contacted by the student or a parent/guardian
Students who do not get a photo taken will be listed on the portrait page as “Not Pictured” (the previous year’s photo will not be used instead, nor can students submit an alternative photo)
SENIOR MATERIALS
SENIOR MATERIALS
SENIOR QUOTES
Senior quotes are a common staple of a yearbook. This allows seniors to provide their own blurb to be included with their portrait in the Senior section of the book. The inclusion of senior quotes is not guaranteed each year. The decision to include senior quotes or not is up to the discretion of the Yearbook advisor and staff.
If the Yearbook staff decides to include senior quotes in the year’s yearbook, seniors will be contacted to provide a quote via a Google Form. The deadline for submission will be included in the Google Form. By completing the form and submitting a quote, seniors are agreeing to the following terms and conditions:
You are submitting a senior quote that is appropriate for school purposes. Senior quotes that are deemed not appropriate for publication in the [school year] Eureka Yearbook will not be used. IF you are contacted to submit a new quote, and choose to submit a quote that is not school-appropriate again, you forfeit your privilege to a senior quote.
The Yearbook staff reserves the right to correct senior quotes for spelling, grammar, punctuation, etc., as deemed necessary. The Yearbook staff will also include who the quote came from.
Failure to submit a senior quote by the advertised deadline will result in you forfeiting your privilege to a senior quote in the yearbook.
If you have any questions or concerns, please contact the current Yearbook advisor as soon as possible.
SENIOR SUPERLATIVES
SENIOR SUPERLATIVES
Senior superlatives are another common staple of a yearbook. This allows seniors to vote on who fits certain titles best in their graduating class. The inclusion of senior superlatives is not guaranteed each year. The decision to include senior superlatives or not is up to the discretion of the Yearbook advisor and staff.
Titles
Titles
The titles, or categories, for senior superlatives are chosen by the senior yearbook staff members each year. The titles will not be the same each year. Titles are selected in an attempt to offer variety, fit the overall “vibe” of the senior class, and allow for diversity. Students may send suggestions for senior superlatives by emailing them to us as needhamc@eurekacityschools.org
Voting
Voting
Once the superlative titles have been chosen and approved by the advisor, a Google Form will be created and sent to the seniors via email. Students will vote for two winners for each title. After the deadline, which will be provided in the email and the Google Form, submissions will no longer be allowed, and the names will be tallied.
Winners
Winners
Winners for senior superlatives will be contacted directly by the advisor or senior staff to notify them of their win. All winners will be required to sign a consent form to verify that they are okay with this superlative being tied to their name in the yearbook. When a student chooses to deny their senior superlative, it will go to the runner-up for that title. Each person may only win one individual and one group category. If someone wins in additional categories, they may choose which award they would like. After that, their other award(s) will go to the runner(s) up.
Photos
Photos
The photos for senior superlatives are taken in the spring semester by the senior yearbook staff. Senior superlative photos will be fit into the schedule, and the student winners (and their teachers) will be notified of their appointment ahead of time. These photos will be the two winners of each title, together in one photo. Students who are absent that day or do not attend their appointment time will not be able to get a retake at another time. Their name will still be listed on the senior superlative spread.
ADVERTISEMENTS
ADVERTISEMENTS
The Yearbook program offers many advertising opportunities. These include business ads, senior ads, and baby photos. Deadlines for payments, contracts, and additional material are available on our website.
Money from advertisement sales go towards the following items:
Our yearly bill from the printing company
Our yearly shipment bill
Our other bills from various companies
New equipment for the program (such as cameras, memory cards, etc.)
Educational opportunities for students (such as workshops, field trips, etc.)
Business Advertisements
Business Advertisements
Business advertisements are ads purchased by a business, company, or group to support the Yearbook program and receive an advertisement in the back of the yearbook.
Business advertisements are sold by yearbook staff members and/or the advisor and are featured in the back of the yearbook. See the business ad page for full details and options.
Yearbook staff members are able to leave school one day a year to attend an event called “Ad Sales Day.” On this day, staff members will schedule meetings with potential businesses to tell them about the options available. On Ad Sales Day, staff members are expected to be courteous and professional. Businesses are asked to be polite and patient with our students as they learn and navigate how to talk to the community and sell ads. Ad Sales Day is typically scheduled in the Fall semester.
Business ads are expected to meet the following guidelines:
No advertisements with libelous, obscene, or offensive material, such as those that promote the use of illicit drugs, alcohol, smoking, or firearms
All materials must be submitted by the specified deadline
Advertisers must submit clear, focused photos and cannot submit copyrighted material
Advertisers may either submit their own ad or opt for a staff member to design their ad for them
Staff-designed ads are not created until a contract and payment are received from the business
Ad space will not be reserved until an ad is paid for
Senior Advertisements
Senior Advertisements
Senior advertisements are ads purchased by a current Eureka High School senior or on their behalf by someone such as a parent, guardian, family member, or friend. The purpose of a senior ad is to give the purchaser (usually a parent or guardian) the opportunity to share a few selected images of their student and leave a personalized message for their student to see in the yearbook for years to come. See the Senior Ads page for full details.
Senior ads are expected to meet the following guidelines:
No photos or text with libelous, obscene, or offensive material, such as those that promote the use of illicit drugs, alcohol, smoking, firearms, or violence
No photos that are violent or sexual in nature, inappropriate for publication in a school yearbook, etc.
All materials must be submitted by the specified deadline
Advertisers must submit clear, focused photos and may not submit copyrighted material
Advertisers may submit completed ads in .jpg or .png format or they may request that the Yearbook staff/advisor create their ad
Staff-designed ads are not created until a contract and payment are received from the business
Ad space will not be reserved until an ad is paid for
Once an ad has been created by the staff or advisor, a draft design will be sent to the purchaser of the ad for approval via email. It will include an “approve by” deadline. Any advertisements that do not get an email (or other contact) back before the deadline will be automatically approved for the yearbook.
SENIOR MATERIALS
SENIOR MATERIALS
SENIOR QUOTES
Senior quotes are a common staple of a yearbook. This allows seniors to provide their own blurb to be included with their portrait in the Senior section of the book. The inclusion of senior quotes is not guaranteed each year. The decision to include senior quotes or not is up to the discretion of the Yearbook advisor and staff.
If the Yearbook staff decides to include senior quotes in the year’s yearbook, seniors will be contacted to provide a quote via a Google Form. The deadline for submission will be included in the Google Form. By completing the form and submitting a quote, seniors are agreeing to the following terms and conditions:
You are submitting a senior quote that is appropriate for school purposes. Senior quotes that are deemed not appropriate for publication in the [school year] Eureka Yearbook will not be used. IF you are contacted to submit a new quote, and choose to submit a quote that is not school-appropriate again, you forfeit your privilege to a senior quote.
The Yearbook staff reserves the right to correct senior quotes for spelling, grammar, punctuation, etc., as deemed necessary. The Yearbook staff will also include who the quote came from.
Failure to submit a senior quote by the advertised deadline will result in you forfeiting your privilege to a senior quote in the yearbook.
If you have any questions or concerns, please contact the current Yearbook advisor as soon as possible.
SENIOR SUPERLATIVES
SENIOR SUPERLATIVES
Senior superlatives are another common staple of a yearbook. This allows seniors to vote on who fits certain titles best in their graduating class. The inclusion of senior superlatives is not guaranteed each year. The decision to include senior superlatives or not is up to the discretion of the Yearbook advisor and staff.
Titles
Titles
The titles, or categories, for senior superlatives are chosen by the senior yearbook staff members each year. The titles will not be the same each year. Titles are selected in an attempt to offer variety, fit the overall “vibe” of the senior class, and allow for diversity. Students may send suggestions for senior superlatives by emailing them to us as needhamc@eurekacityschools.org
Voting
Voting
Once the superlative titles have been chosen and approved by the advisor, a Google Form will be created and sent to the seniors via email. Students will vote for two winners for each title. After the deadline, which will be provided in the email and the Google Form, submissions will no longer be allowed, and the names will be tallied.
Winners
Winners
Winners for senior superlatives will be contacted directly by the advisor or senior staff to notify them of their win. All winners will be required to sign a consent form to verify that they are okay with this superlative being tied to their name in the yearbook. When a student chooses to deny their senior superlative, it will go to the runner-up for that title. Each person may only win one individual and one group category. If someone wins in additional categories, they may choose which award they would like. After that, their other award(s) will go to the runner(s) up.
Photos
Photos
The photos for senior superlatives are taken in the spring semester by the senior yearbook staff. Senior superlative photos will be fit into the schedule, and the student winners (and their teachers) will be notified of their appointment ahead of time. These photos will be the two winners of each title, together in one photo. Students who are absent that day or do not attend their appointment time will not be able to get a retake at another time. Their name will still be listed on the senior superlative spread.
COVerage
COVerage
The Eureka High School Yearbook staff creates the “ladder” at the beginning of the school year. We reserve the right to determine the coverage and design of every layout in every publication.
Due to limited space in the yearbook, the following guidelines will apply to the ladder and coverage:
Events, clubs, and organizations that do not communicate with the Yearbook program in order to get coverage may be removed from the ladder or grouped with another event/club/organization
Sports, events, clubs, and organizations that are not through Eureka High School will not be eligible for their own spread/page in the ladder
The ladder is subject to change based on the judgment of the staff
If students or staff members would like to request certain coverage, they must do so during the first quarter of the school year, and the staff will decide whether or not to honor the request
Names
Names
Names may vary within the yearbook. The staff will follow the guidelines below in terms of names throughout the yearbook:
The portrait section (seen as the historical aspect of the yearbook) will utilize the legal name on record for each student and faculty member
Names of teachers throughout the book (excluding the portrait section) will be their prefix and first and last name (ex: Ms. Jane Smith or Mr. John Smith)
Names of students throughout the book (excluding the portrait section) will be their preferred name if it is known by the yearbook staff (ex: Abigail might go by Abby, but we can only use Abby if we are aware of this preference)
Yearbook is a form of journalism and we follow journalistic guidelines – after an individual has been named in a piece of text (story, caption, or otherwise), they are further referred to by their last name only
Grade levels and/or employment status is provided with their names throughout the book
Diversity
Diversity
It is our goal to represent as many different students as possible. Our goal is for each student to be in the book at least three different times. This is only possible based on the resources available to the staff. Parents and teachers are encouraged to take photos at events and during exciting projects to submit to the yearbook staff for possible use in the yearbook.
Altering Photographs
Altering Photographs
Staff members will not manipulate images in order to misrepresent events. Photos will be touched up only to improve the quality. Photos may be lightened, darkened, sharpened, or otherwise made presentable for publication.
Sports Coverage
Sports Coverage
The yearbook staff will cover school-sponsored sports only. We cannot guarantee a full spread due to space limitations. Please reference our coverage guidelines previously stated.
Sports coaches are highly encouraged to send a complete scoreboard of the season to the yearbook advisor as soon as the season is complete. Otherwise, we cannot guarantee a scoreboard in the yearbook. Sports coaches are also encouraged to share the sports schedule with the advisor so that coverage can be arranged.
Clubs & Organizations Coverage
Clubs & Organizations Coverage
The staff will make every effort to include every school club and organization in the yearbook. Faculty and students are encouraged to notify the advisor and staff of any new clubs and organizations so that we can attempt to fit them into the ladder. Coverage is not guaranteed.
Group Photo Day
Group Photo Day
Each club/organization will be informed of Group Photo Day when it is scheduled (usually in the fall semester). If a group member misses the appointment, they will not be included in the photo, and a separate photo will not be taken. If the entire group does not show up at the scheduled time, the group will not receive a photo in the group photos section of the yearbook. These photos are taken by the yearbook staff.
The advisors for each group will be required to submit a complete roster of the group’s members prior to Group Photo Day. This is to ensure that only students who belong in the photo are there, and it helps us to make sure we include all names correctly in the group photo section of the yearbook with the photo.
RETIREMENTS
RETIREMENTS
If the yearbook staff is made aware of a teacher who plans to retire at the end of the school year, we will make every effort to provide a dedication page to the teacher in the yearbook to honor their time at Eureka High School. The sooner the staff is made aware of the retirement, the better chance at a retirement page being created. Please inform the advisor of any retirements before the end of the first semester for the best chance at a retirement page. These will be included as space permits. We cannot guarantee that we will have the space or time to do this for every retirement.
OBITUARIES
The Yearbook program will treat all deaths with respect and dignity. A student or staff member who passes may be given a memorial in the yearbook as space permits. We cannot guarantee that we will have space or time to do this for every student or staff member. Memorials will only be included if consent is provided by the remaining family of the deceased.
PURCHASING YEARBOOKS
PURCHASING YEARBOOKS
The Eureka High School Yearbook is considered a “spring” book. This means that we finish creating our yearbook in mid-April and then send it to be printed so it can be delivered by the end of the school year.
Preorders
Preorders
All yearbook purchases for the current school year placed before the copy count is due are considered a “preorder.” Preorders can be purchased through any of the following methods:
Online at www.YearbookForever.com using a debit or credit card
In person by visiting the EHS Finance Office using cash, a check, or a credit card
After the copy count is finalized, yearbooks can no longer be pre-ordered and the remaining books are first-come, first-served. These books can only by purchased in the finance office.
Prices & Deadlines
Prices & Deadlines
Yearbooks are available for pre-order starting in early August before the school year begins. The price of the yearbook will vary year to year, as the prices of materials, publication fees, and shipping costs change. We highly recommend that families pre-order their yearbook at the beginning of the year to get the best price. Yearbooks are not available for preorder after a certain date (check out our website for this year’s deadline).
Distribution & Remaining Purchases
Distribution & Remaining Purchases
Once yearbooks are delivered, a distribution plan will be created by the yearbook staff to ensure every person who preordered a yearbook receives their book. This distribution plan will vary from year to year. Yearbooks will not be allowed to be picked up early. The yearbook staff is not responsible for mailing yearbooks to students.
Parents and students who did not preorder a book will have to wait until distribution to purchase a book. Depending on the amount of presales and overrun copies, there may not be many extra yearbooks. Yearbooks can be purchased from the advisor on a first-come, first-served basis until the yearbooks run out. Yearbook prices may increase at this time.
At the time of distribution, each yearbook must be signed for by the student or parent/guardian in order to receive the book. Refusal to sign for the book will result in the book remaining in the custody of the finance office. This strict policy is in place to ensure that every student receives the yearbook they purchased, no more and no less. Once a book has been signed for, a replacement will not be provided unless purchased in full. Lost yearbooks are not our responsibility.
Returns & Exchanges
Returns & Exchanges
All book sales are final. Once a book has been purchased, no refund will be given.
A damaged yearbook will be exchanged only if the damage is discovered before the student writes in the yearbook. The damage must be at the fault of the printer, not the student or a situation that occurred after the student received the book in originally good condition.
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