Publication Policies

Our yearbook publication strives to maintain the highest standards of accuracy, integrity, and completeness. The following guidelines ensure that our work meets these standards:

1. Accuracy in Names and Identifications:

   • Names of students, faculty, administration, and other sources must be checked for accuracy by the writer.

   • The editor or adviser is not responsible for inaccuracies in presenting names within a story.

2. Fact Verification:

   • All facts must be verifiable by at least two sources. All quotes are subject to verification by the editors and/or adviser.

   • Any story containing fictitious quotes will be discarded in its entirety, and the writer will be placed on disciplinary probation.

   • Each staff member is responsible for quote collections in a notebook/spiral, which will be collected at the end of each year and placed on file for two years.

3. Responsibility and Integrity:

   • The staff and adviser are responsible for all material that appears in school publications.

   • Administrators have a non-review role but may control content prior to publication according to the Hazelwood court decision. They may offer advice on sensitive issues and provide warranted criticisms following publication.

   • School publications will go to press with the facts as they stand on deadline, assuming responsibility for the accuracy of these facts.

   • Rumor, gossip, or innuendo will never be the basis for any story appearing in school publications.

4. Gifts and Considerations:

   • No member of the publications staff will accept any free gifts, considerations, or passes that might compromise the integrity of the school's publications or the objectivity of its reporters.

   • The Seneca Valley High School Yearbook Program receives season passes to sporting events free of charge to properly produce an active, accurate account of the event. These passes should not be used for personal reasons.

5. Adherence to Stylebook:

   • All copy must conform to the department’s Stylebook, contained within this Staff Manual. When the publications’ stylebook does not have the answer, the AP Stylebook will be consulted.

6. Corrections:

   • When an error merits a proper correction, as determined by the editor or adviser, it will be promptly published in the next publication.

7. Affiliations:

   • School publications are members of the UIL-ILPC, TAJE, NSPA, CSPA, Quill and Scroll, and JEA. We receive critiques from some of these sources and adhere to these organizations' guidelines.

8. Use of Website Sources:

   • Website sources used must be accredited and approved by the editor and/or adviser. Any source used must be cited within the story, and proper permission must be obtained from the source.

• Students shall have the right to exercise freedom of expression and to address policies publicly, privately, in writing, in visual form, or orally and may advocate change in any law, policy, or regulation. 

• Students have a responsibility to see that expressions do not interfere with the educational program. 

• Students have a responsibility not to use statements or visual imagery that is obscene, slanderous, or libelous; nor to use disruptive tactics; nor to advocate violation of the law or school regulations.

The following guidelines ensure proper credit and ownership of all content published by the Seneca Valley High School Yearbook Program, The Aquilian:

1. Bylines and Credits:

   • Any full-length story that includes original reporting will carry a proper byline, including the title.

   • Any art or photo will carry a proper byline or credit line.

   • Bylines should not be cut for space reasons.

2. Reproduction and Ownership:

   • Any story written or photo taken for The Aquilian cannot be reproduced in any fashion without consent from the writer and the adviser.

   • All content (written or photos) published belongs to the Seneca Valley Yearbook program and cannot be reproduced without permission.

   • The Aquilian encourages and assists students in building an online portfolio to showcase learned skills.

   • Advisers and administration request that students do not sell or distribute owned materials until after graduation to avoid competition with yearbook sales and readership.

   • Photos and stories published in The Aquilian will not break any copyright laws.

Exclusive Use:

• All equipment (computers, cameras, printer, batteries, etc.) is strictly for use by the Seneca Valley Yearbook Program.

• Students must obtain special permission from the adviser for any other purposes.

External Usage:

• No outside organization may use equipment unless approved by the adviser.

Food and Drink Policy:

• No food or drinks are allowed around computer or camera equipment.

Equipment Checkout:

• All equipment must be properly checked out through the adviser.

• Release forms with the value of the equipment must be signed by a parent and staff member before the equipment is issued.

• Staff members are responsible for the condition of the equipment and must pay for any damages in full.

Libelous Material:

• Students cannot publish or distribute libelous material. Libelous statements are provably false and unprivileged statements that injure an individual’s or business’s reputation in the community, including:

  • Public officials who hold an elected or appointed office

  • Individuals known for personal achievements

  • School employees

  • Students, staff, or faculty members

Fair Comment Rule:

• Under the “fair comment rule,” a student may express an opinion on a matter of public interest as long as it is in good taste and approved by the editor and the adviser – and in some cases, the principal.

Obscene Materials:

• Students are strictly prohibited from publishing materials that are obscene, including:

  • Content related to sex, drugs, and alcohol

  • Gang activities

  • Foul language

Disruptive Materials:

• Students are prohibited from publishing or distributing materials that will cause a material and substantial disruption of school activities, including:

  • Seizures of personal property

  • Strikes

  • School boycotting or walk-outs

  • Fights

Prohibited Content:

• Students are also prohibited from distributing or publishing any of the following materials:

  • Racial/ethnic slurs

  • Slander/libel

  • Racial remarks or undertones

  • Violence or threats thereof

  • Content lacking serious literary, artistic, political, or scientific value

Photos with Hand Gestures:

• Additionally, photos depicting hand gestures are prohibited unless approved by the editor and the adviser.

Student Work Posting Restrictions:

• Any student work cannot be posted to personal social media sites, blogs, or websites.

Engagement with SVHS Yearbook Accounts:

• Students may retweet/like from the SVHS Yearbook accounts.

Commenting Restrictions:

• Journalism students are to refrain from posting comments on other people’s personal sites, blogs, or social media pages concerning any item within the journalism program.

Use of Department's Social Media:

• Students given passwords to the department’s social media sites, websites, or blogs can only use these outlets for journalism reasons.

• Social media sites are to be used for headlines and information only – no editorializing or promoting personal items or agendas.

Refunds:

• No refunds are given for a yearbook purchase.

Replacement Requests:

• Replacement requests for yearbooks will be granted with proof of a misprint or damaged book, provided the book has not been marked or written on in any way.

Senior Ads Proof and Refunds:

• A proof of all senior ads will be emailed to the buyer before being published.

• The buyer has 3 business days to respond for corrections.

• Refunds for a senior ad may be given if:

  • There is a mistake made by Aquilian Student Media staff and

  • A proof was NOT sent to the buyer.

• An option of a "crack and peel" (stickers) for errors in senior ads may be offered:

  • If SVHS Press staff is at fault (no proof sent), SVHS Journalism will pay for the correction.

  • If a proof was sent, the buyer has the option to purchase a correction sticker.

The price of The Aquilian is a tiered pricing schedule. The Aquilian staff reserves the right to adjust costs due to increases in production prices and also reserves the right to decrease sales at any point during the production year.

1. Exchanges for Flawed Books:

   • Exchanges can be made for books with minor flaws if no writing has been made in the book.

   • If a book has been written in, exchanges can only be made if the adviser deems the flaw to be major (e.g., missing pages, pages upside down).

2. Proof-of-Purchase:

   • It is the responsibility of the buyer to provide proof-of-purchase.

   • A valid receipt from the front office will serve as sufficient proof-of-purchase if no record can be provided by the staff.

1. Publication Quantities:

   • The copy count for The Aquilian is determined by the number purchased and changes annually.

2. Distribution Method:

   • The Aquilian is distributed during the last few weeks of the school year. The distribution date will be announced on all Seneca Valley communication outlets, including but not limited to eNews, the website, morning announcements, and social media.

   • Students must have a form of photo ID in order to pick up a yearbook.

   • Students may not pick up a yearbook for someone else (ie. a friend, sibling, or significant other).

3. Yearbook Condition Check:

•  After picking up your book and before writing in your book, check for missing or torn pages, printing smears, or upside-down pages.

• If damage is found, return the book to Mrs. Neetz ASAP to determine if it can be replaced.

• AFTER you check for errors, be sure to write your name in your book. Lost or stolen books cannot be replaced. Books that are written in cannot be returned.

4. Spring Supplement:

• Yearbooks are sent to print about typically in March, about 8 weeks before delivery. This schedule prevents including spring sports and events in the main book.

• A spring supplement is created each year to capture the remainder of the year. The supplement cannot be sewn into the cover but is placed between pages within the book or at the end of the book.

• The supplement does not count as "damage."

To be included in the current volume of The Aquilian, all students and school personnel must have their portraits taken by the official school portrait photographer, Legacy  Studios, before the cut-off date for including pictures in the yearbook.

1. Senior Portraits:

   • Seniors must have their photographs taken through Legacy Studios for the senior mug pages.

   • This ensures consistency in facial proportions and background.

   • There is no charge for this photo session.

   • Seniors are responsible for arranging their own shooting appointments.

   • Dates for photography sessions and retakes are listed on the school calendar.

2. Multiple Opportunities:

   • All students, faculty, and staff will have at least two opportunities to have their portraits taken or retaken if necessary.

3. Quality Assurance:

   • By using the same photographer under consistent conditions, and ensuring uniformity in senior portraits, The Aquilian staff can guarantee the highest quality reproduction, serving the best interests of all students.

4. Grade Level Categorization:

• Students will be included in the grade level section of portraits based on their status as of August of each school year.

• For example, if a student completes their 10th-grade year without enough credits to advance to 11th grade by August of the following school year, they will be included in the 10th-grade section of the portraits.

• If a student earns enough credits to advance to the next grade level before December 1 of the school year, it is the student’s responsibility to inform the yearbook adviser.

• The adviser will verify with counseling and parents to ensure accurate placement in the appropriate grade level section of the portraits.

For portrait identifications in the mug sections and the index, student and school employee names will be spelled exactly as they appear in school records.

1. Consistency in Name Usage:

   • Variations in names will be acceptable for any other book copy in any section of The Aquilian.

2. Name Change Requests:

   • If a student wishes to change their name as it appears in the portrait section and index:

     • They must initiate a name change in the school records through Synergy with the counseling office.

     • The updated name will then be used for their portrait identification in The Aquilian.

When a death occurs within our school community, The Aquilian staff will handle coverage with sensitivity, respect, and nonjudgmental approach that respects the needs of the family of the student or teacher who has passed away.

1. Student Memoriam:

   • If a student passes away, they will be recognized in the yearbook of the class they would have graduated with.

   • The memoriam will be placed on the page where their senior portrait would have been, in a separated box titled "In Memoriam," including their name, picture, year of birth, and year of passing.

   • If a senior passes away after Senior Section proofs have been sent, a "crack and peel" sticker of the memoriam box will be ordered and placed in the book before distribution.

2. Teacher Memoriam:

   • If a teacher passes away, they will be recognized in the yearbook of the year the death occurred.

   • Efforts will be made to place the memoriam on the page where their photo would have appeared.

   • If a teacher passes away after People Section proofs have been sent, a "crack and peel" sticker of the memoriam box will be ordered and placed in the book before distribution.

3. Benefits for Families:

   • Freshman, Sophomore, or Junior Student: The family will receive:

     • A complementary yearbook from the student's senior year.

     • A memorial picture package of the student's last school picture.

   • Senior Student: The family will receive:

     • A complementary yearbook.

     • A memorial picture package of the student's last school picture.

     • Upon parent request, a complementary ad in the Recognition Section.

   • Teacher: The next of kin will receive:

     • A complementary yearbook.

     • A memorial picture package of the teacher's last school picture.

4. Respecting Family Wishes:

   • If a family does not wish to have their student’s or teacher’s death recognized, we will respect their decision.

At Seneca Valley, we strive to create a yearbook that is both a lasting keepsake and a high-quality journalistic product. In line with these goals, we have decided not to include senior quotes in our yearbook. This policy is based on several key considerations:

1. Participation and Originality:

   • We have observed that a significant portion of students do not submit senior quotes. Those who do often choose quotes from movies, song lyrics, or other pop culture references rather than their own original thoughts. This lack of originality undermines our commitment to authentic, student-created content.

2. Vetting Process:

   • Ensuring the appropriateness of senior quotes presents substantial challenges. The vetting process requires familiarity with slang, internet trends, and subtle euphemisms, which can be difficult to manage. Additionally, navigating the fine line between free speech and offensive content is complex and time-consuming. To avoid the risk of inadvertently publishing inappropriate material, we have chosen to omit senior quotes entirely.

3. Potential for Negative Publicity:

   • There have been numerous instances where schools have faced backlash due to problematic senior quotes. Issues have ranged from allegations of bullying to the need for schools to physically remove pages from the yearbook. By not including senior quotes, we mitigate the risk of negative publicity and ensure that our yearbook remains a positive reflection of our school community.

Alternative Ways to Celebrate Seniors:

We believe there are more meaningful ways to honor our seniors and capture their unique voices. Here are some alternatives we may implement from year to year:

1. Brag Sheets:

   • We include detailed information about each senior’s contributions to the school community alongside their portraits. This includes activities, clubs, teams, and other achievements. This approach highlights their involvement and accomplishments in a way that is both personal and substantive.

2. Expanded Captions with Direct Quotes:

   • Throughout the yearbook, we use expanded captions to provide context and add depth to our photographs. These captions include direct quotes from students, ensuring that their voices are heard throughout the book. This method allows us to feature original, relevant commentary that enhances our storytelling.

3. Thematic Surveys and Interviews:

   • To align with the overarching theme of the yearbook, we conduct surveys and interviews that ask students to reflect on their high school experiences. These thematic questions help us gather insightful and diverse perspectives that we can incorporate into various sections of the yearbook.

By focusing on these alternative methods, we ensure that our yearbook remains a true and respectful representation of the Seneca Valley community, capturing the authentic voices and experiences of our students.