• All new yearbook accounts must sign an agreement before their book gets registered. 

• The agreement will clearly state:

  • • Year(s) of the partnership

    • Initial spec quote

    • That any changes to the original agreement will change the price per book

    • If the agreement is for more than one year, it must also be stated that a general price increase will happen to cover cost, but that this will never increase more than 3%.

• Once the agreement has been signed and sent back, update the following in the school's Salesforce account:

  • • Upload a PDF to the File section under the Related tab of the account

    • Update the Yearbook Contract End Date field under the Details tab 

• Agreements can be renewed yearly or be multi-year. 

  • Run a report from SF that lists out when all of these end dates. From there, you can create the necessary new ones and get them prepped to go out. Ideally, you want to send these renewals out at the end of the current school year - sending them with the invoice is a great way to do this.

• We ask all advisers to sign a Responsibility Agreement at the start of the school year

• The agreement outlines the tasks they will be responsible for throughout the process

• They will chose one of three Design Options:

• Easy: Dorian handles the design process

• Intermediate: Dorian collaborates with the adviser on the design process. For example, the Dorian may design the panel pages while the adviser designs the collage pages.

• Expert: The adviser designs the book from start to finish in Pictavo. Dorian advisers will offer general support and answer questions.

• A page ladder is an organizational tool to plan content and placement within the book. 

• Dorian will print and send a ladder for each yearbook to the advisers 

  • Dorian ladders are included in the Pictavo Welcome Kit 

  • Walter’s ladders are sent separately

• Ladders are due by the end of October

A non-refundable deposit is required to cover upfront costs and hold a spot in the production lineup.

• • Using the Deposit Invoice Template, send each adviser an invoice by early November

    • Download the Deposit Invoice template

    • Open in Adobe Reader or Adobe Acrobat

    • Add school information in Bill To section; the Invoice # is the school code

    • Complete with accurate pricing, then Save As SCode_SName_Deposit Invoice

    • Email to yearbook adviser

• Payment must be received within 30 days

  • Send reminder emails as the deadline approaches, and reach out by phone if it remains unpaid past the deadline

  • Payments can be tracked using the report links above