Timeline

Creating a yearbook takes time management skills in order to break down such a large project into smaller chunks. Use the Yearbook Timeline Checklist to remind yourself when you should be communicating to your advisers about items that are due throughout the year. You can also share this with your adviser so that they stay on track! You can find a PDF version HERE.

Canned Email Responses

The majority of our communication with our yearbook accounts is done via email. Please use the following guidelines when communicating with a yearbook account.

• Be punctual: Respond within 24-48 hours even if the reply is just, “I am looking into this.”

• Format: We are sending out a lot of information to our schools. Remember to format your emails to make it easier to read.

To get conversations started and keep on schedule, we’ve created a list of canned responses that you can follow as the year progresses. A simple copy & paste will set up a nicely worded email that you can then customize before sending out to each adviser. Use the Yearbook Emails document.

MailChimp

Mailchimp is a website that enables us to send automated emails out to school advisers. We schedule these emails prior to the start of the season. They are designed to give school advisers quick tips and reminders throughout the process.

We ask all school advisers to sign a Responsibility Agreement at the beginning of the school year. This agreement outlines all the tasks for which school advisers are accountable. 

1. Add notify@dorianstudio.com as a safe email. Provide a regularly monitored email address and will notify Dorian of any changes. 

2. Timely response to any and all deadlines 

3. Choose a theme & create the page ladder

4. Coordinate the process for collecting & uploading candids

5. Coordinate the process for selling & distributing yearbooks

6. Thoroughly proof, finalize, approve, and submit each page online by the submission date 

7. Be responsible for entering the final yearbook quantity during the submission process. 

8. Be responsible for the content of the book and materials submitted. The purpose of proofing each page is to allow you to find ANY and ALL errors. Additional fees will apply to correct errors after the final submission.

9. Ensure the final payment will be ready for pickup, or already completed, upon the arrival of yearbooks.

10. Chosen Design Option:

• Easy: This option indicates we take on the design process for the school adviser. 

• Intermediate: This option indicates we will collaborate with the school adviser to determine the amount of design each will do. For example, the Dorian adviser may design the panel pages (classroom pages) while the school adviser designs the collage pages.

• Expert: This option indicates the school adviser will put together the yearbook from start to finish in Pictavo. Dorian advisers are expected to offer general support and answer questions, but the school adviser has full creative control over the yearbook.

The ladder is a page-by-page breakdown of a yearbook. It’s designed as an organizational tool to help advisers plan what content they need and where they will place it in the book. Dorian prints ladders for each yearbook and sends them to the school adviser. If it’s a Dorian book, the ladder is sent along with the Pictavo Welcome Kits. If it’s a Walter’s book, the ladder is sent separately. 

Ladders are due by the end of October at the latest. This is especially important for books that are being either partially or entirely designed by Dorian advisers.