• The Epic Yearbook Staff Manual

    Stone Bridge High School

    43100 Hay Road

    Ashburn, VA 20147

    571-252-2200

     

    The Epic staff is committed to serving Stone Bridge students, faculty, staff and 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 should uphold the tradition of excellence at our school.  

    Staff members will:

    • Show integrity
    • Strive for diversity in the yearbook rather than focusing on the same kids 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 and memory readers

     

    Staff members will not:

    • Write captions or copy 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 the standing of the yearbook for personal gain or special treatment for themselves or their friends
    • Include more than two candid pictures of any student without permission from the adviser in advance
    • 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, hats, hand gestures, gang symbols, etc.
    • Use obviously unflattering pictures of students or staff members
    • Write unflattering captions or copy about students or staff members
    • 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 room without permission of the adviser
    • Return a camera or any other equipment to anyone other than Ms. Sholl (or, in her absence,  a Stone Bridge staff member)
    • Lend a camera, press pass or any other equipment to any other person
    • Use any copyrighted material such as professional photos, song lyrics, published poems, etc. without proper citation
    • Attempt to present a particular viewpoint or agenda without fairness to both sides of an issue

    YEARBOOK PORTRAITS

     

    -Senior Portraits:

    • Senior portraits will be taken on three occasions during the summer and school year.  Students who do not have their pictures taken with the scheduled photographer are responsible for scheduling an appointment with a professional photography studio on their own time.(The photo CANNOT be a proof with the company’s logo on it.)  Students who miss that deadline cannot expect to be included in the yearbook.
    • Juniors as seniors: Juniors who intend to graduate early may take a picture for the senior section, but they must be officially recognized as early graduates by the registrar’s office.  Documentation must be provided.
    • Seniors are responsible for mailing the proofs back on time to the studio (the studio sets the deadline, usually in mid-October) and selecting a yearbook pose.  If students do not select a pose, the studio will choose.  The yearbook staff is not responsible for choosing a photo.
    • We cannot guarantee that seniors who enroll at Stone Bridge after October 31 will be included in the yearbook.  However, new students should bring a professional photo (not a proof) to Mrs. Sholl as soon as possible after enrolling.

     

    -Underclass Portraits:

    • Underclass portraits will be taken in the early fall (usually in September) with one make-up day in the fall (usually in October). 
    • If a person has a picture retaken, the make-up picture will be included in the yearbook.  We do not receive the original picture on the CD and cannot choose the original.
    • Students who do not have their pictures taken with the scheduled photographer are responsible for scheduling an appointment with a professional photography studio on their own time. .  (The photo CANNOT be a proof with the company’s logo on it.)  Students who miss that deadline cannot expect to be included in the yearbook.
    • If a student wishes to be excluded from the yearbook, he/she must complete the media release form distributed by the school.
    • We cannot guarantee that seniors who enroll at Stone Bridge after October 31 will be included in the yearbook.  However, each new student should bring a professional photo (not a proof) to Mrs. Sholl as soon as possible after enrolling.

     

    ADVERTISEMENTS 

    • The Epic staff reserves the right to decline or edit advertisements.  We do not accept advertisements with libelous, obscene or offensive material such as those that promote the use of illicit drugs, alcohol, tobacco or firearms.  We also do not accept ads from political or religious organizations or any organizations that may be considered controversial by members of the community. 
    • Advertisers must submit clear, focused photos and cannot submit copyrighted material.  Digital images must be submitted as 300 dpi, TIFF or JPEG format images.
    • We will make every effort to return photos and CD’s by June; however, advertisers should not submit material that cannot be replaced.
    • Ad space will not be reserved until an ad is paid for.
    • Parents and guardians must submit senior baby ads by the deadline of November 10.  The plant does not allow us to make changes in the yearbook’s size after November.  Ads will be accepted after the deadline based on availability.  We cannot guarantee space unless the ad is placed before the deadline. 
    • After we run out of room, we will begin a wait list for ad space in case we can somehow find additional space.
    • Prices of ads: full page- $450, half page-$250, quarter page-$160, eighth page-$90.

    COVERAGE

     

    The Epic staff creates the ladder in the spring for the following school year’s yearbook.

    We reserve the right to determine the coverage and design of every layout in every publication.  If students or staff members would like to request certain coverage, they must do so during the previous school year, and the yearbook staff will decide whether or not to honor the request.

    NAMES

     

    We use the attendance office’s list of names to determine how a name is spelled in the yearbook.  We use formal names, not nicknames.

    DIVERSITY

     

    It is our goal to represent as many different students as possible.  Therefore, our copy editor keeps track of how many times each student’s face appears in a candid picture in the yearbook.  (Large club and team pictures do not count.)  After a student appears twice in candid pictures, his/her name is put on a list.  We strive to avoid using that person again in the yearbook so that other students will have a chance to be included instead. 

    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

    • The Epic staff will cover school-sponsored sports only.  We cannot guarantee a full spread due to space limitations. 
    • Fall and winter sports coaches must send a complete scoreboard to the yearbook staff as soon as it is available.  Otherwise, we cannot guarantee a scoreboard in the yearbook.
    • Due to our final deadline in March, we cannot include full coverage or a full scoreboard for spring sports.  We cover either a practice or an early game, depending on availability of photographers.

    CLUBS COVERAGE

     

    • The staff will make every effort to include every club or organization.  If there is an activity not listed in the “Clubs and Organizations” brochure, the sponsor is responsible for notifying the yearbook staff at the beginning of the year before we make our final ladder decisions.  Otherwise, there may not be room to include the club on the activities pages.
    • Each club/organization/sport will be contacted and scheduled for a group photo appointment.  If a group member misses the appointment, he/she will not be included in the photo, and a separate photo will not be taken.
    • If an entire group does not show up at the scheduled time, its adviser is responsible for taking a picture on his/her own time and submitting it to the yearbook staff within five working days.

     

    OBITUARIES

    The publications will treat all deaths with respect and dignity.  A student or staff member who passes before March 30 may be given a memorial in the back of the yearbook as space permits, but we cannot guarantee that we will have space or time to do this for every student or staff member.

    PURCHASING YEARBOOKS

    • Yearbooks may be purchased through www.yearbookordercenter.com or through the student payment portal at SBHS.  The yearbook company attempts to mail an order form to every parent.  In addition, ad forms are available in the front office. 
    • Yearbook prices go up on January 1, and yearbooks are still available for purchase through April 30.
    • Parents and students who did not purchase a yearbook must wait until the day of distribution in June.  After all yearbooks are distributed, we will sell yearbooks on a first-come, first-serve basis.  Yearbook prices may increase at this time.  Students must have a check made out to Stone Bridge High School at that time. 
    • If a check written for a yearbook is returned, then we reserve the right to hold that yearbook until a cash payment is made. If a cash payment is not made within five working days, we reserve the right to sell that yearbook to another customer.
    • All book and advertisements sales are final. Once a book has been purchased, no refund will be given.
    • A damaged book will be exchanged only if the damage is discovered BEFORE the student writes in the yearbook. (The damage must also be the fault of the printer, not the student or by a situation that occurred after the student received the book in originally good condition.)

     

    DISTRIBUTION: 

    • All yearbooks will be distributed on a specific day in June (to be announced later in the year).
    • Students may not pick up their yearbooks early.
    • Students may not pick up yearbooks for their friends or siblings.
    • The yearbook staff is not responsible for mailing yearbooks to students.  If a student moves before the school year is over, he/she is responsible for contacting us in advance to set up a time when he/ she or a designee will pick it up. 
    • If a student is absent on yearbook distribution day, he/she is responsible for picking up his/her yearbook in Room 603 before or after school.
    • We will keep yearbooks through the summer for students who did not pick them up.  After that, extra yearbooks may be sold to interested students.  If a student realizes that he/she bought a yearbook once the new school year has begun, he/she can contact the yearbook staff for a refund.  We will investigate the matter and refund the amount of money paid.
    • Students should check to make sure the yearbook is in good condition and that all pre-ordered supplements (such as plastic covers and World Yearbooks) are included BEFORE signing for a yearbook.

     

    YEARBOOK STAFF:

     

    Expectations:  Four basic attitudes will be critical to the success of the 2007 Epic staff. 

    • Timeliness: The staff will be expected to meet all deadlines. All staff members will also be expected to be on time for all meetings, events, photoshoots and interviews.
    • Cooperation: Yearbook staff members must be willing to work together, accept constructive criticism and redo assignments as many times as necessary.  The adviser and editors retain the right to change photos, designs, captions, and copy as needed to create the best yearbook possible.  (Leave your egos at the door.)
    • Responsibility: When a student agrees to take on the challenge of working on a student publication, the student must also assume responsibility for his/her actions. Staff members are responsible for taking proper care of cameras and other equipment, as well as proper check-out and return of those items.  Whenever a staff member is out in the school or larger community fulfilling yearbook responsibilities, that student must act as a representative of the entire school.
    • Attention to Detail: Yearbook is a perfectionist's business. Staff must pay attention to details such as following design rules, writing excellent captions and copy, choosing superior photographs and, most importantly, editing for accuracy.  CHECK EVERY STUDENT’S NAME AGAINST THE MASTER LIST FOR CORRECT SPELLING.  DO NOT USE NICKNAMES.

    YEARBOOK CAMP

     

    Attending the Yearbook Envy Camp in July is highly recommended for all rising Yearbook 2 students and is a requirement for any student wishing to be considered for a position of editor-in-chief or design editor during the following school year.  At this camp we will make many major decisions about the following year’s yearbook such as theme, ladder, fonts and spread designs.  Therefore, senior editors must attend.  
     
     

    YEARBOOK STAFF RESPONSIBILITIES: 

    *Jobs include, but are not limited to, the following responsibilities.

    *Jobs will be reassigned during the year if students are not fulfilling the duties of their positions.   

    Editors-in-Chief 

    *Develop the theme and find ways to incorporate it throughout the book

    *Design the cover, endsheets, opening spread, all section dividers and closing spread

    *Write colophon

    *Maintain calendar of events and deadlines (including intermediate ones), updating the ladder as necessary

    *Keep record of all spreads for which Yearbook 2 staffers are responsible (maintain this by checking with everyone during each class)

    *Work closely with Managing Editor to set deadlines and set groups for spreads being completed by Yearbook 1 students

    *Make phone calls or writes e-mails if necessary to get into contact with other editors or

    staffers

    *Keep accurate records of all photos, copy and spreads to ensure accurate by-lines

    *Check the cropping of all pictures

    *Design and place all folio tabs

    *Train the Ads/Index manager to index names and to compile the index

    *Check all proofs during class time or after school as necessary

    *Help the adviser complete all shipping paperwork and save all pages and fonts to disk

    *Attend all staff meetings and editorial board meetings

    *Provide editorial leadership, which includes training staff members, assisting the adviser, modeling appropriate behavior, and working to better the morale of the staff

    *“Pick up the slack” as necessary

    *Stay after school every day of a deadline week as necessary unless absent from school

    *Assist Design Editor in editing spreads for sections and help with designs for theme pages

    *Work with Photo Editor to get pictures for spreads

    *Edit ALL spreads before deadline (make any corrections desired as needed for a better yearbook) 

    Business Manager

    *Maintains an active record of book, business ad, and senior ad sales

    *Returns phone calls regarding ad sales

    *Works with adviser and editors-in-chief to set the budget for the current year

    *Contacts business advertisers, including billing information and thank-you's

    *Sends out thank-you's for patrons

    *Works with Managing Editor and adviser when parties are planned or yearbook funds needed to

    be used to purchase supplies

    *Attends all staff meetings

    *Stays after school every day of a deadline week as necessary unless absent from school 

    Managing Editor

    *Assists editors-in-chief with opening and closing spreads

    *Maintains calendar of events and deadlines (including intermediate ones), updating the ladder as necessary

    *Sets deadlines and assigns groups for spreads being completed by Yearbook 1 staff

    *Keeps record of all spreads for which Yearbook 1 staffers are responsible (maintains this by checking with everyone during each class)

    *Organizes any social functions (including deadline parties)

    *Makes phone calls or writes e-mails if necessary to get into contact with other editors or

    staffers

    *Keeps accurate records of all photos, copy and spreads to ensure accurate by-lines

    *Checks all proofs during class time or after school as necessary

    *Helps the adviser complete all shipping paperwork and save all pages and fonts to disk

    *Attends all staff meetings and editorial board meetings

    *Provides editorial leadership, which includes training staff members, assisting the adviser, modeling appropriate behavior, and working to better the morale of the staff

    *“Picks up the slack” as necessary

    *Stays after school every day of a deadline week as necessary unless absent from school

    *Edits all Yearbook 1 spreads before deadline (make any corrections desired as needed for a better yearbook) 

    Copy Editor(s)

    *Edit all drafts and proofs of copy (including headlines and subheads) handed in by staff members, staying after school if necessary, and return them in a timely manner

    *Edits captions handed in by staffers

    *Reviews written material to be used in mods

    *Writes dividers and theme copy

    *Edits opening and closing copy

    *Edits proofs- making changes on computer for divider spreads

    *Attends all staff meetings and editorial board meetings

    *Provides editorial leadership, which includes training staff members, assisting the adviser, modeling appropriate behavior, and working to better the morale of the staff

    *“Picks up the slack” as necessary

    *Stays after school every day of a deadline week as necessary unless absent from school 

    Design Editor

    *Works with editors-in-chief to design theme pages (title page, opening, dividers, closing, end page)

    *Edits/revises designs submitted by section editors (includes small meetings discussing the "look"

    for each section)

    *Works with editors-in-chief closely while designing

    *Edits proofs for design consistencies- makes design corrections on computers for theme pages

    *Attends all staff meetings and editorial board meetings

    *Provides editorial leadership, which includes training staff members, assisting the adviser, modeling appropriate behavior, and working to better the morale of the staff

    *“Picks up the slack” as necessary

    *Stays after school every day of a deadline week as necessary unless absent from school 

    Photo Editor(s)

    *Assumes responsibility for quality of all photos so that blurry/grainy photos, photos in which the subject has “red eyes” and inappropriate photos are eliminated

    *Instructs and works with staffers to improve their photography skills

    *Assists staffers in the proper use of cameras

    *Assists adviser in making photo assignments for staffers

    *Assists adviser in maintaining accurate records of camera check-outs and check-ins

    *Assists staffers in downloading pictures to proper folders

    *Looks over spreads-checks cropping and photo rules

    *Keeps accurate records of photos so that all photos can have by-lines

    *Assists editors in ensuring that only one candid shot per student is used in the yearbook

    *Edits proofs- carefully looking at photos and making changes where necessary

    *Updates the proof corrections spreadsheet when pictures are changed on proof

    *Attends all staff meetings and editorial board meetings  

    Section Editor(s)

    *Works with editors-in-chief to brainstorm and finalize story ideas for spreads

    *Meets with staffers to discuss story angles, headlines, mods, designs, and photos

    *Designs spreads (including mods) for section (working with Design Editor/EIC)

    *Assists staffers when they are putting their spreads onto the computer

    *Goes to Photo Editor with photo ideas/assignments

    *Works with editors-in-chief and managing editor to assign quotes for events that need to be covered

    *Assists staffers with any problems they might have

    *“Picks up the slack” as necessary

    *Stays after school every day of a deadline week as necessary unless absent from school

    *Attends all staff meetings and editorial board meetings  

    Baby Ad Editor(s)

    *Designs senior and business ads

    *Returns phone calls regarding ad sales

    *“Picks up the slack” as necessary

    *Stays after school every day of a deadline week as necessary unless absent from school

    *Attends all staff meetings and editorial board meetings  

    Index Editor(s)

    *Maintains hit list, indexes proofs, works closely with Organization Editor(s) and Photo Editor when trying to place Organization photos if they go in index section

    *Stays after school every day of a deadline week as necessary unless absent from school

    *Attends all staff meetings and editorial board meetings  

    Staff Members (Yearbook 1 students)

    *Sell advertisements (one half-page per first and second and one patron by third quarter)

    *Sell and distribute yearbooks

    *Advertise by hanging posters and flyers, making announcements, etc.

    *Write captions and copy

    *Revise work as many times as necessary

    *Conduct interviews

    *Complete photo assignments, download pictures to server and delete unusable photos

    *Keep accurate records of photos so that all photos can have by-lines

    *Research assigned spread ideas and meet with section editors to discuss story angles, headlines, mods, designs, and photos

    *Choose pictures to be used on spreads, crop and caption these pictures

    *Put spreads onto computer (including copy, captions, headlines, subhead, and any mods)

    *Meet all intermediate and final deadlines (making sure assignments reach the appropriate

    people)

    *Return phone calls regarding ad sales

    *Attend all staff meetings

    *Stay after school every day of a deadline week as necessary unless absent from school

    *Perform any other necessary yearbook-related duties as directed by the adviser or an editor. 

    Required days for senior editors to stay after school:   

    For each deadline, senior editors are required to stay at least two days to edit.  The first day may be either the second of the third school day before the deadline.  Senior editors are required to stay for a minimum of three hours between four o’clock and eight o’clock.   The second day must be the day before the deadline.  Senior editors are required to stay for a minimum of four hours between four o’clock and nine o’clock.    

    Junior editors are required to stay for a minimum of two hours on one of the three days for each deadline. 
     
     
     
     Senior Editor Contract:  

     

    I realize that staying after school for deadlines will require planning well in advance to free my schedule.   For example, if I have an exam that week, I will have to study ahead.  If I play a sport, I will have to talk with Mrs. Sholl well in advance of this conflict to work out an arrangement.   I understand that a note from home saying that I have relatives in town or too much homework will not excuse me from my responsibilities as editor.   

    I understand that this is a serious commitment and that the yearbook reflects our entire yearbook staff as well the students and staff of this school and community.  It will be viewed by thousands and therefore must be of high quality and appeal.  I will work my hardest to edit for correct grammar, spelling (especially of names) and punctuation.  I will take the time to check for consistency in headlines, copy, captions and design.  I will select the best photographs, not just those featuring someone that I like.  I will avoid controversy and respect Mrs. Sholl’s opinion of what is or is not appropriate even if I don’t agree.  I will show integrity in ensuring that the diversity of this school is represented, and it is not appropriate for me to repeatedly represent myself or my friends in the yearbook.  

    I understand that I am still required to do the same duties as other students in the class such as selling ads, stuffing envelopes, checking the spelling of names, typing lists of club names, unpacking yearbooks, etc.  I will always try to be a positive role model for other students by staying on task, following directions and having a positive, friendly attitude.  If I criticize the work of others, I will always try to be tactful, polite and focus on offering helpful advice rather than making negative comments.  When others are criticizing me, I will listen and try to understand their points of view.  
     

    I understand that my role as senior editor is subject to change.  If I fail to fulfill my responsibilities by missing more than one mandatory day, I will no longer hold the position of senior editor.  I can also lose this position due to inappropriate behaviors such as dishonesty, failing to follow rules set forth by Mrs. Sholl, not using my time wisely in class or after school, skipping class or other inappropriate behaviors as determined by Mrs. Sholl.  I can still be a valuable member of the yearbook staff and will contribute work and ideas, but I will no longer hold the position of senior editor.  I understand that this is not a “punishment” and does not reflect any negative feelings by the teacher toward me.