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It’s a Small World

The magic of yearbook lives on.

We all know the traditional functions of a yearbook. Of course, it’s a memory book, a history book and the year’s consummate photo album. Without a doubt, it serves as a record and a reference tool, too.

We’ve asked, “If it’s not in the book, did it even really happen?” so often that students begin to echo as soon as we begin speaking.

But one of the lesser-discussed YBK impacts is perhaps the most amazing. It’s not uncommon to hear an adviser say a yearbook is magic.

A long-time guru said it best with this:

“If you’re covering the year right,” Col. Charles Savedge would say, “the yearbook is as magical as Mickey’s kingdom. There — no matter whether you’re 4 or 24 or 64 — you’re always a child. Yearbook is just the same,” he’d continue. “When you open that book, you’re right back on campus in the coverage year… if you’re doing it right.”

So true. But there’s another aspect of the magic that’s less obvious and so much more mind-boggling.

Yearbook — not the book itself but the culture — actually makes the world smaller every day.

I recently experienced this (again!) myself. In a completely non-work situation, I mentioned my work with Herff Jones and yearbook staffs from coast to coast. “No way,” gushed the woman across the table. “I am the original yearbook girl.”

And while the others looked on, puzzled, she launched into her YBK history. Suddenly, we were connected and had lots to discuss. You can find Patricia’s story on page 23, alongside stories of other former editors.

It’s common at college media conventions to meet former high school staffers who fondly recall their experiences. Many times, the conversations begin when our booth swag causes flashbacks to previous events or workshops. Often, those visits end with a text to a former adviser or rep with greetings and “thanks for all you taught me.”

A few weeks back, a friend called with another world-shrinking-via-yearbook story. While at a wedding in Tampa, he’d been introduced to the groom’s cousin, a high school volleyball coach from North Carolina. His litany of questions about her school made her ask how he knew about so many schools in so many places. He explained he’d worked with yearbook staffs for years. Guess what? Jill was on yearbook in high school. Where, he asked? Colorado. What school? Overland. Imagine her surprise when he said, “I know Kathy Daly, too.”

The fact that another wedding guest knew Daly, a long-time HJ adviser and special consultant, was surprising to the former yearbook editor’s mother.

No surprise: Yearbook constantly removes degrees of separation.

And I love that. It makes me smile that yearbook and yearbookers matter — even years later.

Ann Akers, MJE

A yearbook marketing, sales and people-person, Akers believes that yearbookers everywhere can eliminate degrees of separation if they ask the right questions.

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How Susan E. Wagner High School Does Distribution

For more than the last 20 years, Susan E. Wagner High School has hosted a yearbook distribution celebration. Every year, we choose a day at the beginning of June to distribute yearbooks to our graduating class. The event allows the seniors an opportunity to see their fellow classmates (current and past) and a chance to spend time with each other.

2:30 pm. Doors Open. Each senior is lined up in one of the 4 alphabetically situated lanes ( A-G, H-M, N-R, S-Z). Upon coming to the front of the line, each student must provide a form of ID. Once the ID confirms the student, the student gets a wristband, a yearbook and is allowed entry into the school cafeteria.

3-5:30 pm. Once inside, the seniors find tables that allow a good spot to sit down, catch up with classmates and sign yearbooks. In addition to the empty tables, there are tables full of a different variety of wraps, salads, and water bottles. The food is for the seniors to enjoy while signing each other’s books. While they eat and sign books, there is DJ playing the hits the seniors love to hear. When the seniors have signed every book, they exit the school and are greeted by an ice cream truck. The wristband identifies the senior to the ice cream operator.

Important: The event is held at 2:30 pm on a school day in order to allow our faculty to attend the event. Many of our seniors want the faculty who were a crucial part of their four years to sign their book. Our Principal is always present to say a few words on the microphone and to sign books, as well.

It is important to make the distribution of yearbooks a celebration. We don’t want the seniors to get their books and immediately leave the premises. That would limit the signatures they get. It would restrict them to only the people they find themselves around. It would prevent them from getting signatures of friends from their first three years of high school and the signatures of faculty they haven’t had contact with in the last three years.

The celebration is a thank you from the school to the graduates.

BASH PELINKOVIC
Susan E. Wagner High School Adviser • Staten Island, NY

 

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New Adviser?

You’re not alone

All across the country, there are teachers in their first and second — and third — years as advisers who get to the end of the day and think, how in the world? It gets easier, but until then, here’s some advice.

TAKE IT ONE SPREAD AT A TIME

Conquer the workload by planning and charting out mini-deadlines for your students. Whether you decide to team them up or assign work individually, make sure they know that deadlines are safety nets. Without deadlines, the work keeps piling up.

FIND A FRIEND

Chances are, you’re the only yearbook adviser in your school and no one else quite “gets you.” Look for another adviser in your district or area. Perhaps your rep can help you find others who would be willing to take a text or phone call when you need a lifeline.

ASSIGN EVERY LITTLE THING

Reward staffers for all the little (thankless) jobs with weekly grades. Updating scoreboards with Friday night’s game, checking in with the Spanish Club sponsor, recording the marching band’s latest awards — it’s easy to gather incrementally, but tough to hunt down later. And, pics or it didn’t happen.

DON’T REINVENT THE WHEEL

There are lots of ways to yearbook, and we have loads of resources to help you find the way that works for you. Look for our weekly emails or go to herff.ly/adviser-assistance to see them all.

 

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Notes for Great Editors

Find your truth in these gold standards

Your time is now. You’ve spent years working hard to help produce incredible yearbooks, but now you’re the EIC. You might think this is your opportunity to kick up your feet and watch everyone else do all the work. What you may not realize is that this is the most important job you’ve ever had. Here are truths of the most successful editors:

They know the importance of HAVING A PLAN. They think about what needs to get done, and they set up a plan to make it happen, working after school or during lunches with their adviser to ensure the publication runs smoothly. Their plan isn’t just for the yearbook staff, but for themselves. Highly successful EICs plan their own time, even in yearbook. They ask themselves, “When will I help other staffers?” and “Do I have a plan to get my own work done?”

They are the editor they needed when they were a staffer. Strong EICs don’t just happen without a lot of reflection. They think back to their first days on yearbook and remember what it was like knowing nothing and having everyone freaking out about deadlines. They are empathetic to the trials of being a yearbook staffer and are willing to help teach staffers skills, instead of taking it on and doing it themselves.

They write things down. Not just a note in their phone, but they put notes everywhere they or others might need to see them. The act of writing something down makes the memory process both visual and kinesthetic. A hand-written ladder gives a more concrete understanding of the book — and your plan. A planner with deadlines helps with time management. Some of the best editors I’ve ever had, covered the edges of their computer screens in sticky notes.

They had a note for everything and even color coded them so they knew what was important. Once the task was done, they were able to get rid of that note.

They go above and beyond while managing a life balance. We get it. You have an entire courseload, not just yearbook, but think of this as your first full-time job. You are managing a staff and meeting real-world deadlines while handling things you need to tackle outside of your happy little yerd world. A strong editor knows that good enough is neither good nor enough. This is where we circle back to the third point! Develop a planner system where you can manage your other class assignments but still leave room for your job. Leave a legacy for others to rise to in the future.

They still remember to have fun. Yearbook is unlike any other class. The relationships you form during your time in yearbook can be transformational. You are creating one of the most amazing things any high schooler can do, and you’re stuck together. Tensions can get high when everyone is stressing over that December deadline. Sometimes we just need a break. Proper planning allows time for fun activities for your staff. The social well-being of staffers is just as important as the skills needed to create a yearbook. Your staff is your family, and the best way to support each other is to laugh together.

KATIE MERRITT, MJE
Darlington School • Rome, GA

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The Art of the Interview

Art of the interview2

 

It’s so much more than just getting a quote

I had the privilege, for several summers, of teaching at journalism workshops with Kathy Craghead, the late (and very great) long-time yearbook adviser at Mexico High School in Missouri. She often told the story of looking up from her desk and seeing a yearbook staff member preparing to exit the room.

Her question: “Where are you going?”

The student’s answer: “To get a quote.”

Ms. Craghead likened this to a student leaving the room to get a Coke: Put your money in the machine, out pops a cold can; walk up to a source, get a quote. The end.

But getting a quote is not the same as conducting an interview that will result in full, detailed responses from a student or teacher. Details that will make your yearbook copy come alive and be worth reading, not just on the day your book comes out, but also 10, 20, even 30 years later.

First, you must cover an event at the event. You cannot write about a game, play or concert if you are not there in person, from its beginning (or even before) to its conclusion (or even after). Sending a text a month later and asking questions such as, “What was your favorite part of homecoming?” doesn’t provide anything more than a canned response that could be printed year after year — after year.

If you’re covering an event, you have to show up. You have to see the sights, smell the smells, feel the chill in the air at a football game, hear the audience crack up at the line delivered by a freshman at the spring musical. Those details will add to your copy.

Talking to your sources at the event allows you to provide perspective along with their immediate reaction. Have a yearbook staff member follow a photographer as she shoots an event and interview the photographer’s subjects immediately. Asking for a response of the just-crowned homecoming queen at halftime elicits much more detail than asking her to comment six weeks later when you’re finishing the spread.

While you need to prepare a list of questions, be flexible. If your source provides you with information you didn’t expect, ask a follow-up or two.

And consider ending with this, no matter your topic or source: “Ten years from now, what do you think you will remember about this event/game/occasion?” That question provides perspective and allows your source to see and share the big picture.

Tony Willis
Cathedral HS • Indianapolis, IN

 

BREAKOUT:
FIVE TIPS FOR CONDUCTING AN INTERVIEW

Be prepared.
Collect background information and research (and this might include talking to individuals who you never quote in your copy) and preparing questions.

Be there.
Conduct the interview where the event occurs. Interview the drum major as she comes off the field at the BOA Grand Nationals, not three weeks later in the school library.

Be flexible.
Yes, be prepared, but don’t just stick to your list of written questions. A good interview is a conversation, not a question-and-answer survey.

Be in the moment.
Take complete, detailed, handwritten notes and also record the interview. Don’t depend on technology to do your job.

Be organized.
As soon as possible after the interview is over, review your notes. Listen to the recording and transcribe the interview, both your questions and the source’s answers. Doing so is the key to getting the correct information and accurate direct quotes

 

 

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The Human Experience

Embracing this concept will naturally improve your storytelling — and your readership

All right, here’s the secret: We care about people, not things. That’s it.

When it comes to yearbook copy, we want to remember how we felt about the year, not just the dates on which events happened and what their outcomes were.

Sure, it’s nice to know the football team won state, but what we really want to read about is how the senior quarterback overcame a broken leg to throw the game-winning touchdown pass.

Or how his mother ran out onto the field afterward to hug him while both cried. That’s so much more compelling than simply telling the readers the team won and the school was happy with their accomplishments.

So, how do we get these stories? Well, it’s all about the interview. If you ask the interviewee about winning the game, he’ll tell you it felt great. But then ask “Why?” Follow that with “What was the hardest thing about this year?” Or “What was the biggest surprise the team had this year?”

Those open-ended questions allow the interviewee to reminisce on the event and tell the human side of the story in addition to the outcome. We want to know how he felt about the win — and the season — and what led up to that. That’s something to which we can all relate.
Sometimes it’s even as easy as asking, “What was the dominant emotion for you this year?” And then you follow that up with the best question of all: “Why?”

When you capture the human experience, the copy in your yearbook is much more interesting, and it records what it felt like to be a student at your school this year. The cast of characters and the circumstances will make the story unique.

The stories of the year need to be told by your student body, so fill your copy with copious quotes. Let them tell the year’s story, not the writers’ words; the staff just sets the stage.

Remember, humans really do care most about people and their emotions during experiences — not things. We can all relate to how someone feels, and those feelings are what bring the stories to life.

HEATHER NAGEL, CJE
Christ Presbyterian Academy • Nashville, TN

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Photo by Preston Roten

AFTER ADMIRING THE GOLDEN TROPHY and celebrating their state football title came interviews with the yearbook staff. Adding quotes from several members of the team in the caption allowed the staff to capture more emotion and detail.

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DISCUSSING THEIR EXCITEMENT and nervousness, both the copy and captions included quotes and anecdotes about the kindergartners’ preparation for the school program.

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AN ENVIRONMENTAL PORTRAIT accompanies the profile of one of the youngest teachers on campus. His voice plus those of others make the story more interesting.

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THE CONNECTION between the dominant photo, the headline and the copy is reinforced when a senior runner reflects on the season and her career.

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Ybk: It’s a Big Deal

‘Jumbos’ help with campus relevance

It’s hard to guess exactly why the buy-rate at Blue Valley West High School in Overland Park, Kansas, is nearly twice the national average, but it’s not hard to understand how important culture and tradition are in the equation.

Throughout the school’s history, students have had the option to request a yearbook at registration, and that tradition alone delivers about 1,000 orders for the staff. But the staff works hard all year to keep Illumination front and center inside the school.

Making distribution a big event is definitely a factor. The books are traditionally presented to seniors first, at their celebratory picnic. Back on campus, the other students receive their books the same afternoon at an all-school event in grade-by-grade waves.

“It’s a great tradition,” said Deborah Glenn, CJE, Blue Valley West adviser for the last 10 years. “In the end, the whole school gathers back together to sign books and reminisce about another year.”

But throughout the year, there are jumbos, poster-sized prints of candid photos, posted all around the school. The idea presented itself more than five years ago when the staff watched a documentary on Pete Souza, a photojournalist and former White House photographer with Kansas ties.

“It was kind of funny,” Glenn recalled. “At one point he was explaining these ‘jumbos’ he’d hang — and change out every two weeks — in the White House.

We all just looked at each other and asked why we had never done that. We have all these great photographers and the benefit of a great photo services team in the district office.

Now, we send them PDFs of staff favorites, some in the book and many not, and they print out 14″ x 20″ slicks for us.”

They order two copies of each print, so staffers can deliver one to the subject of the image.

“We try to remind everyone on campus that we have photographers out there all the time capturing their memories,” she explained.

There might be as many as 50 jumbos on display at any given time, and Glenn estimates the staff has delivered thousands to those pictured.

“It definitely increases excitement for the book on campus, and we’ve been selling out in recent years,” she said. “We truly have just one copy left this year and we’ll be taking it to convention for Best of Show.”

 

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Photo by Photo by Reese Wheeler

CELEBRATING THROUGHOUT THE YEAR, the yearbook staff prints poster-sized versions of its favorite photos and posts them around the school.

 

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Photo by Alexa Crouse

THE TRADITION and build-up to delivery day mean that the whole school wants to participate — and that means book sales are strong at Blue Valley West. Even though the picnic was rained out last year, seniors filled the gym floor to enjoy the yearbook.

 

 

ANOTHER TAKE

Traditions and twists are both factors in selling more yearbooks

As an alum of the yearbook program at Columbus North High School in Indiana, adviser Roth Lovins, CJE, smiles when he and his Log yearbook staff uncover successful ways to sell more copies.

They work hard, he says, to create a great record of the year and they want as many students as possible to have a copy of the book so those memories will be accessible forever.

“We’re always trying new things to sell more books,” he said. “More reminders in and around school. More messages sent home. Messages on more channels. They are all a part of our plan.”

Now in its second year, Lovins introduced a four-book package which allows parents to purchase a set of yearbooks for incoming freshmen.

“There’s some additional record keeping,” he admitted. “But it’s worth it because they’ll never be disappointed when we sell out, they don’t have to worry about forgetting to buy and they save some money. And we have the guarantee that those students are buying all four books.”

As word spreads among families, he hopes the package becomes a tradition that lasts. “It just makes so much sense,” he said.

Other times, the staff looks for something unexpected. Whether it’s chalking huge sales messages on the walkways at the main entrance or papering the commons with order forms just before a price increase, they want to remind people that there is limited time to purchase a yearbook.

“It’s finding more ways to get the word out,” concluded Lovins. “And making the book as easy to buy as possible.”

 

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Photo by Kaelin Hanrattie

CHALKING A MESSAGE at the school’s main entrance reminds Columbus North students to buy a book.

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We’ve All Said it Before

…and the truth of the mantra still holds

If you’ve been a yearbooker very long, you’ve probably been in a conversation — or 15 —about how yearbook is forever.

You’ve likely preached it as you work with newbies — and when you’re reminding experienced staffers they can do better. Your mantra about creating the only permanent record of the school year probably echoes in the heads of staffers every time they recall their yearbook experiences.

And that’s a good thing. It’s what brings former editors back to visit when they return to town for homecoming or holiday breaks. Their presence is more than a chance for them to encourage your current staff to build on the foundation you’ve established on campus. It’s likely they’ll also share some tips for deadline success, choosing classes, navigating the college application process and life after high school.

But their return also represents a greater understanding of what they achieved during their years with you. While they may occasionally converse with other teachers during their visits or when they see them at school events, it’s less likely they’re texting those former teachers when a college professor mentions a phrase from the yearbook world or when they find an ad that would make a great theme.

Most yearbookers come to understand the importance of the volume they are creating. Hopefully, they’ve embraced the importance of including everyone on campus as many times as possible, rather than over-covering a select few. They find the balance of covering major events and everyday occurrences to capture the year accurately.

As for the other readers, the reality of a yearbook’s value may not sink in for many years. Sure, distribution day is often a campus event. It’s always fun to see yourself and your friends in the book and, in many schools, the tradition of signing yearbooks is alive and well. But greater appreciation is more likely years — or decades — into the future, when a class reunion looms or curiosity sends someone back to those pages to find a specific answer or connect a name to a face.

But at some point, they’ll embrace those volumes that captured these years and be able to remember the people and events that made this year what it was. Add this to your list of goals: Producing a book that both delights readers when it arrives and provides details necessary for the year to live on indefinitely.

Yearbook is both a privilege and a responsibility. Now. And forever.

Ann Akers, MJE

 Speaking of forever, she started yearbooking when they counted headlines to fit, printed photos to size and paid extra for cross-gutter bleeds!

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My Life Beyond Yearbooks


Giovanni Montalvo didn’t get his yearbook portrait taken his senior year at GioM Malaga Profile PicCinco Ranch High School. Or his junior, or sophomore or freshman year. He can’t really remember why. He was still interviewed for his senior yearbook and even made a video, “My Life Through Yearbooks,” (above) which has more than 19,000 views on YouTube…

What he can remember, and what the video represents, is when he finally figured out what he was meant to do in life.

“I found filmmaking the last semester of my senior year. It was too late to apply to film school, but I wanted to go to University of Texas, Austin. It was even too late for that, but I got into UT, San Antonio.”

After taking introductory college classes and not really connecting, Montalvo found himself at a crossroads. He wanted to go to a real film school, but L.A. and New York were so expensive.

“I told my parents about film school, and they said, “Are you sure? Don’t you want to make money?” Montalvo said. “When all of my classmates were pursuing careers in medicine, law or business, it was like saying, ‘I want to be a cowboy or an astronaut.’

An interesting analogy for a kid who grew up in Katy, TX, just outside of Houston – he really could have been a cowboy or an astronaut. And still, filmmaking seemed like a stretch.

Montalvo had family in Great Britain and had visited them several times. He did the research and realized it was much more economical to pursue his career in London. So, away he went to Ravensbourne University London.

Now, a 22-year-old graduate with award-winning short films and corporate video projects on his resume, Montalvo has again decided not to make the expected career move — going to L.A. to take the big leap into filmmaking.

“Other international students told me, ‘It’s easy to go home, but it will be hard to come back.’ ”

Work visas and immigration policies put him at yet another crossroads. He decided he wanted to focus on his craft and work in the industry in Europe. In early October, he moved to Amsterdam, a country that will allow him to freelance and live with fewer employment restrictions.

That’s the thing about pursuing a creative career like filmmaking, writing or design, he said.

“You’re not being directed all the time. You have to do it out of your own will and your own heart.

It’s very scary to make that decision. But, it’s that fear you have to hold and embrace. That’s what keeps you moving forward.

Regardless of whether you’re a senior in high school or a college graduate,” Montalvo said, “It’s about being firm in your decision, about being excited and keeping that excitement.”

When looking at his high school journey, and thinking about the people who influenced him, Montalvo remembers an English teacher, Bruce Hayes, whom he had for both freshman and senior English.

“Mr. Hayes had taught English in Japan. On our first day of freshman year he started yelling in Japanese. Desks were everywhere. His class was chaos.”

Montalvo realized that was part of his allure as a teacher. Students never knew what to expect.

“His philosophy of teaching was ‘think for yourself’. He embraced what the students in the class wanted to do.”

He embraced Montalvo’s budding interest in video when he had made a short film, and Mr. Hayes asked him to show it to the class. That was his first audience and his first realization that he had found something he was passionate about.

“When you’re in high school everything moves so slowly. The pep rally is on Friday. The quiz is on Monday. The test is on Tuesday. You have so many things set for you. You go hour by hour.”

Five years later, and with a sister who’s a junior, also at Cinco Ranch High School, it seems like those high school years were so short. The day-to-day stresses his sister is consumed with are so small compared to where he knows she will go in life.

“Now, I’m writing more and reading more. I think back to things that I thought were inconsequential and irrelevant, and they make sense. Even reading The Odyssey; I’m drawing on that now.”

He thinks back to the films he made in high school.

“When I made those videos, it was pure. I had nothing to worry about but making those videos. Now, my projects turn into larger and more thought-out processes. I look back to when it was just me. I had a child-like wonder. I have to keep that child-like wonder.”

But that’s not to say he has it all figured out.

“If someone reads this and thinks I really have it together. They’re wrong,” he said with a laugh. “I’m 22 now and I thought that 22-year-olds were adults, but I still feel like a little kid.”

Equal to his determination to succeed, Montalvo included the need to maintain his child-like excitement.

On set, when I talk to the crew and the actors, I always tell them, “Let’s take our work seriously, but let’s not take ourselves seriously. That makes a big difference.”

 

Visit Giovanni Montalvo’s YouTube channel here.

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Cause and Effect

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At Chantilly High School Abby Lee, Vietthao Ho, Mary Kay Downes, Nicole Re and Nia Hoq review the cover proof for the 2019 Odyssey. Photo by Kimberly Lee

Adviser Mary Kay Downes’ knowledge of and passion for yearbook earns her the coveted teacher inspiration award

Mary Kay Downes, MJE, prides herself on being in the know.
She’s advised the Chantilly High School yearbook for more than 30 years.
She is the district mentor for journalism teachers in Fairfax County, Virginia. It seems she knows everyone in scholastic journalism, so she’s often among the first to hear any scholastic journalism news.
But this surprised her.
“It was a work day, and I was in another teacher’s classroom, working on some curriculum, when my phone started blowing up,” Downes said.
She found out she was being honored with JEA’s Linda S. Puntney Teacher Inspiration Award, an honor for motivating a pursuit of journalism education as well as longevity and achievement of other advisers.
Nobody else was surprised by the news.

“First, [on the phone] was Leslie Dennis from [the Southern Interscholastic Press Association]. I was shocked, overwhelmed and I got emotional,” Downes said. “The teacher I was working with was concerned. She asked if I needed help — and I just laughed and let her know it was all good, in a crazy way. I had no idea.”

 

Advisers with whom she’s worked cite her as a generous expert, a guru of foundational skills and a coach for advisers and editors alike. She already has a list of awards a mile long. Among those, CSPA’s Gold Key, NSPA’s Pioneer Award, JEA’s Medal of Merit and National Yearbook Adviser of the Year honors, as well as an array of state and regional nods.
After falling in love with pubs as a college creative, she taught for years before returning to yearbook in 1987. Since 1995, the Odyssey yearbook has won 17 awards in NSPA’s Pacemaker competition and 12 Crown honors from CSPA. In addition, the book has earned four consecutive Col. Charles E. Savedge awards.
Nominated for the honor by a former editor, Katie Eklund Frazier, CJE, who now advises in Texas, and Val Kibler, MJE, JEA’s vice president, who also advises in Virginia, Downes’ nomination included letters from students and peers she has inspired.
Honored at the spring JEA/NSPA convention, Downes will also address attendees at the annual JEA Advisers’ Institute in July.
“I was humbled by the comments and compliments,” she said. “Ours is a world filled with many great teachers who could be honored in this way.”

Mind the GutterMore from the queen
Learn about years of yearbooking from the legendary MKD on the season two premiere of our podcast, Mind the Gutter podcast.

 

Read about more amazing advisers in the Folio magazine story, Theme’s So True.

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