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Frequently Asked Questions (FAQs) About Yearbooks
 
Some of the yearbook FAQs displayed here are specific to Balfour Yearbooks customers.  However, our site is NOT the official Balfour web site.
 
General
Q:  Where do I get ideas for innovative spread designs?  show answer  HIDE ANSWER

A:  The answer is not yearbooks, but magazines!  Most magazine layouts can be adapted for the yearbook.  Just ask your students to bring in up-to-date copies of their favorite magazines.  Plaster your favorite ideas on the walls of your yearbook room.  And, you may even get some fresh feature ideas as well.

Also search this site's The Yearbook Yearbook database.
Q:  How can I cover my clubs fairly when some are so active and others seem to do nothing?  show answer  HIDE ANSWER

A:  Many yearbooks give each club, no matter how small or large, a whole page in the yearbook.  It’s easy to fill space for active clubs but impossible to fill a page for others.  Try this: create double-page spreads in your club section based on topics instead.  For instance, create spreads on volunteerism, spirit, academic recognition, career advancement, and so on.  Those spreads will feature snapshots from a variety of clubs and organizations.  You can run the group photos on those pages, in the index, or alphabetically along the bottom of the pages throughout the entire section.
Q:  How can I keep my staff motivated?  show answer  HIDE ANSWER

A:  To keep up staff morale, make people feel valuable as members of the yearbook staff, and build the staff into a team.  Break the ice by assigning group work and having brainstorming sessions.  Hold a Deadline Dinner for all staff members who work into the evening prior to a deadline, and a Journalism Banquet at the end of the year.  Let the school know about special achievements and awards by staff members, and thank staff members for everything they do.  Also, Balfour Yearbooks offers Certificates of Achievement to hand out to the staff.  Ask your Balfour Yearbooks representative or your Account Executive about these awards.
Q:  Does Balfour Yearbooks offer any lesson plans?  show answer  HIDE ANSWER

A:  Yes.  Balfour Yearbooks has a program called SAM, Student Adviser Material.  SAM was written and designed by advisers for advisers, and includes everything from designing layouts to learning about the copyright laws.
Q:  What is the difference between a Balfour Yearbooks Process color and a Balfour Yearbooks Spot color?  show answer  HIDE ANSWER

A:  Balfour Yearbooks Process Colors are CMYK mixes and are required for color photographs. Balfour Yearbooks Process Colors can also be used as accent colors (also called "spot" colors [in this case, spelled with a little "s" in "spot"] and used for text, backgrounds, and clip art).  But you should use Balfour Yearbooks Process colors for accent colors only on a 4-color page.

Balfour Yearbooks Spot Colors (used for text, backgrounds, and clip art) are pure colors (not CMYK mixes) and are generally intended for use on a pre-purchased Spot Color page.  The photographs on Spot Color pages will still be in black and white, generally.

Balfour Yearbooks now will automatically convert any spot colors chosen for a 4-color page to a CMYK mix.  This policy will ensure that you will not incur an additional spot color charge.  But if you want a true spot color on a 4-color page, please contact your Balfour Yearbooks sales representative.

If you for some reason use a Balfour Yearbooks Process Color on a Spot Color page, there will be an additional charge.

Balfour Yearbooks Process Colors start with an 'X' followed by a four digit number.
Q:  Can I install PageMaker®, InDesign®, Photoshop®, or QuarkXPress® on more than one computer?  show answer  HIDE ANSWER

A:  If you purchased a single-user license for your software, then legally, you can install your software on only one computer.  There are multi-user packs available from Adobe and Quark, for the case that you have a computer lab that you would like equipped.  Also, no person can install Adobe or Quark software on your computer without providing all documentation and original media (e.g., CDs) to the yearbook adviser or the technology coordinator.
Q:  What file format should I use for the digital images and graphics that I am sending to Balfour Yearbooks?  show answer  HIDE ANSWER

A:  PageMaker® customers should use the EPS or TIFF format.  EliteVision customers should use the TIFF or JPEG format.
 
Photos
Q:  How can I keep our photo prints organized?  So many times my photographers will insist they shot and printed an assignment, but then we can't find the prints.  show answer  HIDE ANSWER

A:  Photos are often the bane of a yearbook adviser's existence.  No matter how great a print is, it's no good if it can't be found.  There are many ways to organize your pictures, but here are a couple of suggestions:

For color prints, keep them organized by subject.  For example, create a file folder for all color "Varsity Football" pictures.  Separate them from their negatives and keep the negatives in a safe (kid-free) place.  We recommend keeping the negatives in the picture envelope your prints came in.  Write on the outside of each negative envelope the content of the negatives. You can also number the negative envelopes and keep a running log in each file folder.  A log entry might be, "Varsity Football vs. Jersey Village - negative pack 1."  One final word of advice, if there are similar prints of one subject, pull one of the prints.  That way, you avoid very similar pictures being used on different pages.

For black and white prints, have your staff photographers print a contact sheet for each assignment they shot.  In a perfect world, each roll would be for one particular subject matter.  That's rare, so make sure the contact sheet's subject(s) is clearly labeled on the contact sheet.  Designate a chief photographer to be responsible for maintaining the proof book.  When a staffer needs a print, he or she should go to the proof book, select a print, and then complete a print order form for the photographer to reference.  Once a print has been made and is going to be used, mark through the print on the contact sheet so another staffer does not select it for another spread.
Q:  Can’t I just pull some photos off the Internet and submit them to Balfour Yearbooks?  show answer  HIDE ANSWER

A:  Photos from any source are someone else’s property, so be careful!  Many Web sites do have photos that you can use in your publication.  When this is the case, a notation to that effect is included on that Web site.  When no such notice is posted, assume that you cannot just borrow those photos . Last but not least, be sure to review the Law & Ethics section of your SAM kit.
Q:  What prints the best – glossy or matte finished photos?  show answer  HIDE ANSWER

A:  Glossy four-color photos print the best – even if the page is to be printed in black and white.
Q:  What kind of picture should I be submitting for best reproduction quality?  show answer  HIDE ANSWER

A:  We will accept either black and white or four-color photographs for your black and white printed pages.  We recommend that the pictures have a glossy finish.  Polaroids are probably the least desirable photos.  If creating a montage page, try not to mix color with black and white photos on the same page.
Q:  Can I submit a laser copy of a photo?  show answer  HIDE ANSWER

A:  We do not recommend laser copies.  Photo reproductions as well as digital images should be submitted on glossy, professional photographic paper stock.
Q:  Should portraits be cut to their actual size?  show answer  HIDE ANSWER

A:  Only if you are using a Camera Ready method of preparation.  Otherwise Balfour Yearbooks will scan and size your portrait pictures to fit the layout.
Q:  How do I crop circular pictures?  show answer  HIDE ANSWER

A:  When using Tempo, UltraVision, EZ Design on Disk, or EliteVision, crop the picture just as you would a rectangle photograph using the cropping degrees given to you by the software and your UltraCropper.
 
Submissions
Q:  When is the latest I can turn in my pages?  show answer  HIDE ANSWER

A:  When the going gets tough, many advisers ask how late they can submit pages and what the ramifications are of missing a deadline.  Deadlines are set so that Balfour Yearbooks can anticipate the production volume and meet our printing commitment to you.  When you miss a deadline or hold proofs out too long, delivery days may be added to your shipment date.  So, do the best you can with every deadline, and try to complete signatures!
Q:  What if I miss my yearbook deadline?  show answer  HIDE ANSWER

A:  If you miss any of your deadlines, you jeopardize the on-time delivery of your yearbook.  If you think you will have any problems meeting your deadlines, be sure to contact your Balfour Yearbooks Representative.
Q:  How much will it cost if I miss a deadline?  show answer  HIDE ANSWER

A:  There are no “late fees” per se. Sometimes, the cost of color may vary depending on the deadline.  Unless four-color or spot color is involved, the ultimate penalty is that time may be added to the shipment date of your yearbook.
Q:  When can I turn in my color pages?  show answer  HIDE ANSWER

A:  Your Balfour Yearbooks representative will work with you concerning deadlines.  The price of color pages depends on when you submit these pages and the whole signature must be completed at that time.  For example, if you are a summer delivery book, and you have purchased an 8-page flat of four-color due January 9th, you must turn in all 16 pages in that same signature.  If you turn in pages 1-15 on January 9th, but you do not turn in page 16 until June 1st, you will be charged the June 1st price.  There can be a significant price difference!
Q:  We are an elementary book, and each of our pages is about a separate subject.  Do I have to send in both the left-hand and right-hand pages in a spread at the same time?  show answer  HIDE ANSWER

A:  You will help streamline the printing process and minimize potential mistakes by ALWAYS sending in both pages of a spread at the same time.  You also eliminate confusion on your end because you will only have one file for a particular spread instead of the two created when you sent the pages separately.  Plan your ladder so that you can send completed spreads on your deadline.
Q:  What do I do with the CD from the photography company with all of my student portraits on it?  show answer  HIDE ANSWER

A:  Unless you plan on flowing your own portrait pictures, Fed-ex it directly to your Account Executive.  The CD should be mailed by itself.  You will select your layouts when you receive your directory proofs – about two weeks after Balfour Yearbooks receives your student portrait disk.  Note that you will not have met your page deadline until you mail your directory proofs back.
Q:  Can I send in my EZ Pix directory proofs one grade at a time?  show answer  HIDE ANSWER

A:  No.  It is much easier for the plant to flow the entire EZ Pix CD portraits and names at the same time onto your chosen layouts.  Send in your EZ Pix directory proofs intact with your layout selection guide filled out.  If you are designing your own portrait pages, a layout disk must also accompany your selection guide and directly proofs.
Q:  Can I send in new pages on the same disk as proof corrections?  show answer  HIDE ANSWER

A:  Please don't.  Proofs and new pages go in completely separate directions.  New pages and proof corrections MUST be placed on 2 separate disks. The same rule applies to cover/endsheets.
Q:  Can I send my cover design on the same shipping disk as my pages?  show answer  HIDE ANSWER

A:  No. You should always send your cover design on its own disk because it is worked in a different department.
Q:  If my Account Executive has called and requested the files for unworkable pages, can I put those files on the same disk with new pages?  show answer  HIDE ANSWER

A:  No.  The unworkable pages are at the Account Executive's desk.
Q:  Do I send a page envelope for a blank page?  show answer  HIDE ANSWER

A:  Yes, all pages must include a page envelope.  For a blank page, just write the page number on the outside of the envelope and label it blank.
 
Proofs
Q:  What is the best way to indicate corrections on my proof pages?  show answer  HIDE ANSWER

A:  Start with the right tool – A RED INK PEN!  If you are using EliteVision or EZ Design on Disk, make all corrections on the proof itself, and submit a disk only if you wish to replace an entire page.  PageMaker®, InDesign®, and QuarkXPress® customers should make minor corrections on the proof itself and should make major corrections by highlighting or circling the changes on the proof and writing "see disk."  For PageMaker®, be sure to submit a new 71% printout of the page showing your changes.
Q:  What do proof corrections cost?  show answer  HIDE ANSWER

A:  Corrections vary from Major to Minor – and so do costs.  Please contact your Balfour Yearbooks Representative about the cost.
Q:  What if I do not like my cover proof?  show answer  HIDE ANSWER

A:  That's what the cover proof is for.  If you have any changes you want to make, clearly mark them on the proof and mail it back to the plant as soon as possible.  For complicated changes, please be sure to contact your Balfour Yearbooks Representative.
 
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