School Photography and Yearbook Services

The Vendor is required to provide school photography and yearbook services for include:
- School photography services:
1. Secondary school photography:
• A minimum of two (2) poses per student are to be taken
• Photographers are to provide an opportunity for retakes within 30 days after delivery of photographs or as negotiated with the school principal or designate
• Photographers will deliver completed orders to the school with individual orders in weatherproof packaging with cardboard inserts to prevent damage by folding.
• The student's name is to be visible from the outside of each envelope.
• All orders are to be shipped complete and sorted by grade/homeroom as chosen by the principal.
• Photographers will provide school with colour photograph identity cards for all students.
• The identity cards will be sorted as requested by the school.
• Identity card layout and contents must be agreed upon by school principal prior to production.
• Scheduling of graduation photos for secondary to be arranged on an individual basis at the school's discretion, usually at the beginning of a calendar year - January or February.
2. Elementary school photography
• A minimum of two (2) poses per student are to be taken.
• Photographer is to provide an opportunity for retakes within 30 days after delivery of proof or as agreed upon with the school principal.
• Photographer will deliver completed orders to the school with individual orders in weatherproof packaging with/cardboard inserts to prevent damage by folding.
• The student's name is to be visible from the outside of each envelope.
• All orders are to be shipped complete.
• Scheduling of graduation pictures for elementary schools to be arranged on an individual basis at the school's discretion.
• Photographer will ensure that all photographs will be sorted by class groupings.
• Class group/composite colour photographs (5"x 7") are to be provided complimentary to each student whether they purchase a package or not.
3. General - both elementary and secondary school photography:
• All photography is to be on a "total satisfaction guaranteed" basis.
• If a person wishes a refund, for whatever reason, it will be given upon return of the photographs.
• If the photographer fails to deliver photographs, a refund will be given immediately.
• The photographer must offer a family plan rate whereby the full price is chargeable for the first two children, and an exception or minimum fee is chargeable for each additional child within the school / board for packages ordered.
• Photographer will provide school with three (3) name identified prints (1" x 2") with adhesive backing for all students whether they purchase a package or not.
• Kept on file for emergency use
• Photographers will be available for each school to take grad photos, team and candid photos at the discretion of the principal.
• This includes both elementary and secondary schools.
• The board requires photographs for all employees while on site at each school scheduled by the principal.
• Photographers will provide the school with a complimentary composite picture of the graduating class and with a composite picture of the school staff each year.
• Vinyl cover embossed with school name and logo must be available for composite photos of the graduating class.
• Photographers will provide the school with an electronic file (or the option of a hard copy) of the composite pictures for proofing prior to the creation of hard-copy composite pictures.
• Photographers will provide the school with a formatted file to transfer images to the board's student information system.
- School yearbook services:
• Must be able to provide a finished product in a number of different sizes, cover options (hard covered and soft covered) binding options, colour options and number of pages.
• Easy to use software for the design and development of yearbooks and if required by the school, provide support and training regarding the use of the software to each site.
• The yearbook suppliers shall complete and adhere to privacy impact assessment (PIA), data protection agreement (DPA) and any other similar procedures as determined by the board's privacy and records management officer, prior to commencing any work.
• It is the preference of the board that orders for yearbooks be placed either in bulk by the school and by user-friendly order form.
• If using any online methods, the suppliers must have the capability to ensure that only school staff, students and parents are able to place an order.
• The order forms are to outline the available payment methods and that made payable to the yearbook company.