Student Photography and Yearbook Services

The Vendor is required to provide to standardize the quality, administration, delivery, and availability of photography and yearbook services across its schools while maintaining age-appropriate services and school-specific flexibility.
- Individual student photographs
• Photograph individual students during scheduled school photo sessions.
• Provide multiple professionally composed poses or image options when feasible.
• Ensure photographs are properly exposed, consistently framed, in focus, and professionally finished.
• Use age-appropriate backgrounds, posing, and presentation.
• Provide families with the opportunity to purchase individual student photo packages.
• Offer a range of package options and price points.
• Provide secure online ordering.
• Provide options for families that do not have access to online ordering or electronic payment.
• Clearly disclose all package prices, shipping fees, service charges, and optional costs.
• Provide a process for retakes, corrections, refunds, or replacement photographs.
• Avoid high-pressure sales practices or confusing package structures.
- Class photographs
• Take a class photograph for each participating homeroom or class.
• Provide one class photograph at no charge to each student in the class, unless an alternate arrangement is proposed and accepted by the district.
• Provide an electronic version of each class photograph to the school.
• Clearly label electronic image files by school, grade, teacher, and class.
• Provide replacement copies when a photograph is damaged, defective, or incorrectly labeled.
- Faculty and staff photographs
• A whole faculty and staff photograph at participating schools.
• One copy of the whole faculty and staff photograph at no charge to each employee appearing in the photograph, unless otherwise approved by the district.
- Candid and event photography
• Candid photographs during school activities.
• Photographs of performances, athletics, clubs, ceremonies, or special events.
• Photographs suitable for inclusion in school yearbooks.
• Clearly organized and labeled digital image collections.
• Optional photographer attendance at major school events.
• Pricing for event photography, if it is not included in the base service.
- Photo days and make-up days
• Conduct an initial photo day at each participating school, typically during late September or early October.
• Conduct at least one make-up or retake day, typically during December.
• Coordinate dates with each school’s administration.
• Provide sufficient photographers and equipment to maintain an efficient schedule.
• Minimize student wait time and loss of instructional time.
• Provide a plan for photographing absent students and employees.
• Provide a contingency plan for weather, school closures, emergencies, or technical problems.
• Complete all photography early enough to support school and yearbook production timelines.
- Yearbook design platform
• A secure, web-based yearbook design platform.
• Multiple authorized user accounts.
• Role-based permissions for advisers, staff, students, and parent volunteers.
• Page templates and design tools appropriate for elementary, middle, and high school yearbooks.
• Drag-and-drop photo placement.
• Caption, text, and graphic design tools.
• Spell-checking and other editorial tools.
• Page-ladder and deadline management.
• Cloud-based saving and backup.
• Compatibility with commonly used browsers and devices.
• The ability to upload photographs in commonly used formats.
• The ability to import or organize images provided by a separate photography vendor.
• Training and ongoing technical support.
• A process for downloading or archiving completed yearbook files
- Yearbook support
• A dedicated account representative.
• Initial training for each school’s yearbook adviser or committee.
• Technical support during the design and production process.
• Design guidance and consultation.
• Deadline reminders and production monitoring.
• Assistance resolving image, layout, printing, and ordering issues.
• Support for staff members, parent volunteers, and student yearbook participants.
• Escalation procedures for urgent production issues.