Google apps such as Sheets, Photos (or Drive), Docs, and Forms help students organize and sell yearbooks. Below are examples of how the Compton Jr. High Yearbook class used each of these apps for our 2017-2018 yearbook.
I highly recommend that you use Google Photos to store photos. Listed the advantages of using Google Photos, as well as the alternative - Google Drive - in the FERPA article. You can learn more about Google Photos here.
I do believe that Google Photos has room for improvement, which includes, but is not limited to, making Google Photos a Core App and allowing the user to better organize and move albums. Until then, I recommend combining Google Photos with Google Sheets.
Google Docs or Slides
Do you need a basic flyer with yearbook information? Use Google Docs or Slides. Am I happy with this design? Not really, but it served its purpose. Next year I am asking a student to do a better job than I did.
When students sell yearbooks, the student salesperson adds an entry in the receipt book. Advisory teachers should be named on the receipt. If the student customer submits a baby picture or purchases a full-page, the customer completes the paper Google Doc. The Google Doc is not fancy, but it serves its purpose.
Google Forms and Google Sheets
Organize yearbook sales with Google Forms. Calculate the number of yearbooks and profit in the auto-populated Google Sheets.
Google Forms and Sheets are an excellent way to keep track of yearbook sales. Only the yearbook advisor has editing access to the Google Sheets as it inventories the number of books sold and the amount of money collected.
This is an Example Sales Google Form with data stored in Google Sheets that we used in Spring 2018. Notice that Row 2 of the Google Sheets includes functions to keep track of the number of yearbooks sold and the money received.
Insert a Row to Calculate Yearbooks Sold
- Right-click on Row 1.
- Select Insert Row below.
- For Columns G-K, write the following function =sum(G3:G500). Change the letter to the appropriate column name.
- Go to View -> Freeze
- Select two rows.
As more entries are added in the Google Form, the sums for Row 2 will increase.
Google Forms and Google Drive Folder
Using Google Photos to collect photos from students was especially helpful in Spring 2020 when school unexpectedly closed.
The good news is that the Compton Jr. High SlidesYearbook was almost done when we stopped attending school in person. Due to the historical nature of Spring 2020, we decided to a COVID section. Students submitted photos via a Google Form. Most students shared images of friends they missed seeing in person.
To learn how our school used Google Forms to collect photos, click here.
Schools will be audited. As such a receipt book is a must! The white copy goes to the customer, the yellow copy is kept for accounting purposes, and the pink copy is saved for the yearbook staff.
You may notice a question for Student Salesperson. Any yearbook staff member that sells 10 yearbooks receives one free yearbook. Most yearbook profit goes to the student body. Suggestion: Have the Student Body Officers approve "the free yearbook for 10 sales." This agreement must be in the notes for auditing purposes.