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Submitting & Proofing Your Yearbook

As soon as they feel the book is ready for production, an Editor-in-Chief may submit the yearbook to Studio Source Yearbooks’ proofing system.

However, yearbook submission does not mean your yearbook will go straight to the printing presses! It is a multi-step process designed to ensure best possible results when your book does go to print.

Step 1: Book Submission

An Editor-in-Chief may submit the yearbook by clicking on the Admin menu’s Submit to Publisher option.

Book Locking After Submission

Your yearbook is locked once it is submitted. No additional edits may be made until it is rejected on the Studio Source Dashboard.

Proof Notification Email

Upon submission, your cover and book are rendered to pdf documents then uploaded to the Studio Source Yearbooks Dashboard. Rendering times on the size of your book and the time of the year (30 minutes or less in the off-season, up to 2 hours in the spring)

When the proof reaches the Studio Source Dashboard, advisors with proofing privileges receive a notification email inviting them to review the proof and a reminder email is sent every day until the proof is either approved or rejected by an adviser or the studio.

Step 2: Dashboard Review

The proof notification email contains a direct link to the Dashboard proof.

A login to the Dashboard is required before moving directly to the proofing page.The Dashboard Proof Page.

The top half of the web page displays a trimmed flipbook view of your entire yearbook.

The bottom half of the page displays the full trimmed cover with spine guidelines.

Below the flipbook are buttons to download full-bleed (untrimmed) pdf views of the cover and interior pages.

Every proof has a unique Dashboard number, displayed next to the school name. Under this info, your studio’s name, software type and book type are displayed. In the right corner, the review status of the proof is accessible. Click on this to see who can or has reviewed the book.

Proofing with the Trimmed Flipbook

Navigate through the flipbook using the < > arrows at the side of the page.

When the proof page first launches, the front cover is featured on the flipbook. Click on the > arrow to move to the next pages. Interior pages are displayed as double spreads.

Below the flipbook, use the numeric page navigator to go directly to a particular page.

Click on the magnifier to zoom in/out of the flipbook.

Because the flipbook approximates the way your printed, trimmed pages will appear, use it to look for placement errors.

Look for images and text too close to the trim edge of the page. All important content should be at least 1/4 inch from the page edge, as per the image to the right.

Also look for duplicate images, or photos that trim out people’s faces on the page edge or inside their image frame. Check clipart to ensure it is fully visible, unclipped by its frame.

Below the flipbook, check the trimmed full-spread version of the cover.

Look for text and images too close to the edge of the page, or too close to the spine margin(s). Ideally keep important content 1/4- 1/2 inch from these areas, as indicated on the example image to the right.

If the book spine is wide enough to accommodate text, it must be centered within the spine guidelines and no more than 70% of the spine’s width.

Proofing with the Full-Bleed PDFs

Download an untrimmed PDF version of the cover and the book interior pages using the buttons under the flipbook.

The pdfs will launch in a new browser tab.

The PDFs show the full untrimmed page. Use the magnification tool to zoom in or out of the page for a detailed view.

The PDFs may also be downloaded or printed on your local printer, to pass to other proofreaders. For instance, send interior pages to the classroom teachers to check for missing students and label typos.

Look for extra photos off the edge of the page, or backgrounds/banner elements that do not extend to the outer edge of the pages. Because paper can shift during manufacturing, elements or white borders on the edge may make their way onto the final printed page.

The PDFs display your pages in a large, clear format, so this is the best opportunity to check for typos, issues with portrait labels, and text legibility issues.

Step 3: Rejecting, Correcting & Resubmitting

When your yearbook is submitted to publisher in Memento, it is automatically locked for editing. Memento will unlock your yearbook as soon as the active proof in the Studio Source Dashboard is rejected by a member of your team or your studio. Note: Studio Source will not reject a proof on the Dashboard, even if the proof is rejected during its technical review.

Rejecting the existing Dashboard Proof

Open the existing proof in the Studio Source Dashboard and click the Reject button over the flipbook.

Once your book is unlocked, you may find some or all of your pages flagged as Ready for Proofing when you get back into the unlocked book, particularly if your team used Memento’s review tools.

Rejecting Individual Memento Sections

To unlock these sections, check out the book, then reject a single page, an entire section or the whole book. The page, section or entire book will be available for editing again.

Once done, resubmit the yearbook for another round of proofing on the Studio Source Dashboard.

Important: The new proof will have a distinct proof number, different from the previous submission. Be careful to review the latest proof on the Studio Source Dashboard, and not an older rejected proof! Using the link in the proof notification email is the best way to get into the book, since you can check the date of the email to verify the submission date.

Step 4: Approving for Printing

When you have completed the revision process and wish to move your entire book towards printing, click on the Approve button over the flipbook.

The book will remain locked in Memento, with no further edits possible.

Step 5: Studio Source Technical Review

After a school advisor or a studio has approved the Dashboard proof, most yearbooks will be internally reviewed by the Studio Source team.

This review will focus on technical issues with the book, looking for trim-edge issues, non-full-bleed backgrounds, text and image placement problems, as well as general consistency issues. If problems are found, Studio Source will mark the proof as “Internally Rejected” and send a detailed email report to the studio or an advisor from your school (as per your studio’s instructions).

Some studios have opted out of the Studio Source proof review, so if you are unsure of your proofing status, speak to your studio rep.

Step 6: Ordering & Production

After the yearbook proof has been approved by everyone required by your studio, the book order may be placed on the approved proof. For most yearbooks, the studio rep will place your order.

If the order includes any personalized covers (student names and/or photos added to their individual yearbook), additional instructions on how to submit data will be sent after the order is placed. Once the data is received, the Studio Source team will generate the customized covers to send to the designated school contact for review and approval.

The book will then go to print, and shipped as per the instructions provided by your studio.

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