Administration of Yearbook Sales

1. At least three competitive bids are to be solicited.

2. The Principal should not sign a yearbook contract unless there are adequate purchase commitments by students and faculty. A multiple-year contract with a publisher should never be signed.

a. Deposits made by students and faculty should be at least 75% of the cost of the yearbook and should be collected before an order is placed.

b. The balance of the yearbook cost should be collected as soon as possible after the order is placed and the money given to the SOO for deposit.

c. Yearbooks are not to be distributed until the purchaser has paid the cost in full.

d. Complimentary copies are prohibited.

e. Students should be informed that refunds will not be given after the order is placed with the publisher.

3. Records should be maintained by the activity sponsors to provide a reconciliation of sales and books on hand with cash receipts. A copy of the reconciliation should be submitted to the Principle for review and retained on file by the SOO for at least three years.

4. The School District will not pay for any yearbook debts. Responsibility for debt lies with the person(s) who signed the contract with a publisher and/or administered the activity.

5. Contracts are to be retained on file by the SOO.

School Activity Receipts (Form H-207)

This receipt must be filled in completely. The original should be given to the student; the duplicate copy should be retained by the homeroom sponsor as a record of the transaction.

If a student makes a payment for more than one activity at the same time, it is better to issue a separate receipt rather than attempting to describe the various activities on one receipt form. It is important to indicate the purpose for which the student is making the payment.