Yearbook FAQ's
FAQS FOR YEARBOOK FILES
Most common questions answered for Picture Day Contacts who are coordinating with their school’s yearbook team.
1. What yearbook files will I receive, and what are they for?
If your school’s contract includes yearbook files, we’ll deliver them in PSPA format—a standardized file type that pairs student info (like name, grade, and teacher) with their headshots for seamless import into yearbook software.
You may notice the image file names don’t match student names—that’s expected. PSPA files include a data file that connects each photo to the correct student info. When uploaded into yearbook software, the images and data sync automatically.
To see exactly what you’re getting, check your school’s deliverable menu in the portal. It will show which grade levels or groups are included and whether PSPA-format files were provided. If you’re unsure what you have on deck, just ask us!
2. What if I’m not sure whether our school uses yearbook files or needs the PSPA format?
Not every school uses yearbook files, and it’s common to feel unsure, especially if yearbook committee roles have shifted or plans aren’t finalized. If that’s the case, bring it up during your prep call with your Account Manager so we can help you figure out what’s typical for your school.
Most schools that produce a yearbook will need PSPA files, since that format is standard for yearbook software. If there’s uncertainty, we usually go ahead and create the files just in case. If they’re not needed, you can simply disregard them.
3. Where do I find the files I need for the yearbook?
We’ll email you a direct link to the portal Yearbook deliverable folder as soon as it’s ready. It will contain only the files meant for your yearbook team.
To avoid confusion, please check the expected delivery date listed in the portal—that’s when your yearbook files will be available. We know it’s tempting to check in early, but the files aren’t created ahead of that date. If it’s after the listed date and you still haven’t received the link, feel free to reach out, and we’ll be happy to help.
4. Which files are not intended for the yearbook, and how can I tell?
You’ll also see administrative SIS files in your downloads—these are not meant for the yearbook. They’re usually titled something like:
SIS_AdminFiles_SchoolName_Year_NOT_for_YB
Stick with the files in the “Yearbook” folder or those labeled with “PSPA” in the file name—those are the ones meant for the yearbook. If you use the admin files by accident, you will quickly notice they are too small.
5. How do I know who the yearbook contact is at our school?
In many schools, the yearbook role is handled by a parent volunteer—often from the graduating class—and they may not be identified until spring, just before yearbook files are due.
If you're not sure who it is, check with your school leadership team or administrators. Once you do know, we’d appreciate it if you could pass the yearbook files along and let us know their name (and email) so we can make sure they get future notifications. We may also send a quick form to help gather that info for future deliveries.
6. What information do you need from me to deliver the correct yearbook files?
It helps if we know:
- Who the yearbook contact is
- What company is publishing the book
- What student groups or grades you want included
- If you need a specific file format (other than PSPA)
If you're unsure about any of these, your Account Manager can walk you through them on your prep call.
7. How do I know what sort order (e.g., grade, teacher) is needed for our yearbook files?
Grade sort is the default for most schools, but your publisher might require something else. If you know what’s needed, tell us in advance. If not, we’ll use the standard.
We’re happy to adjust it—just let us know as early as you can.
8. What if I need different students or a different file format than what was delivered?
We’re happy to support your yearbook needs—but the best time to tell us what you need (like a different group of students or a specific format) is when your school first contracts with us. If that’s not possible, the next best option is to let us know before Picture Day so we can plan accordingly.
Requests often come right before school yearbook deadlines, which can make turnaround tricky on our end. While we’ll do our best to help when something unexpected comes up, changes after delivery are harder to accommodate—especially on short notice.
9. Can I request yearbook images from previous years?
Yes—we’re happy to provide them to school yearbook teams upon request, though they aren’t included by default. For security reasons, we take a look at each request to make sure it fits typical yearbook use.
If you’re looking for class photos of a specific group (like current 5th graders), just reach out to your Post Producer. You can find their contact info in the portal. We’ll review the request and, in most cases, be able to get your school’s yearbook team what they need.
10. Can we switch out or replace a yearbook photo after it’s been delivered?
It depends. Once yearbook files are delivered, making changes can be tricky—it’s disruptive to our normal workflow and often bumps up against school yearbook deadlines, which vary and are usually tight.
That said, we know these requests come up! If a parent wants a different image used, they can purchase a digital download (from their student’s gallery) and share it with the school’s yearbook team directly. This keeps things simple, secure, and on track.
If you're not sure how to handle a specific situation, just reach out—we’re happy to help you figure out the best next step.