Yearbook & picture day handoff plan
2026–27 school year
To-do
- Reply to Carlyn (Barksdale) — decide scheduling method; request the link if self-scheduling
- Get Art's correct email — his voicemail says to email him but gave no address; try Ms. I, Thompson, or Kristin
- Confirm the full scope of "taking over" with Thompson
- Get Walsworth curriculum box and full contact list from Kristin before she's out of the building
- Confirm with Thompson whether the Intro to Design → Yearbook pipeline moves forward
- Confirm you're the one attending the Katie/McCabe/Thompson check-in — pricing itself is already locked via a multi-year contract
- Get access to the school roster spreadsheet (full-school roster, confirmed)
- Don't confirm any dates with Art until cleared with Thompson
- Confirm correct account phone with Katie/Jamie — deadline form shows (215) 400-8130, doesn't match 215.900.8742
- Get an actual Cover Due date from Walsworth — confirmed: 10/19
- Promote/run the cover design competition — entries due 10/10, voting 10/12–10/14
- Print and distribute Senior Picture Day flyers Monday 9/28 to senior English classes and advisories
- Pick and confirm a Friday (Oct or Nov) for yearbook club photos
- Build the Google Form for seniors to suggest superlatives
- Have committee review suggestions and pick final superlative categories
- Have committee build a mock yearbook page to practice the Walsworth tools
- Plan superlative voting rollout for January
Role transition: Kristin Arrivello is leaving the Yearbook lead role entirely. Erik Wiessmann is taking over as full Yearbook Lead, in addition to Picture Day and Senior Portraits — edwiessmann@philasd.org / 215.900.8742.
Key contacts
| Role | Name | Contact |
|---|---|---|
| Yearbook lead & picture day/portraits | Erik Wiessmann | edwiessmann@philasd.org · 215.900.8742 |
| Outgoing yearbook lead | Kristin Arrivello | karrivello@philasd.org |
| Yearbook software rep (Walsworth) | Katie Fulton | katie.fulton@walsworth.com · 215.435.6643 |
| Walsworth CSR | Jamie Sturm | — |
| Walsworth computer support | — | 800.369.1530 |
| Walsworth customer service | — | 800.246.1982 |
| Senior portrait photographer | Carlyn Cuccurullo (Barksdale Photography) | 215.280.1123 |
| Senior dues / book pricing approval | Ms. McCabe | — |
| Underclassmen camera cards | "Art" | 215.947.0808 — see contact log |
| Senior/underclassmen class lists | Ms. I | — |
| Admin approval (scheduling, space) | Thompson | — |
Walsworth has moved to a new login portal (login.walsworthyearbooks.com) which was running slowly as of late May — worth checking with Katie whether that's resolved.
Division of responsibilities
Newly absorbed from Kristin
Yearbook production
- Run Walsworth software, layout, deadlines, roster/contact management
- Meet with Katie + McCabe + Thompson early in the year to set book pricing (contract is multi-year and already set — likely a formality)
- Point of contact for Walsworth support issues during production
- Recruit and manage student yearbook staff
As originally planned
Picture day & senior portraits
- Contact Barksdale (Carlyn) to set dates
- Secure space (Library preferred over auditorium)
- Get senior + underclassmen lists from Ms. I (source: full school roster spreadsheet already accessible)
- Coordinate camera card sorting/printing with Art
- Manage day-of logistics and crowd control
- Track down no-shows, schedule a make-up day
Senior portraits — confirmed details
From Carlyn, Barksdale. Dates held: 10/19–10/23 (may not need all 5 days).
Reply needed: does Erik build the senior schedule, or do seniors self-schedule via the Barksdale website? Carlyn can send a link if self-scheduling is preferred.
| Item | Detail |
|---|---|
| Sitting fee | $25 per student, paid at the camera |
| Pricing | Holding steady — participation levels remain acceptable |
| Space | One large room preferred over splitting across spaces |
| Dressing support | A team member helping with dressing is extremely helpful |
| Scheduling form | Sent by Carlyn — ready to use |
Timeline
Dates are now confirmed: 10/19–10/23. Steps below follow last year's planning cadence — adjust against this locked window rather than the original late-August/November estimate.
Now / this week or next
Contact Carlyn at Barksdale to propose senior portrait dates
Late August
Finalize and confirm dates with Barksdale
1–2 months before shoot
Request senior class list from Ms. I: name, ID, homeroom, mailing address, email
1 month before shoot
Confirm which teacher group is escorting students to picture day — before lists go to Art
2–3 weeks before shoot
Request underclassmen list; hand off correctly-sorted lists to Art for camera card printing
1–2 weeks before shoot
Confirm space — Library preferred, auditorium as backup
Day before/of
Confirm logistics: 3 photographers arriving 6:30am, 15 ft of space each
Day of shoot
Manage door (one support friend per student max), prevent phone photography
After shoot
Compile list of no-shows
Following weeks
Schedule and run make-up day
Lessons learned from last year
Confirm the escorting teacher group first. Last year the switch from History to English teachers (due to STD testing) meant roughly 1,000 camera cards had to be re-sorted mid-day.
Library beats auditorium for crowd control — easier to gatekeep with a one-support-person rule at the door.
Expect phone photography during shoots. Students try to photograph each other — needs active management, not just a sign.
Don't promise Art any dates before clearing them with Thompson. Confirm scheduling approval first, then follow up with Art.
Senior yearbook committee
| Name | Role | |
|---|---|---|
| Erik Wiessmann | edwiessmann@philasd.org | Owner |
| Aldo Salazar Gonzalez | 8541446@philasd.org | Editor |
| Alexander Carbajal | 8716213@philasd.org | Editor |
| Angie Maung | 9617404@philasd.org | Editor |
| Joanna Zhang | 10168709@philasd.org | Editor |
| Karen Bai | 8632679@philasd.org | Editor |
| Luzjana Ademi | 8566264@philasd.org | Editor |
| Melissa Wang | 9576878@philasd.org | Editor |
| Zoe Wei | 9016870@philasd.org | Editor |
New plans (committee kickoff)
- Flyer distribution, Monday 9/28 — to senior English classes and advisories
- Club photo day — requesting a Friday in October or November, still to be picked
- Superlatives: Google Form for senior suggestions → committee selects final categories → voting (best dressed, etc.) in January
- Committee training: build a mock yearbook page to practice the Walsworth tools before working on real pages
Walsworth deadline agreement — Job #7043780
Submitted 9/10/26, Status: Approved (Revision 1).
| Item | Date / detail |
|---|---|
| Delivery | Spring |
| Requested ship date | 05/22/27 |
| Final page count due | 12/15/26 |
| Final number of books due | 12/15/26 |
| Plastic covers order due | 03/15/27 |
| YIR / ceBuzz order due | 03/15/27 |
| Final in-plant deadline | 04/06/27 — 104 pages due, 7 signatures, 104 cumulative pages |
| Total pages | 104 |
| Deadline type | Standard |
| Cover Due | 10/19 (confirmed) |
| Endsheet / Namestamp / iTag due dates | Still blank on the form — not yet set |
Cover art competition (confirmed): entries due 10/10 · voting 10/12–10/14 · cover due to Walsworth 10/19
Discrepancy to flag: the form lists the account phone as (215) 400-8130, which doesn't match the 215.900.8742 used elsewhere. Confirm with Katie or Jamie which is correct.
Contact log
9/16, 9:00am — Called Art at 215.947.0808, left a message. His voicemail greeting says to delete the number and email him instead, but did not state an email address. Still need to track down his correct email — try Ms. I, Thompson, or Kristin.
Last Friday — Spoke with Carlyn Cuccurullo (Barksdale) by phone, which prompted her follow-up email with the confirmed 10/19–10/23 dates and details.
Met in person with Katie Fulton (Walsworth), who walked through how to navigate and set up yearbook things in the software.
Open questions
Reply to Carlyn on scheduling method — build the schedule yourself or have seniors self-schedule (request the link if so).
Confirm the full scope of "taking over" with Thompson — Yearbook + Picture Day + Senior Portraits is a lot to hold solo.
Does the Intro to Design → Yearbook pipeline idea (open enrollment, GPA boost for AP students) move forward this year?
Since Kristin is leaving rather than going on sabbatical, confirm you're now setting up the Katie/McCabe/Thompson pricing meeting.
Get the Walsworth curriculum box and full contact list from Kristin before she's out of the building.