Running a Successful Art ProgramRound Table May 7, 2012Presenter – Sara Kimmich

Frisco ISD Council of PTA’s Arts in Education, Chair

Sara’s contact information is e-mail: Cultural_Arts@friscopta.org

If you need any assistance do not hesitate to cal Texas State PTA Office

Office at: 800-TALK-PTA or 512-476-6769All forms are available online at www.txpta.org

Agenda1. Welcome

a. Introductions2. Discussion Topics

a. The Arts in Educationi. Activities ii. Cultural Programs – World Holidays/Cinco de Mayoiii. International Week

b. Inviting Guests/Authors and Artistsc. Reflections

i. Review Handouts LOCAL PTA PARTICIPATION FORM ONLINE

Requirements Checklist for LOCAL PTA Requirements Checklist Council Area PTA

CONSENT FORM and STUDENT FORMii. Theme/Publicityiii. How to Encourage Student Participationiv. How to Get Judges and Judging Entriesv. Award Presentations and Recognitions

3. Open Floor 4. Adjourn

7:007:027:127:147:207:227:247:267:287:327:527:548:008:088:128:148:168:188:208:30

Notes:

ARTS IN EDUCATION 7:14May 7, 2012

Dear Arts in Education Chairs for Frisco ISD PTAs,The Arts Are Important to Young People and our Future Workforce

Research shows that children who study all the arts demonstrate stronger overall academic performance. These young people are the creative thinkers that employers need in our increasingly complex workforce.

Arts education aids achievement of “core competencies” needed for employment such as thinking creatively, problem solving, exercising individual responsibility, sociability, and self-esteem.

In a national sample of 25,000 students, those with high levels of arts learning experiences earned higher grades and scored better on standardized tests than those with little or no involvement in the arts, regardless of socioeconomic status.

Learning through the arts has significant effects on learning in other disciplines. Students consistently involved in music and theater show higher levels of success in mathematics and reading.

Our Future Workforce Workers with arts-related skills are critical to the industries of the new economy:

software development and web design; advertising firms; automobile design companies; architectural and engineering firms; and other fields seeking employees with high-level communication, computer, and creative problem-solving abilities.

Support of the arts is a workforce issue for companies—the arts develop the kind of thinker and manager that businesses must have more of if they are to remain competitive in the global marketplace.

A KPMG survey of more than 1,200 high-tech workers examined the most important factors associated with taking a new job. “Community quality-of-life” was the second most important factor—after salary—and more important than benefits, stock options, or company stability.

The Arts are Important in Making Frisco a Place where People Want to Live “When cities are ranked city’s variety and participation in the arts play an important

factor. From large cities all the way to rural communities, artists and arts groups have been a

significant force in revitalizing neighborhoods and towns throughout the country. Child magazine ranks cities on its list of the top ten best cities to raise kids, partially

on the strength of the availability of arts programming and museums. 62 percent of the artists in a community spend between one and four hours per week

volunteering or performing community service, and another 18 percent spent between five and ten hours per week.

The Arts help increase Frisco’s visibility and prestige, nationally and internationally. The reason I am honored to be your Arts in Education Chair for this 2011-2012 is because I believe:

The ARTS are important to Frisco residents! The ARTS inspire and spark our imaginations!! The ARTS improve student’s overall academic achievement!!! The ARTS are a bridge between different cultures and ethnic heritages!!!!

Thank you for giving me the opportunity to proudly serve you and our community,All my Love and respect,

SaraSara KimmichFrisco ISD Council PTA’s

Arts in Education, Chair

7:28

The Magic of a Moment theme was submitted through the Theme Search Contest by Kate Eldredge of Braun Station Elementary PTA located in San Antonio. CREDIT WHERE CREDIT IS DUE:Appreciation to both Presenters: Shaleen Wilding and Katharine Bolliger for their generous contributions of Material for this Training!Excellent On-Line Resources:Texas State PTA Info: http://www.txpta.org/programs/reflections/ Promoting and Planning General Student Participation Rules Local Participation Form (Online Form) Local Press Release Judging Tips & Scorecard

All Student Entry FormsCategory RulesLocal Facts and QuestionsNational Awards and RecognitionReflections Posters and Fliers

General Guidelines:Students participate in the Reflections Program by submitting entries to a local PTA or PTSA.Nationally, the program has six arts categories:DANCE CHOREOGRAPHYMUSICAL COMPOSITION

FILM PRODUCTIONPHOTOGRAPHY

LITERATUREVISUAL ARTS

and four grade divisions: Primary: preschool – grade 2 Intermediate: grades 3 – 5

Middle/Junior: grades 6 - 8Senior: grades 9 - 12

Please note that Students may submit entries only through a PTA or PTSA in good standing- membership dues paid.• All entries submitted must be original works and must relate to current Reflections Program theme.• Each entry must be the work of only one student. Assistance from teachers, parents or friends is not permitted except in special cases (such as students with physical disabilities). Educate students and parents “Parents must remember that student artists need to be responsible for their own work…. Students should simply do their best; crooked lines, incorrect musical notes, or misspelled words do not disqualify anyone.” “A Word to Parents” - National PTA Reflections SiteTexas PTA Reflections Procedures – points to remember and Helpful Hints:_____Reflections Entry Progression- Advance either Best 20% of overall, 20% Best per category or_____one entry per age group and arts category_____Do NOT attach the Official Entry Form to the back of artwork in a display setting_____Encourage students NOT to put their title on the front of the Visual Arts or Photography entries or on

the surrounding MATS_____Award of Excellence 20% advance from your school to the next level judging (Council or Area)_____Award of Merit , Honorable Mention, Participation Awards (chosen and divided by local needs)_____Have drop off box no larger than the biggest entry allowed_____Make a commercial with last year’s participants (interview them)_____Do not shrink wrap, simply tape protective wrapping paper on back side of art folding over the top_____When transporting the art to the next level – package it like a gift by category_____Senior category advancing entries can be a digital copy of their artwork_____Use Post-its as a quick way for multiple judges to identify the entries they feel are of merit

REFLECTIONS THEME2012-2013

_____Awards: Reflections ribbons & certificates can be ordered from the State PTA_____Color Advertising Posters http://www.BeaTexasStar.com/PTAReflections.html can be downloaded and printed at local printer or school print shops.

Reflections Judging Rubric * 2012 – 2013The Magic of a Moment

Interpretation of Theme How closely the piece relates to the theme, basedon the artwork itself and the artist statement

5pts or 50%

Artistic Merit/ Creativity How creative and original the piece is in itsconception of the theme and its presentation

3pts or 30%

Mastery of Medium The level of skill demonstrated in the basicprinciples/techniques of the arts area

2pts or 20%

We also need the entries divided into:Award of Excellence – entries which should definitely move to the Council LevelAward of Merit – entries which stood out – but will not be sent to Council/Area(Possibly entries which mastered the medium, but the theme was not noticeable)Honorable Mention – good effort, needs to be recognizedParticipation Award – every student needs to be recognized for their effort

Judging Score Card~ The Magic of a Moment ~

Helpful Hints:When using multiple judges, have them agree upon the final decisions as a groupSometimes it is helpful to have the judges let you know the top non-advancing entries, in case you are able to add a few more advancing entries to meet your 20%Some councils advise breaking up the awards this way:

Award of Excellence (top 20%) Award of Merit (next 20%) Honorable Mention (next 20%) Participation Award (remaining 40%)

The more awards you give, the more interest you will have from students in future years. Giving recognition in front oftheir family and peers will also spur on future participation.

LOCAL UNIT REFLECTIONS CHAIR PLAN OF WORKSDate: _September 6, 2012 CULTURAL ARTS TRAININGFORM A COMMITTEE (July - August - September)Your committee can be created by seeking help in the following ways from PTA volunteers and board members, past Reflections participant’s parents, staff, community members, grandparents, retired teachers, etc.______________________Distributing Rules and Forms______________________Advertising______________________Collecting, Checking & Returning Art______________________Entering Data on Spreadsheet______________________Securing Judges and all details regarding Judging______________________Award Recognitions______________________Exhibiting ArtSETTING YOUR TIME LINE Once you know the date you are required to submit your school’s advancing entries, then …YOU DECIDE with your Principal, PTA, & Committee!Date: _______________ YOUR SCHOOL Start Date (avoid school schedule conflicts)Date: _______________ YOUR SCHOOL Entry Due DateDate: _______________YOUR SCHOOL Judging DateDate: _______________YOUR SCHOOL Awards Recognition/ExhibitFIND OUT the following dates from your Council* Reflections ChairmanDate: __ December 6, 2012 _ Your School’s Advancing (TOP 20%) Entry Drop-off for COUNCIL judgingDate: __December 6, 2012_ YOUR SCHOOL Art Pick–up after being judgedDate: __TBA in May_______ Awards Recognition Ceremony/Gallery for Council LevelDate: __December 6, 2012__Return artwork from Council to Schools/StudentsDate: __TBA_____________Return artwork from State to Schools/StudentsPOSSIBLE EXPENDITURES Identify Reflections needs to achieve the goals of your local PTA/PTSA. _____ Advertising: copies of fliers, rules, entry forms, posters, reminder fliers, advertising treats for staff, incentives for participants who turn in entries (pencil, eraser, coupon)_____ Judging: hospitality for judges, thank you, post-its, copies of literature entries_____ Awards: Certificates, Ribbons, Medals, Trophies,_____ Art Exhibit/Recognition/Gallery Night etc. – things to make it special … invites, supplies for creating the art gallery, art name tags, programs, decorations, refreshmentsPROMOTING THE PROGRAM (August – September – October)Choose diverse ways to advertise the current theme with the permission of your principal._____ Distribute fliers in first day packets as well as throughout program_____ Promote Reflections at staff meetings (with permission). Find a way to get them excited!_____ Advertise at “Back to School” functions, consider parent nights at school_____ Display posters and flyers in classrooms and hallways on campus_____ Host a Reflections Kick-off Art Exhibit or Assembly_____ Sponsor after school art events such as Family Art Night_____ Post info in school newsletter/newspaper, school websites, and other school media_____ Show posters on scrolling TV announcements_____ Post past Reflections artwork around campus (see on-line gallery from National PTA)_____ Record interviews with past Reflections participants or specialists on school news broadcastsDISTRIBUTING RULES, DEADLINES AND ENTRY FORMS (August – September – October)Choose what works best for your school and PTA Reflections budget:_____ Go “green”/ paperless - distribute on-line links to rules and entry forms

_____ Print rules & entry forms for each student_____ Distribute sets of rules and entry forms to all teachers in elementary schools or teachers only

in arts areas for Junior and Senior Divisions_____ Combine on-line links with moderately distributing paper information - Our preference ☺

COLLECTING ART WORK FOR JUDGING (October – November)_____ Determine secure ENTRY DROP OFF location such as a large box in the main office, library,

or teacher work room (include drop off location on advertising)_____ Collect art and keep in a safe storage area – preferably at school_____ Verify each entry follows rules - size restrictions, one artist per entry, word limit, 2-D art, etc._____ Verify each entry form is complete with student and parent signatures_____ Confirm identifying information only on the BACK of each entry – clear page protector helps_____ Check for title and artist statement on each entry_____ Track entries (e.g. create a simple spreadsheet and numbering system to manage entries)

ORGANIZING AND HOSTING THE JUDGING (September – October – November)_____ Find judges as early as possible. Independent judges can be found by swapping judges with

neighboring schools, PTA members, teachers, businesses, librarians, district arts directors,private art and dance teachers, newspaper journalists, photographers, or people you or yourcommittee know who are highly skilled in these areas.

_____ Choose the number of judges depending on how many entries you receive_____ Send each judge guidelines (see “Judging Rubric” enclosed), along with category rules, judging time and location_____ Give judges a set target number of Award of Excellence Entries to Advance (20%)_____ Take judge’s input on how remaining (non-advancing) entries should be divided for awards_____ Thank your judges

CELEBRATING THE WINNERS (October – November – December)_____ Recognize each awarded artist and participant (certificate, ribbon, medal, coupons, treat)_____ Exhibit art at your school (Gallery night, standing exhibit in the school, scrolling TV

presentation of entries, assemblies, awards night, ice cream social after school, etc.)_____ Showcase awarded art and artists in school newspaper or yearbook

SUBMITTING WINNING ARTWORK AND REQUIRED FORMS TO THE NEXT LEVEL OF JUDGING______Complete Local Unit Participation Form______Fill in appropriate excel spreadsheet used by your council or area level

ONLY for Award of Excellence –Top 20% ADAVANCING ENTRIES______Double check all entries and forms of advancing art are complete – protect with wrapping______Drop off copy of spreadsheet with Award of Excellence/Advancing Entries to be

judged at the next level

RETURNING THE REMAINING ARTWORK TO STUDENTSRemember, only Visual Arts and Photography Entries are required to be returned after advancing.Remind families to keep a copy of all other category entries.______Return non-advancing art to students after judging and recognition/exhibit at local level_Dec 6_Pick up non-advancing art after judging at the next level (council/area) - return to students______Keep in touch with Council/Area and State to check on advancing entries______Inform advancing artists about the progress of their entry at each advancing level

A. Requirements Checklist for LOCAL PTAB. Requirements Checklist Council Area PTAC. How to use the Consent FormD. Consent Form

7:527:548:008:04

Credit where credit is due: We extend our appreciation to Brenda Richard for this format.

1. www.txpta.org All forms and information provided can be found on the Texas PTA website at: www.txpta.org …go to programs, then reflections, if you go to the line that says Reflections Chairman Procedures and check lists you will find the spreadsheet you will need to use and the state checklist (please do not use this one, use the one that I will provide to you) I have revised it a little to have you send me more copies of the entries that will be coming to council.

2. Student Entry and Consent form - Please make sure that all the information is filled out on this form and the parents have signed it. If it is not signed, it will not be able to go on. I would suggest you fill out all the information on the bottom and then make copies to pass out to students. Please call me and I can give you your State and National 10 numbers. (www.txpta.org)

3. Participation Rules - Please read over these rules before you start your job. Local Deadlines are set by you. Council, I will need to have the Spreadsheet with only your entries moving on by November 18th, and the Local Participation ONLINE form AFTER YOU FINISH YOUR JUDGING. Drop off will be at the Admin training rooms at 6942 Maple Street, December 8th between 8:00 am and 10:00 a.m., that day. Judging will begin at 12:30 and we will conclude the Visual Arts and Photography by 6:00 at which time I will need you to assist logging your entries that are moving on, placing them in the box and picking up your art entries. Please plan to volunteer Dec 8 th. If you can’t drop off the entries, find someone else to do it for you. Found at: http://www.txpta.org/resource-library/entry/reflections_general_student_participation_guidelines/

4. Literature - Please make note that one the literature rules that it cannot be more than 2,000 words, they.need submit an original and 2 copies to you, make sure that their name is on the back of every page they submit. Also, it needs to be on 8 1/2 x 11 pages. Find Literature Guidelines at: http://www.txpta.org/resource-library/entry/reflections-literature/

5. Visual Arts - Please note that the art work cannot exceed 24 x 30 inches w/mat & be no more than 3/8 inch thick, if it is, it will be disqualified. Please make sure that any art work you are sending to me is mounted on sturdy board (form board) that is the way I need to send it to state. Do not laminate, or cover in plastic, put a piece of construction paper or freezer paper over the top if it is a charcoal picture. That way it will be covered and not rub off on another piece of art work. Find Visual Arts Guidelines at: http://www.txpta.org/resource-library/entry/reflections-visual-arts/

6. Photography -It can be a single print or collage not to exceed (with mat) llx 14. Find Photography Guidelines at: http://www.txpta.org/resource-library/entry/reflections-photography/

7. Music - Can be voice or instrument or both and may not exceed 5 minutes. Middle school and High school entries need to also submit the hand written music with it. I will need 3 copies of the CD sent to me. Please make sure that the CD's work, if I cannot get them to work on a laptop or in a CD player they will be disqualified. Find Music Guidelines at: http://www.txpta.org/resource-library/entry/reflections-musical-composition/

HINTS & TID BITS www.txpta.org

8. Dance - This entry may not exceed three minutes. I will need 3 copies of the CD or DVD, if I cannot get them to work on a laptop or a DVD player they will be disqualified. Find Dance Guidelines at: http://www.txpta.org/resource-library/entry/reflections-dance-choreography/

9. Film - This entry may not exceed five minutes. I will need 3copies of the CD or DVD, if I cannot get themto work on a laptop or a DVD player they will be disqualified. Find Film Guidelines at:http://www.txpta.org/resource-library/entry/reflections-film-production/

10. Local Participation ONLINE form - I will need you to go to: http://www.formsite.com/txpta/form881229016/index.html and fill out this form completely. No later than _________.

11. Entrants Spreadsheet -I will need to have this spreadsheet filled out with entrant’s information of only those going to council: http://www.txpta.org/resource-library/entry/txpta-2011-2012-reflections-local-pta-advancing-entrants-spreadsheet/

12. You will be able to send to council only 20% of your total entries, example, if you have 100 entries you can send me 20, they can be from any category. Also, if your 20% does not equal 6 entries you can send me up to six entries.

13. Judging form – We will be using the Reflections Judging Score Card found at yes, www.txpta.org: you are more than welcome to use it. lf not, then you can make up your own.

14. Council Judging - Council judging will be done over a period of one week. However Visual arts and Photography will be judged by 6:00 pm on December 8 when I need to you be present to accept the returns, lable the winnders and place them in the Austin bound Box, I will e-mail you all the results when I have them. Council will only be able to send 10% on to State, we will take 10% of each category (example: 10 dance entries, 1 will go on)

15. Award Gallery: Council will give out, Awards of Excellence (10%) that goes to state, Award of Merit, Honorable Mention and Participation ribbons. Everyone will be invited to the Awards Gallery. except forparticipation. We will send invitations to your school inter-office. It will NOT be March 30 since after talking to Kelly Straud…she indicated the Council winner’s entries were not returned until middle of May. (TBD in May)

16. Ribbons –It is easy!! just place your order with Spirit Promotions by November 13th and Lynette will ship the ribbons directly to you by December 3rd. I will NOT be the middle man handling the in between purchase orders. It was NOT worth the savings in shipping. Everyone will order their ribbons individually. You are not obligated to use this company it is only an option for you. State also has ribbons and certificates that you can purchase from them at www.txpta.org (they are less expensive).

17. 2013–2014 Theme Search - I have attached two pieces of paper, 1 the form and 2 the previous Theme's. If you would like to distribute these to your students, please do so. They are looking for the Theme for 2013–2014 . The winner of the National PTA Reflections 2013- 2014 Theme Search Contest will be announced in June 2012.

18. National Award and Recognition - if you have any pieces that go on to National you may want to print: http://www.txpta.org/resource-library/entry/national-pta-awards-and-recognition/

19. Return of Art Work - Please make sure that you take photographs of everything you send me, that way if and entry were to get separated from it entry form, we can hopefully find the

owner of the art work. Any Photography and Visual Arts entries that go to state will be returned before the end of the school year. Anything that goes to national will be returned later.

20. You can find the Texas PTA Reflections Procedures for you to read over at: http://www.txpta.org/resource-library/entry/texas-pta-reflections-chair-guidelines/

21. Last but not least, please have lots of fun!