So, you’ve agreed to Chair Reflections… What’s Next? Summer Leadership Training July/August 2019 So, you’ve agreed to Chair Reflections… Katie Sprouse Reflections Chairperson-VA PTA

Objectives Know your program First Steps Promotion Processing Judging Progression Recognition Follow up

History and Mission The Reflections Program was started in 1969 by then Colorado PTA President Mary Lou Anderson. In its 50-year history, the program has encouraged millions of students across the nation and in American schools overseas to create works of art. Participating in the Reflections Program is an opportunity for students to explore and learn about various art forms. An entry may be created as a classroom assignment or independently at home. Artistic exploration and expression improve and develop intellectual, social, and physical skills. The Reflections Program is designed to enhance rather than replace a quality arts education. It provides opportunities for students to express themselves and to receive positive recognition for their artistic efforts. Parents, teachers and community members all play a critical role in fostering a positive learning environment for children. Supporting the Reflections Program is one way adults can help create that environment.

Reflections is… An opportunity for students to express themselves and to receive positive recognition for their artistic efforts Six Categories plus Theme Search: Dance Choreography Film Production Literature Music Composition Photography Visual Arts Theme Search: Suggest the theme for a future Reflections Competition

Reflections is… Five Divisions: Primary: Pre-K through 2nd Grade Intermediate: 3rd through 5th Grade Middle School: 6th through 8th Grade High School: 9th through 12th Grade Special Artist: an option for students with disabilities who receive services under IDEA or ADA: Section 504 to have the opportunity and accommodations they may need in order to participate fully in the program.

Reflections is… Five Levels (In Virginia): Local Unit Council (if applicable) District (if applicable) Region (does not apply in Virginia) State National

First Steps BUILD A COMMITTEE! Register your local unit with National PTA at https://www.pta.org/home/programs/reflections Take the Reflections Leader Training eLearning course offered by National PTA at https://member.pta.org/Shop/Local-Leader-eLearning- Courses Download the Local Leader Guide from the Virginia PTA website at https://vapta.org/programs/arts-and- education/reflections-top Create a timeline and set a local unit due date (it’s best to work backwards from state, district, and council) BUILD A COMMITTEE!

Build a Committee! According to the National PTA’s Local Leader Guide, an ideal committee consists of these five categories: Committee Chair Publicist: To promote Reflections to school leaders and teachers, post fliers in school and around the community, share celebration event invitations with participating families, share announcements with local media outlets. Judging Coordinator: To recruit volunteer judges, organize artwork for judging, support judges and calculate their scores. Computer Whiz: To organize student entry information for award announcements, printed programs, certificates/awards and provide a list of students advancing to the next round of judging Celebration Coordinator: To exhibit artwork, prepare student awards and lead on site event activities (program, refreshments, decorations, etc.)

Build a Committee! continued Alternate Sample of Committee Structure: Committee Chair Promotion: To promote Reflections to school leaders and teachers, post fliers in school and around the community, handle all social media promotion and reminders, etc Judging Coordinator: To recruit volunteer judges, organize artwork for judging, support judges and calculate their scores. Celebration Coordinator: To exhibit artwork, prepare student awards and lead on site event activities (program, refreshments, decorations, etc.) Publications: Create flyers for promotion, assemble entry packets (if distributing hard copies) create invitations, ceremony program, awards certificates, etc

Planning Assemble your committee and assign roles Establish To Do list for the program Build a timeline around the to do list Establish protocols involving submission of entries Drop off location Collection bins

PROMOTE! PROMOTE! PROMOTE! Paper Posters, flyers, handouts Digital Emails to parents, digital newsletters, SOCIAL MEDIA-continuous Teachers Teacher packets, class assignments, morning/afternoon announcements Curriculum based Work with resource teachers to promote in their areas Build relationships with community partners Open House/Back to School Night Set up a table, display previous works, etc

Processing Collect all entries Enter each piece into tracking spreadsheet Ensure all pieces are in compliance with rules Ensure all entry forms are COMPLETELY filled out and have necessary signatures There are exceptions. Always err on the side of the student

Judging Process Recruit judges at the beginning of your program Decide if having a single judging event or dropping packages off to individual judges Prepare packets for judges with detailed instructions Host judging event(s) or drop entries off with judges

Post judging process Track judging results Thank your judges Photograph and/or save copies of all works Send out invitations to all participants, judges, and community partners for awards ceremony

Post judging process cont. Separate all first place winners Double check for rule compliance Package as necessary Photograph any 3D pieces-only photo’s should proceed past the local unit level Submit all first place entries at the next level of competition

Plan to Celebrate! Work with school to plan a time to recognize student achievements Ideally, before pieces must be passed on to next level of competition Certificates Medals, Ribbons, or Trophies Display artwork Reception

Snapshot of a Celebration This is an example (at the elementary level) Dessert reception held at the beginning of family reading night event/PTA general membership meeting PowerPoint created containing all student works, playing in the background while families arrive and get settled Formal recognition of all winners with certificate and ribbon presented by Reflections chair, Principle, PTA President Families are instructed to take pieces home EXCEPT first place entries

Post Celebration Allow time to breathe Continue tracking entries that progress Stay in communication with families Report progress to PTA Board Meet with committee Lessons learned: what worked, what didn’t Recognize volunteers for their hard work Begin planning next year

Suggested Publications Promotional Flyer Promotional Poster Letter to teachers Letter to judges Student invitation Administration/Dignitaries invitation Program Artwork PowerPoint Certificates

Discussion Questions? Comments? Ideas? Testimonials? Feedback?

Thank You! I always welcome feedback, comments, questions, suggestions, etc. Please keep in touch and share your successes! Katie Sprouse artsineducation@vapta.org 804-625-9552