1. Literary Anthology
Coordinator Meeting
February 21, 2018
4:30-5:30

2. AGENDA Welcome Pulse Check Follow-up Entry Submission
District Contest Day
Authors’ Luncheon
Q and A
Closing

3. Roles and Responsibilities Check Off/Update
By now, you should have…
informed teachers of the different components within each genre.
provided exemplars of published authors and other students of each genre (if requested).
started collecting entries (each campus will be expected to submit two of their best entries per genre (see charts), totaling 60 for elementary schools, 36 for middle schools, and 40 for high schools.
Stand Up, Hand Up. Pair Up

4. Roles and Responsibilities Check Off/Update
By now, you should have also…
started developing a judging system to select the top 2 entries from each genre.
be making sure that entries are being typed (each entry is typed in Verdana font, size 12 and the title is size 14).
be making sure that each entry has a cover sheet (entry form) that provides a naming convention. Entries may NOT have a student’s name or school name on it anywhere.
Stand Up, Hand Up. Pair Up

5. Roles and Responsibilities Check Off/Update
Finally...
recruit 3-5 judges for the spring judging
Stand Up, Hand Up. Pair Up

6. Judges’ Information Name Email Phone Number
Information due to Mari Sosa (msosa02) no later than March 29, work day’s end

7. Pulse Check Follow-up

8. So…how’s it going to-date with the collection of entries?

9. 2017-2018 Genres K √ X 1 2 3 4 5 6 7 8 HS Engaging Stories
Real/
Imaginative/
Engaging
Stories
Poetry
Essays
To inform
To explain
Letters
Persuasive
Essay
Personal Narratives
Script K √ X 1 2 3 4 5 6 7 8 HS
Engaging Stories
Analytical Essays
Argumentative Essays

10. Entry Expectations Elementary Genres
Campus : ____________________ Coordinator: __________________ Date: _____________
Entry Expectations Elementary Genres
Real/
Imaginative Stories
K.14A
1.18A
2.18A
3.18A
4.16A
5.16A
Poetry
K.14B
1.18B
2.18B
3.18B
4.16B
5.16B
Essays
K.15A
1.19A
2.19A
3.20A
4.18A
5.18A
Letters
1.19B
2.19B
3.20B
4.18B
5.18B
Persuasive Essays
2.20A
3.21A
4.19A
5.19A
Personal Narratives
3.19A
4.17A
5.17A
Kinder
______
First
Second
Third
Fourth
Fifth
Total Number of Expected Entries is 60

11. Entry Expectations Middle School Genres
Campus : ____________________ Coordinator: __________________ Date: _____________
Entry Expectations Middle School Genres
Personal Narratives
6.16A
7.16A
8.16A
Poetry
6.15B
7.15B
8.15B
Essay
Inform/
Explain
6.17A
7.17A
8.17A
Persuasive Essays
6.18A
7.18A
8.18A
Letters
6.17B
7.17B
8.17B
Imaginative Stories
6.15A
7.15A
8.15A
Sixth
____
Seventh
Eighth
Total Number of Expected Entries is 36

12. Entry Expectations High School Genres
Campus : ____________________ Coordinator: __________________ Date: _____________
Entry Expectations High School Genres
Poetry
E1.14B
E2.14B
E3.14B
E4.14B
Analytical Essays
E1.15A
E2.15A
E3.15A
E4.15A
Argumentative Essays
E1.16 A-E
E2.16 A-F
E3.16 A-F
E4.16 A-G
Engaging Stories
E1.14A
E2.14A
E3.14A
E4.14A
Script
E1.14C
E2.14C
E3.14C
E4.14C
English I
______
English II
English III
English IV
Total Number of Expected Entries is 40.

13. Entry Submission

14. Submitting Entries Due Date/Time: April 5, 2018 from 3:00 – 5:00 p.m.
Location: DSC, Second Floor, Instructional Services
Reminders…
Organize all your entries
Check signatures on entry forms
Check your flash drive for entries and tracking sheet
Area will be set-up for your to review your submissions one last time
reminder will be sent out

15. Checklist for Printed Copies
Campus: ___________________________________________ Campus Coordinator: ____________________________________
Before submitting your entries on April 5, please do the following:
Task
Campus Coordinator
Initials
District Verifier
Initials/Date
Ensure Eligibility
Make COPIES of your entries for judging and ensure the following:
ENTRY FORM (Appendix B)
Each entry must include a fully completed entry form
Do not staple the form to the entry
ENTRY
Each entry must be formatted as follows:
Title: Verdana, Size 14, bolded
Body of work: Verdana, size 12, double spaced
NO identifying information (such as name, school, etc. )
See example (Appendix C)
Printed copy of Excel Spreadsheet (Appendix D)
Judges form stapled to the back of every entry—back-to-back—and remember that you will staple it in the center, one staple only (Appendix H)

16. Checklist for Flash Drive
Campus: ___________________________________________ Campus Coordinator: ____________________________________
Before submitting your entries on April 5, please do the following:
Task
Campus Coordinator
Initials
District Verifier
Initials/Date
Save your entries on the FLASH DRIVE that was provided
The flash drive will include the following (see Appendix E):
1 folder per genre
In each folder, you should have the entries with the correct naming convention
Naming Convention of each entry should be accurate (under what name is should be saved); see Appendix G
Entries should be saved in the appropriate file folder
The saved copy WILL contain the student’s identifying information
Name/Grade level
Teacher Name
School Name
Refer to Appendix F for an example—please note how the name, grade, campus, teacher, etc. have been formatted
Excel Spreadsheet (see Appendix D for example)
Saved on flash drive in a folder

17.
school year
flash drive

19. Format Agreement
Make sure each entry is typed in Verdana font, size 12 and the title is size 14.
Each entry needs to be double spaced.
Bold the title and the info on bottom of entry

20. Preparing the WINNING Entries for Submission…

21. Rubrics Found on SISD Anthology Site: http://www.sisd.net/Page/33 822
Refer to rubrics for important information (used for judging)

22. Rubrics Reference to length made on rubrics:
To inform; to explain essays: middle school: no longer than 6 pages
Personal narrative essays: middle school: no longer than 6 pages
Stories: middle school: no longer than 6 pages; high school: no longer than 10 pages
Scripts: high school: no longer than 20 pages
What about the following genres?
Analytical: high school no more than 10 pages
Argumentative: high school no more than 10 pages

23. PRINT ONE COPY SAVE ONE COPY
The printed copy WILL NOT contain any of the student’s identifying information
So, to identify the student, you will paper clip the entry form to the printed copy.
The entry form will include the genre, school code, genre code, entry number, etc.
The saved copy WILL contain the student’s identifying information
The flash drive is used for the publication of the anthology.
Each submission is saved on the flash drive using the code that is on the judging form...so that it can be matched back to the work. 
When the coordinator opens the Word file, he/she will find the completed entry with all the information.

24. Bold Title
Flash Drive Sample
Bold

25. Entry Form Please fill in every part of the form.
(to be paper clipped to printed copy)
Please fill in every part of the form.

26. As coordinators, please ensure that work is not plagiarized.

27. do not turn in any slips that do not have all three signatures
Please…
do not turn in any slips that do not have all three signatures

28. Judging Form Please fill in every part of the form.
(to be stapled to the back printed copy; staple in the center)
Please fill in every part of the form.

29. (paper clipped to entry)
So, For Printed Copies…
Entry
(no name, no campus, no grade, etc.; for entries with multiple pages, staple in the center, no corner stapling; no half sheets either —paper needs to be 8 ½ x 11)
Entry Form
(paper clipped to entry)
Judging Form (stapled to back of entry; back-to-back with entry; staple in the center)

30. Campus Code (Horizon Heights)
Genre
Personal
Narrative
Grade Level
5th
Entry #
Campus Code (Horizon Heights)

31. Coding

33. Excel Tracking Sheet

34. Please delete entries from last year from your drive
Flash Drives
Please delete entries from last year from your drive

35. Once you open your flash drive, you should see the folders organized by genre
Save the entries in the correct folder (by genre)
Note: You will also save your Excel Tracking sheet on this drive

36. Once you save the entry in the correct genre folder, the program will put them for your in order by grade level

37. Reminder
All entries are due on April 5, at the DSC between 3:00-5:00 PM.

38. District Contest Day

39. District Contest Day Date: April 14, 2018 Time: 8:00 – 3:00 p.m.
Location: DSC, Rooms C and D
Breakfast for judges
Option: $10.00 per coordinator and have it catered
Money may be turned in when you turn in your entries
Lunch for judges
Pending approval
Each one of us will have a task to do that day (like last year, it will be ed to you)

40. Stations Give us some ideas! 
Team up with the coordinators that were in your station last year (list on next slides)
Review the tasks in your station, as well as the materials you had
Have one member from your team takes notes—we will do a quick share out

41. WELCOME TABLE—LOCATION: ENTRANCE TO DSC
Assignments
WELCOME TABLE—LOCATION: ENTRANCE TO DSC
Station
Tasks
Coordinator
Welcome Judges
Sign-in
Badges
Give judges their packet
Direct judges to Rooms C/D for their assignment and continental breakfast
At 9:00 a.m. head to your other assigned station and take the items from the sign-in table to the Operations Room
Welcome Coordinators
Remind coordinators about their stations
Direct them to Rooms C/D for breakfast and welcome
At 8:30 a.m. head to your other assigned station and take the items from the sign-in table to the Operation Room
Greeter
Direct judges to Rooms C and D
Please stand by Board Room
At 8:30 head to your next station

42. Signatures on Entry Form/Permission Slips
Please keep all entries in their folders as they move from station to station.
Station
Tasks
Coordinator
Station 1
Plagiarism
Materials at station: laptop, power strip, flash drive with digital slip on it
Check entry for plagiarism by checking on internet (type in title, first couple of sentences/lines of piece)
Once cleared, it moves on to Station 2
Evidence of plagiarism needs to be reported to district coordinators immediately and noted on the digital slip (load the document from the flash drive on the desktop of the laptop and at the end of the day, load everything back on the flash drive)
Station 2
Signatures on Entry Form/Permission Slips
Materials at the station: Tracking Forms, paper clips, Post-it Notes ®
Using the Tracking Form, check entry/permission forms for author, teacher, and parent signatures
Pull out forms of winners and clip it to the entry form
Using a Post-it Note ®, flag those with missing signatures and report to district coordinators
Station 3
Copiers
(located in Research office area)
Materials at the station: stapler and staple remover, envelope for entries by genre/grade
Make copies of entries
Re-staple the originals together
Staple the copy to the entry form in front of the selection
Original will move on to the next station
Copy is for editing—take to editing station

43. Certificates, Ribbons, Banquet Tickets
Station 4
Name check
Materials at this station: 2 copies of Excel sheets, 3 hole puncher, 2 binders, Tracking Forms; list of campuses with campus codes
Use the Tracking Form to verify the name on the entry form
Station 5
Data Input
From the external drive load the Excel spreadsheet you will be using
Enter the district winners on the District Winners Excel Spreadsheet
Save as you enter data
Refer to the Tracking Form if ncessary
Station 6
Certificates, Ribbons, Banquet Tickets
Materials at this station: laptops, certificate template, color printer, Post-it Notes ®, markers, ribbons, envelopes for ribbons and envelopes for invites and, of course, invites, certificate covers, double sided tape; school labels
CERTIFICATES
Using the template provided, create certificates for students with the following information:
~Student Name
~Genre
~Place (1st, 2nd, or 3rd)
After printing the certificate, add a Post-it Note ® to it with the following information:
~Campus Name
Place certificates in campus envelope
RIBBONS
Place 2nd and 3rd place ribbons in envelope provided
BANQUET INVITES & TICKETS
Fill in campus info on banquet envelopes
Place 3 invitations in the envelope
Station 7 will assist early on

44. Station 7 Editing Refiling of Entries
Materials at this station: colored pens, binder
Please assist Station 6 while you are waiting for entries
Edit the winning selections
Note: no content changes—only checking for punctuation, spelling, capitalization, and minor grammatical errors such as verb tense, subject-verb agreement.
Place entries in binder by genre, by grade
Rotate with Refiling Entries staff
While you wait, please start working on the CDs: 1. place stickers on CDs; 2. place cover on jewel case. DO NOT place CDs in jewel case—we still need to load them.
Refiling of Entries
(tables located in center of the room with crates—labels with campus names are posted)
File entries back in crates
Rotate with Station 7 staff

45. JUDGING ROOM (LOCATION: ROOMS C & D)
Station
Tasks
Coordinator
Hosts/Runners
Judges will be given a bag, which will contain the rubrics for the day
2-3 Hosts can greet judges at the door and give them their assignment (using the assignment sheet); the rest of the hosts, please remain inside the room and in case they forget their assignment, give is to them by using the assignment sheet
Provide judges with packets to score—please go in this order: (personal narratives, essays, stories, and so on—the last one will be poetry)
Judges can first review rubric
If they need to see an example, please show them the anthology 1st place entries (anthology copies available by pencil sharpeners)
Take completed/scored packets to Operations Room
Answer judges’ questions

46. Authors’ Luncheon

47. Author’s Luncheon Date: May 12, 2018 Time: 11:30-1:00
Venue: Pebble Hills High School Cafeteria
Guest Speaker (next slide)
Theme: Write from the Heart
Catering ideas?

48. Possible Guest Speaker…
Any others?

49. Table Decor
Remember that if you have a 1st place winner, you will be decorating the table(s) for your campus.
You may come the night before to the campus (no later than 5:30 p.m.) or show up early the day of the luncheon
Let’s look at some of tables (Writing Takes You Places) …

55. See You Next Time!
Date: April 5, 2018 Time: Between 3:00 and 5:00 PM Location: DSC, 2nd Floor

56. For the Good of the Order…
Questions?
Comments?
Suggestions?