NASSAU REGION PTA REFLECTIONS CHAIR PACKET

2016-2017 Theme

“What is Your Story?”

Time sensitive material!!!

Nassau Region PTA Reflections Chairs:

Kathy Paulis (516) 756-0616 Marie Giulietti (516) 938-5273

reflectionsmanager@nassaupta.org reflectionscoord@nassaupta.org

Visit Nassau Region PTA for more Reflections Information www.nassaupta.org

This packet includes:

Important Reflections Chair Information

Running Reflections in your PTA Unit

Student Entry Form Sample

Local PTA Participation Form

Advancing Reflections Entries to Nassau Region PTA

Drop Off Requirements Checklist

Order Form: Buttons, Pins, Certificates

Nassau Region Reflections Check in Log

PTA Reflections Program Highlights

Important Reflections Dates

IMPORTANT

Reflections Chair Information Congratulations! You have been appointed the Reflections Chair for your PTA. Nassau Region PTA has prepared this packet

to help you find the Reflections information you’ll need.

About Reflections: In 1969, Colorado’s PTA President, Mary Lou Anderson, developed the first Reflections program to

encourage students to explore their talents and express themselves by giving positive recognition for their artistic efforts. It

was designed to enhance quality arts education for students in pre-K through grade 12. Since that time, millions of students

have benefitted.

The Reflections Chair is responsible for the overall implementation of Reflections in your PTA.

Roles and responsibilities may include: • Contact your Region PTA and State PTA for current rules, forms, materials and deadlines • Recruit a Reflections Program committee/team • Establish a timeline • Promote the Reflections Program to parents, students and teachers • Distribute the rules, unit deadlines and Student Entry Forms • Collect student artwork • Coordinate the judging process • Register your PTA and Submit the online Local PTA Participation Form

NOTE: Reference to Local PTA on this form is defined as a PTA unit • Oversee the online Student Entry Form submission process • Send winning entries to the region level of judging • Plan a Reflections Ceremony honoring all volunteers & students who participated • Return artwork to students

Things to know before you begin your PTA Reflections Program.

Entries must be the original work of one student, created specifically for the current Reflections theme and be accompanied

by a completed and signed Student Entry Form.

Rules: All students must adhere to the General Student Participation Rules, as well as the rules for their specific arts

category in order for their entry to be eligible to advance. Program rules and student entry forms are located on the

Nassau PTA Reflections webpage. www.nassaupta.org – Committees – Reflections

Art Categories & Grade Divisions: Students enter Reflections through one of six art categories and one of five grade

divisions. Your PTA may choose to participate in all or some of the art categories.

Art Categories: Dance Choreography, Film Production, Literature, Music Composition, Photography & Visual Arts

Grade Divisions: Primary (pre-K-2), Intermediate (3-5), Middle School (6-8), High School (9-12) and Special Artist (ungraded)

Support:

Attend the Reflections Workshop on Oct. 19th

at the Nassau Region PTA Fall Conference

Visit the Nassau Region PTA Reflections webpage at www.nassaupta.org – Committees – Reflections

Call or email the Nassau Region PTA Reflections Chairs – See packet cover for contact information

Running Reflections in your PTA Unit

2016-17 Theme: What is Your Story?

NYS PTA publishes a Local PTA Reflections Chair Guide. It is written with you and your Reflections needs in mind.

Whether you are an experienced Reflections Chair or a beginner, this guide will help you fulfill your commitment to running

Reflections. The guide will explain the tasks and responsibilities associated with being a Reflections Chair.

You can view this guide by visiting the Nassau Region webpage at: www.nassaupta.org, under Committees – Reflections

The following are some helpful tips to consider

Promote the Reflections Program:

Collaborate with school staff or community members on different ways to encourage student participation

Announce the Theme “What is Your Story?”

Create a flyer to announce your deadline date for entries, include your PTA name, a contact person, email and

number or use the sample flyer provided by National PTA

Invite all students to participate; Welcome families to help promote the program

Collect the Entries:

Some PTAs set up a collection bin in the school’s office or library. Others set a drop-off time, where volunteers are

available to collect the artwork in the school auditorium, cafeteria, gymnasium or even a location outside of school

Consider grouping the entries by category and grade division as you receive them; this will help speed up judging.

Check entries for any possible disqualifications, so that you give to the judges only those entries that can advance.

Judge the Entries:

Use impartial judges, perhaps someone from the community like a librarian, local artist or even staff from another

school in your district

Make copies of the rules and judging rubric for each judge; a sample judging rubric is in the Local Reflections Guide

Advance your Top Entries:

Double check or ask a friend to double check that all criteria is met for advancing submission to the region level

Read the Advancing Entries to Nassau Region page in this packet and follow the Drop-off Requirements checklist

for a smoother drop-off process

Plan a Celebration:

Celebrate all student participants and all of your volunteers since they make it all happen

If a student in your PTA earns a Region Award, be sure to announce their achievements in your PTA newsletter, at

Board meetings, or in school announcements. This accomplishment is truly something to be proud of.

Student Entry Form 2016-17“What Is Your Story?”

STUDENTNAME: GRADE: AGE: M/F:

MAILINGADDRESS:

CITY: STATE: ZIP:

PARENT/GUARDIANNAME(S):

PARENT/GUARDIANPHONE: E-MAIL:

Ownership in any submission shall remain the property of the entrant, but entry into this program constitutes entrant’s irrevocable permission and consent that PTA may display, copy, reproduce, enhance, print, sublicense, publish, distribute and create derivative works for PTA purposes. PTA is not responsible for lost or damaged entries. Submission of entry into the PTA Reflections program constitutes acceptance of all rules and conditions.

Signatureofstudent Signature of parent/legal guardian (required if child is under 18years)

JUDGING INFORMATION

GRADE DIVISION (Check One) ARTS CATEGORY (Check One) PRIMARY (Preschool- Grade2) HIGH SCHOOL (Grades9-12) DANCECHOREOGRAPHY MUSICCOMPOSITION INTERMEDIATE (Grades3-5) SPECIAL ARTIST (AllGrades) FILMPRODUCTION PHOTOGRAPHY MIDDLE SCHOOL (Grades6-8) LITERATURE VISUALARTS

TITLE OFARTWORK:

ARTWORK DETAILS: (Dance/Film: cite background music; Music: musician(s)/instrumentation; Literature: word count; Photo/Visual Arts: materials &dimensions)

ARTIST STATEMENT: (At least 10 words, 100 words max describing how your work relates to the theme)

_ NATIONAL 8-DIGIT ID# REFLECTIONSCHAIRNAME: EMAIL: PTAADDRESS: PHONE: LOCAL PTA GOOD STANDING STATUS Membership duespaid date Insurancepaid date Bylaws approvaldate

To be completed by PTA beforedistribution

FULL PTA NAME: NYS PTA Unit Code -

Local PTA Unit Participation Form

REGION: ____________________________ NYS PTA Unit Code:__ __ - __ __ __

OFFICIAL PTA/PTSA NAME: ______________________________________ NATIONAL 8-DIGIT ID NUMBER: ___________________

REFLECTIONS CHAIR NAME: _____________________________ PHONE: __________________ EMAIL: _______________________

CITY: ________________________________________________ STATE: __________________ ZIP: __________________________

TOTAL SCHOOL ENROLLMENT: __________

CHECK ALL DIVISIONS THAT YOUR PTA/PTSA REEFLECTIONS PROGRAM OFFERED:

__ Primary (Grades PK-2) __Intermediate (Grades 3-5) __Middle School (Grades 6-8) __ High School __ Special Artist (All Grades)

By division, how many entries did your PTA receive in each arts category?

Dance Choreography

Film Production

Literature Music

Composition Photography Visual Arts Total

Primary

Intermediate

Middle School

High School

Special Artist

Total

GRAND TOTAL NUMBER OF ENTRIES RECEIVED: __________________

By division, how many entries did your PTA advance to the next judging round in each arts category?

Dance Choreography

Film Production

Literature Music

Composition Photography Visual Arts Total

Primary

Intermediate

Middle School

High School

Special Artist

Total

GRAND TOTAL NUMBER OF ENTRIES ADVANCED: __________________

Advancing Entries to Nassau Region PTA For your convenience, the Local PTA Participation Form and Student Entry Form samples, as well as a checklist are included.

Each PTA is allowed to advance TWO entries per division for each arts category!

Only entries that conform to the rules are eligible to advance!

Your PTA MUST:

be a Unit in Good Standing! Bylaws up-to-date; Membership and Insurance payments made.

use the online system to:

register your PTA

record your participation totals

submit student entry forms – Only entries advancing must be entered using the online system!

have the original student entry form (completed and signed) plus (1) copy with each advancing entry! All student

entry forms must contain a title and an artist statement of at least one sentence and not exceeding 100 words.

have the completed unit check in log

have a 9” x 12” clasp envelope with each advancing entry! Inside the envelope place the student entry forms

(original, plus one copy).

Pack each dance, film, literature, and music entry inside the envelope, with the forms.

Tape the envelope to the back of each photography and 2-D visual arts entry, with the flap facing out.

Pack 3 different photos of 3-D visual arts entry in a combination of angles inside envelope with entry

form.

adhere to National PTA, New York State PTA and Nassau Region PTA Reflections Rules to be eligible to advance!

Online System Instructions Nassau Region PTA expects all PTAs to use the National PTA Reflections Online system to register, report participation totals

and submit student entry forms. Only entries being advanced to the Region PTA are to be entered online.

NOTE – You will need your 8 digit National ID number, it is located on your PTA Bylaws cover sheet or ask your President.

Sign Up/Login: Visit the NYS PTA Reflections webpage at www.nyspta.org – Your PTA – Reflections. Click “register now!”

To sign up, enter your full name, email and create a password, then select “PTA” if you are a PTA Reflections Chair - OR- Select

“Student” if you are a student submitting an entry form. Click “register” to receive an email confirmation. When you receive

the confirmation email, click the unique link to activate your account and continue completing the forms.

To login, enter your email and password, click “sign in”. Need to reset your password? Click “Trouble signing in?” then click the

provided link to reset your password.

Register Your PTA: To register your PTA, sign in, then click task 1: “Register Your PTA” and complete the Registration Form.

To register more than one PTA, click “Home” to view a list of completed registration submissions. From this page, click “create

new submission,” select “PTA” and click “get started.”

Report Participation: from the “Home” page you can view a list of completed registrations. Click on the PTA you wish to report

participation, then click task 2: “Report Participation” and complete your PTA Participation Form.

Submit Student Entry Forms: From the “Home” page you can view a list of completed student forms. Click the green “submit

student entry” button. Click task: “Student Entry Form” and complete the student entry form questions. Click the orange

“Submit Your Student Entry” button.

To submit more student entries from the “Home” page, follow the same process as above.

DO NOT UPLOAD ARTWORK USING THE ONLINE SYSTEM!!!

Drop Off Requirements Checklist – 2016 -17 Drop-off Dates: Wed, November 30 & Thurs, December 1 6:00 – 8:30pm at Levittown Memorial Education Center

Local PTA

My PTA is held in Good Standing

Bylaws are up-to-date

Membership payment made

Insurance payment made

My PTA Used the Online System:

Register our PTA

Submit our Participation totals

Submit Student Entry Forms

Student Entry Form

There were NO Group Entries

Each form has been completed, including:

Student name

PTA name & Unit Code

Title

Artist Statement

Signature

Dance & Film – background music cited

Each Entry Must Have:

2 copies of the Student Entry Form

9”x12” Envelope with a Clasp

Adhered to back of entry with flap facing outward

Labeled with the student name, art category, grade division, PTA unit code

Dance Choreography

DOES NOT exceed 5 minutes or 1 GB

Entry presented in acceptable File Format: AVI, MOV, MPG, MPEG, MP4, WMV, FLV & F4V

Background music cited

Entry is labeled on CD/DVD/flashdrive with student name, category, division and Unit code.

Film Production

DOES NOT exceed 5 minutes or 1 GB

Entry presented in acceptable File Format: AVI, MOV, MPG, MPEG, MP4, WMV, FLV & F4V

Background music cited

Entry is labeled on CD/DVD/flashdrive with student name, category, division and Unit code

Literature

DOES NOT exceed 2,000 words

Entry presented in acceptable format: 8.5” x 11” paper; one sided

Each page is numbered

Entry is labeled on back with student name, category, division and Unit code

Music Composition

DOES NOT exceed 5 minutes or 1 GB

Entry presented in acceptable File Format: MP3, MP4, WMA, WAV, ACC(M4A) & FLAC

Score/notation submitted with Middle & High School entries

Entry is labeled on CD/DVD/flashdrive with student name, category, division and Unit code

Photography

DOES NOT exceed 11x14 inches, including matting

There is NO Framed artwork

Entry presented in acceptable Format: Single print or photomontage

All prints are mounted on sturdy material

Entry is labeled on back with student name, category, division and Unit code

Visual Arts – 2D entries

DOES NOT exceed 24x30 inches, including matting

There is NO Framed artwork

All paper entries are mounted on sturdy material

Entry is labeled on back with student name, category, division & Unit code

Visual Arts – 3D entries

FITS within a box, no larger than 20”x20”x24”

Includes packaging materials

Includes 3 photos of the entry (a combination of angles)

Entry is labeled on bottom or back with student name, category, division & Unit code

Unit Name:__________________________________________________ Unit Code:________________________________________________

Chairperson Name:_______________________________________ Chairperson Email:____________________________________ Phone:_____________

DOT # CATEGORY DIVISION ARTWORK DESCRIPTION STUDENT NAME D/O P/U

NASSAU REGION REFLECTIONS CHECK IN LOG2016 - 2017 Theme "What is Your Story?"

SHADED FIELDS ARE FOR NASSAU REGION USE ONLY

REFLECTIONS BUTTONS, PINS AND CERTIFICATES

In order to guarantee availability of all items, complete this order form and send it with a check made payable to:

Nassau Region PTA by Wednesday, November 23, 2016

Send to: Kathy Paulis 121 James Street, N. Massapequa, NY 11758

Orders will be available when non-finalist’s entries are picked up on

Thursday, January 5, 2017 between 6:00 PM – 8:30 PM

NO PHONE ORDERS ACCEPTED- ONLY PRE-ORDERS ARE GUARANTEED

ORDER FORM

PTA Unit Name _______________________________________________________ Unit Code # 10-_________________

Contact Person’s Name ________________________________________ Telephone #_____________________________

Email Address_______________________________________________________________________________________

_____ Reflections Button $ .60 each $_________

_____ Reflections Ribbon $ .60 each $_________

_____ Reflections Certificate (for Students) $ .25 each $_________

_____Reflections Certificate (for Judges) $ .25 each $_________

_____Reflections Pin (all categories) $ 4.00 each $_________

_____Literature Pin $ 4.00 each $_________

_____Musical Composition Pin $ 4.00 each $_________

_____Photography Pin $ 4.00 each $_________

_____Visual Art Pin $ 4.00 each $_________

_____Dance Chorography Pin $ 4.00 each $_________

_____Film Production Pin $ 4.00 each $_________

_____Chairperson Pin $ 4.00 each $_________

Total amount enclosed $__________

******************************************FOR OFFICE USE ONLY******************************************

Order received ___________________________________________________ Paid Unit Check #_____________________

Personal Check #_________ Name on Personal Check_____________________________________________________________

The arts—and National PTA® Reflections—support student success and serve as a valuable tool

for engaging families and building strong partnerships in the school community. Founded in 1969,

Reflections engages nearly 300,000 students and their families in arts education activities

each year by encouraging students to explore the arts for fun and recognition.

REFLECT on the theme. CREATE art. BE RECOGNIZED!Pre-Kindergarten through grade 12 students are encouraged to submit original

works of art in one or more of the following categories:

• Dance Choreography • Film Production

• Literature • Musical Composition

• Photography • Visual Arts

Students with disabilities may receive special accommodations by entering the

special artist division.

Check with your local/state PTA for program guidelines, submission deadlines

and district/region and state recognition opportunities. For national award

announcements and art exhibition information, visit PTA.org/Reflections.

START your PTA Reflections program today! Contact your state PTA for a program leader guide and materials.

Visit PTA.org/Reflections to download your free Reflections Toolkit packed

with additional resources and samples to help make your program a success.

Don’t have an active PTA/PTSA affiliate? Contact National PTA at info@pta.org

or (800) 307-4782 and we will help you start the arts in your school community

with Reflections.

Reflections Theme Search

Contest invites students to submit a concept to

be considered for a future Reflections

program theme. One student winner will

receive a $100 award and recognition

at the National PTA Convention.

Contact your state PTA for guidelines

and entry form.

Mary Lou Anderson

Arts Enhancement Grantsprovide matching dollar funding to local

PTAs to support in-school and after-school

arts enhancement projects within their

communities. PTAs serving at-risk student

populations are particularly encouraged

to apply.

For more information, including grant

deadlines, please visit PTA.org/Reflections.

Reflections®

© 2014 PTA All rights reserved. Printed in U.S.A. (8/14)

and everychild.onevoice.® are registered service marks of the National Congress of Parents and Teachers.

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Reflections Dates Workshop:

Wednesday, October 19, 2016 Fall Conference @ Hicksville High School

For Registration visit www.nassaupta.org

Drop Off:

Wednesday, November 30, 2016

6:00 PM – 8:30 PM or

Thursday, December 1, 2016 6:00 PM – 8:30 PM

Nassau Region PTA only accepts entries during scheduled Drop-off dates and times.

NOTE: There will be a First Aid Station with supplies for sale (i.e. foam boards, envelopes, etc) and a photocopy machine at $.25 per copy, if needed. Certificates, pins, buttons and ribbons can be ordered.

Pick-Up:

Thursday, January 5, 2017 6:00 PM – 8:30 PM

The INDEX CARD, given at Drop-off, MUST be presented to pick-up your entries!

If you find yourself unable to drop off or pick up your unit’s entries send someone in your place. Maybe a Reflections committee member or your PTA President can help you out?

Location (Drop-off and Pick up):

LEVITTOWN MEMORIAL EDUCATION CENTER 150 Abbey Lane, Levittown, NY 11756

Questions:

Nassau Region PTA Reflections Chairs Marie Giulietti reflectionscoord@nassaupta.org 516.938-5273

Kathy Paulis reflectionsmanager@nassaupta.org 516.756-0616

Be prepared – Save yourself some time! Be patient – We are all volunteers!