2018 Art Literacy Monthly Palette

 October Palette 2018

Most of you have presentations starting soon and it is fun to see the students’ excitement!

Updates and Reminders:

  • The invoices for the BAL program fee will be mailed next week to PTO treasurers.

The fee goes to costs for replacement equipment and some program materials.

To help equalize this fee for schools with less than $1500 budgets, the payment structure has changed.

Instead of a flat $150 per school, it will be based on 10% of your total budget, with a $150 cap for Title One schools and $200 cap for those with budgets of more than $2000.

It will change from year to year if your budget number changes, unless you are at the cap.


  • School Status Report Blank Form was sent to you. After your first training and you have an accurate volunteer number, fill it out and return it to me.  The main contact at your school should do this these are dueto Jill by November 2nd.

List the total budget number provided by your parent group. Do not subtract the program fee.


  • Check your list of volunteers with a list from the office to verify background checks.

Follow up with anyone who has not completed this process.


  • As volunteers schedule presentation times, check by mid-month and contact any who still need to do so.
  • For Volunteers new to the program who have never seen or taught a lesson, who miss the training meeting, ask them to come assist in a class you or someone else is teaching before their lesson.

Or meet one on one with them for a quick training with the materials.

Or if all else fails, you or another experienced volunteer could teach their first class, with the new person assisting.


  • For classes without a volunteer, ask for volunteers to cover this first month and send home the “We Need You” flyer. This was sent to you after the coordinator meeting.

 Check with the classroom teacher to see if they may be able to help you identify a potential volunteer.


  • Dick Blick In Store Educator Discount- The store on Cedar Hills Blvd has a copy of our current Coordinator Roster. The staff may use it to verify you are purchasing materials for your school program in the store and they will give you the educator discount.



Art Literacy Getting Started: September

September 1st- 2nd Week

A) Volunteer Recruitment information goes home

   1. Email or call previous volunteers to find out who is returning and which classrooms they are      interested in teaching. Let them know date, time and place for the first training meeting.

   2. Check the school website for a list of the classroom teachers and grades they are teaching to start your roster. Or ask the secretary for this info.

   3. Begin to put a roster together of volunteers, their email, phone and classroom teachers they are assigned to.

B) If you are ordering your art production supplies online, do this early.

C) If you are new to coordinating, RSVP for the New Coordinators’ Tea arranged by the Art Literacy Volunteer and Resource Coordinators. This is usually held the second week of school and you will receive an invitation.

D) RSVP for the District Coordinators’ Meeting after evites are received.


3rd Week

A) Continue recruiting as needed.

B) Send an email or letter to teachers requesting their best days and times they have available for presentations about two weeks after school starts. Give them time for schedules to settle. You likely will have to follow up with some of them. Ask them to return it to you within a few days. (See Teacher Preferred Time sample letter, will be sent 2nd week of school)

C) Compile the teacher’s schedule information returned to you for your volunteers. This greatly helps to facilitate volunteers scheduling the lessons without having to wait for each one to contact the classroom teachers. If the time available from the teacher doesn’t work for the volunteer, then they can contact the teacher to try to work out one that does.

D) Check with the school secretary for the enrollment numbers so you know how many students you will need to purchase supplies for. This number can be in flux for the first few weeks.


3rd- 4th Week

A) Attend the district wide Art Literacy Coordinators’ Meeting.

B) Check for new volunteer forms returning to office often and/or check with your Volunteer Coordinator as forms are returned to school.

C) Attend your schools Volunteer Orientation Meeting, PTO meeting or send home

letters in classrooms still needing a volunteer. (Sample WE Need You letter available from Art Literacy Volunteer Coordinator). Work with the PTO volunteer coordinator for help.

D) Check with the school secretary to be sure your volunteers have cleared their background check before volunteering in the classroom.

E) Staff Communication

   1. Send the teachers an email with your contact information and how scheduling will be done, as well as where to find the master calendar. This calendar serves as the materials/cart check out.

   2. Send the teachers your roster of volunteers assigned by classroom with their contact information or other notice of who their volunteer is and how to contact them.

F) Decide how you will keep your parent/school community informed about what is happening in Art Literacy. Some common methods besides a bulletin board display are:

   1. Send home a write up on the artist with each student when they take their art projects home. Check the Resource Section of each artist notebook for these and they are on each artist flash drive for your use. This can be translated into Spanish using Google translate and copied back to back with the English version.

   2. Ask your principal to include something in the monthly school newsletter. You will need to provide a short update as to what you are doing each month. Talk to the principal and arrange to email it to him/her.

   3. If you chose to save the artwork to send home at the end of the year, save and include the artist information for each lesson (all on one page) if possible.

G) Create an email Art Literacy Group. Email a reminder to all new and returning volunteers the day before your training meeting. Arrange one on one (or ask them to sit in on your class presentation) if a new volunteer cannot attend your first training meeting.

 Prepare your materials for your first training meeting.