Listed below is a suggested timeline for your Art Literacy Program



Pick up your artist boxes from the Resource Coordinator when contacted they are ready.

Contact school secretary to send home volunteer flyer in Back To School Packets.

Meet with current coordinators to plan recruiting strategies.

Fill out Building Use Form and plan your meeting dates.

Send email to last years volunteers to begin volunteer roster for current year.



Meet with the school secretary and obtain a list of classes and teachers by grade level.

Recruit volunteers. Compile returned Volunteer forms sent in Back to School Packets and begin to put together your roster matching volunteers and classrroms.

Attend the Volunteer Orientation at your school to introduce new and returning volunteers to Art Literacy. Bring a sample lesson plan and art project for volunteers to see. 

Purchase supplies for your first planned art productions.

Meet with your principal to discuss plans for the year. Ask if you can include an update about the artists you will be studying in the school newsletter each month. Check the handout section of each artist notebook for examples. This can be emailed to whoever puts the newsletter together.

Plan your events for the year, including training meetings, and have them included on the school’s master calendar.

Set your training meeting schedule for the year. Fill out any building use permits needed for holding meetings or events on school grounds if you have not done so already.

Schedule your first artist training and notify volunteers of date, time and location.  It’s a good idea to make reminder calls or send emails a few days before the meeting.

Attend your school’s parent organization meeting when held to keep them updated on the Art Literacy program, if possible.

At your first training meeting, familiarize volunteers with the scheduling and other procedures, expectations, art cart, equipment etc.

Attend the Beaverton Art Literacy Coordinator’s Meeting this month.



Create a volunteer roster that includes name, email and phone number for all volunteers and coordinators.  

Check your presentation calendar and verify that all classes are covered scheduled.

Let teachers know who their volunteers are and their contact information.

Save samples of your student art projects to share at the January and May district meetings. 



Fill out and return the School Status Report information sheet you receive, to the Art Literacy Volunteer Coordinator.

Check with volunteers to review their first artist presentations and address any concerns.

Contact teachers to discuss any problems or concerns.

Remember November and December are combined for your second artist in the rotation.



Be sure to exchange boxes with the other schools in your block before the school buildings are locked up for the break.

Have a happy holiday season.



Attend the Beaverton Art Literacy Coordinators meeting this month.  This meeting includes an opportunity to share production ideas with schools in your block.



Recruit school coordinators for next year, if needed.  This will allow sufficient training time.

Remember, February and March are combined for your forth artist in the rotation.



Be sure to exchange boxes with the other schools in your block before the school buildings are locked up for the break.

Have a wonderful spring break.



Check your school calendar for volunteer appreciation week and plan something special, if possible.



Middle School - Contact the Art Literacy Resource Coordinator about your box rotation for the upcoming school year.

Recruit volunteers for next year.

Contact the parent organization and request an adequate budget for the upcoming school year.

Attend the Beaverton Art Literacy Coordinators meeting.  This meeting includes an opportunity to see art productions from your rotation for the upcoming school year.

Contact the teachers and ask for suggestions for improving the Art Literacy presentations in the classrooms.

Review the program with your volunteers.



Turn in your artist boxes according to the schedule provided by the Art Literacy Resource Coordinator.


Enjoy the summer!



On a Monthly Basis

Submit your receipts to the parent organization for reimbursement.

When you pick up a box or pass it on to another school be sure to do a complete inventory.

Thank your volunteers and show your appreciation whenever possible!



If you have any questions or concerns about any of the items listed on this timeline, contact the Art Literacy Volunteer Coordinator.