Listed below is a suggested timeline for your Art Literacy Program


  • Pick up your boxes from the Art Literacy Resource Coordinator.
  • Plan recruiting strategies;  Create visibility and information at fall school events.
  • Edit and copy the Art Literacy Volunteer Opportunity form to be sent home. 
  • Set your Training Meeting Schedule for the year.
  • For meetings outside of the school day, visit the school district website and schedule on School Dude. Ask the dates be added to the school master calendar.
  • Put up your Art Literacy bulletin board before the first day of school. Buildings are open the week before school starts. Change monthly with new artist bulletin board.


  • Ask the school secretary for a list of teachers and number of students by grade level.
  • Recruit volunteers. Send home the Art Literacy Volunteer Opportunity form the week after school starts. Send email to volunteers from last year to begin roster.
  • Compile returned Volunteer forms and match volunteers and classrooms.
  • Attend the Volunteer Orientation at your school. Bring a sample lesson plan and art project for volunteers to see. 
  • Purchase and organize the supplies for your first planned art productions.
  • Create a master calendar for volunteers and staff to reserve the equipment/cart. (Team Up or Sign Up Genius are both online calendars for groups.)
  • Inform teachers who their assigned volunteer is and include the volunteers contact information.
  • Prepare for your first artist training and notify volunteers of date, time and location.  Send reminder calls emails a day or two before the meeting.
  • Attend the Beaverton Art Literacy Coordinator’s Meeting this month.


  • Hold your first meeting.
  • Check your presentation calendar and verify that all classes are scheduled.
  • Check the art supplies on the cart weekly. Replenish and organize.
  • Save a sample of each of your productions to share at the January Coordinators’ Meeting.


  • Return the School Status Report you received from the Art Literacy Volunteer Coordinator in September.
  • Ask your volunteers for feedback from their first artist presentation and address any concerns if need be.
  • Contact teachers to discuss any problems or concerns.
  • Save a sample production for the January Coordinators’ Meeting.
  • Note: November and December are combined for your second artist in the rotation.


  • Exchange boxes with the other schools in your block before the school buildings are locked up for the break.
  • Enjoy the season!


  • Attend the Beaverton Art Literacy Coordinators’ meeting this month.  


  • Recruit school coordinators for next year, if needed. 
  • Note: February and March are combined for your fourth artist presentation in the rotation.


  • Exchange boxes with the other schools in your block before the school buildings are locked up for the break.
  • Have a good Spring Break!


  • Check your school calendar for volunteer appreciation week and plan a “Thank You” for your volunteers.


  • Contact the parent organization and request an adequate budget for the upcoming school year.
  • Notify your school Volunteer Coordinator who will be the coordinator for the Art Literacy Program for the next 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.


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


  • Enjoy the summer!


On a Monthly Basis

  • Plan and present each Artist Lesson for volunteers.
  • Put up a bulletin board on each artist and display student work.
  • Submit a short newsletter update on each artist to your principal to be included in the school news, optional.
  • Submit your receipts to the parent organization for reimbursement in a timely manner.
  • When you pick up a box or pass it on to another school, be sure to do a complete inventory. (Inside the cover of each artist notebook.)
  • Thank your volunteers and show your appreciation whenever possible.


Contact Jill Bogle, BAL Volunteer Coordinator, for questions about running your program and working with volunteers.

Contact Melody Ball, BAL Resource Coordinator, for questions about materials in the notebooks/boxes: lesson plans, productions, art materials and lesson email documents.