YEARLY TIMELINE

Listed below is a timeline for your Art Literacy Program

August

  • Pick up your boxes from the Art Literacy Resource Coordinator.
  • Plan recruiting strategies for volunteers. 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 that 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 the new artist bulletin board.

September

  • Ask the school secretary for a list of teachers and number of students by grade level.
  • Continue to recruit volunteers. Send home the Art Literacy Volunteer Opportunity form the week after school starts. Send email to volunteers from last year and being your volunteer list roster.
  • Make sure that everyone completes the Beaverton School District volunteer profile form located here:https://www.beaverton.k12.or.us/departments/communications-community-involvement/volunteer
  • Compile returned volunteer forms and match volunteers and classrooms. If you do not receive enough volunteers, send a second notice out titled, We Need You.
  • Purchase and organize the supplies for your first lessons.
  • 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 volunteer's contact information.
  • Prepare for your first artist training and notify volunteers of date, time and location.  Send reminder emails a day or two before the meeting.
  • Attend the Beaverton Art Literacy Coordinator’s Meeting this month.

October

  • Hold your first training meeting at school for your volunteers. Teach the presentation/visual slides and have all volunteers create the art project. Stess the importance of attending ALL training sessions. 
  • Make sure all volunteers know how to use the technology and make sure they are sending home the Art Lit handouts home with the students. 
  • Check your presentation calendar and verify that all classes are scheduled and both teachers and volunteers know that date.  If volunteers do not show up, contact them to go over the lesson and to make sure they are still volunteering. 
  • Check the art supplies on the cart weekly. Replenish and organize. Always leave a copy of the lesson on the cart. Copy all handouts for Art Lit to go home with the students. 
  • Save a sample of each of your productions to share at the January Coordinators’ Meeting.

November

  • Buy supplies and present the next lesson to your volunteers.
  • Create an Art Lit bulletin board.
  • 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. Make sure all lessons were taught. 
  • 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.

December

  • Inventory, clean, and exchange boxes with the other schools in your block before the school buildings are locked up for the break.
  • Enjoy the season!

January

  • Attend the Beaverton Art Literacy Coordinators’ meeting this month.
  • Make sure all your volunteers are scheduled with their teachers for the next lesson.
  • Buy supplies and present the next lesson to your volunteers.
  • Create an Art Lit bulletin board.

February

  • Buy supplies and present the next lesson to your volunteers.
  • Create an Art Lit bulletin board.
  • Recruit school Art Lit coordinators for the next year if you will not be the coordinator
  • Note: February and March are combined for your fourth artist presentation in the rotation.

March

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

April

  • Buy supplies and present the next lesson to your volunteers.
  • Create an Art Lit bulletin board.
  • Check your school calendar for volunteer appreciation week and plan a “Thank You” for your volunteers.

May

  • Buy supplies and present the next lesson to your volunteers.
  • Create an Art Lit bulletin board.
  • Contact the parent organization and request an adequate budget for the upcoming school year.
  • Let your school Volunteer Coordinator know 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.

June

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

July

  • Enjoy the summer! Thank you so much for being an Art Literacy coordinator. We appreciate all your time and efforts, as do the students and teachers. 

 

A quick summary of what to do on a monthly basis...

  • Plan, buy supplies, and present each Artist/Culture Lesson to your volunteers.
  • Put up a bulletin board on each artist/culture. Encourage teachers to display the art work in classroom or hallways, or send home art work with the handout.
  • Create an Art Literacy bulletin board.
  • Submit a short newsletter update on each artist to your principal to be included in the school news, optional.
  • Submit your receipts for supplies 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. (Inventory sheet located inside the cover of each artist notebook.)
  • Thank your volunteers and show your appreciation whenever possible.

 

Contact Cathy Lamb, BAL Volunteer Coordinator, for questions about running your program and working with volunteers. Cathy_Lamb@beaverton.k12.or.us.

Contact Melody Ball, BAL Resource Coordinator, for questions about materials in the notebooks/boxes: lesson plans, productions, art materials and lesson email documents. Melody_Ball@beaverton.k12.or.us.