Nassau BOCES
ARTS IN EDUCATION PROGRAMS

Help for Everyone

  1. FINDING AN ARTIST OR A PROGRAM:
    LOOKING ON THE ARTS IN EDUCATION WEBSITE
    (For Everyone)
    1. Use "Search"
    2. Use "Advanced Search"
    3. Use Artist Information
    4. Use Program Details
    5. Use The Calendar
  2. REQUESTING A PROGRAM OR TICKETS:
    COMPLETING THE "REQUEST FOR VISITING ARTISTS" FORM
    (For Everyone)
    1. Begin Request
    2. Request an Artist from the Website
    3. Request a NEW Artist Not Listed on the Website
    4. Enter Basic Request Information
    5. New York State Arts Learning Standards
    6. Select Grades
    7. Enter Dates
    8. Request a Residency
    9. Add an Additional Date
    10. Delete/Edit a Date
    11. Finish
  3. EVALUATING A PROGRAM:
    SUBMITTING ON-LINE EVALUATIONS
    (For Everyone)
    1. Complete the On-Line Evaluation Form Using E-mail Link
    2. Complete the On-Line Evaluation Form Without the Link
  1. CONTACT US
  1. FINDING AN ARTIST OR A PROGRAM:
    LOOKING ON THE ARTS IN EDUCATION WEBSITE
    (For Everyone)

    There are several tools on the website (http://www.nassauboces.org/artsined) that can help you to identify the most appropriate artists to work in your school. Click on "Help" on the homepage, then "Help for Schools" and click on the link "Choose an Artist."  This screen contains much useful information. Follow the steps below. If you have already identified the artist you want, skip to Section II.

    1. Use "Search"

      The first way to find artists and programs is to use the search function.

      Click on "Search" on the homepage. To return to the homepage at any time, click on the arrow symbol on the far left side of your browser's menu bar or click on the banner at top of the page with the text "Artists in Schools."

      Enter your search criteria (folk, ballet, mural, art, etc.) Use the drop-down menu if you wish to narrow your search to one art discipline.

      Click "go."

    2. Use "Advanced Search"

      To narrow the search even further use the advanced search feature by clicking on "Advance Search" below the search field. If you have already started a search the search field will be below the BOCES logo in the top left. You can search the artist database by category, cost, length of program, and grade appropriateness.

      Click on the title of any program that sounds interesting to see the artist's complete listing.

    3. Use Artist Information

      By clicking on the bold text from any search item you will be brought to the Artist Information page.

      The artist's contact information is listed on the left side of the screen. You can visit an artist's website by clicking on its web address in this section.

      In the Additional Resources section of the screen you can find a scheduled performance to preview by clicking on "Find This Program on the Calendar." You can also see evaluations available for all the programs presented by the artist by clicking "Read Evaluations of this Artist."

    4. Use Program Details

      By clicking on the text below the bold text in any search, you will be brought to a specific program offered by the artist. A specific program can also be viewed by selecting it from the Artist Information page under the heading Programs Offered by this Artist.

      From here you can view detailed information about a specific program. Below the Program Description on this page you will find(similar to the Artist Information page) "Additional Resources," "Find this Program on the Calendar" and "Read Evaluations for this Program." Clicking on these links will bring up resources specific to this program instead of the Artist/Organization.

      By clicking "Request this Program for your School" you will bring up the program request page. The program request page is covered in detail in Section II.

    5. Use The Calendar

      Click on "Calendar" on the homepage. When the box opens, click on "In School Programs." This Calendar lists by month all the programs which have already been contracted to take place in Nassau County schools during this school year. You can filter the results by school district of school year.

      By clicking on the Residencies tab you can see residencies that are occurring during the month you selected. Click on the Workshops/Performances tab to switch back to the original view.

      Selecting either the Artist Profile or their Program Name will bring you to the Artist Information and Program Details page respectively.

    NOTE: Programs not underlined are offered by a box office. They do not have a description and cannot be previewed.

    NOTE: Please remember that programs only appear on the Calendar after they have been approved by both the District administrator and BOCES.

    NOTE: Please remember that you can access both the "Calendar" tab and the "Search" box from numerous pages on the website.


  2. REQUESTING A PROGRAM OR TICKETS:
    COMPLETING THE "REQUEST FOR VISITING ARTISTS" FORM
    (For Everyone)

    Once you identify an artist for your school, the next step is to contact him/her in order to discuss available dates, kind of service you need, price, and other contract details. Be sure to tell the artist that BOCES will issue this contract and generate payment for the services. When you and the artist have agreed on the terms of the contract, you will need to complete an on-line Program Request. To do this, begin with #1 below.

    NOTE: Depending upon procedures which have been established by your District Arts Administrator you may need to obtain approval from the principal and/or teachers before requesting this program. Please be certain to check ALL your district's policies related to Arts in Education and follow your district's procedures.

    NOTE: Unlike compensating artists after performances, tickets must be paid for before the box office invoice due date. This requires at least 15 working days lead time from the time the district approves the request and sends original box office invoice to Nassau BOCES Arts In Education via snail mail or e-mail (pdf format).  We cannot accept a faxed invoice for payment. Click Continue if these conditions have been met. Otherwise, call 516-396-2345 to determine if the purchase is still feasible through the Nassau BOCES Arts In Education Program.

     

    1. Begin Request

      Click on On-Line Forms and then Request for Visiting Artist  on the website homepage. (http://www.nassauboces.org/artsined).

    2. Request an Artist from the Website

      After reviewing the first page (Attention Page) click continue and, on the next page, go to Tab 1, "Select Artist." Begin by carefully scanning the drop-down menu  to find your artist. All visiting artists who have registered for the current year  through BOCES are listed here alphabetically. When speaking with the artist regarding details of the contract, be sure to ask how he/she is listed in the Artist Database. This will help you to find the artist in the drop-down menu.

      NOTE: If the artist is not listed in the database, please contact Arts In Education immediately. Also, see Request a new Artist not listed on the website for more information

      All of an artist's registered programs will automatically appear in the next drop-down menu. Select the program you are requesting; then click "Apply and Continue."

      NOTE: Once you click "Apply and Continue" on the "Select Artist" tab, the information cannot be changed. Please be sure it is correct before you continue or you will have to restart the request process from step 1.
       


    3. Request a NEW Artist Not Listed on the Website

      Please have the artist  contact the Nassau BOCES Arts in Education Program at 516-396-2345 or e-mail: artsined@nasboces.org

       

    4. Enter Basic Request Information

      On Tab 2, "Request Info," fill in your name, 10-digit telephone number, and e-mail address. Use the drop-down menu to enter your school district. Enter the contracted  amount the artist will be paid.  Do NOT include the BOCES administrative fee in this price!

      NOTE: Unlike compensating artists after performances, tickets must be paid for before the box office invoice due date. This requires at least 15 working days lead time from the time the district approves the request and sends original box office invoice to Nassau BOCES Arts In Education via snail mail or e-mail (pdf format).  We cannot accept a faxed invoice for payment. Click Continue if these conditions have been met. Otherwise, call 516-396-2345 to determine if the purchase is still feasible through the Nassau BOCES Arts In Education Program.


    5. New York State Arts Learning Standards

      Select the Artistic Process and Anchor Standards that apply to the program. If you need help understanding the standards please refer to the Arts Standards Poster or the NYS Art Standards website. Briefly describe how this performance / workshop / residency will help your students to meet the NYS Arts Learning Standards. Be SPECIFIC. Do not copy the Standards! Please elaborate how the Standards apply to your program. This rationale enables BOCES to approve aid for your program. For more information or help with this, contact your district administrator.

      When Tab 2 is finished, click "Apply and Continue."
       
      NOTE: Unless this section is completed in a clear and specific way - describing how the program meets one or more ARTS Learning Standards - BOCES is required to deny aid.


    6. Select Grades

      On Tab 3, "Select Grades," enter the total number of students and teachers, by grade level, who will be provided with the program described in this contract.

      Then click "Apply and Continue."

    7. Enter Dates

      On Tab 4 "Add Dates," add date(s) for the event(s). Enter the appropriate information on the screen, indicating the correct school, and click "Add this Date." The information will appear under "Current Dates."

    8. Request a Residency

      For a residency, you will be asked for a start and end date.

    9. Add an Additional Date

      To add another date, repeat step 7 and click "Add This Date." Both dates will now appear under "Current Dates."

    10. Delete / Edit a Date

      To delete a date you have already entered, click on the red "X" to the left of the date you wish to delete.

      To edit the information about a date, click on the blue arrows to the left of the date you wish to edit. Make your corrections and click "Save Changes."

      Once you are satisfied that everything is correct, click "Continue."

    11. Finish

      In Tab 5, "Finish," you will see your entire request. If you wish to make any changes or corrections, you may do so by clicking on the Tab you wish to change.

      NOTE: The information on the "Select Artist" tab cannot be change so please be sure it is correct before you continue or you will have to restart the request process.

      Make your corrections and click "Apply and Continue."

      When you are satisfied that all information is correct, click "Send Request" to transmit this request to your district administrator for approval.

      Once you have successfully transmitted the request to your administrator you will see your request number on the next screen. You should print a copy for your files by clicking on the "Print" button at the bottom of the page.

      IT IS IMPORTANT TO REMEMBER THAT NO REQUEST IS CONTRACTED UNTIL AFTER IT HAS BEEN APPROVED BY BOTH THE DISTRICT ARTS ADMINISTRATOR AND BOCES.

  3. EVALUATING A PROGRAM:
    SUBMITTING ON-LINE EVALUATIONS
    (For Everyone)

    After the program, it is necessary to submit an online evaluation of the program. This  must be completed by someone  who attended the program. Unless the evaluation is submitted and approved by the district administrator, BOCES will be unable to generate payment for the artist.  One evaluation is required per contract; additional evaluations may be submitted..

    There are two procedures in place to allow you to complete an Evaluation. They are outlined below.

    1. Complete the On-Line Evaluation Form Using E-mail Link

      You will receive an e-mail from BOCES. In the body of the e-mail is a link which connects directly to the on-line "Evaluation of Artist" form. Click on the link.

      You will find the contract number in the subject line of the e-mail. Copy it into the evaluation form. You will also need the evaluation password to complete the form. Your evaluation password is available from your Advisory administrator or BOCES Arts In Education.

      Complete and review the Evaluation form. You will notice that all program rating buttons have been preset to "3" indicating a "good" program. You should change these ratings based upon your experience of the program using the rating system provided. The available options are "1" through "5" where "1" = "poor" and "5" = "outstanding."

      When you have entered your ratings and comments, please review the Evaluation to make certain that it is complete, fair and accurate. Be certain to add comments in the spaces provided. Your feedback will be helpful to the artists and to others who are thinking about selecting this program.

      If you would NOT recommend this program to others - and you indicate this on the form - your Evaluation will be forwarded to the BOCES Arts in Education administrator for review after it has been approved by your district arts administrator.

      After the form is completed to your satisfaction, click "Submit" and the Evaluation form will be transmitted to your district arts administrator for review and approval.

    2. Complete the On-Line Evaluation Form Without the Link

      You may evaluate a program even without the e-mail link by going directly to the home page of the Arts in Education website (http://www.nassauboces.org/artsined).

      Click on "On-Line  Forms" on the homepage in the grey area to the left. Click on "Evaluation of Artist Form." 

      You must now enter the contract number for this program and the Evaluation Password for your district. (These will be provided by your district administrator.)

      Complete and review the Evaluation Form. You will notice that all program rating buttons have been preset to "3" indicating a "good" program. You should change these ratings based upon your experience of the program using the rating system provided. The available options are "1" through "5" where "1" = "poor" and "5" = "outstanding."

      When you have entered your ratings and comments, please review the Evaluation to make certain that it is complete, fair and accurate. Be certain to add comments in the spaces provided. Your feedback will be helpful to the artists and to others who are thinking about selecting this program.

      After the form is completed to your satisfaction, click "Submit" and the Evaluation form will be transmitted to your district arts administrator for review and approval.

      NOTE: Evaluations are essential tools in helping artists maintain quality programs and assisting school districts in choosing appropriate programs. Schools, artists and the general public will have access to these on-line evaluations.



  1. CONTACT US FOR SUPPORT

    Arts in Education Program
    Robert E. Lupinskie Center
    One Merrick Avenue,
    Westbury, NY 11590
    Telephone: 516-396-2345
    Fax: 516-997-0319
    E-mail:
    Website: http://www.nassauboces.org/artsined