Search Results for: reflections job description

Download the Reflections Program Job Description

The National PTA Reflections Program is an arts recognition and achievement program for students. The Reflections Program provides opportunities for students to express themselves creatively and to receive positive recognition for original works of art inspired by a pre-selected theme while increasing community awareness of the importance of the arts in education.

The Reflections Program was established in 1969 by National PTA board member Mary Lou Anderson. Since that time, more than 10 million students have participated in the program. The program’s longevity and participation figures attest to its strength. The excitement and enthusiasm that the program generates for children, parents, schools and communities is unmatched.

Participation in and appreciation for the arts is the Reflections Program’s goal. Although the Reflections Program follows a “contest” format, winning should not be the emphasis. Participation in the Reflections Program is a great way for students to explore and learn about various art forms. Creating art is a valuable learning process that challenges students to use their critical thinking skills as well as their creative talents to create art that supports a specific theme.

Students may submit an entry in any of the six arts areas listed below. Only original works of art are accepted. Depending on state and local PTA guidelines, students may enter more than one work of art. The six arts areas are as follows.

• Literature
• Music Composition
• Photography
• Visual Arts
• Dance Choreography
• Film Production

Participation in the Reflections Program is organized by school grade. Student works are critiqued against others in the same grade division. This allows recognition and judging of artwork by appropriate developmental age and skill levels. The five grade divisions are as follows:

• Primary – Preschool – Grade 2 or up to age 7
• Intermediate – Grades 3-5 or ages 8-10
• Middle School – Grades 6-8 or ages 11-13
• High School – Grades 9-12 or ages 14+
• Special Artist – Ungraded

The Reflections Program is structured for PTAs to recognize students at the local unit, council, district PTA, state and national levels. Entries are first judged at the local unit level, where selected works are chosen to represent the PTA at each subsequent level, depending on each state PTA structure. Once entries reach the state level, the state PTA may select entries to submit to the National PTA. Award of Excellence and Awards of Merit are recognized at the annual National PTA convention and are displayed as part of the program’s traveling exhibit.

Participation in the California Reflections Program is open to all students in attendance at PTA schools where the program is sponsored. Entries are forwarded through channels. Each unit, council and district PTA establishes its own due dates, allowing adequate time for displaying and judging of entries. Units should acquire due dates from their council and district PTA. Only district PTAs may submit entries to California State PTA.

Please remember that:

• Students may submit entries only through a PTA or PTSA in good standing.
• All entries submitted must be original works and must relate to the annual Reflections Program theme.
• Each entry must be the work of only one student. Assistance from teachers, parents or friends is not permitted, except in special cases (such as for those with visual or physical disabilities).
• Participation encourages creativity and exploration. Students should do their best, but crooked lines, incorrect musical notes, or misspelled words do not disqualify anyone.

Future Reflections Program Theme

The National PTA is looking for a theme for its next Reflections Program. A student’s suggestion(s) for the theme ideas may be sent to the state office by the individual student or by a local PTA. The theme may include a wide variety of subjects that will appeal to students in preschool through grade 12. The winning student will receive $100 and recognition at the National PTA Convention held in June. See capta.org for more information.

Responsibility

• Become familiar with the materials on the California State PTA website at capta.org, the National PTA website at pta.org and the Reflections Packet sent to presidents in the service mailing.
• Develop a Reflections Program planning calendar using council and district PTA due dates; identify key steps to meet the calendar due dates. (Note that this program runs early in the school year for local units; therefore athletic events may need to be taken into consideration when planning the calendar.)
• Submit a Reflections Program budget to the budget committee for approval.
• Explain the Reflections Program to the principal and school staff; encourage their support and participation. Inform parents and community members. Share information about the Reflections Program at a PTA meeting, share examples of last year’s entries and have current entry forms and rules available for distribution.
• Publicize the Reflections Program, theme and due dates in the school or PTA newsletter. The local newspaper or cable TV station also could be contacted for publicity.
• Select impartial, qualified judges. Inform judges of the criteria to be used in evaluating/judging Reflections Program entries. (Refer to the rules for each art category.) Remember to accept the judges’ selections of winning entries.

Offer sample judging rubric:

Interpretation of Theme:  5 points
Artistic Merit/Creativity:  3 points
Mastery of Medium:  2 points

IMPORTANT: Do not show student information (name, address, etc.) on entries displayed for judging.

• Follow guidelines from council and district PTA regarding the number of entries that may be submitted. Adhere to council and district PTA due dates!
• Make certain each entry meets all judging criteria with regard to size, mounting, etc.
• Be sure the Official Entry Form (Reflections Program Packet, Service Mailing; capta.org) is completely filled out, signed by both student and parent, and attached securely to each entry, according to the National PTA rules.
• Complete and send Participation Form A (Reflections Program Packet, Service Mailing; capta.org) with entries, according to National PTA rules.
• Keep a copy of all Official Entry Forms and Participation Form A.
• Keep a copy of all CDs and DVDs.
• After the program, give each participant a certificate of participation.
• Return entries to students whose work was not selected for the next level of judging.
• Update the Reflections Program procedure book.
• Announce the new Reflections Program theme as soon as it is available. The theme is announced at the annual California State PTA convention.
• Publicize any awards given to local students at other levels of judging.

Recommended Activities

• Hold a Reflections Program workshop or a Family Arts Night on Saturday, after school or at lunch for students to work on their projects, and provide supplies.
• Enlist support of local businesses for supplies and awards and to display Reflections Program entries.
• Ask stores in the area to print student artwork on their bags.
• Inquire with local businesses that print calendars about possible use of student artwork.
• Plan a local traveling art show.
• Print a Reflections Program Awards booklet, listing the program participants as well as the award recipients. Acknowledge those who supported the program, including parents, staff and community members.
• Display local entries in school (e.g., hallways, display case, library), at PTA functions, in local community buildings (e.g., libraries, museums, banks, hospitals, nursing homes).
• Publish student entries in a special Reflections Program booklet or calendar, award it to Reflections Program participants and give as a gift or as a thank you to judges, teachers and volunteers.
• Tape musical compositions, and play them at PTA functions and school events. Give a copy to a local radio station to play.
• Organize a special program/reception/assembly where Reflections Program photography and visual arts entries can be displayed, musical composition entries can be performed and literature entries read aloud.
• Make all Reflections Program entrants feel special. Consider awarding students with certificates, ribbons, medallions, buttons, plaques, trophies, art supplies, film, music supplies, gift certificates, books and bookmarks. Send congratulatory letters to students.

Additional Resources

• National PTA Reflections Packet mailed to unit, council and district PTA presidents in the service mailing sent in the summer.
• National PTA website, pta.org
• California PTA website, capta.org
• Insurance and Loss Prevention Guide (English and Spanish), mailed annually to PTA presidents

Download the Student Board Member Job Description

Purposes of Student Representation

• Students bring a new perspective to PTA/PTSA ideas and programs.
• Viewpoints and ideas of students are essential because all PTA/PTSA programs focus on youth.
• Students and adults obtain a better understanding and appreciation of one another by working side by side on goal-related projects.
• Students gain leadership skills, such as goal-setting, decision-making, team building and conflict resolution while enhancing their own personal growth and development.
• Students obtain community service opportunities for high school credit. Active PTA/PTSA involvement is an excellent addition to any college or job application.
• Students are introduced to the legislative process and the importance of advocating for a cause through PTA’s involvement in legislative activities.
• Student voices can be heard by elected representatives before the students reach voting age.
• Students provide PTA/PTSA with information regarding student interests and concerns thereby enhancing relevance and effectiveness of PTA/PTSA programs.

Student Responsibilities

• Become a full voting member of your PTA/PTSA upon payment of membership dues.
• Become a member of your PTA/PTSA executive board (as an elected officer, chairman or in a committee position). California Corporations Code and civil laws allow students to serve in any PTA/PTSA office. All officers, adults and students alike, must perform duties of the office as outlined in the PTA/PTSA bylaws and the California State PTA Toolkit.
• Attend all PTA/PTSA meetings.
• Communicate with board members about your other important commitments such as family, schoolwork, household chores and part-time job.
• Practice effective positive communication skills. Help create an atmosphere of mutual respect between students and adults in order to communicate the needs, desires and concerns of fellow students.
• Interact with peers and other school organizations/clubs to plan programs and activities that will enhance the atmosphere on your campus and create a more positive learning environment for all.
• Represent students and PTSA at school board and other civic meetings, wherever student input is needed or requested.
• Show other potential student members how PTA/PTSA activities relate to special interests such as art, music, writing, conservation and legislation.
• Stress the following basic benefits:

– Improving the school and community;
– Being with friends;
– Learning new life skills;
– Participating in a goal-oriented team; and
– Having a voice in issues that affect youth.

Suggested Activities

• Plan an orientation for new students.
• Sponsor a school-wide “spring clean-up day.”
• Participate as a PTA/PTSA in a community service project, such as volunteering at a shelter or soup kitchen.
• Participate as a PTA/PTSA in statewide, national and world observance days.
• Become involved in legislative issues and activities.
• Participate in the National PTA Reflections Program.
• Participate in a celebration honoring all volunteers and their commitment to PTA/PTSA.
• Accept nomination to the nominating committee.
• Participate in planning next year’s activities.
• Help choose the next year’s membership theme.
• Schedule a college application entrance exam preparation night.
• Apply for a California State PTA Graduating High School Senior Scholarship.
• Apply for PTA Spotlight Award based on activities related to student involvement or student recruitment.
• Be a delegate to the California State PTA convention.
• Encourage student delegates to the California State PTA convention to attend the district PTA orientation.
• Apply for a student board member position on the California State PTA Board of Managers (students between the ages of 16-21 are eligible).*

*Applications are available from the district PTA president or California State PTA office.

Additional Resources

National PTA website, pta.org
California PTA website, capta.org

Download the Program Chairman Job Description

KEY ROLE – Program Chairman

• Works with committee and other chairmen to plan and organize programs for the school year
• Collaborates with principal, PTA president, other committee chairmen and campus student groups to coordinate, plan and implement programs
• Develops annual program calendar and presents it at PTA association meeting for adoption
• Publicizes approved program calendar using newsletters, website, social networks and school handbook
• Oversees and delegates volunteer recruitment for implementing and running programs

GETTING STARTED

• Preparation – Review procedure book and materials supplied by last year’s program chairman to get an overview of what programs worked best for your campus.
• Schedule Meeting – Meet early with program committee, appointed by president-elect. Involve experienced and new volunteers on the committee to share the decision-making and work.
  The committee may include members, students, teachers, principal and, as a resource, chairmen for hospitality, publicity, parent education, health or safety.

WHAT TO DO

Programs provide opportunities to enhance a school campus by boosting student achievement, stimulating family engagement, promoting community and meeting student needs so they thrive.

PTA programs focus on parent education nights, student achievement, wellness and safety presentations, special events and student activities. Consider varying the type and format of programs – town hall, panel, video, student activity or family event – offered each year. Develop a program plan collaboratively to encourage inclusiveness and participation of the school community.

Defining Program Goals

• Review prior years’ programs to see what worked best
• Survey school community on preferences for programs
• Prioritize community feedback to determine program plans
• Network with other PTAs for possible collaboration
• Brainstorm ideas on programs with board and committee members
• Check program information from council, district, State and National PTA for resources and ideas

Implementing Programs

• Community Engagement – Involve students, families, educators and community partners in program preparation and activities.  Always consider school and community factors for program plans including ethnicity, transportation, site access for the disabled and meeting place availability.
  
• PTA Insurance – Ensure that every program meets PTA insurance requirements for allowable activities.
  
• Volunteers – Coordinate and delegate volunteer recruitment to assist in running the program.
  
• Presenters – Book presenters and send written confirmation for their audio-visual equipment needs. Provide information on who to contact if there are questions and a request for a brief biography to use for introductions at the event.
  
• Follow Up – Confirm program date, time and location plus time allotted, topic and type of presentation (question and answer opportunities or lecture) with presenter. Provide directions or map, details on audience size and type and a cell phone number at the event site.
  
• Publicity – Prepare and send notices for PTA publications and to council/district PTA and local media.  Work with room representatives to use phone trees, backpack express, email blasts and social networking to widely distribute notices to school’s families.
• Review Materials – Order audio-visual materials and handouts in advance for committee to vet before the event.

Presenting Programs

• Arrive early and check site for requested equipment, room set-up and hospitality arrangements
• Allow extra time to test all sound and audio-visual equipment before program starts
• Greet presenter, provide nametag, agenda and briefly review presentation format and content
• Introduce presenter and topic and, after the presentation, extend the group’s appreciation
• Act as host during social time
• Send thank-you notes promptly, along with authorized expense reimbursements, photos or press clippings

Evaluating Programs

• Review completed programs as a committee on what worked best, report to PTA board or association and make recommendations for future planning groups
• Pass on program flyers and publicity to historian for PTA records
• Maintain a procedure book, noting successes and failures, ideas for future presentations, copies of correspondence, program resources and references

Learn more: www.capta.org

Download the Arts Education Chairman Job Description

Research strongly supports the belief of California State PTA that it is important to promote and sustain academic and career success for all California public school students through increased and equitable access to a complete curriculum that includes high-quality arts education. To further this belief, the Arts Education Chair will:

• Advocate for high-quality arts education for all California students;
• Seek opportunities to share best practices; and
• Raise awareness about the relevance of the arts in increasing academic achievement and building a vibrant, productive society.

THE ARTS EDUCATION CHAIR SHALL:

• Collaborate effectively with parents, teachers, administrators, and the community to build, support and sustain ongoing arts instruction for all children;
• Understand the academic, social and career benefits of arts education;
• Understand key components of a fully developed, standards-based arts program;
• Understand how the arts can be integrated into and reinforce a rigorous curriculum;
• Understand and articulate the goals and benefits of a comprehensive arts education;
• Understand and promote the National PTA Reflections program within the association, school district, and community;
• Engage teachers, site administrators, school district administrators and school boards, county leaders and community arts groups to achieve the goal of providing standards-based arts education for all students;
• Promote media attention and build school district awareness of the importance of encouraging children to participate in the arts;
• Strengthen the relationship between the cultural and performing arts community and the association.

RESPONSIBILITIES

• Inform and educate the PTA membership, school community, and community at large about the importance of an integrated arts curriculum in the education of the whole child;
• Promote and encourage participation in the National PTA Reflections program, in conjunction with its chairman/coordinator;
• Connect with the SMARTS network and read and disseminate information provided in the SMARTS newsletter;
• Collaborate with arts leaders in the county office of education, teachers and administrators to promote and provide PTA- and/or school sponsored cultural arts activities and assemblies for all students;
• Seek partnerships with professional arts organizations in the community to better coordinate arts education, programs and cultural enrichment services for all students;
• Provide a forum for the positive exchange of information about cultural and performing arts programming in the community;
• Speak at unit, council, and district level meetings about the importance of arts education and advocacy;
• Communicate with the council/district PTA counterpart;
• Share information prepared and distributed by the council/district, California State PTA, and National PTA;
• Attend council and district PTA trainings and California State PTA conventions;
• Obtain training on leadership skills and working/communicating with parents and families of diverse backgrounds; and
• Maintain a procedure book.

RESOURCES AND REFERENCES

California State PTA website
California STATE PTA SMARTS website
SMARTS newsletter
PTA in California
National PTA Reflections Program
California State Board of Education Content Standards for the Visual and Performing Arts
Be a Leader for Arts Education (joint publication of California County Superintendents Educational Services Association (CCSESA) and California State PTA)

Download to print the Secretary Job Description

Key Role – Secretary

• Takes minutes at board and association meetings
• Co-signs formal papers with president: authorizations for payment, resolutions and formal letters
• Handles PTA correspondence as directed by the president
• Maintains and preserves PTA records and important documents to pass on at the end of the term

• Arts Education Chairman
• Communications
• Disaster Preparedness
• Education Chairman
• Executive Vice President
• Family Engagement Chairman
• Financial Reviewer
• Financial Secretary
• Founders Day
• Fundraising Chairman
• Graduation/Prom Night
• Health
• Historian
• Honorary Service Award
• Hospitality
• Legislative Advocacy Chairman
• Local Unit Leader
• Membership Chairman/Vice President (Unit)
• Outreach
• Parliamentarian
• Program Chairman
• Reflections Program
• Room Representative
• Room Representative Coordinator
• Safety
• Student Board Member
• Student Involvement Chairman
• Volunteer
• Volunteer Coordinator

These procedures have been developed to assist unit PTA officers and chairmen in carrying out their responsibilities (Committee Development and Guidelines). The president, as an effective leader, will see that officers, chairmen and other volunteers receive copies of their respective job descriptions from this Toolkit as soon as possible (Job Descriptions).

Based on goals established for the year, the president and the executive board determine which programs and projects should be implemented and which might be undertaken, remembering that all projects must be approved by  the membership.

While every PTA operates within the Purposes and basic policies of the PTA, each individual unit will become involved in programs and projects according to its interests, its needs, and its volunteers. No PTA can be expected to do everything.