LOCAL LEADER'S GUIDE 2018-2019 - STUDENT ARTS AWARDS - Utah PTA!
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STUDENT ARTS AWARDS
2018-2019
LOCAL LEADER’S GUIDE
Utahpta.org/reflections
To promote the welfare of children and youth in home, school, places of
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Purposes To advocate for laws that further the education physical and mental
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of To promote the collaboration and engagement of families and educators
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The Mission of PTA is three-fold:
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the community, and before governmental bodies and other organizations
PTA that make decisions affecting children;
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their children; and
Statement To encourage parent and public involvement in the public schools of this
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Table of Contents
Reflections Local Leaders Guide
Local PTA Leader's Guide . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7
1. Getting Started . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7
2. Promote Your Program. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8
3. Coordinate the Review of Student Submissions. . . . . . . . . . . . . . . . . . . . . . . . . 9
4. Celebrate Your Student Participants. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13
5. Wrap Up and Report Program Success . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14
Leader's Checklist. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15
Volunteer Sign-Up. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16
Event Planning Guide. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17
Theme Search Entry Form. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20
Past Reflections Themes. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21
Theme Search Information. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22
Program Preparation. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23
Heroes Around Me Flier . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24
Consent Form Guidelines. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25
How To Enter. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26
Official Rules. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27
Dance Choreography Rules. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28
Film Production Rules . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29
Literature Rules. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30
Music Composition Rules . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31
Photography Rules. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32
Visual Arts Rules (2D and 3D) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33
Entry Form. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34
Consent Form . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35
Preparation for Reviewers (Judging). . . . . . . . . . . . . . . . . . . . . . . . . 36
Determining Awards to be Given. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37
Number of Awards of Excellence to ... Award . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38
3-Dimensional Category Guidelines. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39
Instructions For Judges. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 40
Rubric. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41
Score Card. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 42
Utah PTA 2018-2019 Reflections Local Leaders Guide 5
Advancing Winning Artwork Form . . . . . . . . . . . . . . . . . . . . . . . . . . 43
Dance. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 43
Film. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 44
Literature . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 44
Music . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 45
Photography . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 45
Visual Arts 2-D. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 46
Visual Arts 3-D. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 46
Reflections Submission Forms . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 47
Local to Council or Region. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 47
Council to Region. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 48
Region to State . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 49
SPANISH RULES & FORMS
Local Leaders Guide. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 53
1. Introducción. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 54
2. Promueva su programa . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 55
3. Coordine la evaluación de las presentaciones de los estudiantes . . . . . . . . . 56
4. Celebre a sus participantes alumnos. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 57
5. Cierre y reporte el éxito del programa . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 58
Reglas del Formulario de consentimiento . . . . . . . . . . . . . . . . . . . . 59
Formulario de Entrada . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 60
Formulario de Consentimiento . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 61
Reglas Oficiales. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 62
Coreografía de Danza. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 64
Produccíon Cinematrográfica . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 65
Literatura . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 66
Composición Musical. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 67
Fotografía. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 68
Artes Visuales (2-D & 3-D) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 69
6 2018-2019 Reflections Local Leaders Guide Utah PTA
LEADER’S GUIDE
1. Getting Started
Register Your Program at PTA.org/Reflections. Once you have registered, you will have the
opportunity to connect with other PTA Reflections leaders by joining the Reflections network. This is
a support system comprised of national, state and regional PTA leaders eager to answer your
questions and share best practices.
Roles and Responsibilities as a Reflections Specialist. You play a critical role in promoting exploration
of arts and culture in the home, school and community. Students who participate in the Reflections
program may not recognize themselves as artist when they sign up- but by the end of the Reflections
celebration they will.
Gather program materials, deadlines and instructions from Utah PTA. Customize your checklist to
organize tasks and schedule local program deadlines. The only deadline that Utah PTA sets is the day
Region entries are due to the state: Tuesday, January 22nd, 2019. Regions with no region directors,
your entries are due Monday, January 7th, 2019. Regions, councils (where applicable) and schools are
encouraged to work backwards from that date to set your deadlines.
Recruit a committee of 4-6 parent and teacher volunteers. Volunteers will enrich the program by
bringing a variety of ideas, talents and skills; and they will make your job much easier and more
enjoyable by ensuring that program tasks don’t fall on your shoulders alone. Assigning project leaders
and dividing tasks will save time and energy. Use the volunteer sign-up sheet to help recruit
volunteers with specific skills/interests.
Recruit a team of 6 or more arts experts to review student submissions. Inviting professionals in the
arts community to participate as reviewers will increase the credibility of your program and exposure
for PTA. All reviewers must have a working knowledge of their assigned arts area.
TIP: Ask arts teachers to help you identify working professionals in your local arts community.
Consider local arts agencies, arts and cultural organizations, colleges, librarians, community leaders,
and prominent artists.
TIP: It may take up to 5 min. to review dance, film, music and writing submissions whereas
photography and visual arts may take only 2 min. Be mindful of your reviewer’s time and recruit
additional judges for each category where need.
Utah PTA 2018-2019 Reflections Local Leaders Guide 7
LEADER’S GUIDE
2. Promote Your Program
Download materials for students: Visit utahpta.org/reflections to download and distribute student
materials including official guidelines and entry form. Please review the official rules and ensure your
PTA/PTSA is in “good standing” status of affiliation Utah PTA.
Available Arts Categories and Divisions: All student entrants must follow official guidelines and arts
category submission requirements, including a signed entry form, and possibly a signed consent form.
Please review the special artist division rules to learn more about opportunities for students with
disabilities.
• Offer 1 or more arts categories: dance choreography, film production, literature, music
composition, photography, visual arts (2D and 3D). Students may enter in one or more arts
categories.
• Offer 1 or more divisions: Primary: Preschool-Grade 2, Intermediate: Grades 3-5, Middle School:
Grades 6-8, High School: Grades 9-12, Special Artist: All grades.
Tips for Program Promotion: Our goal is to encourage all students to participate in the arts through
PTA Reflections. Take time to introduce the program to families and school personnel. Consider the
following ideas:
• Send program fliers home to parents.
• Post your call for entries on school and/or PTA websites and social media as well as newsletters,
blogs and bulletin boards.
• Ask student leaders to hang posters in visible locations and encourage their peers over morning
announcements. Willing students might be found in classes, programs and afterschool clubs that
involve the creative, literary, media and performing arts.
• Host a PTA table or student arts showcase at schoolwide assemblies and back to school nights.
Have fliers, participation guidelines and entry forms available.
• Request time at a staff meeting to present the Reflections program to teachers. Gather ideas on
how they might encourage their classes to participate. Ask how this year’s theme might be linked
to curriculum and other learning objectives.
8 2018-2019 Reflections Local Leaders Guide Utah PTALEADER’S GUIDE
3. Coordinate the Review of Student Submissions
The task of reviewing student entries involves collecting and qualifying submissions as well as
providing direction for your team of volunteer reviewers. The first step of this process is to determine
a deadline for students to submit their work. Expect to need at least two weeks to facilitate the
judging process and then another two weeks to prepare winners artwork and complete the
registration process so that winners may advance to the next round.
Qualifying Submissions: Submissions are reviewed by arts category and division. Save time by
collecting submissions by classroom. Ask your committee to scan and flag incomplete entry forms and
works that do not follow program guidelines and submission requirements. All students must adhere
to the General Student Participation Rules, as well as the rules for their specific arts category.
Program rules and student entry forms are available at utahpta.org/reflections.
General Student Participation Rules: Students must participate in the National PTA Reflections
program through a local PTA/PTSA in good standing, as determined by Utah PTA. It is your schools’
PTA Reflections committee’s responsibility to confirm that your PTA is in good standing and to
determine each student’s eligibility. If you are unsure whether your PTA is in good standing, talk with
your PTA president or region Director. The following additional guidelines apply to student’s entries:
• Each entry must be the original work of one student only.
• A student may develop an entry inside or outside of school.
• A student may submit entries in more than one arts category - only one per student per art category.
• Each student entry must be accompanied by a paper student entry form, signed by a parent or
guardian.
• Student entries MUST include a title and artist statement, which describes the content and include at
least one sentence (10 words) but does not exceed 100 words.
• Reflections is a program offered to students who are enrolled in a PTA school. For Secondary Schools
(Middle/JR and High Schools) you need to be enrolled in a class that offers credits to participate. For
Elementary Schools, you need to be enrolled for one class offered during the school hours to
participate.
Utah PTA 2018-2019 Reflections Local Leaders Guide 9Preventing, Identifying and Addressing Copyright Violation Plagiarism:
DISCLAIMER: This section is not legal advice and is intended for general information purposes only.
Legal advice depends on the specific facts and circumstances that are brought to the attention of
qualified legal counsel. Anyone seeking specific legal assistance or advice should contact an
attorney.
Preventing Violations: PTA Reflections participants are responsible for educating themselves on
plagiarism and copyright issues. The entrant and PTA can still be held liable for copyright violations
even if they didn’t think they were violating another person’s rights. Copying a protected image
without permission is not always intentional, but it is unlawful.
Tips for Students:
• Be cautious. If you question whether a submission violates the copyrights of another, fall on the side
of caution and do not submit that work.
• Cite all sources, even from Public Domain, whether it’s protected by copyright or not. Uncited works
are considered plagiarized. This includes works found in Public Domain even if the copyrights have
expired, the student’s work could be a copyright violation, if copied from a copyrightable photograph
or reproduction or the original.
• Be original! Even if the submission was cited correctly and Fair Use applies, PTA Reflections judges
would view the work unfavourably if it is not original.
Identify Violations. Before participating in the Reflections program, each student and his or her
parent/guardian signs a form accepting and agreeing to the National PTA Reflections Official Rules for
participation. If the PTA has reason to believe/evidence that a submission violates the participation
terms, the student submission will be disqualified. In this event, the PTA may refuse or revoke the
award and related prizes of an award, and take such other measures, including the recall or removal
of the awarded work, as the PTA deems appropriate. Bear in mind that this policy is in the interest of
both the student and the PTA, since the display or distribution of an infringing submission could result
in financial liability for both the student and the PTA.
• Use of copyrighted material is prohibited in the literature, music composition, photography and visual
arts categories. This includes the use of copyrighted cartoon characters, copyrighted material from the
Internet, advertisements or advertising ideas, musical themes from existing copyrighted compositions,
copyrighted recorded music, copyrighted photographs or stock images. Use of copyrighted music in
dance choreography and film production entries is acceptable when the title, composer and performer
of any music in the submission are cited on the student entry form.
10 2018-2019 Reflections Local Leaders Guide Utah PTA• Film productions, photography and visual art may include public places, well-known products,
trademarks or other copyrighted material, if that copyrighted material is incidental to the subject
matter of the piece and is a smaller element of the whole. Visual arts collages may include portions of
existing copyrighted works, such as portions of photos, magazine clippings, internet images and type
cut out of a newspaper, if those pieces of copyrighted works are used to create a completely new and
different work of art. A collage should be judged for its whole - not its parts - and its creativity as an
original work of art. Misuse of the above materials constitutes plagiarism - taking and using another’s
words, ideas or inventions as one’s own.
Tips for PTA Leaders:
• Utilize your Reflections Committee to qualify artwork prior to judging. Use online resources and
search databases (e.g. Google Image Search) and other available software to investigate all work
considered for Awards.
• Train your judges with program rules and criteria describing the importance of originality. Ask
judges to report plagiarized/copyrighted works to the Reflections Committee. Your Committee will
ultimately determine if a work is plagiarized or in violation of copyrights. Do not make this decision
on your own.
• Develop a policy/protocol for your PTA to follow when issuing a disqualification/consequence and
use the template copyright infringement letter.
Addressing Student Ineligibility. Occasionally, entries submitted to the Reflections program are
ineligible. One reason for ineligibility is that the local PTA is not in good standing. It is very important
that you check with your PTA president to ensure your PTA is in good standing with the state. Other
common reasons for ineligibility are plagiarism and resubmission.
The following recommended procedures apply to both plagiarized and resubmitted entries:
1. Scan entries to ensure that all are original and have not previously been submitted to Reflections
or another art competition.
2. Alert judges to the possibility that some pieces may not be original and encourage them to
communicate when one may be questionable.
3. Check questionable entries via Google or another search engine.
4. Consult with your Council, Region or State Reflection Specialist before talking with the parents or
student.
5. Return ineligible pieces to students and explain why they are being returned.
6. Talk with appropriate school personnel, such as school counsellors, the principal or teachers about
ways to address the seriousness of copying someone else’s work or resubmitting artwork with the
student and his/her family.
If ineligibility is confirmed after judging, determine whether awards (including award money, pins,
certificates, etc.) should be returned.
Utah PTA 2018-2019 Reflections Local Leaders Guide 11Reviewing Submissions: Give each of your volunteer judges a welcome letter, instructions, rubric
and score card. Provide reviewers with the student’s work, as well as the title and artist statement for
each of their assigned entries. The title and artist statement will help your reviewers understand each
student’s inspiration for their work and how it relates to the theme.
Review Criteria: The program theme and review criteria are what make Reflections stand out among
other arts contests. It’s important for reviewers to notice that “interpretation of the theme” is
weighed more heavily than the other considerations. Have judges record their points for each student
work on the score card. Add together the points from each judge and rank the artwork accordingly. If
two entries are tied, the entry with the higher score for interpretation of theme receives more
recognition.
If a question is raised about the status or score of an entry, it is the responsibility of the PTA
Reflections Committee to address it. Under no conditions may a reviewer be contacted and/or
respond to disputes regarding the status and score of an entry.
TIP: Set your local PTA submission deadline approximately one month before submissions are due to
the next round. This will allow ample time for organizing, qualifying and scoring submissions, as well
as preparing winners for the next round.
TIP: Conduct “blind judging”—where reviewers do not see student info. Consider both online and in-
person review session ideas:
To host an online review session: Assign numbers to each submission and provide reviewers
with a list of submission titles and artist statements by assigned number. Share digital copies
of student works using CDs, USB drives or cloud based file sharing platforms).
To host an in-person review session. Display works on tables around the room. Tri-fold the
student entry form to show only the judging information section. Place the title of work and
artist statement in front of the student’s work. Instruct reviewers to rotate around the room
and score each entry.
12 2018-2019 Reflections Local Leaders Guide Utah PTA4. Celebrate Your Student Participants
Assign Awards: By age divisions and arts categories, assign awards based on your rankings.
Recommended award levels include: Award of Excellence; Award of Merit; Honorable Mention and
Participant. Your region/state program leader will offer additional guidance regarding number of
awards and or number of submissions that may advance to the next level.
You may choose to publicly recognize volunteer reviewers to inspire students and raise the
credibility of your program. However, if a question is raised about the status or score of an
entry, it is the responsibility of the PTA Reflections Committee to address it. Under no
conditions may a reviewer be contacted and/or respond to disputes regarding the status and
score of an entry.
Celebrate Student Achievement: Recognizing your students’ participation and accomplishments will
help your PTA create family memories that will last a lifetime. You will grow students’ confidence by
hosting opportunities for family members, school personnel and community leaders to value their
artistic skills, creative vision and unique interpretation on the theme.
There are many ways to announce winners, distribute awards and showcase works for the whole
school and community to enjoy. Consider the following ideas for recognizing student participation
and achievement:
o Announce winners on PTA/school websites and in newsletters, and social media.
o Award certificates, ribbons or prizes donated by local businesses.
o Showcase student works at PTA and school board meetings and display student works
throughout school and community venues (e.g. school lobby, community library).
Opportunity for State and National Recognition: Utah PTA award recipients are announced the first
week of March. Visit www.utahpta.org/reflections for announcements related to state awards and
events.
National -level awards recipients are announced annually on May 1st. Visit pta.org/reflections for
announcements related to national awards and events.
Utah PTA 2018-2019 Reflections Local Leaders Guide 135. Wrap Up and Report Program Success
Recognize Partners and Volunteers: After your Reflections program concludes for the year, one of
the most important tasks is to thank those who helped make it a success. Remember to thank
student and parent leaders, school personnel, submission reviewers and community businesses for
their support.
Return Student Works: Return non-advancing works immediately following judging and/or exhibition
and no later than the last day of the school year. Please be sensitive to secondary students needing
their artwork for college admission. If student artwork advances, it will be returned according to state
and/or national polices.
State PTA Policies: Entries that receive state awards will be displayed at the Annual Leadership
Convention, as well as other locations throughout Utah. Entries may take up to a year to be
returned.
National PTA Polices: Entries that receive national awards will be features in the online National PTA
Reflections Program Gallery at pta.org/reflections. National PTA will make every effort to return
artwork within two years.
Meet with your Reflections Committee and other team members to reflect on the program, gather
feedback and document successes and areas needing improvement. Sharing this information with
next year’s team will provide a smooth transition from one Reflections Chair to the next.
Share Your Success: After your program concludes, please share program success with your state by
emailing ideas to reflections@utahpta.org.
We also encourage you to share your success with your PTA board and school administrator. Visibility
of award announcements, attendance at your event and personal quotes from families and
community partners will help capture your program’s reach and impact as well as your PTA’s ability
to support student success, engage families and build community partnerships.
Visit utahpta.org/reflections for template tools and resources.
14 2018-2019 Reflections Local Leaders Guide Utah PTALEADER’S CHECKLIST
Step 1. Getting Started
¨ Enroll in the national program at PTA.org/Reflections.
¨ Visit Utah Reflections website to confirm student eligibility and gather important deadlines
and materials.
¨ Determine which arts categories and grade divisions your PTA will offer. New program leaders
may consider getting started with one or more arts category and division.
¨ Plan and budget for your awards, prizes and recognition activities.
¨ Recruit a committee to help you promote participation, coordinate judging and host events.
¨ Recruit experienced artists to review student works.
¨ Share your program plans with your PTA and school leaders.
Step 2. Promote Your Program
¨ Distribute program rules and entry forms to students and teachers.
¨ Promote your submission deadline and instructions on how to enter. Don’t forget to include
any available awards, scholarships and prizes!
Step 3. Review Submissions
¨ Collect and organize submissions by category and division.
¨ Qualify entries according to each arts category rules.
¨ Share reviewer’s materials and submissions with your volunteer judges.
¨ Collect scores from judges and rank submissions.
¨ Gather awards and prizes and prepare works for exhibition.
Step 4. Celebrate Participants
¨ Announce awardees to the whole school community.
¨ Host a Reflections Celebration Event to showcase student work and distribute
certificates/awards.
¨ Offer state and national opportunities for student recognition by sending your finalists to the
next judging round.
Step 5. Wrap Up
¨ Return non-advancing submissions to students.
¨ Recognize volunteers and evaluate your program to consider future improvements.
Utah PTA 2018-2019 Reflections Local Leaders Guide 15VOLUNTEER SIGN-UP
Publicist
To promote Reflections to school leaders and teachers, post fliers in school and around the
community, share celebration event invitations with participating families, and share announcements
with local media outlets.
NAME _______________________ EMAIL_____________________ PHONE_____________________
NAME _______________________ EMAIL_____________________ PHONE_____________________
Judging Coordinator
To recruit volunteer judges, organize artwork for judging, support judges and calculate their scores.
NAME _______________________ EMAIL_____________________ PHONE_____________________
NAME _______________________ EMAIL_____________________ PHONE_____________________
Computer Wiz
To organize student entry information for award announcements, printed programs,
certificates/awards and provide a list of students advancing to the next round of judging.
NAME _______________________ EMAIL_____________________ PHONE_____________________
NAME _______________________ EMAIL_____________________ PHONE_____________________
Celebration Coordinator
To exhibit artwork, prepare student awards and lead on site event activities (program, refreshments,
decorations, etc.)
NAME _______________________ EMAIL_____________________ PHONE_____________________
NAME _______________________ EMAIL_____________________ PHONE_____________________
16 2018-2019 Reflections Local Leaders Guide Utah PTAEVENT PLANNING GUIDE
What isa PTA Reflections Celebration?
The PTA Reflections Celebration is a powerful tool for encouraging students to explore and be involved
in the arts. Together, school leaders and families offer positive reinforcement for participation in
the National PTA Reflections program.
Parents and community leaders are welcomed into the school to discover the rich culture and artistic
skills presented by student artists. An art exhibit with live student performances and an awards
ceremony will showcase the importance of arts education in your school.
During the PTA Reflections Celebration, families will:
• Recognize their child’s participation and achievement in the arts.
• Discover new opportunities to stay involved in their child’s learning through the arts.
• Understand how arts programs provide necessary educational benefits and share their
positive experiences with school and community leaders.
Why Is Student Recognition Important?
Celebrating student learning provides an opportunity for schools and families to connect with
each other and to their community.
When PTAs and schools celebrate the arts together, all families feel welcomed into the school and
are encouraged to take an active role in their child’s learning. Research shows positive recognition
and engaged families attribute to higher rates of student success.
Celebration events also serve as a platform for communicating the importance of arts education in
your school. Ensure school leaders, policy makers and community leaders recognize the value of
learning through the arts.
Steps for Planning Your PTA Reflections Celebration
1. Build your team to discuss the objectives for this event, as well as plan event logistics
(e.g., space, time, date, promotion).
2. Decorate the school with student artwork. Prior to the event, recruit parent and
student volunteers to assist teachers with displays of student art in the classrooms and
hallways. Place your Reflections exhibit in a prominent location in the school such as
the lobby, cafeteria, library or hallway.
Utah PTA 2018-2019 Reflections Local Leaders Guide 17EVENT PLANNING GUIDE
3. Plan your awards ceremony. Secure a location in the school that is large enough for all
attendees, as well as performances (e.g., gym, auditorium, multi-purpose room, library
or cafeteria). Then identify student artists to exhibit their art or perform during the
awards ceremony. Consider including welcoming or closing remarks from your PTA
President, PTA Reflections Chair and/or school principal. You could also invite special
guests to deliver remarks. Create a program listing the names of student performers and
featured presenters. Also include names of students whose artwork is exhibited.
4. Gather event supplies for your awards ceremony and art exhibit. Consider certificates,
medallions and prizes to present during your awards ceremony. Visit ShopPTA.com and click
on “Reflections” to see options. Other supplies may be small gifts to recognize guest
speakers, as well as table cloths, signage for reserved seats, decorations, audio visual
needs and a microphone. Art exhibit materials may include name cards, a welcome sign
and refreshments.
5. Promote your event. All families are welcome to celebrate the arts together. Send
personalized invitations to school leaders, community arts advocates and policymakers.
Use all of your PTA and school communications tools. Feature your award-winning
entries in these communications. Invite local media to attend and generate visibility for
your school and PTA.
6. Host your PTA Reflections Celebration. Revise the schedule below to best fit your school
community. This is one example for a 1-hour event with 10 minutes of celebration in the
beginning as families congregate, 40 minutes of awards ceremony featuring student
performances and guest speakers, and 10 minutes of celebration at the end.
Sample Timeline
1. Set-up
• Decorate reception room and prepare refreshments, exhibits and awards ceremony space.
• Prepare the welcome table to include programs, marked school maps of exhibit space,
as well as PTA membership information.
• Hang directional signage where appropriate (including parking areas).
2. Families Arrive: Welcome families with a program, encourage them to visit the exhibit and take a
membership card if new to PTA.
3. Opening Reception (10 minutes): Families visit the PTA Reflections Exhibit and enjoy live
student performances.
4. Awards Ceremony (40 minutes):
18 2018-2019 Reflections Local Leaders Guide Utah PTAEVENT PLANNING GUIDE
• Welcoming remarks by school principal and/or PTA President.
• Presentation of awards.
• Closing remarks by PTA Reflections Chair or PTA President.
5. Closing Reception (10 minutes): Families visit the PTA Reflections Exhibit and enjoy
refreshments.
After your celebration concludes, thank those who helped make it a success. Be sure to include
all of the following groups in your recognition plan: student leaders, volunteers, school personnel
and community partners.
Utah PTA 2018-2019 Reflections Local Leaders Guide 19THEME SEARCH ENTRY FORM
The search is on for a future program theme!
One theme idea will be selected to spark fun and creativity during the 2020-2021 Reflections
program. The student who submits the winning entry will receive $100 from National PTA.
Past themes and duplicate submissions are not considered. This means we’re looking for the
most original theme ideas.
To participate, complete this form and mail to Utah PTA by October 30, 2018.
Utah PTA Theme Search - 5192 S. Greenpine Drive, Murray, UT 84123
Theme Idea:
Student Name_________________________________________________ Grade_________
Address_____________________________________________________________________
City_______________________________________ State___________ ZIP________________
Parent/Guardian Phone __________________________ Email_________________________
Student Signature_____________________________________________________________
Parent/Guardian Signature ___________________________________________________
This box is to be completed by PTA before distribution.
PTA LEADER NAME_________________________________ EMAIL______________________ PHONE__________________
PTA ID __ __ __ __ __ __ __ __ PTA NAME__________________________________________________________________
PTA Address__________________________________________ Council______________________ REGION #___________
MEMBER DUES PAID DATE ___________ BYLAWS APPROVAL DATE______________
20 2018-2019 Reflections Local Leaders Guide Utah PTALEADER’S GUIDE
1. Getting Started
Register Your Program at PTA.org/Reflections. Once you have registered, you will have the
opportunity to connect with other PTA Reflections leaders by joining the Reflections network. This is
a support system comprised of national, state and regional PTA leaders eager to answer your
questions and share best practices.
Roles and Responsibilities as a Reflections Specialist. You play a critical role in promoting exploration
of arts and culture in the home, school and community. Students who participate in the Reflections
program may not recognize themselves as artist when they sign up- but by the end of the Reflections
celebration they will.
Gather program materials, deadlines and instructions from Utah PTA. Customize your checklist to
organize tasks and schedule local program deadlines. The only deadline that Utah PTA sets is the day
Region entries are due to the state: Tuesday, January 22nd, 2019. Regions with no region directors,
your entries are due Monday, January 7th, 2019. Regions, councils (where applicable) and schools are
encouraged to work backwards from that date to set your deadlines.
Recruit a committee of 4-6 parent and teacher volunteers. Volunteers will enrich the program by
bringing a variety of ideas, talents and skills; and they will make your job much easier and more
enjoyable by ensuring that program tasks don’t fall on your shoulders alone. Assigning project leaders
and dividing tasks will save time and energy. Use the volunteer sign-up sheet to help recruit
volunteers with specific skills/interests.
Recruit a team of 6 or more arts experts to review student submissions. Inviting professionals in the
arts community to participate as reviewers will increase the credibility of your program and exposure
for PTA. All reviewers must have a working knowledge of their assigned arts area.
TIP: Ask arts teachers to help you identify working professionals in your local arts community.
Consider local arts agencies, arts and cultural organizations, colleges, librarians, community leaders,
and prominent artists.
TIP: It may take up to 5 min. to review dance, film, music and writing submissions whereas
photography and visual arts may take only 2 min. Be mindful of your reviewer’s time and recruit
additional judges for each category where need.
Utah PTA 2018-2019 Reflections Local Leaders Guide 21Theme Search Information
Participation in the Theme Search is up to each individual school.
If you choose to participate there are several ways for you to do so:
Distribution:
● Copy flier on next 2 pages and send a copy home with each student
● Include flier as part of your Reflections packet
● Send a note home with students informing them about the Theme Search and
letting them know they can pick up forms at the school or go to www.UtahPTA.org/
Reflections and download a form.
Collection:
● Collect the fliers at the school by a certain date
● Have students mail the fliers directly to the Utah PTA office
All forms MUST be signed by student and parents or form will be disqualified.
Past theme’s are not accepted. Copyrighted sayings (such as those commonly
found in a Dr. Seuss book) are not accepted.
Five themes will be selected by the Utah PTA Board at their November Board meeting
and those will be submitted to National PTA in November.
Winning themes will be posted at www.UtahPTA.org/Reflections in November.
22 2018-2019 Reflections Local Leaders Guide Utah PTANational PTA® Reflections
Program Preparation
Preparation is the key. The following steps will walk you through the preparation and distribution of rules and
forms, the collection of artwork and forms and the judging process.
HINT: LOCAL PTA INFO Check one: PTA PTSA 8-Digit PTA ID: __ __ __ __ __ __ __ __
BEFORE you make copies, input your PTA Local Chair Name: ___________ PTA/PTSA Name: _______________________
information on the bottom of the first page of School Name: _____________________________________________________
the Student Entry Form. All of the information School Address:____________________________________________________
in this area is required so if you do it BEFORE E-Mail: Phone: ____________________________________________________
you make copies, you only have to do it once. Date Bylaws Expire: _______________________
Please print as legibly as possible.
To get started:
● Meet with your Reflections Committee, President and Principal VP to determine where the best place to set up
information and forms for Reflections would be.
• If possible, a place near the office or art class area would be ideal.
• Area needs to be large enough to:
● Display posters with due date/time/place and forms needed
● Copies of rules and forms
• Area needs to be available for several weeks
Make copies of:
● General Student Participation Rules which includes the Student Entry Form and Consent Form
● National and Utah PTA Reflections Rules specific for each arts category (i.e.: 3-D, Photography, etc.)
In order to keep costs down, Utah State PTA recommends that you not make a copy of everything for each student.
Instead, make as many copies as you think you may need. When you do your kick-off assembly or other promotion, let
your students know where the information is so they can pick up what they need. As the number of copies gets low, only
make more copies of what you are running short on.
Display copies of Entry Forms and Participation Rules until the Reflections due date.
Suggestions to make the collection of your Reflections Entries as organized and easy as possible:
● Gather as many volunteers as possible to assist
● Have a place/room designated to collect entries. Ideal areas would be an empty classroom or PTA room (if you
have one), the stage, kiva or lunchroom.
● Set up a table for each arts category with a plastic or cardboard box large enough to collect entries in. Have at
least 1 volunteer at each table if possible.
● Make a copy of the specific Rules for each arts category so the volunteer knows how that specific artwork is to
be packaged.
● Ask the volunteer to double check the Student Entry Forms and packaging against the Rules sheet. If corrections
need to be made to forms and information, a sticky or colored note with that correction can be slipped inside the
plastic cover (in front of the Student Entry Form) for quick reference at a later time. If needed, it will be easier to
have the child’s parent assist with corrections later in the day than right at the collection table.
● Let students know what to do about late entries: “Late entries will be accepted until __(Date)__ in the
__(Place)__.”
It is highly recommended that a spreadsheet be compiled as entries are received or immediately afterwards to keep
track of the entries. A basic Excel spreadsheet can be found online at www.utahpta.org/reflections. You can edit the
spreadsheet to include as much information as you would like.
Utah PTA 2018-2019 Reflections Local Leaders Guide 232018–2019
Deadline for Entries:
Call for
Entries! For Details:
Learn more and get involved!
utahpta.org/reflections
Learn more and get involved! PTA.ORG/REFLECTIONSUtah PTA Reflections Program
CONSENT FORM
GUIDELINES
The information provided below is to offer guidance and provide clarification regarding how and when to use the Consent Form.
A Consent Form is for students who participate in ANOTHER student’s entry,
NOT the originator of the art.
Consent Form must accompany the Student Entry Form and the artwork.
Purpose:
The purpose of the Consent Form is to ensure that the children, youth or adults included in Reflections entries, or the
parents/guardians of those persons, are aware that their image or voice will be used in the artwork. It is also to help
these individuals understand that the entry may be used by State and National PTA, may be judged at multiple levels
and may be displayed in a number of locals both public and private.
Use of the Consent Form:
IMAGES
The Consent Form should be used if a recognizable image is included in a Reflections entry. This means any time a
person could be recognized from an image, usually involving all or part of the face, then the Consent Form should be
used. The form should be used for any person regardless of age, child, youth or adult.
Requires a Consent Form: Does NOT require a Consent Form:
In any of the categories where a person other than the student submitting the Reflections entry is included (i.e.: dancers,
actors, performers, etc.) and his or her image is recognizable, a Consent Form is required.
VOICES
In any of the categories where a person’s voice (child or adult) other than the student submitting the Reflections entry is
included (i.e.: backup singer,narrator, etc.) and his or her voice is recognizable, a Consent Form is required.
When a Consent Form is not needed:
Reflections participants should make a reasonable effort to obtain a Consent Form from persons in their entries. How-
ever,in some circumstances,it may not be possible or reasonable to obtain a signed Consent Form.
Examples: If a student is on vacation and takes a photograph of a group of children in Kenya or if a student films part
of his or her entry at a local parade and there are people visible in group shots, a Consent Form is not needed.
Utah PTA 2018-2019 Reflections Local Leaders Guide 25HOW TO ENTER
Use the following guidelines and official program rules to enter. Choose one or more categories below to submit original
work that interprets the 2018-2019 Reflections theme: HEROES AROUND ME. Complete an entry form (one per art
category) and submit along with artwork to ____________________________ by ____________________________.
Submissions will be reviewed by experienced artists for interpretation of theme, creativity and technique. We look
forward to celebrating your artistry and achievement in the arts!
Students who identify as having a disability and may receive services under IDEA or ADA: Section 504 may enter in the
Special Artist Division or grade division most closely aligned to their functional abilities. See Official Rules for details.
__________________________________________________________________________________________________
Dance Choreography: Solo and ensemble works of all dance styles are accepted. Entrant must be the choreographer and
may also be the performer, or one of the performers. If background music is used, cite it on the entry form. Video file
must not exceed 5 minutes and 1 GB in size. Accepted formats: AVI, FLV, WMV, MOV, MP4.
Film Production: Accepted short film styles include: animation, narrative, documentary, experimental or media
presentation. Use of PowerPoint is prohibited. Entrant must be the screenwriter, cinematographer, editor and producer.
If background music is used, cite it on the entry form. Video file must not exceed 5 minutes and 1 GB in size.
Accepted formats: AVI, FLV, WMV, MOV, MP4.
Literature: Accepted forms of fiction and nonfiction include: prose, poetry, reflective essay, screenplay and play script,
narrative and short story. Entrants may write in their primary language if an interpretive English translation is also
attached. Use of copyrighted material is prohibited. Writing must not exceed 2,000 words and may be handwritten or
typed. Accepted formats: Single-sided print on 8 ½x11” paper.
Music Composition: All music styles and combinations of instrumentation are accepted. Entrant must be the composer
and may also be the performer, or one of the performers. Use of copyrighted material is prohibited. Audio file must not
exceed 5 min. and 1 GB in size. Accepted formats: MP3, WMA, WAV, ACC, FLAC. Notation (score/tablature) in PDF
format is required for middle and high school divisions.
Photography: Photo must be a single print/digital image. Collages and collections of photos are not accepted. Entrant
must be the photographer and may use a variety of digital editing techniques including but not limited to, multiple
exposure, negative sandwich and photogram. Use of copyrighted material is prohibited. Print image dimensions must be
no smaller than 3x5 inches and no larger than 8x10 inches. Accepted print formats: Mounted on mat or poster board no
larger than 11x14 inches. Framed prints are not accepted.
Accepted file formats: JPEG, JPG, GIF, PNG.
Visual Arts: Works of both fine and design arts are accepted, including but not limited to: architectural drawing and
models, ceramics, collage, computer generated images and graphics, crafts, drawing, fashion clothes and jewelry, fiber
work, mixed media, painting, printmaking and sculpture. Use of copyrighted material is prohibited. 2D artworks must be
mounted on sturdy material and no larger than 24x30 inches with matting. Framed entries are not accepted.
3D artwork submissions must contain 3-6 printed photos of artwork at different angles. Image(s) are used for artwork
identification, judging and exhibition purposes. Visual Arts and 3D are 2 different categories and will be judge separate
(Utah only).
26 2018-2019 Reflections Local Leaders Guide Utah PTAOFFICAL RULES
By submitting an artwork to the “National PTA Reflections Program,” entrants accept and agree to be bound by the official rules for
participation as well as the entry requirements for their specific arts category and division. Additional state program requirements
may apply. Any violation of these rules may, at PTA’s discretion, result in disqualification. All decisions of the reviewers regarding
this program are final and binding in all respects. (The “PTA” referred to in these rules include all PTAs reviewing the submission).
1. ELIGIBILITY. Students must participate through a local PTA/PTSA. Each student’s eligibility is determined by the state and local
PTA/PTSA. A student may develop an entry inside or outside of school.
2. ARTS CATEGORIES. There are seven arts categories—dance choreography, film production, literature, music composition,
photography and visual arts (2D) and 3D Students may enter the National PTA Reflections Program in one or more arts
categories. See each arts category rules for additional entry requirements.
3. GRADE DIVISIONS. Students may enter in the appropriate division for their grade (Primary: Preschool-Grade 2; Intermediate:
Grades 3-5; Middle School: Grades 6-8; High School: Grades 9-12; Special Artist: All grades welcome).
The Special Artist Division welcomes students from all grades and abilities and offers non-artistic accommodations (e.g.
adaptive technology; transcribing; holding a camera) for students to participate fully in PTA Reflections. Assistants must refrain
from being involved in the artistic process (e.g. developing an artist statement, choreography, music lyrics, storyboards, etc.)
Student recognition and awards are announced as part of the Special Artist Division.
4. HOW TO ENTER. Entrants must submit their artwork and student entry form to their local PTA/PTSA program according to local
and state PTA procedures. Entrants must follow requirements and instructions specific to each arts category and division.
Contact local PTA programs for deadlines and additional information.
5. ENTRY REQUIREMENTS. (All participants must also follow arts category and if applicable, Special Artist Division rules)
• Only new pieces of artwork inspired by the current year’s theme may be submitted.
• Each entry must be the original work of one student only. An adult may not alter the creative integrity of a student’s work.
Because the program is designed to encourage and recognize each student’s individual creativity, help from an adult or
collaboration with other students is not allowed except in the Special Artist Division. Other individuals may appear in or perform
a student’s work, but the work itself must be the creative product of one student only. Only one student may be recognized as
the award recipient for each entry. See the specific arts category rules and special artist division rules for details.
• Each entry must contain a title and all entries must include an artist statement. The artist statement communicates what
inspired the work, how it relates to the theme, and the content of the work. The statement must include at least 10 words and
not exceed 100 words. The artist statement is as important as the artwork!
• Use of copyrighted material is prohibited, except for background music in dance choreography and film production entries.
If used in dance choreography and film production entries, background music must be cited on the entry form. Plagiarized
entries will be disqualified. Use of PowerPoint templates are prohibited.
6. FINALIST SELECTION AND NOTIFICATION. Entries are reviewed at local, regional, state and national levels. Each PTA determines
its own reviewers for the program. Entries will be reviewed primarily on how well the student uses their artistic vision to portray
®
the theme, their originality and creativity. The National PTA Reflections program makes no restrictions on content or subject
matter in artwork. Under no condition may parents or students contact a reviewer to dispute the status/score of any entry.
Each PTA in its sole discretion will select finalists for exhibition and provide awards/prizes. Awards are announced per local and
state procedures. National awards and events are announced May 1, 2018 at PTA.org/Reflections.
7. OWNERSHIP AND LICENSE. Ownership in any submission shall remain the property of the entrant, but entry into this program
constitutes entrant’s irrevocable permission and consent that PTA may display, copy, reproduce, enhance, print, sublicense,
publish, distribute and create derivative works for PTA purposes. PTA is not responsible for lost or damaged entries. Submission
of entry into the PTA Reflections program constitutes acceptance of all rules and conditions.
8. PARTICIPATING ENTITIES. This program is administered by the National Parent Teacher Association (PTA) and PTA affiliates.
Parent groups not affiliated with National PTA are not eligible to sponsor this program.
Utah PTA 2018-2019 Reflections Local Leaders Guide 27Dance Choreography 28 2018-2019 Reflections Local Leaders Guide Utah PTA
Film Production Utah PTA 2018-2019 Reflections Local Leaders Guide 29
LITERATURE 30 2018-2019 Reflections Local Leaders Guide Utah PTA
Music Composition Utah PTA 2018-2019 Reflections Local Leaders Guide 31
Photography 32 2018-2019 Reflections Local Leaders Guide Utah PTA
Visual Arts (2-D & 3-D) Utah PTA 2018-2019 Reflections Local Leaders Guide 33
ENTRY FORM Region #_________
Council__________
To be completed by PTA before distribution.
PTA Name ___________________________________________ PTA ID# (8 Digits) ___ ___ ___ ___ ___ ___ ___ ___
REFLECTIONS CHAIR NAME___________________EMAIL__________________________________________PHONE_____________________
PTA ADDRESS __________________________________________________COUNCIL ______________________________ REGION #______
DATE MEMBERSHIP PAID ________________ DATE INSURANCE PAID__________________ BYLAWS EXPIRATION DATE__________________
STUDENT NAME _______________________________ GRADE ______ AGE ______ TEACHER _____________
PARENT/GUARDIAN NAME ______________________ EMAIL ________________ PHONE ________________
MAILING ADDRESS _____________________________ CITY ______________ STATE _________ ZIP _______
Ownership in any submission shall remain the property of the entrant, but entry into this program constitutes entrant’s irrevocable
permission and consent that PTA may display, copy, reproduce, enhance, print, sublicense, publish, distribute and create derivative
works for PTA purposes. PTA is not responsible for lost or damaged entries. Submission of entry into the PTA Reflections program
constitutes acceptance of all rules and conditions. I agree to the above statement and the National PTA Reflections Official Rules.
STUDENT SIGNATURE _______________________ PARENT/GUARDIAN SIGNATURE ____________________
GRADE DIVISION (Check One) ARTS CATEGORY (Check One)
¨ PRIMARY-Red (Pre-K-Grade 2) ¨ DANCE CHOREOGRAPHY ¨ PHOTOGRAPHY
¨ INTERMEDIATE-Yellow (Grades (3-5) ¨ FILM PRODUCTION ¨ 2D VISUAL ARTS
¨ MIDDLE SCHOOL-Green (Grades 6-8) ¨ LITERATURE ¨ 3D VISUAL ARTS
¨ HIGH SCHOOL-Blue (Grades 9-12) ¨ MUSIC COMPOSITION
¨ SPECIAL ARTIST-Orange (All Grades)
TITLE OF WORK ____________________________________________ DETAILS _________________________
If background music is used in dance/film, citation is required. Include word count for literature. List
musician(s) or instrumentation for music. List dimensions for photography/visual arts
__________________________________________________________________________________________
ARTIST STATEMENT (In 10 to 100 words, describe your work and how it relates to the theme)
__________________________________________________________________________________________
__________________________________________________________________________________________
__________________________________________________________________________________________
__________________________________________________________________________________________
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