Transcript Reflections Judging

PTA Local
Reflections
Judging
Pre-judging, judging and post-judging
Pre-Judging
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Two weeks before remind your school and your
PTA of the deadline! NOVEMBER 7TH.
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Keep Building Support and Excitement for the
program (Social Media, newsletters, fliers, etc.)
until the last day!
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Do you know anyone who might donate to one
of the finalist a gift card? Get the word out early
to you sphere of influence for donations for
your finalists to use in your celebration at your
school.
Pre-Judging
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Try to recruit 6-9 judges – Refer to How to find judges in the PTA Arts in
Education guide – p.31 (find judges out of Plano ISD, McKinney ISD,
Allen ISD and Collin County Community College – also artists in Allen
and local areas). Remember you can also ask your art teachers to swap
with a school to judge i.e. Hart art teachers can judge Puster, etc.
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Obviously the more judges the less time you and they have to dedicate
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The more judges in specific areas the higher quality of evaluation i.e.
dance teacher for dance, painter for visual arts, etc.
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Have an odd number of judges so there’s a tie breaker, the most important
factor to determine the tie breaker is which entry is more expressive of the
theme “The world would be a better place if…”
Pre-Judging
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Collect all the entries at the front office – check every week
from what I’ve heard they all are at the last minute!
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You store and transport your art submissions in a safe clean
place until your school judges vote.
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Use the Excel Spreadsheet for all entries so you can keep track
of who advances and who gets what ribbon.
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Go on line and register the entries that are advancing to the
Council Level at www.pta.org/reflections the detailed guide is in
the PTA arts in Education Chair Guide on pp. 38-39 -There’s a
powerpoint guide for on-line entries too.
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English as a second language might need a translator so check
ahead for any entries that may need one before judging.
Pre-Judging
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BEFORE JUDGING pre-calculate 20% of each group of entries
you have received i.e. 20% of dance Pre-k – 2nd grade, 20% of
dance 3rd – 5th grade, etc. 20% of film pre-k -2nd grade, etc. so
the judges know how many can advance before they judge.
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Make 1.5 copies of the entry forms – the half on the back of the
entry with no name and a full one for you – MAKE SURE YOU
NOTE ON THE ½ ENTRY THE NUMBER YOU ASSIGN THEM
ON YOUR SPREADSHEET – I.E. Willow Springs 2 (WS2).
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As student entries are turned in, please make sure the entry
form is complete and signed – if not follow up to get it
completed before judging. Also please check each entry as
they are turned in that the specific rules were followed.
Pre-Judging
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Ask a friend or colleague to assist you the day of judging
as far as helping the judges, getting info, checking rules,
getting coffee, etc. – just to make sure everything goes
smoothly.
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Show your Lovejoy spirit - treat judges kindly, have
ready snacks, water, coffee, and tea.
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If you can host it at your house or a clubhouse you will
have more flexibility – you can also reserve any space at
the schools – just call your school or the red school
house to reserve.
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Pre-send them the scoring sheet, judging rules and the
judging rubric to review ahead of time.
Pre-JUDGING
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Send out the literature files to the judges a few days
before judging can save you time (depending on the
number of entries – you might want to make it a week).
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They can review it before the judging - it takes about 5
minutes to read each one and some classes make it
mandatory to submit a paper so your school may have a
number of entries to deal with – it’s your call.
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DAY OF JUDGING REVIEW THE JUDGING RULES,
RUBRIC AND NUMBER OF ENTRIES THEY CAN
ADVANCE IN EACH AREA
Judging Rubric
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Interpretation of theme “The world would be a
better place if…” up to 20 points
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Artistic Merit – how creative the art piece is? Up
to 12 points
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Mastery of Medium – skill and techniques of the
art form up to 8 points
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Ties are determined by the art that best
represents this years theme “The world would
be a better place if…”
Judging Age Groups
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Primary - Pre-k – 2nd grade
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Intermediate - 3rd – 5th Grade
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Middle School 6th-8th Grade
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High School 9th-12th
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Special Artists (Special ED) – separate
category but still graded by age group
Award Levels
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Award of excellence – Top 20%
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Award of Merit – very good interpretations of the theme
and executed very well – % up to you
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Honorable Mention – good interpretations of the theme
and executed good – % up to you
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Participation Award – Every student should be
recognized
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If one of the judges doubts the students works or that he
or she did the work, then it needs to be discussed without
hesitation.
Judging
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KEEP GOOD RECORDS – know whose art is whose and who is
advancing (WS1, WS16, etc.) .
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BRING A LAPTOP, IPAD, etc. YOU WILL NEED TO PLAY VIDEO
OF FILM AND DANCE FOR THE JUDGES.
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Have an assistant to help with the judges get things for them and
when they discuss art too long - to help them move on.
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All arts categories and grade divisions must be judged separately.
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If there is only one entry in a category the judges have to decide if
they advance or not.
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The rule is 20% in each category and division. So 1-5 entries
advance one, 6-10 entries advance two, 11-15 entries advance
three, etc. always round up to the next whole number.
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The special arts category is judged the same way 20% dance, 20%
visual arts, etc.
Judging Process
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Judges have been trained in the Rubric, the score card
and tie breaker rules.
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The Judges should look at the art, have a brief
discussion between the three of them on their opinion or
if they have questions, then they score on their card.
Usually you or your assistant will sit at the front of the
desk and play the dance or film piece on your laptop for
the judges.
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At the end of their judging a category, you take the
scorecards and determine based on their collective
scores which art work advances.
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If there is a tie, they must relook at the art, have another
discussion and then determine which piece advances.
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If your judges finish their area, i.e. visual art, you can ask
them to participate in another area that is unfinished.
Judging
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The judging Excel spreadsheet is your primary tool to
determine the levels of achievement as well as:
◦ Logging incoming art work
◦ Assigning judges
◦ Recording scores
◦ Determine levels of achievement: Award of Excellence,
Award of Merit, Honorable Mention or Participation
Award
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Have your judges determine the top 20%. After you look
at their ballots, you can determine the other three
categories: merit, honorable mention and participation
based on their scorecards. When determining which
entries go into the other award categories be aware of
your ribbon budget.
DAY OF JUDGING
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Do a pre-training the day of Judging - before judging –
tell the judges the criteria (no judging family, friends, etc.)
, points and tie breakers and show them the score card
you want them to keep.
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Tell the judges the 20% rule – as an example I’d tell
them “when you look at literature you can pick (Blank #)
to advance”.
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Feed judges snacks and have coffee, tea and water.
If you are working through lunch – arrange lunch for
judges if it is too much to judge for one day – call time
out and regroup another day as long as it is before Nov.
19th.
POST JUDGING
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Place ribbon order with me.
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Supply your PTA council with a list of the entries
advancing to the council level.
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Have your schools recognition ceremony before the
winter break.
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Notify parents of those advancing to attend, not tell their
kids and bring their camera.
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At the local celebration, explain to the parents the
program, the process of judging i.e. different categories
and grade levels, the criteria and that the theme made
the most impact on judging, who your judges were and
that you oversaw a fair process.
POST JUDGING
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Give ribbons of excellence and certificates out to the
level advancing, and ribbons to everyone else at the next
levels – make sure the Principle is there. Return all art to
the students who are not advancing.
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If you really want to go all out for those kids advancing
you could give small gifts – Puster last year gave out
Spirit Ribbons for the kids backpacks that I heard was
low cost and a big hit!! Wendy Boots did this awesome
deed – contact Lindsay Thomas your co-chair at Puster if
interested.
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When pieces are submitted to the council level, I will
need a copy of your spreadsheet and a copy of the full
student submission slip.
POST JUDGING
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Make sure entries advancing are properly protected for
transportation and storage.
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Go on line and register the entries that are advancing to
the Council Level at www.pta.org/reflections the detailed
guide is in the PTA arts in Education Chair Guide pp. 3839.
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Recognize your judges and thank them for their
participation and if possible it would be polite to send
them a hand written thank you card for helping you out
and Lovejoy ISD.
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Make time with me to go over all your advancing art on or
before Nov. 19th.
FINAL CELEBRATION
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THURSDAY, FEBRUARY 5TH 7 PM – 9 PM (hopefully not I’m shooting for 1 hour) at LHS Auditorium.
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The superintendent or assistant superintendent will present
all students going to state.
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Please ask your principle to attend – please be there by
6:30 – you and your principle or assistant principle will be
closing out your school by announcing and giving the
awards to the students.
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Then all the chairs will present ribbons to the students that
will not go to state school by school – ideally you will be
calling the names of students and their award, i.e. merit,
honorable mention, etc, and your principal will hand them
their ribbon and shake their hand.
FINAL CELEBRATION
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So I will open the ceremony, myself and the
superintendent or someone of the administration gives
out the state awards and presents the power point of
everyone going to state.
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Then we start with Puster, LES and Hart and then move
to Sloan, Willow and the high school to present the
awards for the other levels not going to state.
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You will be on stage with the microphone calling names
and your principle handing out ribbons. THEN MOSTLY
THAT’S IT FOR YOU!!!!
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After state, I’ll get the art work back to you to give back to
the students unless they go to nationals MARCH 2ND.
YEA!