Exhibit Information:
Frequently Asked Questions:
pI. Eligibility:
Q - Who is eligible to nominate students for the All-County Art Exhibit?
A – Any art teacher who is employed in a district where their school art administrator or designated art liaison holds a current membership in the Art Supervisors Association for 2019-20.
--------------------------------------------------
Q – What is the deadline for ASA membership?
A – While any administrator or art liaison may join at any time during the year, district memberships must be paid in full by the end of the day on November 1st to be eligible to enter students in the art exhibit.
--------------------------------------------------
Q – How do I receive the membership information and invoice?
A – In August, an email containing all of the information was sent to all school art administrators or district art liaisons. Also, the information is available on the Art Supervisors Association website at artsupervisorsassociation.org.
--------------------------------------------------
Q – Does the nominating school art teacher also have to be a member?
A – No, as long as the district has a paid membership.
--------------------------------------------------
Q - Who do I check with to insure I hold a membership?
A – Treasurer, Ben Wiley, documents paid memberships. His contact information can be found on the website.
II. Nomination of Students:
Q – Where do my art teachers go to nominate their students?
A – They Go to the Art Supervisors Association website and find the “dropdown” – All-County Exhibit. Then, they go to “Nomination of Students.” Once here, click on the Solochair link, choose “Directions”, which will take you through the entire process, step by step. This includes the securing of a password (if they are new), retrieving a password (if forgotten), the nomination steps and how to edit their information.
-------------------------------------------------
Q – Is there anything that would keep me or my teachers from navigating through the nomination process?
A – Yes, if your Art Faculty is not accurately listed with SoloChair.
Before the teachers start the process, IF YOU HAVE HAD ANY CHANGES IN
STAFF FROM LAST YEAR, please follow the directions below for each action, after logging in to SoloChair (www.solochair.com )
To delete teachers: The Art Supervisor can view a listing of their art faculty and “flag” those teachers who need to be removed/deleted by SoloChair if they are no longer working in the district.
To add a new art teacher who is not listed: the New Teacher goes on SoloChair and creates a new account for themselves and then they will eventually appear on your district list.
Changing a listed teacher's information: The Art Teacher goes on and hits "Edit Account Info" to make the necessary changes. No administrator action is required.
All Art Supervisors need to make sure to tell their New Teachers to go to SoloChair.com and follow the prompts to "Create a New Account."
Also, please inform continuing teachers that the Art Supervisor (you) does not have access to their passwords. However, they may follow the prompt through SoloChair to retrieve their password if they don't remember it.
-------------------------------------------------
Q – How many students can each teacher nominate?
A – Three, but please insure your teacher list them in PRIORITY order from best (their first student) to least best (the third student); in case ASA can only select two per district.
-------------------------------------------------
Q – Once a student is selected, are there any substitutions?
A – No
-------------------------------------------------
Q – Any important nominating tips for my teachers?
A – Yes, buildings with multiple art staff members should insure that they are not nominating the same students.
------------------------------------------------
Q – When is the nomination process open to all eligible teachers?
A – December 10, 2019
-------------------------------------------------
Q – When will it close to teachers?
A – Midnight on January 10, 2020
------------------------------------------------
Q – When is it open to all art administrators for their review and approval?
A – January 13, 2020
-------------------------------------------------
Q – When will it close to the art administrators?
A – Midnight on January 22, 2020, when you hit the “submit” button.
------------------------------------------------
Q – During the nomination process, will the teachers and I be able to edit our submissions? A – Yes, during each of your specified segments, you will be able to adjust your submissions.
III. Nomination of Scholarship Winners:
Q – How many scholarships does each district get?
A – One per high school provided they have a paid membership representing each building. (Example – East Meadow has 2 high schools / East Meadow HS and Clarke HS. To get two scholarships, the East Meadow schools must hold two paid ASA memberships in the district. If they only had one paid membership – they would have to pick only one scholarship winner between their two buildings.)
-------------------------------------------------
Q – What are the eligibility requirements for the scholarship winner?
A – The scholarship winner, which YOU are selecting, must be a senior, nominated as an All-County artist in the first or second slot of a teacher (not the third – in case the 3rd choices are not included) on Solochair.
------------------------------------------
Q – Where on Solochair do you designate them as the scholarship winner?
A – After entering a student’s name, if they are your scholarship winner, the teacher will need to check off the “scholarship box” and list the student’s home address for a future congratulatory mailing by ASA. Please note, art administrators/art liaisons WILL ALSO have to forward a hard copy of a scholarship form to our Scholarship Coordinator.
IV. Billing:
Q – Will I get an invoice for the students in my district being selected?
A – Invoices will be printed by you, the Art Supervisor, from the SoloChair website, the week following the close of Solochair to all administrators.
------------------------------------------------
Q – What is the cost per student?
A – $20.00 This is BOCES aidable
------------------------------------------------
Q – When is payment due?
A – Your district check or P.O. is due no later than March 1, 2020
------------------------------------------------
Q – Who will receive my All-County payment?
A – Ben Wiley – The ASA Treasurer, listed on the All-County invoice, or on the Art Supervisor’s website in the dropdown – “Executive Board.”
------------------------------------------------
Q – Why is the All-County invoice so important?
A – In addition to being used to pay your bill, THIS DOCUMENT WILL PROVIDE YOU WITH YOUR ONLY OPPORTUNITY TO LIST ANY SPELLING CORRECTIONS OF STUDENT NAMES. Remember, after this point, incorrect spellings of student names will be permanently listed in the program, the scholarship plaque (if it is a scholarship winner) and their certificate.
------------------------------------------------
Q – Does this mean there will be NO other Opportunities FOR CORRECTIONS?
A – Yes
V. Preparation of Student Work:
Q –Are there specific guidelines for preparing the student work?
A – Yes, detailed guidelines were forwarded to each art administrator / art liaison in the Call for Entries brochure and are also available on the Art Supervisors Association website under the Dropdown – “All County Exhibit”, then to “Preparation of Entries.” Note: Work must be two-dimensional flat work, no relief work accepted. (NO feathers, googly-eyes, foam pieces, glitter, etc.) No stretched canvass accepted.
------------------------------------------------
Q – What happens if the submitted work does not follow the ASA guidelines?
At the “drop-off”, the submitting teacher will have all of their work accepted for exhibition for 2018-19 school year. However, that individual teacher will not be eligible to submit work for the 2019-20 school year, as they will incur a one-year suspension. Keep in mind, any teacher facing a suspension may appeal the decision in writing, 14 days after receiving the notification of the suspension.
VI. The All-County Exhibit Location:
Q – Where will all of the All-County Art activities take place?
A – Roosevelt Hall, Farmingdale State College, Farmingdale, NY
VII. Dropping off Student Work:
Q – When is the drop-off of All-County work?
A – Friday, March 13, 2020 from 1-5 p.m.
-------------------------------------------------
Q – Where is the drop-off?
A – Roosevelt Hall, Room 111, at Farmingdale State College
VIII. The Show Installation:
Q – When will the show be installed in Roosevelt Hall?
A – Saturday morning, March 14th, 2020.
Volunteers can sign up to assist on SoloChair at the time of registration. Every participating district is required to have a minimum of one person volunteer for the “Installation” committee. Other committees include “Receiving” and “Post-Exhibition.” These committees are listed and can be signed up for on Solochair.
IX. The Scholarship Award Ceremony:
Q – When is the Senior Scholarship ceremony held?
A – Sunday, March 15th at 11:00 a.m. in the Auditorium adjacent to the entrance lobby of Roosevelt Hall. All recipients must arrive by 10:15 am and sign in with the ASA registration official.
X. The Exhibit:
Q – What are the hours of the exhibit?
A– 12:00 Noon – 4:00 PM
XI. The Picking Up of Work:
Q – What is the pick-up/retrieval procedure for the art work?
A – Once the ballroom is cleared of all visitors at the conclusion of the Exhibit, designated school administrators and/or teachers will be permitted to remove and take their districts artwork from approx. 4:00-4:20. It is expected that all artwork will be taken at this time by the art supervisor or designated art teacher for each district. There will be no Monday pick up this year.
Q - Who is eligible to nominate students for the All-County Art Exhibit?
A – Any art teacher who is employed in a district where their school art administrator or designated art liaison holds a current membership in the Art Supervisors Association for 2019-20.
--------------------------------------------------
Q – What is the deadline for ASA membership?
A – While any administrator or art liaison may join at any time during the year, district memberships must be paid in full by the end of the day on November 1st to be eligible to enter students in the art exhibit.
--------------------------------------------------
Q – How do I receive the membership information and invoice?
A – In August, an email containing all of the information was sent to all school art administrators or district art liaisons. Also, the information is available on the Art Supervisors Association website at artsupervisorsassociation.org.
--------------------------------------------------
Q – Does the nominating school art teacher also have to be a member?
A – No, as long as the district has a paid membership.
--------------------------------------------------
Q - Who do I check with to insure I hold a membership?
A – Treasurer, Ben Wiley, documents paid memberships. His contact information can be found on the website.
II. Nomination of Students:
Q – Where do my art teachers go to nominate their students?
A – They Go to the Art Supervisors Association website and find the “dropdown” – All-County Exhibit. Then, they go to “Nomination of Students.” Once here, click on the Solochair link, choose “Directions”, which will take you through the entire process, step by step. This includes the securing of a password (if they are new), retrieving a password (if forgotten), the nomination steps and how to edit their information.
-------------------------------------------------
Q – Is there anything that would keep me or my teachers from navigating through the nomination process?
A – Yes, if your Art Faculty is not accurately listed with SoloChair.
Before the teachers start the process, IF YOU HAVE HAD ANY CHANGES IN
STAFF FROM LAST YEAR, please follow the directions below for each action, after logging in to SoloChair (www.solochair.com )
To delete teachers: The Art Supervisor can view a listing of their art faculty and “flag” those teachers who need to be removed/deleted by SoloChair if they are no longer working in the district.
To add a new art teacher who is not listed: the New Teacher goes on SoloChair and creates a new account for themselves and then they will eventually appear on your district list.
Changing a listed teacher's information: The Art Teacher goes on and hits "Edit Account Info" to make the necessary changes. No administrator action is required.
All Art Supervisors need to make sure to tell their New Teachers to go to SoloChair.com and follow the prompts to "Create a New Account."
Also, please inform continuing teachers that the Art Supervisor (you) does not have access to their passwords. However, they may follow the prompt through SoloChair to retrieve their password if they don't remember it.
-------------------------------------------------
Q – How many students can each teacher nominate?
A – Three, but please insure your teacher list them in PRIORITY order from best (their first student) to least best (the third student); in case ASA can only select two per district.
-------------------------------------------------
Q – Once a student is selected, are there any substitutions?
A – No
-------------------------------------------------
Q – Any important nominating tips for my teachers?
A – Yes, buildings with multiple art staff members should insure that they are not nominating the same students.
------------------------------------------------
Q – When is the nomination process open to all eligible teachers?
A – December 10, 2019
-------------------------------------------------
Q – When will it close to teachers?
A – Midnight on January 10, 2020
------------------------------------------------
Q – When is it open to all art administrators for their review and approval?
A – January 13, 2020
-------------------------------------------------
Q – When will it close to the art administrators?
A – Midnight on January 22, 2020, when you hit the “submit” button.
------------------------------------------------
Q – During the nomination process, will the teachers and I be able to edit our submissions? A – Yes, during each of your specified segments, you will be able to adjust your submissions.
III. Nomination of Scholarship Winners:
Q – How many scholarships does each district get?
A – One per high school provided they have a paid membership representing each building. (Example – East Meadow has 2 high schools / East Meadow HS and Clarke HS. To get two scholarships, the East Meadow schools must hold two paid ASA memberships in the district. If they only had one paid membership – they would have to pick only one scholarship winner between their two buildings.)
-------------------------------------------------
Q – What are the eligibility requirements for the scholarship winner?
A – The scholarship winner, which YOU are selecting, must be a senior, nominated as an All-County artist in the first or second slot of a teacher (not the third – in case the 3rd choices are not included) on Solochair.
------------------------------------------
Q – Where on Solochair do you designate them as the scholarship winner?
A – After entering a student’s name, if they are your scholarship winner, the teacher will need to check off the “scholarship box” and list the student’s home address for a future congratulatory mailing by ASA. Please note, art administrators/art liaisons WILL ALSO have to forward a hard copy of a scholarship form to our Scholarship Coordinator.
IV. Billing:
Q – Will I get an invoice for the students in my district being selected?
A – Invoices will be printed by you, the Art Supervisor, from the SoloChair website, the week following the close of Solochair to all administrators.
------------------------------------------------
Q – What is the cost per student?
A – $20.00 This is BOCES aidable
------------------------------------------------
Q – When is payment due?
A – Your district check or P.O. is due no later than March 1, 2020
------------------------------------------------
Q – Who will receive my All-County payment?
A – Ben Wiley – The ASA Treasurer, listed on the All-County invoice, or on the Art Supervisor’s website in the dropdown – “Executive Board.”
------------------------------------------------
Q – Why is the All-County invoice so important?
A – In addition to being used to pay your bill, THIS DOCUMENT WILL PROVIDE YOU WITH YOUR ONLY OPPORTUNITY TO LIST ANY SPELLING CORRECTIONS OF STUDENT NAMES. Remember, after this point, incorrect spellings of student names will be permanently listed in the program, the scholarship plaque (if it is a scholarship winner) and their certificate.
------------------------------------------------
Q – Does this mean there will be NO other Opportunities FOR CORRECTIONS?
A – Yes
V. Preparation of Student Work:
Q –Are there specific guidelines for preparing the student work?
A – Yes, detailed guidelines were forwarded to each art administrator / art liaison in the Call for Entries brochure and are also available on the Art Supervisors Association website under the Dropdown – “All County Exhibit”, then to “Preparation of Entries.” Note: Work must be two-dimensional flat work, no relief work accepted. (NO feathers, googly-eyes, foam pieces, glitter, etc.) No stretched canvass accepted.
------------------------------------------------
Q – What happens if the submitted work does not follow the ASA guidelines?
At the “drop-off”, the submitting teacher will have all of their work accepted for exhibition for 2018-19 school year. However, that individual teacher will not be eligible to submit work for the 2019-20 school year, as they will incur a one-year suspension. Keep in mind, any teacher facing a suspension may appeal the decision in writing, 14 days after receiving the notification of the suspension.
VI. The All-County Exhibit Location:
Q – Where will all of the All-County Art activities take place?
A – Roosevelt Hall, Farmingdale State College, Farmingdale, NY
VII. Dropping off Student Work:
Q – When is the drop-off of All-County work?
A – Friday, March 13, 2020 from 1-5 p.m.
-------------------------------------------------
Q – Where is the drop-off?
A – Roosevelt Hall, Room 111, at Farmingdale State College
VIII. The Show Installation:
Q – When will the show be installed in Roosevelt Hall?
A – Saturday morning, March 14th, 2020.
Volunteers can sign up to assist on SoloChair at the time of registration. Every participating district is required to have a minimum of one person volunteer for the “Installation” committee. Other committees include “Receiving” and “Post-Exhibition.” These committees are listed and can be signed up for on Solochair.
IX. The Scholarship Award Ceremony:
Q – When is the Senior Scholarship ceremony held?
A – Sunday, March 15th at 11:00 a.m. in the Auditorium adjacent to the entrance lobby of Roosevelt Hall. All recipients must arrive by 10:15 am and sign in with the ASA registration official.
X. The Exhibit:
Q – What are the hours of the exhibit?
A– 12:00 Noon – 4:00 PM
XI. The Picking Up of Work:
Q – What is the pick-up/retrieval procedure for the art work?
A – Once the ballroom is cleared of all visitors at the conclusion of the Exhibit, designated school administrators and/or teachers will be permitted to remove and take their districts artwork from approx. 4:00-4:20. It is expected that all artwork will be taken at this time by the art supervisor or designated art teacher for each district. There will be no Monday pick up this year.
procedure for Nominating Students
- For Teachers:
• Member districts may submit 3 student nominees per teacher.
• Online registration opens December 10, 2019, deadline January 10, 2020
• Go to: SoloChair.com to nominate your students.
For Supervisors:
• Review teacher nominations online between January, 13th - January 22, 2020
• Finalize registration & submit scholarship winner ONLINE by clicking the "SUBMIT" button by January 22, 2020
PROCEDURE FOR APPROVING ASA ARTWORK AND SCHOLARSHIP RECIPIENTS
- Log onto solochair.com (you will not be able to complete this without supervisory permission - check with: asanassau@gmail.com if there is an issue).
- Scan down the page, under events. Find the row for Art Supervisors (there may be more than one row).
- Under the column “My Entries” open the link for “District Entries”
- Under Supervisory Tools – Open “Edit” just under the Senior Scholarship line.
- For each entry: verify the student’s name (correct spelling, as well as proper order of last name and first name), the grade, school, and teacher.
- In the left column, titled “Supervisor Approval,” click the small square to approve that entry and a check will appear. Do this for all entries that you approve.
- In the “Senior Scholarship” column (second from the left) – click the circle to select the one senior who will receive the Senior Scholarship for your high school.
- Provide the “Senior Scholarship” student’s home address, in that same row, in the third column from the right.
- When completely satisfied that all information is correct, finalize your entries by clicking on the “Submit” button on the bottom left side of the page.
artwork PREPARATIONS
Art Supervisors Association Required Preparation Of Your All-County Art Submissions:
Note: Please be reminded that each teacher submitting artwork for the ASA All-County Exhibit plays an integral part in the success of the entire festival. Due to the large volume of work being handled by our Receiving Committee (over 1,200 pieces) and eventually mounted by the Installation Committee, it is imperative that each district and their art staff members prepare the student work using the specific guidelines that have been clearly outlined. While most art educators have demonstrated exceptional cooperation over the years in following the requirements for mounting, some selected individuals have not, creating a myriad of problems for the association members.
With this in mind, please be advised that individuals submitting work that does not meet the required specifications will have their submissions exhibited at the 2020 event, but will receive a one-year suspension from participating during the 2020-21 school year.
Therefore, please assist our association by reading the Call for Entries, the important information listed below and by complying with all of the specifications that have been outlined.
Note: Please be reminded that each teacher submitting artwork for the ASA All-County Exhibit plays an integral part in the success of the entire festival. Due to the large volume of work being handled by our Receiving Committee (over 1,200 pieces) and eventually mounted by the Installation Committee, it is imperative that each district and their art staff members prepare the student work using the specific guidelines that have been clearly outlined. While most art educators have demonstrated exceptional cooperation over the years in following the requirements for mounting, some selected individuals have not, creating a myriad of problems for the association members.
With this in mind, please be advised that individuals submitting work that does not meet the required specifications will have their submissions exhibited at the 2020 event, but will receive a one-year suspension from participating during the 2020-21 school year.
Therefore, please assist our association by reading the Call for Entries, the important information listed below and by complying with all of the specifications that have been outlined.
Required Specifications
- All artwork must be two dimensional and flat
- No relief work
- No stretched canvas
- No canvas board
- No glitter
- Maximum size of art work – 18” x 24”
- Must have a 2.5” mat or mounting for the student label that will be affixed by ASA
- Total overall size of matted / mounted work should not exceed 24” x 30”
- Must not include any labels affixed to the front of artwork by the submitting teacher
- No frames and no glass
- On back, write: Student Name, Grade, Teacher, District, and indicate “TOP”
- Mark the scholarship winner as such on the back of the piece
- Mount artwork in a secure manner. Avoid spray glue.
Important Exhibition Information
- ASA reserves the right to reject work that does not meet the criteria, contains inappropriate subject matter, is not suitable for hanging on foam core or is late.
- Customized all-county labels will be provided
- All work will be displayed on white foam core boards
- DO NOT Notify students of impending All-County status until the invoice arrives
- Artwork will not be released to any parent at the conclusion of the exhibit on 3/10.
- ALL WORK MUST REMAIN FOR THE FULL DURATION OF THE EXHIBIT.
exhibit coordinators
snow plan
In the event of inclement weather, please check our website for updated information:
www.artsupervisorsassociation.org
If we are impacted by snow on:
www.artsupervisorsassociation.org
If we are impacted by snow on:
Original Dates: |
Snow Dates: |
Friday 3/13 ----------------> |
Drop-Off: Saturday 3/14 from 9am-1pm Set-Up: Saturday 3/14 from 2pm - 6pm Exhibit will be on Sunday 3/15 as scheduled |
Saturday 3/14 ---------------> |
Drop-Off: Friday 3/13 as regularly scheduled Set-Up & Exhibit: Cancelled. Possible presentation at a new location Scholarship Ceremony: To be rescheduled |
Sunday 3/15 ----------------> |
Exhibit: Cancelled. Possible presentation at a new location Scholarship Ceremony: To be rescheduled |
Exhibit Forms:
EXHIBIT POSTER:
|
EXHIBIT CONGRATULATION & INVITE LETTERS:
|
Parent Congratulations Letter
Superintendent Invite Letter
|
Student Congratulations Letter
Principal Invite Letter
|
ALL-COUNTY INVITATION:
|
CALL FOR ENTRIES:
|
STUDENT INFO SHEET:
|
FARMINGDALE COLLEGE MAP:
|