FINDING AN ARTIST OR A PROGRAM:
LOOKING ON THE ARTS IN EDUCATION WEBSITE
(For Everyone)

There are several tools on the website (http://www.nassauboces.org/artsined) that can help you to identify the most appropriate artists to work in your school. Click on "Help" on the homepage, then "Help for Schools" and click on the link "Choose an Artist". This screen contains much useful information. Follow the steps below. If you have already identified the artist you want, skip to Section II.
1. Use "Search"
  
  The first way to find artists and programs is to use the search function.
  
  Click on "Search" on the homepage. (To return to the homepage at any time, click on the arrow symbol on the far right side of the menu bar.
  
  Enter your search criteria (folk music, ballet dance, mural painting art, etc.) Use the drop-down menu if you wish to narrow your search to one art discipline.
  
  Click "go".
2. Use "Advanced Search"
  
  Click on "Advanced Search" to narrow the search even further. You can search the artist database by category, cost, length of program, and grade appropriateness.
  
  Click on the title of any program that sounds interesting to see the artist's complete listing.
3. Use Artist Information & Program Details
  
  Once you are on the artist's program details screen, you can obtain further information.
  
  If the artist has a website, you may access it directly by clicking on the website address which is listed. In the "Additional Resources" section of the screen you can find a scheduled performance to preview by clicking on the "Find This Program on the Calendar" link.
  
  Also in the "Additional Resources" section of the screen you will see a link, "Read Evaluations of this Program." By clicking here, you can see the actual evaluations submitted by other schools that have hosted this program.
  
  You can go directly to the online Program Request by clicking on "Request this Program for Your School." (Refer to Section II for help completing this form.)
4. Use The Calendar
  
  Click on "Calendar" on the homepage. When the brown box opens, click on "In School Programs." This Calendar lists, by month, all the programs which have been contracted to take place in Nassau County schools during this school year, to date. Click on the title of any underlined program that you find interesting. A new function added to the website this year enables you to preview last years' programs/evaluations for each district.
NOTE: Only programs which are underlined have program descriptions included in the Artist Database.

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

NOTE: Please remember that the "Calendar" tab and the "Search" box are available from numerous pages on the website.
REQUESTING A PROGRAM OR TICKETS:
COMPLETING THE "REQUEST FOR VISITING ARTISTS" FORM
(For Everyone)

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

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

NOTE: Unlike compensating artists after performances, tickets must be paid for before the box office invoice due date . This requires at least 15 working days lead time from the time the district approves the request and sends original box office invoice to Nassau BOCES. We cannot accept a faxed invoice for payment.. Click OK if these conditions have been met. Otherwise, call 516-396-2345 to determine if the purchase is still feasible through the Nassau BOCES Arts In Education Program.
1. Begin Request
  
  Click on "Request Program" on the website homepage. (http://www.nassauboces.org/artsined). Most browsers will take you directly to the on-line Request Form. If the "Forms" screen appears instead, click the computer icon to the right of "Request for Visiting Artists."
  
  On Tab 1, "Begin Request", fill in your name, 10-digit telephone number, e-mail address. Use the drop-down menu to enter your school district. Enter the amount you have agreed to pay the artist. Do NOT include the BOCES administrative fee in this price!
  
  Check appropriate boxes under "Type of Program".
  
  NOTE: Unlike compensating artists after performances, tickets must be paid for before the box office invoice due date . This requires at least 15 working days lead time from the time the district approves the request and sends original box office invoice to Nassau BOCES. We cannot accept a faxed invoice for payment.. Click OK if these conditions have been met. Otherwise, call 516-396-2345 to determine if the purchase is still feasible through the Nassau BOCES Arts In Education Program.
2. New York State Arts Learning Standards
  
  Briefly describe how this performance / workshop / residency will help your students to meet the NYS Arts Learning Standards. Be sure to type this justification in the box next to the relevant Arts Learning Standard(s). Be SPECIFIC. Do not copy the Standards! Please elaborate how the Standards apply to your program. This rationale enables BOCES to approve aid for your program. For more information or help with this, contact your district administrator.
  
  When Tab 1 is finished, click "Apply and Continue".
  
  NOTE: Unless this section is completed in a clear and specific way - describing how the program meets one or more ARTS Learning Standards - BOCES is required to deny aid.
3. Select Grades
  
  On Tab 2, "Select Grades," enter the total number of students and teachers, by grade level, who will be provided with the program described in this contract.
  
  Then click "Apply and Continue."
4. Request an Artist from the Website
  
  On Tab 3, "Select Artist" begin by carefully scanning the drop-down menu ("Letter A") to find your artist. All visiting artists who have registered for the current year through BOCES are listed here alphabetically, along with all of their profile information. When speaking with the artist regarding details of the contract, be sure to ask how he/she is listed in the Artist Database. This will help you to find him/her in the drop-down menu.
  
  NOTE: If the artist is already listed in the Database, it is essential that you find the artist in the drop-down menu. If, instead, you enter all the profile information for an artist who is already listed, your Request may be invalid.
  
  Once you select an artist, all of his/her registered programs will automatically appear in the next drop-down menu. Select the program you are requesting. Then click "Apply and Continue."
5. Request a NEW Artist Not Listed on the Website
  Please contact the Nassau BOCES Arts in Education Department at 516-396-2345 or e-mail: artsined@mail.nasboces.org
6. Enter Dates
  
  On Tab 4 "Add Dates," add date(s) for the event(s). Enter the appropriate information on the screen, indicating the correct school, and click "Add this Date." The information will appear under "Current Dates."
7. Request a Residency
  
  For a residency, you will be asked for a start and end date. For a single day residency, enter the same date in both fields.
8. Add an Additional Date
  
  To add another date, repeat the process, above, and click "Add This Date." Both dates will now appear under "Current Dates."
9. Delete / Edit a Date
  
  To delete a date you have already entered, click on the red "X" to the left of the date you wish to delete.
  
  To edit the information about a date, click on the blue arrows to the left of the date you wish to edit. Make your corrections and click "Add This Date."
  
  Once you are satisfied that everything is correct, click "Apply and Continue."
10. Finish
  
  In Tab 5, "Finish," you will see your entire request. If you wish to make any changes or corrections, you may do so by clicking on the Tab you wish to change. Make your corrections and click "Apply and Continue."
  
  When you are satisfied that all is correct, click "Send Request" to transmit this request to your district administrator for approval.
  
  Once you have successfully transmitted the request to your administrator, you will see your request number on the next screen. You will now be able to print a copy for your files by clicking on the "Print" button at the bottom of the page.
  
  IT IS IMPORTANT TO REMEMBER THAT NO REQUEST IS CONTRACTED UNTIL AFTER IT HAS BEEN APPROVED BY BOTH THE DISTRICT ARTS ADMINISTRATOR AND BOCES.
  
  NOTE: Unlike compensating artists after performances, tickets must be paid for before the box office invoice due date . This requires at least 15 working days lead time from the time the district approves the request and sends original box office invoice to Nassau BOCES. We cannot accept a faxed invoice for payment. Click OK if these conditions have been met. Otherwise, call 516-396-2345 to determine if the purchase is still feasible through the Nassau BOCES Arts In Education Program.
EVALUATING A PROGRAM:
SUBMITTING ON-LINE EVALUATIONS
(For Everyone)

After the program, it is necessary to submit an online evaluation of the program. This must be completed by someone who attended the program. Unless the evaluation is submitted, BOCES is unable to generate payment for the artist. If you wish to send in additional evaluations you may do so if you wish.

There are two procedures in place to allow you to complete an Evaluation. They are outlined below.
1. Complete the On-Line Evaluation Form Using E-mail Link
  
  You will receive an e-mail from BOCES. In the body of the e-mail is a link which connects directly to the on-line "Evaluation of Artist" form. Click on the link.
  
  The contract number for your particular program will already be entered on the form.
  
  Review and then complete the Evaluation form. You will notice that all program rating buttons have been preset to "3" indicating a "good" program. You should change these ratings based upon your experience of the program using the rating system provided. The available options are "1" through "5" where "1" = "poor" and "5" = "outstanding."
  
  When you have entered your ratings and comments, please review the Evaluation to make certain that it is complete, fair and accurate. Be certain to add comments in the spaces provided. Your feedback will be helpful to the artists and to others who are thinking about selecting this program.
  
  If you would NOT recommend this program to others - and you indicate this on the form - your Evaluation will be forwarded to the BOCES Arts in Education administrator for review after it has been approved by your district arts administrator.
  
  After the form is completed to your satisfaction, click "Submit" and the Evaluation form will be transmitted to your district arts administrator for review and approval.
2. Complete the On-Line Evaluation Form Without the Link
  
  You may evaluate a program even without the e-mail link by going directly to the home page of the Arts in Education website (http://www.nassauboces.org/artsined).
  
  Click on "On-Line Forms" on the homepage. When the green box opens in the center of the screen, click on "Evaluation of Artist Form."
  
  You must now enter the contract number for this program and the Evaluation Password for your district. (These will be provided by your district administrator.)
  
  Review and then complete the Evaluation Form. You will notice that all program rating buttons have been preset to "3" indicating a "good" program. You should change these ratings based upon your experience of the program using the rating system provided. The available options are "1" through "5" where "1" = "poor" and "5" = "outstanding."
  
  When you have entered your ratings and comments, please review the Evaluation to make certain that it is complete, fair and accurate. Be certain to add comments in the spaces provided. Your feedback will be helpful to the artists and to others who are thinking about selecting this program.
  
  After the form is completed to your satisfaction, click "Submit" and the Evaluation form will be transmitted to your district arts administrator for review and approval.
  
  NOTE: Evaluations are essential tools in helping artists maintain quality programs and assisting school districts in choosing appropriate programs. Schools, artists and the general public will have access to these on-line evaluations. If you wish to submit a confidential evaluation, please send an e-mail to: artsined@mail.nasboces.org.

CONTACT US FOR SUPPORT

Arts in Education Program
Nassau BOCES Administrative Center
71 Clinton Road
Garden City, NY 11530
Telephone: 516-396-2345
Fax: 516-997-0319
E-mail:
Website: http://nassauboces.org/artsined