Nassau BOCES
ARTS IN EDUCATION PROGRAMS

Finding Your Way Around the New Arts in Education Website

  1. FINDING AN ARTIST OR A PROGRAM:
    LOOKING ON THE ARTS IN EDUCATION WEBSITE
    (For Everyone)
    1. Use "Search"
    2. Use "Advanced Search"
    3. Use Artist Information & Program Details
    4. Use The Calendar
  2. REQUESTING A PROGRAM OR TICKETS:
    COMPLETING THE "REQUEST FOR VISITING ARTISTS" FORM
    (For Everyone)
    1. Begin Request
    2. New York State Arts Learning Standards
    3. Select Grades
    4. Request an Artist from the Website
    5. Request a NEW Artist Not Listed on the Website
    6. Enter Dates
    7. Request a Residency
    8. Add an Additional Date
    9. Delete/Edit a Date
    10. Finish
  3. EVALUATING A PROGRAM:
    SUBMITTING ON-LINE EVALUATIONS
    (For Everyone)
    1. Complete the On-Line Evaluation Form Using E-mail Link
    2. Complete the On-Line Evaluation Form Without the Link
  4. REVIEWING & SUBMITTING PROGRAM REQUESTS
    (For Administrators Only)
    1. Use the E-mail Link to Review & Approve or Decline a Program
    2. Use the Homepage to Review & Approve or Decline a Program
  5. MANAGING CONTRACTED PROGRAMS
    (For Administrators Only)
    1. Access Contracts Using the E-mail Link
    2. Access Contracts Using the Homepage
  6. PROCESSING PROGRAM & ARTIST EVALUATIONS
    (For Administrators Only)
    1. Complete Evaluations Using Evaluation Password
    2. Complete Evaluations Using Printed Forms
    3. Complete Evaluations by Using E-Mail Link
    4. Approve & Submit Evaluations Using E-mail Reminder
    5. Approve & Submit Evaluations from District Profile via AIE Homepage
    6. Review Artists' Evaluations of Your School
  7. USING THE DISTRICT PROFILE
    (For Administrators Only)
    1. Edit Your District Profile
    2. Review Your District's Program Requests
    3. Review Your District's Contracted Programs
    4. Log Out
  8. LISTING YOUR PROGRAMS ONTO THE AIE WEBSITE IF YOU ARE A BRAND NEW ARTIST
    (for Artists Only)
    1. Log In
    2. Create Artist Profile
    3. Enter Program Information
    4. Pay Your Registration Fees
  9. LISTING YOUR PROGRAMS ONTO THE AIE WEBSITE IF YOU ARE A "RETURNING" ARTIST
    (for Artists Only)
    1. Log In
    2. Verify Profile Information
    3. Re-register Existing Programs for the Next School Year
    4. Enter New Programs
    5. Pay Your Registration Fees
  10. CONTRACTING PROGRAMS FOR SCHOOLS
    (for Artists Only)
    1. Provide Information to School
    2. Print and Sign Contracts
    3. Change an Existing Contract
  11. INVOICING BOCES FOR SCHOOL PROGRAMS
    (for Artists Only)
    1. Use the E-mail Link to Evaluate the School and Submit an Electronic Invoice
    2. Evaluate the School and Submit an Electronic Invoice from Artist Profile
    3. Submit an Interim Invoice for Long-Term Residencies
  12. CONTACT US
  1. 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.


  2. 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.


  3. 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.



  1. REVIEWING & SUBMITTING PROGRAM REQUESTS
    (For Administrators Only)

    No programs can be contracted in your district without your approval.

    NOTE: BOCES must receive your request, approved by the District Arts Administrator, at least 10 (TEN) working days prior to the start of the program so that a contract can be generated and signed by the artist.

    There are two procedures in place that will allow you to review and either approve or decline requests for programs:

    Once a parent, teacher or administrator in your district has completed an on-line form, you will receive an e-mail notifying you that someone in your district has requested an arts in education program.

     

    1. Use the E-mail Link to Review & Approve or Decline a Program

      In the body of the e-mail is a link which connects directly to the "Open Program Request" screen. Click on the link and review the information for accuracy and completeness.

      If you wish to make any changes to the Request, click "Edit" and make the necessary changes.

      Once your changes are complete, click "Approve." If you do not wish to approve this program, click "Decline." The Status box for the Request will show a green "check" with the date you approved the program or a red "X" with the date you declined it.

      The approved Request will be transmitted to BOCES for approval.

      Log out.

    2. Use the Homepage to Review & Approve or Decline Program Requests

      At any time, you may log on to your secure district AIE profile from the Nassau BOCES Arts in Education homepage to review and process Program Requests.

      Click on "Artist/District Log-In." When the purple "District Log-In" box appears in the middle of the screen, enter your District User ID and district password.

      NOTE: We urge you NOT to share your district password with others.

      Click "Program Requests" on the menu bar that appears across the top of the page, then click on the appropriate request number.

      When the "Open Program Request" screen appears, review the information for accuracy and completeness.

      If you wish to make any changes to the Request, click "Edit" and make the necessary changes.

      Once your changes are complete, click "Approve." If you do not wish to approve this program, click "Decline." The Status box for the Request will show a green "check" with the date you approved the program or a red "X" with the date you declined it.

      The approved Request will be transmitted to BOCES for approval.

      Log out.

      NOTE: You are able to change a program from "approved" to "declined" or vice versa any time prior to the approval of the request by BOCES. However, once a contract has been issued by BOCES, any changes must be provided in writing (fax, e-mail or snail mail), just as in the past. It is your responsibility to confirm that BOCES has received notice of these changes.

  2. MANAGING CONTRACTED PROGRAMS
    (For Administrators Only)

    Once BOCES has generated a contract for the artist, you will receive another e-mail notifying you of this fact. Once again you may access the contract information in two ways.

    1. Access Contracts Using the E-mail Link

      In the body of the e-mail is a link which connects directly to the "Program Request / Contract" screen. Click on the link provided in the e-mail and review the information that appears.

      Print a copy for your files.

      If you wish to provide others with a hard copy of an evaluation form for this program, click on "Print Blank Eval." Please remember, though, that all evaluations must be submitted and approved on-line only.

      Log out.

    2. Access Contracts Using the Homepage

      At any time, you may log on to your secure district AIE profile from the Nassau BOCES Arts in Education homepage (www.nassauboces.org/artsined/).

      Click on "Artist/District Log-In." When the purple "District Log-In" box appears in the middle of the screen, enter your District User ID and district password.

      NOTE: We urge you NOT to share your district password with others.

      Click "Contracted Programs," then click on the appropriate contract number and review the information that appears.

      Print a copy for your files.

      If you wish to provide others with a hard copy of an evaluation form for this program, click on "Print Blank Eval." Please remember, though, that all evaluations must be submitted and approved on-line only.

      Log out.

  3. PROCESSING PROGRAM & ARTIST EVALUATIONS
    (For Administrators Only)

    Once the artist's services have been provided to the school, it is necessary that BOCES receive an on-line evaluation from an  individual who attended the program so that the artist can receive payment. This information is of great help to others who are choosing programs for their schools, and to the artists who wish to maintain the quality of their programs. You will receive e-mail reminders until you have approved the evaluation. Artists will also be providing BOCES with evaluations of their experiences in your schools. There are several ways to ensure that the evaluation process is completed in your district.

     

    1. Complete Evaluations Using Evaluation Password

      Anyone who saw the program can complete an On-Line Evaluation Form if he/she is provided with the correct contract number and your district Evaluation Password.

      NOTE: This password is NOT the same as the District password you use to log-in and which should NOT be shared.

    2. Complete Evaluations Using Printed Forms

      You may provide printed blank evaluation forms for each contract and distribute copies to school personnel and/or parents for completion. However, information contained on hard copies must be entered on-line and submitted after you have approved them. BOCES cannot accept hard copies of evaluations.

    3. Complete Evaluations by Using E-mail Links

      The e-mail reminder from BOCES contains a link which connects directly to an evaluation form for a specific contract. Your recipient can click on this link and complete the on-line evaluation. A new function now requires the administrator to verify the artists' services have been provided to the school and ensure that the evaluation process is complete in his/her district.  The artist will not be paid until these functions are performed by the administrator.

    4. Approve & Submit Evaluations Using E-mail Reminder

      YOU MUST APPROVE ALL EVALUATIONS BEFORE THEY ARE TRANSMITTED TO BOCES.

      No evaluations are received at BOCES until they have been reviewed and approved by you, the administrator. You can do this in either of two ways:

      Click on the link in the e-mail reminder. On the following page please verify artists' services have been provided to the school. If you  indicate services had been provided, this will take you directly to the evaluation that has been submitted to you and is waiting for your approval. Review the ratings and comments to make certain that they are complete, fair and accurate, since this information will now be accessible to the general public on the website.

      If you wish to edit the evaluation, click "Modify," make your changes, then click "Approve."

      If you do not wish to approve this evaluation, click "Decline" or "Delete." Keep in mind that you must approve three evaluations before the artist can be paid.

      Log out.

    5. Approve & Submit Evaluations from District Profile via Arts Homepage

      At any time, you may log on to your secure district AIE profile from the Nassau BOCES Arts in Education homepage: http://nassauboces.org/artsined

      Click on "Artist/District Log-In." When the purple "District Log-In" box appears in the middle of the screen, enter your District User ID and district password.

      NOTE: We STRONGLY recommend that you do NOT share your district password with others.

      Click "Contracted Programs," then click on the appropriate contract number.

      At the bottom of the page, click "Evaluations." On the following page please verify artists' services have been provided to the school.   If you  indicate services had been provided, this will take you directly to the evaluation  that has been submitted to you and is waiting for your approval.  Review the ratings and comments to make certain that they are complete, fair and accurate, since this information will now be accessible to the general public on the website.

      If you wish to edit the evaluation, click "Modify," make your changes, then click "Approve."

      If you do not wish to approve this evaluation, click "Decline" or "Delete." Keep in mind that you must approve one evaluation before the artist can be paid.

      Log out.

    6. Review Artists' Evaluations of Your School

      Artists will be submitting feedback about their experience in your school as well, however this information is NOT available on the public website. To access the artist's response, you must log on to your secure district AIE profile from the Nassau BOCES Arts in Education homepage.

      Click on "Artist / District Log-In." When the purple "District Log-In" box appears in the middle of the screen, enter your District User ID and district password. We STRONGLY recommend that you do not share your district password with others.

      Click "Contracted Programs," then click on the appropriate contract number.

      At the bottom of the page, click "Evaluations." The artist's evaluation of their experience in your school will appear. Again, this information is available only to you, the district administrator.

      NOTE: Evaluations of Visiting Artists' programs will be available on-line for everyone to review. If you wish to submit a confidential evaluation, you may send an e-mail to: . Be sure to provide specific details.

      *****NOTE****: It is extremely important that you check your e-mail EACH DAY and process Requests and Evaluations immediately. If you will be away from your office, PLEASE ask your assistant to assume these responsibilities on a daily basis.

  4. USING THE DISTRICT PROFILE
    (For Administrators Only)

    The Nassau BOCES Arts in Education website (http:// www.nassauboces.org/artsined) provides management tools for district arts administrators that support the new on-line processing of artist requests and program evaluations. All of your arts in education program information is available in one place and it is password protected. On the homepage, click on "Artist / District Log In." When the purple "District Log In" box appears in the middle of the screen, enter your District User ID and district password. Across the top of the "District Profile" screen there are five menu buttons.
    1. Edit Your District Profile

      Selecting this menu option brings up the district profile. URL is your district's public website address, if you have one. The other information here (user ID, account password, evaluations password) has been assigned by the AIE Webmaster.

      You may not change your User ID.

      To change the account password or evaluations password, click "Edit Profile," make the necessary changes and click "Save." It is strongly recommended that you change both your passwords to NEW ones which are unique and that you carefully protect these new passwords. Your confidential district information is dependent upon the security you provide for your passwords.

      The other information in this profile screen is your district contact information. This is YOUR contact information as the District Arts Administrator, authorized by your district to submit program requests. The District Arts Administrator also serves on the BOCES Arts in Education Advisory Council.

      Please ensure that all information is always current and correct, especially your e-mail address as this serves as the conduit for all information going to and coming from BOCES.

      NOTE: If you change your e-mail address, it is necessary to make the change in your District Profile AND IT IS ALSO NECESSARY TO ADVISE BOCES DIRECTLY.

      To change information in the District Profile, check the box to delete the item, then click "Delete Checked," or click "Add New Contact." Enter the new information and click "Save."

      Should you require an assistant to receive duplicates of all the e-mail correspondence from BOCES, click on your name. When the next screen appears, enter your assistant's e-mail address only in "e-mail 2." Your assistant may NOT be listed as an additional contact person.

      NOTE: Each school district should designate ONLY ONE administrator to serve as arts in education liaison.

    2. Review Your District's Program Requests

      Here you will find a listing (by school year) of all arts in education programs that have been requested for your district and their current status. These programs must be reviewed and approved or declined. The staff at BOCES will issue contracts for these programs only after you have approved them.

    3. Review Your District's Contracted Programs

      Here you will find a list (by school year) of all arts in education programs, past and future, which you have approved, which BOCES has approved, and for which contracts have been generated along with evaluations submitted and approved.  At the bottom of the page you will find current budget information.

    4. Log Out

      Please make certain that you log out after completing your visit to the restricted access areas of the website. Doing so will prevent unauthorized use of your district information.

  1. LISTING YOUR PROGRAMS ONTO THE AIE WEBSITE IF YOU ARE A BRAND NEW ARTIST
    (for Artists Only)

    1. Log In

      Go to the Nassau BOCES Arts in Education Website Homepage (http://www.nassauboces.org/artsined) and click on "Artist/District Log-In". In the center of the screen you will see a box labeled "Artist Log-In". Click on the link at the bottom of the box which says "Not Registered Yet?"

    2. Create Artist Profile

      Fill in all appropriate information on the "Artist Register" form including:
      1. Artist/Organization: This is the name by which you are known as an artist. This name will be used on the Website listing.

      2. Name on Check: This is the person or organization to whom checks should be made payable once your your program is finished. If this is a person, you MUST enter a SOCIAL SECURITY number in the appropriate field; if this is an organization, you MUST enter a FEDERAL ID number in the appropriate field. Enter one or the other, not both.

      3. Contact, Phone, Website, Address, City, State, Zip: Enter the appropriate information as requested.

      4. E-Mail: We MUST have a current e-mail address which you check regularly, as this is our means of contract transmittal and communication with you.

      5. Password: Create a unique 8-12 digit password and re-enter it. Click "Register."

      6. Check off counties in which you are willing to work.

    3. Enter Program Information

      The next screen will prompt you to enter information for your first program. (You will be given the opportunity to enter additional programs, one at a time.)

       

      1. The fee for listing your program on the Arts in Education Website is as follows: 1 to 2 programs - $75.00; 3-5 programs - $140; 6 to 8 programs - $200; 9 or more programs - $250.  These fees apply if you do a self-registration on the website.  Please note: an additional fee of $10.00 will be added for each additional category listed.

      2. Please be as SPECIFIC as possible when entering program information. Doing so will help schools as they search the Website for artists to perform in their schools.

      3. When you are satisfied with your entry, click "Save".

      4. You now have the option to add another program. Click "New Program" and repeat Step 3 above.

    4. Pay Your Registration Fees

      When you have finished submitting programs, click the "View/Pay Invoice" button. The next screen will show you all your programs, categories which you have selected, costs, etc. This is also your last opportunity to make any changes, additions, or deletions before finalizing your registration.

       

      1. Here you will have a choice of either paying online with a credit card (Visa, Master Card, Diner, Discover, JCB) or paying by check.

      2. If you opt to pay online, verify your billing information and hit "Submit Order". Once submitted, you will receive an e-mail confirming payment

      3. If you choose to pay by check, click on "View Invoice". Print one copy of this "Artists Schools Invoice" and submit it with your check, made Payable to "Nassau BOCES / Arts in Education Programs." Mail check and Invoice to:

            Clementine Curcio
            Arts in Education Programs
            Nassau BOCES Administrative Center
            71 Clinton Road, P.O. Box 9195, Garden City, NY 11530-9195

       

      When you are finished, click on "Save Selections" and log out. You will receive an e-mail at the address provided above which will confirm the creation of your account.

    NOTE: It is important to note that unpaid programs will not be listed on the Nassau BOCES Arts in Education Website and paid programs will not be listed until they have been reviewed by BOCES.
     


  2. LISTING YOUR PROGRAMS ONTO THE AIE WEBSITE IF YOU ARE A "RETURNING" ARTIST (for Artists Only)

    1. Log In

      Go to the Nassau BOCES Arts in Education Website Homepage (http://www.nassauboces.org/artsined) and click on "Artist/District Log-In". In the center of the screen you will see a box labeled "Artist Log-In". Enter your e-mail address and password then click on the link at the bottom of the box which says "Go".

    2. Verify Profile Information

      Click on "Profile" and verify that all your vital information is correct and updated. If you need to make any changes, kindly fax the changes to 516-997-0319 or e-mail changes to artsined@mail.nasboces.org.

       

      1. Artist/Organization: This is the name by which you are known as an artist. This name will be used on the Website listing.

      2. Name on Check: This is the person or organization to whom checks should be made payable once your your program is finished. If this is a person, you MUST enter a SOCIAL SECURITY number in the appropriate field; if this is an organization, you MUST enter a FEDERAL ID number in the appropriate field. Enter one or the other, not both.

      3. Contact, Phone, Website, Address, City, State, Zip: Verify the appropriate information as requested.

      4. E-Mail: We MUST have a current e-mail address which you check regularly, as this is our means of contract transmittal and communication with you.

      5. Check off the counties in which you are willing to work.

    3. Re-register Existing Programs for the Next School Year

      Click on "Program Manager" to re-register and/or update your program(s) for the upcoming school year.

      To re-submit an existing program, click on the tab for 07-08 and then click on the program title. On the next  page  click on "Edit/Resubmit", and review all the information on the subsequent page. Make any necessary changes and at the bottom of the screen be sure to save this program to the new school year. Then click "SAVE".

    4. Enter New Programs

      To enter a new program, first make sure that you are in the new school year's tab.
      1. Click on "New Program" and enter all the appropriate information. When you are satisfied with your entry, click "Save".

        NOTE: Please be as SPECIFIC as possible when entering program information. Doing so will help schools as they search the Website for artists to perform in their schools.

      2. The fee for listing your program on the new school year Website, 2007-2008 Arts in Education Website is as follows: 1-2 programs,  the fee is $75; 3-5 programs, the fee is $140; 6-8 programs, the fee is $200; and 9 or more programs the fee is $250. These fees apply to those artists that enter their own programs directly on the website.  Please note: An additional fee of $10 will be added for each additional category listed.

      3. You now have the option to add another program. (Please make certain that you are still in the new school year's tab.) Click "New Program" and repeat Step 4a above.

    5. Pay Your Registration Fees

      When you have finished submitting programs, click the "View/Pay Invoice" button. The next screen will show you all your programs, categories which you have selected, costs, etc. This is also your last opportunity to make any changes, additions, or deletions before finalizing your registration.

       

      1. Here you will have a choice of either paying online with a credit card (Visa, Master Card, Diner, Discover, JCB) or paying by check.

      2. If you opt to pay online, verify your billing information and hit "Submit Order". Once submitted, you will receive an e-mail confirming payment.

      3. If you choose to pay by check, click on "View Invoice". Print one copy of this "Artists in Schools Invoice" and submit it with your check, made Payable to "Nassau BOCES / Arts in Education Programs." Mail check and Invoice to:

        Clementine Curcio
        Arts in Education Programs
        Nassau BOCES Administrative Center
        71 Clinton Road P.O. Box 9195
        Garden City, NY 11530-9195


      4. When you have finished, click on "Save Selections" and log out.

        NOTE: Please remember that unpaid programs will not be listed on the Nassau BOCES Arts in Education Website and paid programs will not be listed until they have been reviewed by BOCES.




  3. CONTRACTING PROGRAMS FOR SCHOOLS
    (Artists Only)

    Once you are hired by a school to provide a program, your contact person at the school district will initiate the contract procedure by submitting a program request to BOCES.
    1. Provide Information to School

      If you and your program are registered on the AIE Website, the contact will be able to select these items from the pop-up menu they see. If not, you must provide them with the following information they will need in order to complete their program requests.
      1. Artist/Organization: This is the name by which you are known as an artist and will become your listing on the website.

      2. Name on Check: This is the person or organization to whom checks should be made payable. If this is a person, you MUST enter a SOCIAL SECURITY number in the appropriate field; if this is an organization, you MUST enter a FEDERAL ID number in the appropriate field.

      3. Contact, Phone, Website, Address, City, State, Zip: Provide the appropriate information as requested.

      4. E-Mail: We MUST have a current e-mail address at all times, as this is our means of contract transmittal to you.

    2. Print and Sign Contracts

      Once the program booking has been approved, you will receive an e-mail ( at the address you provided to the school district ) requesting that you print, sign and return your contract to BOCES for the service you are providing. There are two ways to accomplish this.
      1. Click on the link provided in the e-mail (if your browser supports this feature) or:

      2. Visit the AIE Website at: http://www.nassauboces.org/artsined/ select "Artist/District Log-In," then log in using your e-mail address and password. Click on "Program Manager" and then "View Contracts". Click on the appropriate contract number. All the details of the booking will appear on the screen. At the bottom of the page, click on "Print Contract." Print the contract, sign it and mail it to:


        Arts in Education Program
        Nassau BOCES Administrative Center
        71 Clinton Road / P.O. Box 9195
        Garden City, NY 11530-9195

      3. Please make sure that you print and keep a copy of the contract for your files. It is imperative that you check your e-mail frequently if you are expecting contracts.

    3. Change an Existing Contract

      If there are any changes in the contract before the performance date, please negotiate changes with your school district contact, who will inform BOCES. Just as with the program request, only school district personnel may initiate requests to BOCES for changes. If you receive an e-mail that a  contract has been REVISED please be sure to print a copy of the contract, sign, date and  mail  it to Nassau  BOCES at the above address.



  4. INVOICING BOCES FOR SCHOOL PROGRAMS
    (Artists Only)

    Once you have completed your program, you will need to submit an electronic invoice to BOCES for your services.
    1. Use the E-mail Link to Evaluate the School and Submit an Electronic Invoice

      Upon program completion, you will automatically receive another e-mail from BOCES asking you to log in and submit an electronic invoice and evaluation for the program. There are two ways to accomplish this.
      1. Click on the link provided in the e-mail (if your browser supports this feature) or:

      2. Log on to the AIE Website at: http://www.nassauboces.org/artsined/ using your e-mail address and password. This will bring up your profile page. Click on "Program Manager" and then "View Contracts" . Click on the appropriate contract number. All the details of the contract will appear on the screen. At the bottom of the page, click the "Invoice" button.

    2. Evaluate the School and Submit an Electronic Invoice from Artist Profile

      Complete the evaluation, check the box at the bottom of the electronic invoice that indicates you have provided the services listed on the contract, and click on "Send Electronic Invoice Now."

      NOTE: Please make sure that you print and keep a copy of the invoice for your files. It is important that you follow this process after the contract has been completed in order for BOCES to process payment. BOCES MUST HAVE AN ELECTRONIC INVOICE AND ALL EVALUATIONS (ARTISTS/DISTRICTS) BEFORE YOU CAN RECEIVE PAYMENT FOR SERVICES RENDERED.

    3. Submit an Interim Invoice for Long-Term Residencies

      Artists who are providing long-term residencies will need to submit their INTERIM invoices on hard copy. Final invoices should be submitted electronically using the procedure outlined above.

  1. 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