niles elementary pta

Committee Chair

Ramya Ramnath & Smiti Anand

Event Date

October, Awards Ceremony in Feb

Committee Responsibilities

1. Plan and Organize the Reflections Program

• Familiarize with Program Guidelines: Review and understand the National PTA Reflections program rules, guidelines, and themes for the year.

• Set Program Timeline: Establish a clear timeline for the local Reflections program, including deadlines for student entries, judging, and advancing entries to the district level.

• Select Categories: Ensure all available categories (visual arts, photography, literature, music composition, dance choreography, and film production) are offered at the school level.

2. Promote the Reflections Program

• Create Promotional Materials: Develop and distribute flyers, posters, and announcements about the Reflections program theme and submission details. Work with the PTA communications committee to promote the program through newsletters, social media, and school websites.

• Engage Students: Promote the program to students in all grades, encouraging participation in one or more of the arts categories. Highlight past winners or showcase previous entries to inspire students.

• Inform Teachers and Parents: Communicate with teachers and parents to increase awareness and support for the program, explaining how students can participate and the importance of arts education.

3. Recruit Judges and Volunteers

• Select Qualified Judges: Identify and recruit judges with expertise in the arts categories being offered (e.g., local artists, writers, musicians, dancers, filmmakers). Ensure judges understand the criteria for evaluating entries based on creativity, technique, and interpretation of the theme.

• Coordinate Volunteers: Recruit and manage volunteers to assist with various tasks, such as collecting and organizing entries, helping during the judging process, and preparing materials for the district-level competition.

• Judging Process Oversight: Ensure that the judging process is fair and in line with National PTA guidelines. Arrange a time and place for judges to review and evaluate entries.

4. Manage Student Entries

• Collect Submissions: Coordinate the collection of student entries, ensuring all submissions adhere to the program rules regarding format, size, and content. Set up drop-off points or submission boxes in easily accessible locations.

• Track Participation: Maintain an organized system to track all student submissions by category and grade level. Ensure that all necessary entry forms and consent forms are properly completed.

• Organize Entries for Judging: Prepare the entries for judging by grouping them by category and ensuring they are anonymous before being evaluated by judges.

5. Host an Awards Ceremony

• Plan an Awards Event: Organize a local Reflections awards ceremony to recognize participating students and celebrate the winners. Choose a venue, date, and format (in-person or virtual) for the event.

• Coordinate Prizes and Certificates: Arrange for certificates, ribbons, or small prizes for all participants and special awards for category winners. Order trophies or plaques if needed.

• Involve School Community: Invite teachers, students, parents, and the school community to attend the awards ceremony, and consider showcasing student work through a display or digital presentation.

6. Advance Winning Entries to the District Level

• Prepare Winning Entries: Ensure that all first-place winning entries meet the district-level competition guidelines. Verify that all forms and entry requirements are complete and accurate.

• Submit to District PTA: Coordinate with the district PTA to submit the winning entries on time, following all district-level submission procedures. Track which entries have advanced to the next level of competition.

• Support Students Moving to Higher Levels: Communicate with students and parents whose entries are advancing to the district, state, or national level, offering encouragement and information about the process.

7. Budget and Fundraising

• Develop a Budget: Work with the PTA treasurer to create a budget for the Reflections program, covering costs such as promotional materials, prizes, certificates, and the awards ceremony.

• Seek Sponsorships or Donations: If needed, secure sponsorships or donations from local businesses to help fund the program or provide prizes for participants.

8. Evaluate and Document the Program

• Gather Feedback: After the program concludes, collect feedback from participants, parents, judges, and volunteers to evaluate the success of the program and identify areas for improvement.

• Document Program Details: Keep detailed records of participation numbers, budget expenses, and notes about the program's execution for future committees to reference.

• Share Results: Communicate the results of the program to the school community, and share any district, state, or national recognitions with the school and PTA.

9. Collaborate with the PTA Board and District

• Report to the PTA: Provide updates to the PTA board on the progress of the Reflections program, including participation rates, program success, and financial status.

• Work with District Reflections Chair: Maintain communication with the district-level Reflections chair to ensure that all program requirements are met and that winning entries advance smoothly.

10. Encourage Future Participation

• Build Enthusiasm for the Arts: Foster a love of the arts by promoting the Reflections program year-round, encouraging students to begin working on their projects early and explore different categories.

• Plan for Next Year: Start early in preparing for the following year’s Reflections program by reviewing the new theme, planning promotion strategies, and considering any improvements based on feedback from the current year.

This set of responsibilities ensures the PTA Reflections Committee effectively runs the program, encourages student participation in the arts, and supports advancing entries through higher levels of competition.

Volunteer Opportunities