Peralta District PTA - Program Planning

Planning

To get started, learn about the program with the information outlined by National PTA in this guide and materials from past PTA leaders. Connect with your state PTA to enhance your understanding. Afterwards, use the PTA Leader Program Checklist to get started and plan your program, set clear goals and develop materials.

To get organized, develop a customized SMARTIE Goals and Project Plan that your PTA can follow through the planning process.

Use the dropdown menus below to guide your initial planning.

Key Areas for Program Planning

Consider the following five key areas for program planning to set your PTA and program up for success.

1.) Determine Recognition Goals for Your Program

Reflections is multi-level program where PTAs can advance entries for additional recognition (e.g., district, region, council, community), including at the national level. The program levels are determined by each state PTA and only state PTAs may advance entries directly to the national level.

Early in your planning, set goals for recognition, specifically around advancing entries as this will determine key details like deadlines, participation rules, and submission processes. Consider the following

Local and Additional Recognition (Advancing Entries): Determine if you will advance entries, as this affects deadlines, participation rules, and submission processes. Follow Peralta District PTA requirements for advancing artwork.

Local and Community Recognition Only (Not Advancing Entries): Host without advancing entries to build capacity, create community connections, and explore interest in arts programming. Use general materials from your state and National PTA, and set your own deadlines and submission processes.

2.) Choose Categories and Divisions

PTAs can offer one or more of the available arts categories and divisions. If you are new to Reflections, start with one or two categories to manage fewer entries, recruit fewer volunteer reviewers and purchase fewer prizes. Guidelines for the categories and division are available here on this site.

The arts categories and divisions offered by National PTA are as follows:

Categories: Dance Choreography, Film Production, Literature, Music Composition, Photography, Visual Arts

Divisions: Primary (Pre-K to Grade 2), Intermediate (Grades 3-5), Middle School (Grades 6-8), High School (Grades 9-12) and Accessible Arts (All grades welcome). The Accessible Arts Division welcomes students who identify as having a disability and may receive services under IDEA or ADA: Section 504 and offers non-artistic, division-specific accommodations.

3.) Program Timeline

Set dates for the launch, deadline, review and celebrations. Program timelines generally look like the following, but each state may vary:

April – August: Connect with Peralta District PTA to begin program planning and promotion

September – October: Local PTA deadlines and review

November – January: District/council/ PTA deadlines and review

4.) Set Processes for Artwork Collection and Review

Your PTA will collect entries and coordinate a review of submissions to find your student winners. Early planning for artwork collection is critical to inform clear direction provided to participants.

See Guide Section "Collect and Review Artwork" for guidance and details.

5.) Determine Awards and Budget

Consider awards and recognition based on PTA goals, capacity and timeline. If advancing entries to the next level, contact state PTA for guidance on the number of awards and submissions that may advance Allocate funds for award materials and celebrations.

PTAs are encouraged to provide additional awards or recognition at their discretion; however, National PTA recommends and uses the following award classifications:

Award Levels

Use Reflections Award Levels as indicated below. Avoid numeric placement (1st, 2nd, 3rd, etc).

Award of Excellence: The very best entries.

Fulfills all 3 judging criteria very well.
Interpretation clearly communicates the student's whole concept based on the theme.
Work is highly original and reflects the theme using unconventional, interesting, imaginative and new ways.
Work demonstrates mastery of skill and knowledge of the arts area.
These pieces will move forward to the next level.

Award of Merit: Really good entries.

The interpretation clearly communicates the student’s concept based on the theme but lacks meaning, purpose, and integrity.
Artwork is original and reflects the theme using conventional ways.
Work demonstrates capable skill of the arts area.

Honorable Mention: Good work.

One can tell the child worked diligently but may not have paid attention to the theme and their interpretation lacks clarity.
Work is somewhat original but very conventional and their skill level is still developing.
Participation Award: Every entry should be recognized! Honor the effort.

How many awards can you give out? As many as you want. Schools can even make there own awards such as : Grade Favorite, Most Improved, and so on.

Program Materials

Ensure a participant-friendly Reflections experience for students and families by providing all the relevant information and resources they need to submit successful and eligible entries.

Gather and Customize Materials

Download important materials from this site that students need to participate and that your PTA needs to host the program. Customize materials with specific details for your PTA or Reflections program, such as deadlines, contact information and submission instructions.

Be sure your PTA has access to at least the following:

Official guidelines

Arts category and division rules

Student Online Entry Form

Reflections review materials

Along with the materials provided by your state PTA, National PTA provides general resources to support your program implementation in the PTA Reflections Program Resources above.

Distribute Program Materials

Once your materials are customized for participants, share them with teachers, PTA leaders, students and families. Consider these ideas for distributing program materials to families and participants:

Website Hub: Create a one-stop-shop on your PTA’s website for all program details and materials.

Targeted Emails: Send emails to past participants with all necessary information and links.

Classroom Visits: Have PTA members or student representatives visit classrooms to talk about the program and distribute materials.

Teacher involvement: Ask teachers to announce the program in classes or during parent-teacher conferences and to distribute materials or information to interested students.

QR Codes: Use QR codes on posters and flyers linking to program materials and details for participants.

Learning Opportunities: Host virtual or in-person art workshops led by local artists or teachers.

Promotion Ideas

PTAs play a critical role in widely promoting and sharing Reflections as a PTA program to PTAs, schools and families. To assist, National PTA provides ready-to-use theme graphics and posters to share with your community in the Reflections Program Resources above.

Promotion and Awareness

Themed Posters and Flyers: Use theme materials from provided or design eye-catching posters and flyers.

School Promotion: Share calls for entries in morning announcements, a dedicated section of a website or newsletter, social media or school bulletin boards.

Video Announcements: Create short videos explaining the theme.

Engagement and Participation

Event Presence: Hand out program materials and answer participant questions at a Reflections table during school events. Set up in high-traffic areas like school entrances, the front office, or the library.

Teacher Involvement: Ask teachers to announce the program in classes or during parent-teacher conferences and to incorporate the theme into lessons and projects.

Student Volunteers: Engage student leaders or past participants to promote the program in their classes.

Special Events: Leverage National Arts in Education Week and National Arts and Humanities Month to boost participation.

Community Involvement

Community Partnerships: Display theme posters in local businesses or community centers.

School Art Projects: Engage students in creating murals or other public art installations that reflect the program's theme.

Local Business Sponsorships: Seek sponsorships from local businesses to support the program and offer incentives for participation.

Community Workshops: Host workshops led by local artists and incorporate the theme into discussions and activities.

Recruit Volunteers

Recruiting volunteers is essential for running the program and your artwork review smoothly. Scope and prepare for recruiting volunteers early to provide enough time to successfully onboard volunteers and use their support in assigning and dividing tasks.

Program Volunteers

We recommend finding parent and teacher volunteers to support program implementation. Seek 4-6 volunteers (parents, community, teachers). They will enrich your program by bringing a variety of ideas, talents and skills. Assigning project leaders and dividing tasks will also save time and energy. Consider the following volunteer roles:

Publicist: Promote Reflections and share event invites and announcements.

Judging Coordinator: Recruit judges, organize artwork, support judges.

Computer Wiz: Organize entry info, prepare awards, list advancing students.

Celebration Coordinator: Exhibit artwork, prepare awards, lead event activities.

Volunteer Reviewers

To facilitate your review, recruit arts professionals in your community or network who can score entries based on the criteria provided, as well we their own artistic experience. Inviting professionals in the arts community will increase the credibility of your program and exposure for PTA. Consider these tips for recruiting volunteer reviewers:

Identify Needs: Determine the number of reviewers needed. Aim for at least one reviewer per category, with extra judges for categories with many entries.

Create a Contact List: Compile a list of potential reviewers, including art teachers, local arts agencies, cultural organizations, colleges, community leaders and prominent artists.

Parent and Alumni Networks: Reach out to with personalized invitations parents and alumni with art backgrounds.

Local Businesses: Partner with art-related businesses.

Informational Materials: As part of promotions and invitations, share high-level details explaining the role, time commitment and the impact they will have.

Information provided by the National PTA website