Summer Art Workshop Chair

What is the Purpose

The Summer Student Art Workshop Chair serves as the liaison among the various groups and individuals involved in producing the Summer Art Workshop. These groups and individuals include: the Chair of the Student Art Show, the Workshop Committee members at the ASU-West Campus, the Museum’s Educational Services Manager, the students who have been selected to participate in the Workshop, their teachers, and their parents.

Who is Involved

The working group responsible for coordinating the annual Summer Art Workshop is made up of representatives from the ASU-West Campus, the Heard Museum staff, and the Heard Guild. Those involved include Dr. Robert Taylor, Chair of the ASU-West Campus Workshop Committee; Frank Goodyear, Heard Museum Director; Ann Marshall, Museum Interpretation; Gina Laczko, Museum Educational Services Manager; the students’ chaperones; the Guild President; the Student Art Show Chair and Co-Chair; the Heard Museum Workshop Chair; and others as needed.

What are the Tasks

Arrange the planning and negotiation meetings needed to coordinate the upcoming Summer Art Workshop at the ASU-West Campus.

Ask Gina Laczko, the Heard Museum Educational Services Manager, to obtain the services of two chaperones, one male and one female. Typically, American Indian employees of the Heard Museum have filled these roles.

Coordinate the judging of the Student Art Show winners to determine which students will be invited to attend the upcoming Summer Art Workshop.

Student Art Show judges decide which eleven students are invited to attend the Workshop based on the art they created.
From the thirteen Senior Division Blue Ribbon winners, the judges designate the eleven invitees to the Student Art Workshop and two alternates.
The judges also select twelve additional student artists from the Red and White Ribbon winners to become alternates.
The names of the artist and the titles of their artwork are documented as each is selected.

Obtain from the Chair of the Student Art Show each selected student’s name, school, school address, teacher, phone numbers, tribe, and age. Although often not readily available, a home address and phone number must also be obtained. All of this information should be given to Gina Laczko as soon as possible.

Notify the selected students, and their teachers, immediately that they have been selected to attend the Workshop.

The Chair should work with the students, their teachers, and their parents to get them to appreciate the opportunity being offered to the students.
A commitment to attend is needed from each student ASAP because, in case they cannot attend, an alternate will be selected to replace them.
The Chair should meet with those students who commit to attending the Student Art Workshop. Meeting the students or otherwise establishing a relationship is important. With a trusting relationship, the students and their parents will be more open to discuss possible problems or fears that could cause a student not to attend.

Obtain from each student a short “personal statement”, written by the student, and two letters of reference, preferably from two teachers.

The Workshop Chair will send each student who commits to the Workshop a letter congratulating him/her and giving information about the Workshop and the requirements for the paperwork that must be returned.
The students are informed that the “personal statement” and letters of reference must be received by a deadline set by the Workshop Chair (usually April 15th). If a student does not meet the deadline, the student’s place in the Workshop will be filled by an alternate student who is on the waiting list.
When the required paperwork has been received, the Chair will FAX it to Gina Laczko, who will then send the student a packet of information and the permission forms to be signed and returned.

Mail students selected as alternates a letter congratulating them and advising them that they are on the waiting list to attend the Workshop.

To be considered, they too must send a “personal statement” and letters of reference from two teachers.
Their position on the waiting list is determined on a first come first served system based upon the date their paperwork is received.
Upon receipt of the required paperwork, the Workshop Chair will FAX the information to Gina Laczko.

Contact the Heard Museum Design Department when all the required paperwork has been received and ask that a certificate be prepared for the students. Give the names of the students to Mary Ellen Pruenca, Executive Assistant to the Museum Director, who will mail the certificate to the students.

Minimize last minute drop-outs by maintaining frequent contact with the students, their parents, and their teachers from the time the students are notified..

frequent contact allows their questions to be answered promptly.
frequent contact gives everyone confidence that the students will be well cared for and well have a wonderful experience.
frequent contact assures students that they can successfully handle this opportunity.
encourage students, especially those with a distance to travel, who have problems obtaining transportation to and from the Workshop. The congratulatory letters sent to all of the students advises them that they must provide their own transportation. The Workshop does not pay for transportation.

Contact each student during the two weeks prior to the Workshop and ask for a commitment that they are still going to attend.

Meet the students when they arrive at the ASU-West Campus.

What is the Suggested Time Line

January/February

Conduct meetings and negotiations necessary to plan the Summer Art Workshop.

March

Arrange for chaperones

April/May

Notify selected students.

Collect and process necessary paperwork.

Maintain contact with students, teachers, and parents.

June

Meet students at the ASU-West Campus.