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So you accepted the Art Docent Chair role, now what?

The Art Docent Chair is a PTSA member who coordinates the art program for our school. 

Thank you so much for being will to take this on. This program fills the gap between what the district offers and what our state requirements are for arts education. You are very valuable! You are the glue that holds this program together, so make sure you we are well supported by an enthusiastic team. If you can, work with another person. This can be a really big job. Your job is to recruit, empower, motivate and retain docents. The mass of the work comes in September & October.

Ordering Supplies Info is at the bottom of this section.

 

The Art Docent Chair -  Playbook:

Hopefully, you had the opportunity to have a knowledge handoff with the outgoing Art Docent Chair.  However, if you did not get this opportunity, do not worry, there should be enough documentation in this Job Aid to get you through the year.  There are also Art Docent parents who have been in the program for many years, thanks to having multiple children in multiple grades.  These docents are great resources for asking how things were done (or should be done).

As of 2023, we have had five Art Docent Chairs since Creekside opened in 2009.  Its important to know who these individuals were, in the event that you need to ask about projects that may have been lost over time or attrition.  Heather Coleman, Katie Locks, Kari Feistner, Karen Rajtar, and Joanne Bottenberg. 

Art Docent Documentation are stored in three locations. 

  • PTSA Office – 1 plastic tote per grade level for all the Art Project Examples and printed Powerpoints.
  • PTSA Website Document Library – need Admin Permissions to get to the library.
    • Everything in the document library should be on a Art Docent Content Page too.
    • There is an Art Docent Chair page with useful templates, forms, lists, PO template, to help guide you.
  • Grade Level Thumb Drives – Art projects stored electronically for the ease of using the PowerPoints in the classroom.
    • Make sure to keep the thumb drive and the Art Docent Grade Level Projects up to date with any revised or new PowerPoints.

Art Docent Materials and Supplies are stored here:

  • Downstairs Copier "Workroom" - where most of our general art supplies are located
  • Kiln Room - where all our clay, glass, and mosaic materials are stored
  • Outside Ball Storage room - extra supplies that don't fit in the Work Room 
  • PTSA Office - extra supplies and grade level example project bins
  • End of Hallway Pods - cleaning supplies, drying racks

 

Materials Creekside Administration supplies and art docent program uses:

  • Construction Paper
  • Butcher Paper

Scheduling Monthly Lessons

We moved to the PTSA Website in 2022 as a method to retain our information and art project Powerpoints.  This website does not have the ability to use lists or forms.  Thus, it would be useful to also maintain either a Google or Microsoft shared folder for scheduling and tracking volunteer signups.

For the sake of this job aid, we will use Google Drive and Google Sheets when describing how to setup and manage schedules.  If you are a Microsoft user, feel free to use Microsoft shared drive and online Excel equivalents. 

  • Prior to your first meeting with the Volunteers in September, create the schedules for each grade level.
  • Create a Google Sheets workbook for each grade. Link each grade level sheet to the "Schedules" Custom Page within the PTSA website:    https://creeksideptsa.ourschoolpages.com/Page/Art%20Docent/Scheduling 
    • Tab 1 – Art Schedule
      • Column 1 Teacher Names
      • Column 2 Art Docent Names
      • Column 3 – 11 monthly project name

  • Below the last row with Teacher and Docent schedule, add the Docent Training Dates.  Typically, these dates are determined by the grade level lead.  To be conducted 1-2 weeks prior to the first lesson being taught to the students.  This ensures all lead docents are familiar with the materials, how to use the Powerpoint lesson, and knows how to make the project.
  • In the columns for each monthly lesson, have a space for the grade level leads to list the supplies/materials they need for their lesson.  This will help you see how many grades are using the same supplies and whether you need to buy more or ask the grade levels to reschedule to a different month.  

  • Buy the supplies at least 1 month prior to needing them. Allowing the Grade Level Lead time to practice with them before teaching with them.
  • Tab 2 – copy/paste your grade level art docent leads and helper contact information you received from your signup form spreadsheet. This helps the docents know who is approved to volunteer and for ease of communicating in their own grade level.
    • Ask the school attendance secretary for the classroom counts.  You will need the class totals for knowing how many supplies to buy for.
  • Tab 3 – the list of EALERs to meet for each project.
    • This should be as easy as copying and pasting from previous year or from the PowerPoints.

  • Tab 4 - will be where you or the Kiln Docent Lead will add the Kiln Schedule the month prior to each grade level clay month. 

  • Recruitment
    1. Recruiting begins in the Spring for the Art Docent Grade Level Leads and anyone else who is interested in volunteering.
    2. Second round of recruiting starts the week of Enrollment Verification. Usually the first week of August.
      1. Setup a Google Form (or Microsoft Form) to use as a signup sheet.
        1. Send the URL to the form via all avenues of advertising (email, text, website)
      2. How To recruit:
        1. Email via PTSA Communication Chair
        2. Text Message through PTSA Communication Chair to get in the ENews and Text Message apps
        3. Place link to Google Sign up form on homepage of the Art Docent page
        4. Emails through the Teachers and or Room Parents
          1. See template to recruit art helpers
        5. Grade Level Facebook pages
        6. Posters for advertising
          1. Hallways
          2. Entryway PTSA bulletin board
        7. During Meet the Teacher Day (day before first day of school) and Curriculum Night
          1. Use Signup sheets in each classroom
            1. Collect the sign up sheets from teachers the next day
        8. Email last year’s docents
          1. Encourage them to sign up
          2. Remove those from list who are no longer interested
      3. Plan for a Docent Welcome/Training meeting
      4. Send Welcome Emails to All Lead docents 
      5. Send date reminder for Welcome/Training orientation meeting
  • Supplies
    1. Take inventory on a monthly basis.
      1. Order supplies in bulk to reduce costs on shipping
      2. Try to reduce the number of times placing orders.  Plan to order 2- 3 times a year to get as much bulk discounting possible.  .

Monthly Activities you should be considering:

August

  • Take inventory & Order Supplies
    • Look at each Grade Level PowerPoints that are usually done in the first 3 months of the school year to get an idea of what supplies are needed.
    • Order enough supplies for the basic needs.
      • Paint (acrylic, tempera, watercolor tubes)
      • Paper
        • Watercolor paper (88# and 135#)
        • Sulphite general drawing paper
      • Glue (Aileene’s 20 min dry Tacky, Elmer’s School Glue)
    • Fine tune budget
      • How much does each classroom get vs. the whole program?
      • Where do docents turn in their receipts?
        • To you?
        • Directly to treasurer?
        • Training
  • Update your Art Docent Training PPT with this year’s Grade Level Leads information
  • Update the Art Docent Website with Grade Level Lead contact info
  • Schedule an inhouse Art Docent Training meeting 
  • Plan for the Art Docent Conference and Kiln Training.  
    • Reach out to the District level PTSA president and or Art Chair to introduce yourself and get your name on their contact lists.
    • District PTSA sponsors the Art Docent Conference. Encourage all your new docents to attend.  1 full Saturday approximately the 3rd week of October.
    • This is the only opportunity for Kiln Training. You need at least 5 docents trained to use the Kiln otherwise, you will be stuck doing it for every grade level.

September

  • Actively recruit for Art Docents.  Check with school secretary for volunteer approval lists
  • Send sign up lists to all the teachers to have ready for Meet Teacher day and Curriculum Night
  • Reserve a classroom on a Wednesday after 1pm to conduct Art Docent Training meeting
  • Conduct the Art Docent Training
  • Talk to PTSA Chair in charge of Halloween Bash to plan for the art stations.
    • Buy the materials needed for the art stations.
      • We should have face painting kits in the PTSA office.
  • Coordinate the PTSA sponsored afterschool Art Club with the PTSA President.   
    • Recruit Art Docent volunteers to conduct the club.  Club should be 6-9 weeks long.  Has it's own budget.  Can be run a second time in the Spring if their is a waiting list. 
    • The Art Club Lead responsibilities:
      • Create the Club Announcement flier to be sent to the room parents to introduce the club. 
      • Manage the signup list. 
      • Plan and conduct the lessons.

 

October

  • Attend ISD Art Docent Conference - Look at their signup list form to see who is signed up from our school and track who is going to Kiln Training.
  • Place your order for Clay and Glaze with Seattle Pottery Supply
    • You will want to order in 2 batches. This allows the clay to be fresh when using it.  If you are picking it up, it is easier to transport smaller batches.  Each bag weighs 25lbs.
    • Order Clay in October for K, 1, 2, 5th
      • Check to see if there is left over bags of clay from previous spring purchases to use for new school year's November project
    • Order Clay in March for 3rd and 4th
    • Clay starts in November (after kiln training is completed)
      • SLAB/ROLLED - Kindergarten (Nov) – Clay Leaf Bowls –13 slabs /25lb bag
        • 100 students & 5 docents = 105 slabs needed = 8 bags
        • Save the scraps from leaf bowls in tight round balls in a sealed plastic bag (suck all air out of bag before sealing) store in tote with wet towel, add tight lid.
      • PINCH POT - 1st Grade (January) – Pinch Pot Turtles – uses the scraps from the Kindergarten bowls.
        • Make sure the scraps are tightly balled up and kept moist throughout December, otherwise you will have to buy more clay.
        • If scraps have hardened, you can cut fresh clay into 2”x2” cube of clay (or rounded ball)
        • It might be good to plan on using two 25lb bags if not enough scraps stayed moist until January.
        • Buy 2 bags (as backup. You can use them in other grades if you don’t need them in January)
          • 1 Bag = 26-28 cubes
      • SLAB/ROLLED - 2nd Grade (February) – Hanging Owls – 13 slabs/25lb bag
        • 100 students & 5 docents = 105 slabs needed = 8 bags
      • PINCH POT - 5th Grade (March) – Tide Pools (Clay w/melted glass)
        • Uses the scraps from the 2nd Grade Owls
        • If you need to cut clay from the bags of clay, plan on cutting them into 2.5”x2.5” cubes. You get 24 cubes per bag (6 rows/slices and 4 columns)
        • Buy 2 bags (as backup. You can use them in other grades if you don’t need them in March)
      • SLAB/ROLLED – 4th Grade (April) – Taco Dragons – 10-12 slabs/25lb bag
        • 100 students & 5 docents = 105 slabs needed = 11 bags
      • SLAB/ROLLED – 3rd Grade (May) – Salmon Hangers – 12 slabs/25lb bag
        • Discontinuing - SLAB/ROLLED – 3rd Grade (May) – Salmon Platters – 8 slabs/25lb bag
          • We might change the size of the platter in order to reduce the quantity of clay needed.
            • Current platter size for 100 students and 5 docents = 13 bags
  • Fused Glass projects - (works great for December Kiln use)
    • If 5th grade will do the Fused Glass projects, make the purchases for glass and kiln paper.
    • Schedule the Glass Cutting party with the 5th grade docents 1 month prior to making the projects with the students.

November

  • Start cutting glass for Fused Glass projects (project should be done in December)
  •  Optional
    • District Docent coordinator meeting
      • Write grants if needed for large purchases
      • Issaquah Arts Commission http://www.ci.issaquah.wa.us/index.aspx?NID=258
    • Submit forms for donations from area businesses
      • Michaels
      • Aaron Brothers
      • Bellevue Art and Frame
      • Costco

December

  • Encourage docents to turn in receipts for first quarter
  • Place orders for January - March class projects to arrive before Winter Break
  • Fused Glass projects in the kiln (only month where kiln is not used for clay)

 

January

  • Budget update from treasurer
  • Update docents on individual class spending
  • Check in with teachers in all grades to see how their docents are doing and if there are any areas that need improvement or coaching.
  • Cabinet clean out
  • Inventory
  • Ordering as needed for paper supplies

February

  • Request Docent grade leads to update their project schedules with the supplies they need for April - June.
  • Place orders for grade level project materials to arrive in early March

March

  • Remind 5th Grade Docents to start planning their "Legacy of Art" project now.   Cost for materials and supplies are donated through the 5th grade families.
  • Coordinate with the End of School Party Chair to determine what art stations they want to have at the June party.

April

  • Plan out budget for next school year
  • Submit to PTSA

May

  • Have docents turn in all receipts by end of month, so you have time to reconcile
  • Budget update from treasurer
  • If you have left over, now is the time to make purchases
  • Ask all Docents to return their grade level project examples back to the PTSA office by end of May.
  • Purchase any art supplies needed for the End of School Year Party's art stations.

June

  • Remind Grade level leads to put away all their supplies from their grade level monthly bins (found in the downstairs workroom) before school is out.
  • Remind all docents to help teachers take down any remaining art projects hanging on the bulletin boards to send home with students. 
  • Send an end of year Art Docent Survey to teachers and docents to get a recap on the year's projects.
  •  Inventory
    • Have student volunteers organize the chalk and oil pastels to create full sets.
  • PTSA closes books at the end of June

 

 

Ordering Supplies

We mostly use DickBlick.com to order our art supplies.  With Amazon.com for items that DickBlick does not carry or need quickly.

Michael’s Art Supply – for items that you need quicker than DickBlick can get them to you.

  • Sign up for a school district teacher’s discount card from Michaels

 

DickBlick.com   - All art supply items.  Brushes, paints, paper, pastels, chalks, etc.

               Create your own login. 

               Upon checkout – below the Checkout Now button, click on School or Business Account

                             

               Enter our School account # 66112475 and zip code (school’s address)

             

Use your name in the Attention to. 

The PO # is your initials plus the order date.

Takes approximately 5-7 days to arrive.  Give school secretaries a heads up when to expect it and what to do with it until you can pick it up and put it away.

            

Northwest Art Glass - Fused Glass materials

9003 151st Ave NE, Redmond, WA 98052

They provide a discount if you purchase $250 or more in glass and identify yourself from Issaquah School District.  They do not accept PO's.  Be prepared to use a credit card and submit for PTSA reimbursement quickly.  

They are only open Tuesday - Friday.  They close at 4pm.  Plan ahead to go during the day.

  

KCDA – printing ink, printing scratch foam, paints, brushes, pastels, glazes, ect.

  • https://www.kcda.org/shop/art-supplies
  • Login: Guest             Password: Guest
  • ‘Park’ Cart and print
  • Give copies to office & PTSA Treasurer
  • The office orders through district, PTSA ‘gifts’ money to school for payment
  • KCDA delivers to school!

McGillswarehouse.com – Watercolor paper, Glass cutting tools, · www.McGillswarhouse.com

  • Pay for materials and submit reimbursement

Seattle Pottery Supply Inc – Clay, Glazes, tools, kiln repairs.

35 S Hanford St, Seattle, WA 98134

  • Account is under Issaquah School District (to get 30 day net payment terms).
    • Paige Wagner (Creekside Secretary) is our ISD email representative in order for us to receive the school district discounts.  
  • They accept Purchase Orders. (your initials + date of order;  JB10192022)
    • Bill To is Creekside PTSA, c/o PTSA Treasurer, 20777 SE 16th St, Sammamish WA
    • Delivery charge is a flat fee of $85. (we are in their delivery area)
    • Must call to place order in order to use Purchase Order.
      • 1888-915-1196
    • Clay – Low Fire White = LF06 (comes in 25lb bags)
      • Alternatively, if above is out of stock, use SEA Mix 05 SP640 (medium fire, comes out creamy color, but otherwise is exactly the same as the LF06 for our use)
    • Place your order at least 2- 4 weeks prior to needing it.
    • Clay can last 1-3 years if kept sealed in original box out of heat and sunlight.
    • We receive 25% off on Glaze if we order under the ISD account.

Clay Arts Center – Clay, glazes

  • Call 1-800-952-8030
  • Fax 253-922-5349
  • clayartcenter.net
    • CAC Sends PO with order
    • Give PO to PTA treasurer for payment
    • Will deliver to school!
  • Orders can be combined to get free delivery, but they will only deliver to one site (pays to coordinate it yourself)

Oriental trading – art walk materials, canvas bags, liquid water colors · www.orientaltrading.com

  • Pay for materials and submit reimbursement

Discount educational supply – drying racks, art organization · www.DiscountSchoolSupply.com

  • Pay for materials and submit reimbursement

Crystal productions- books, visual aids · www.crystalproductions.com

  • Pay for materials and submit reimbursement

Bullseye – glass, fusing materials

  • Portland Oregon
  • 50% off sales February & July (road trip)
  • If you order $1000 or more, then you can get %50 off anytime
    • Could go in with other school to save money
  • Delivery available

School Specialty · https://store.schoolspecialty.com

Amazon.com - use your own personal account and submit for reimbursement.

2 oz to go cups https://a.co/d/bCqiUXf

3.25oz to go cups  https://a.co/d/3x7wKJS

5 oz to go cups for fuse glass project https://a.co/d/3V1yKfD

4 oz squeeze bottles (for glue) https://a.co/d/iptVbRo

Waterproof labels (for glue bottle labels)  https://a.co/d/3jAv2Pi

Suave hairspray (for fused glass) https://a.co/d/8nq7kPc

1 oz needle tip squeeze bottles (for fused glass and hairspray) https://a.co/d/9aZVWup

High temperature wire for fused glass hangers https://a.co/d/c1YlrHb

White Paint Pens for Peacock project https://a.co/d/7MPFEb1

Metallic Sharpie fine tip makers – for multiple art projects https://a.co/d/g2OAqdD

Paint Pens – to use for Canettes (5th grade art) https://a.co/d/8MRjx2c  

Puff Pains (3D fabric paints) – for use with Cannettes project https://a.co/d/3z7JoXb

Alcohol Inks Piccassio - https://a.co/d/gwbxGGB

Alcohol inks Pinata - https://a.co/d/itEfaz0

 

 

 

 

 

Email communication template for recruiting helpers for art days:

 

 

 

Room Parent/Teacher communications:

 

To solicit helper volunteers in the classroom for day of art lessons.  You will want to send this out early, so you have time to get names and make sure their volunteer applications have been approved by the school district.

Copy below and paste in an email message to the teachers/room parents:

 

Volunteers wanted to help in the classrooms during art lessons. Art lessons are once a month (twice during clay month).

 

Volunteers will spend upwards to 2 hours helping the art instructor (volunteer Art Docent) during the lesson.  

Tasks could include:

- setting out the art materials

- assisting students with their materials

- helping answer questions based on the lesson topic

- working with tools that require only adults to use (ie: hot glue guns, sharp scissors, etc)

- cleaning up after the lesson

- washing paint brushes

- hanging artwork

- Other tasks as needed

 Lessons are typically 60 minutes and need 4+ adults to ensure everything is completed within that hour.   Set up and clean up occur 30 minutes prior to lesson and last 30 minutes after the lesson.  The month that includes clay requires two lessons/dates and more volunteers are very much appreciated.

If interested, please let your teacher know. They will put you in touch with their classroom Art Docent.

 

 

 

 

 

The PTSA is the school's Parent Teacher Student Association. We are a registered not-for-profit comprised of parent volunteers, just like you, who help provide many programs and events at Creekside.