eSignature Summer Camp Evaluation Made Easy

E signature summer camp evaluation

all right so i see that some more folks are trickling in but in the interest of time let's go ahead and get started so thank you all so much for joining us here today um first off please let me know if at any point you cannot hear me or see my screen we are very excited to have you all today but it's our first time using the zoom webinar platform so bear with us if we have any any funky hiccups i'd also like to let you all know that this webinar is being recorded so if you do need to hop off early do not worry we will send out a link to the recording within the next few days so thank you all for joining us today this webinar is going to focus on how to support your students in entering the scholastic art and writing awards from your educator account my name is katie bonner and i'm an associate manager of programs here at the alliance for young artists and writers the non-profit organization that presents the scholastic art in writing awards i manage our region at large program specifically which is a remote program for all students and counties across the country and internationally where the awards are not administered by a local organization i'm joined today by two of my colleagues katel and manny um we'll ask now to introduce themselves hi everyone jero enriquez here i am the nyc scholastic awards manager and i'm happy to be answering any questions that you have today hi everyone and i'm manny blasco i'm the programs coordinator for the region at large and new york city programs and i'm also extremely happy to be here and i will be assisting hadel um answering questions um as the presentation goes wonderful thank you both so much so today we're going to cover a brief introduction to the awards for those of you who may be new to the program and have not entered with students before we're also going to go over the entry process from the perspective of an educator supporting their students through the process and lastly we're going to review some opportunities and resources for educators we will have time for a q a at the end we thank you all for signing up and submitting your questions for this session in advance we have tried to bake as many questions as we could into the presentation but please note that if we don't get to your question you will have time to ask it during the q a or we'll provide contact information so that you can email us for more follow-up afterwards some norms for this webinar since we were expecting such a large volume of participants we have muted everyone and turned off your videos but the three of us will have our videos on the whole time and be able to respond to your questions please use the q a feature to ask questions you can find this on the bottom control panel of your zoom account um of the window you should be able to just pop in there with any questions haidel and manny will be monitoring that box but again we will have time for um more questions and answers at the end of the session and last but not least please feel free to use the chat box to connect with each other you should have the option to type either to all panelists which is just myself manny and hadel or you can type to all panelists and attendees and introduce yourselves to each other swap stories whatever it may be i experienced a minor technical difficulty um so to jump right into it let's start by briefly introducing the awards the awards were started in 1923 by the founder of scholastic inc and have since grown to be the largest and longest-running national recognition and scholarship program for creative youth these days the awards are presented and managed by the alliance for young artists and writers which is a non-profit organization dedicated to identifying teens with exceptional artistic and literary talents and presenting their work to the world through the awards students who participate in the scholastic awards have the opportunity to be recognized on regional and national platforms see their work displayed in exhibitions and publications and earn direct scholarship money last year nearly 320 000 works were submitted to regional programs by more than 111 000 students and we are thrilled and looking forward to seeing your students work this year there are three easy steps for entering the scholastic awards first you need to create an account by visiting artandwriting.org most important is for students to create accounts although we also encourage educators to create accounts and we'll go over why a bit later second upload an original piece of art or writing to your dashboard and lastly complete your entry by uploading a signed entry form and payment or fee waiver before the deadline for region at large in new york city programs which should cover art writing or both for most people joining us here today the deadline to enter is december 4th regional programs have different deadlines so you might be in for example region at large for art but a local affiliate region such as the dc metro writing region for writing in that case you'll want to make sure that you know your deadline for the dc metro writing region deadlines can range from december 1st to january 11th so be sure you're prepared and your students are prepared to know when their work is due educators are able to complete these steps on behalf of students or students can complete them themselves so you have a little bit of flexibility in how you help students move through this process a couple of things to note about eligibility students must be age 13 and above on the date of their deadline in order to be eligible to enter the awards so students in grades seven through twelfth grade are eligible to participate but we do know that some seventh graders will not be 13 by the time of their deadline and unfortunately those students are not eligible to participate this year but they will be in the future and we definitely encourage them to come back next year and share their works with us each submission does come with a fee so individual entries cost seven dollars each and portfolio entries cost twenty five dollars each um fee waivers are accessible for any student who needs one and we do not require any sort of certification or proof of need for a student to be able to use a fee waiver form fee waivers are accessible through the student dashboard and unfortunately not through the educator dashboard reason being that we encourage students to make the decision to use a fee waiver form at home with their parent or guardian any student who needs a fee waiver form can easily download one completed at home and upload it to their account and you as an educator will be able to see if a student has uploaded a fee waiver form but again not download one on their behalf there are 28 different categories of art and writing that students can enter their work in for the awards please note that the same work can only be entered once so if for example you have a piece of writing that could be a humor piece but could also be considered poetry we would encourage you and your students to really consider what category best suits that work the works um entered in multiple categories will be disqualified so just make sure that you enter the work one time in the category that fits it best works entered in the awards do not need to be created this school year so if you have students who created works in january of 2020 or maybe in spring of last school year they are certainly eligible to submit those to the awards they just cannot enter a piece that they've already entered with the exception of seniors who are entering a piece as part of their portfolio but not as an individual entry for some of our returners you'll note some changes this year we have a new art category called expanded projects which really incorporates all kinds of interactive art you'll notice that there are no longer future new or video game design categories those have been kind of morphed together into expanded projects which is a little bit broader and can encompass more types of projects and artwork a change for both art and writing portfolios so seniors are eligible to submit a portfolio only seniors in the past we've required eight works this year we are requiring only six works and each student is required to upload two statements along with their works an artist or personal statement and a personal statement so i would encourage you to check out artandwriting.org categories to get a better sense of each of these categories and their descriptions included in the category descriptions are some guidelines around length for writing works line numbers or word counts as well as notes on how to complete citations and for artworks there will be support on how you can take photos of your work to upload them one last thing to note while we're here is that students are also eligible to opt-in for direct scholarship awards what this means is that regardless of what category they're entering they can enter a piece around a certain theme for consideration for a scholarship the scholarship awards are adjudicated separately at the national level so you won't see them on our categories page but you can still find them on artandwriting.org and we'll go over today where you and your students can opt in to be considered for those awards to give you an idea of what some of our direct scholarships are we have the one earth award which focuses on works related to climate change so for example if the students making a sculpture related to climate change or writing a short story related to climate change both of those could be eligible for the one earth award and all of these scholarship awards do indeed come with scholarships for students and in some cases also cash awards for educators works in all categories are judged solely on their merits the awards boasts a long proud history of blind adjudications judges are not privy to any information about the student artist or writer behind the work they can only see the work that being said please remind students that they should not include a byline or a visible signature on their entries for example if they sign their paintings this may disqualify their work for being in violation of our blind adjudication policy students will also be reminded of this when they upload their work to their account and you as an educator if you are uploading works on behalf of students we'll see a reminder of this as well judges look at three core criteria when evaluating work originality technical skill and emergence of a personal voice or vision we consistently receive feedback from judges that the works that really stand out demonstrate the student's unique vision or voice judges are asking themselves is this work original does it go beyond the class assignment can i hear the student through this piece and can i understand the message that they're getting across have i seen this before is this something truly unique so while technical skills certainly is important it is not alone the most important part of the awards if you have a student for example who may have an incredible vision and incredible voice through their work but maybe their work seems a little rough around the edges definitely encourage them to submit it that work is still celebrated and lastly who are our judges um each year we and our partner organizations who may be judging at the local level work to recruit a diverse pool of jurors that includes gallery owners museum curators published authors editors artists writers teachers and beyond um for region at large programs we work with nearly 50 organizations around the country who recruit judges from their local communities so an honor to in order to honor uh the very diverse voices of region at large entries coming in from around the country and internationally we really try and work with local organizations in different geographic locations with access to different populations to make sure that we are recruiting a diverse group of jurors with different backgrounds to very much so recognize the unique voices that students may be bringing based on their own background no matter what regional program you're entering though rest assured that every piece submitted to the program is reviewed and appreciated by a qualified member of the visual and literary arts community so no matter what the piece is it is regardless of whether or not it wins an award everything is looked at all right so i'm going to move us along now and take a look at actually going through the entry process so first and foremost we're going to visit artandwriting.org um can you all see that on my screen let me see here yes we see visit www.rnwriting.org to begin all right sorry about that how about how about now okay thank you very much um all right so we are at art in writing.org which is the main website for the awards when you're creating your account you're going to click this login button and it will take you to what's called ors our online registration system today we are going to use what we call stage ors which is basically our sandbox um so that we don't create an actual account so we're just going to create a fake account today to look at so let's get started by creating a new account we are an educator and you are directed straight to a page where you will fill out some personal information a couple of things to note as you're filling out this information you want to make sure that you use an email address for your username that students will recognize so for example if all of your students are always emailing you through your school email address we would encourage you to use your school email address for your username however if you don't receive if you're not able to receive external communications from your school email address we would encourage you to also be sure to put in a preferred email down here so that we can still reach you in regards to your student submissions we primarily communicate via email so it's very important to make sure that one of your emails listed can actually reach you a question we receive a lot is whether an educator has to create an aw if educators are required to create accounts educators are not required to create accounts but we do strongly encourage it the reason being that students are able to enter their piece into the awards without an educator account linked to their works and they can still credit you as an educator when doing so but in order to have access to see your students submissions to help them with payment to help them upload their entry forms and after awards are announced to see their regional award materials such as who won from your school download their tickets their their certificates download their congratulatory letters all of that they will need to you will need to create an account and connect to your students works through your account all right so as you can see here i'm just filling in some basic information about myself um and where you can contact me and this is really the crux of your profile again something to know your email address will be used as your username you can create your own password and then down here is where you can select what school or out of school program you're associated with so today i'm going to add a school as professor severus snake i am of course a teacher at hogwarts so i'm going to just go through our search filters here to locate my school as hogwarts if i worked in say an after school program then maybe i don't add a school here and i would just add an after school program which is the same kind of search filters you would just type in the name of what you're looking for and if you're a part of a program that doesn't appear here just click this button and you'll be able to continue searching or put in a request for us to add your school or after school program to um to our system so that you and your students can connect to it so again this is where you can enter for schools if you are an educator with um students that you tutor outside of school or with a summer program for example anything that may be considered an other educational program you can use this button here to find your program and connect it to your account you can be an educator at both a school and an after-school program so for example you may work at hogwarts but tutor kids through your own private after-school program called snape's art sessions and you can do that all right through your account here if you are an educator with students in different schools for example if you're an administrator who just needs to create an account to help students pay for works or if you are a tutor outside of school and you have students from maybe seventh grade that you tutor but you only work at the high school and most of your students are coming from the high school we recommend connecting to the high school and we'll go over in a minute how you can find your students that may not be a part of your school so last but not least you want to confirm down here that all the information that you're submitting is true to the best of your knowledge and then go ahead to submit to say that you are creating your account once you create your account you'll be taken to a page that highlights some of our direct scholarships which we spoke about earlier i would encourage you all to read through this see what's offered for students and educators through these awards then when you're ready go ahead and click start now you'll be taken to your main dashboard a few things to note about your dashboard you can always see your deadlines in the top right corner of the page here so again severus snape is in our region at large program which means that both his art and writing deadlines are on december 4th but if he was in region at large for art and maybe um the northeast florida writing region then you might see a different deadline for art than for also on this page you can see a quick count of the number of students that you're connected to and the number of entries that they have you'll see that this is all empty right now even though there have already been students from hogwarts participating because our educator severus snape is not connected to any of those students works just yet on this left side panel here you'll see a link to see all of the students connected to snape as well as some tools to see the submissions on bulk payments and in the future you will also see links to access your students regional awards that will happen after january 28th when regional awards are announced you can also see on here links to your regional webpage which i would definitely encourage you to check out they have specific information about your region such as what types of submission forms they take mail-in versus digital upload only or specific things about exhibitions for this year things of that nature that may not be relevant to everyone in the national program but only to people in your regional area so let's go ahead and check out snape students again we don't have any students yet so we're going to add some students in now there are three ways to add students and when we say add students we really mean that you're connecting to their account or connecting to their work rather than saying hey recognize me as an educator on your work you're going to request administrative rights so that you can edit this the student's submission upload their submission form or complete payment on behalf of the students so as an educator at hogwarts i can see all of the students who have already created accounts i'm not spongebob squarepants educator but i do work with cedric diggory so i'm going to go ahead and request admin rights for cedric's account my request has been sent but you'll notice that i still don't see cedric here that is because cedric needs to go into his account and accept admin rights um except my request to have admin rights we'll go over in a minute how to do that next up we can search for our students so you can add students who are already connected to your school or you can search for students outside of schools outside of your school so again going back to our example of an administrator who may just be creating an account to help pay for multiple student submissions if you have students across multiple schools you can connect with them by searching for them here or students can also search for you using the email address that you use to create your account so our student here sabrina does not go to our school we tutor her after school so we're just going to find her we'll need her first name last name and email address to do so that way you don't have access to any student in the system for privacy concerns once we find sabrina we're going to request admin rights and same as cedric degree sabrina is going to have to log in to accept our request to have admin rights to her account and the last option for adding a student to your account is to create a new student account so today we are going to create an account on behalf of one of our students so that we can move forward with their entry now we do ask for a lot of personal information about students when you register for them please note that we don't expect you to have all the answers to this if you do not have all of this information on behalf of your students you can complete the profile with incomplete information or falsified information for the time being for example 5 street or x street as their address and the student can log in later to complete their profile what we do want to make sure that we have to the best of our knowledge is the student's birthday that way we know that they are above the age of 13 when they enter the awards ginny is planning to submit art and writing and of course you want to input jenny's email address jimmy is a student at hogwarts if you are adding a student who does not go to your school such as students who go to a middle school that you work with or a tutoring program you can change their school or other educational program here and last but not least we want to set up jenny's username and password i would recommend making the password something easy to remember or if you're creating accounts for multiple students make it the same for all students that way you can email them their login information and they can log in later and complete the information that you were not able to complete in their account all right and when we're all finished creating our account we'll go ahead and click submit and now you'll see that you have at least one student in your account ginny who you can edit their profile their submission summary or look at their payments very quickly i'm going to take us into another screen just so that we can see what it looks like from cedric's profile to accept us as an educator alright so you should now see a new page looks very similar but it says welcome to your dashboard cedric diggery um from this page you can see cedric's entries which he already has here you can see his deadlines you can see the regional programs you can see his high school and down here you can see your educators so you can already see oh i need to refresh the page to get our our request in here so you can already see that cedric has connected to one educator albus dumbledore by listing albus as an educator on his work you can also see the request for severus snape let's go ahead and approve that request from cedric's account and now when we go back to our educator account and we refresh our students page we'll see that cedric is now listed so we now have access to see cedric's multiple accounts or multiple works and we have access to see um ginny's account now that we've added all of our students and connected with the students that we want to be able to work on the works for let's go ahead and actually upload an entry for ginny let's go to ginny's submission summary from here you can do different actions but we're going to add a work today and we're going to check off which educators are connected to jenny's work students see this page as well when they're uploading their work so if for example they don't see your account or you haven't connected with them yet they could request you here by searching for you in their school with your first name your last name and your email address and clicking this button that says add educator and send email if you've already received an email asking you to create an account it is because the student has listed you on an entry using this tool here but again once you create an account all of the educators from your school will show up here so your student can just check off which educators are related to this work in this case both severus snape and albus dumbledore worked on this work if you have a school administrator who needs access to pay for student submissions you might want to have them check off here have your students list them as an educator here so if they have access to pay for those entries we're going to upload a work of art today but you could select art or writing um the category that we are going to be entering is photography and the title of our work is medals we'll input some basic information about the work here including the work materials used for us it is a camera nope that's not on there it is adobe which i know is on there um and we're going to tag this work for search purposes later so that we know what it's related to celebration and exciting down here students and you as their educator uploading their work can check what work research what resources were used to create the work if your student used resources for example if they're writing a journalism piece and they need to cite that piece they should go ahead and check whichever box of these apply so if for example they're using images you're writing from the internet this is the place to link to all of their source material you can type at i used wikipedia and then copy and paste in the link directly to wikipedia you can list the article that you used whatever it may be students who did not use any source material to create their work and are not citing anything can go ahead and click my own observations ideas and imagination something to note is that we do reference these boxes when we're thinking about if a work is in violation of our copyright and plagiarism guidelines so we recommend you and your students read through our guidelines which are linked here that way you know if you should be citing something with your work if it's referencing something where it may be flagged for a copyright or plagiarism violation or if it's clear to move forward with in this case these were my own ideas and observations so i'm going to check this box then down here you can see the option where students can opt in for the special achievement awards that we talked about earlier you'll see a brief description of what the awards are i would encourage students and you as educators to read through these awards for each of the works that you're uploading just to get a sense of if you really do if your work applies for it you may not think that um think about these awards when you're creating the piece but maybe your student created something that really does have to do with civic expression and they do want to be considered for this award one step further when applying for this award is that for any of these awards is that your students will be required to submit a personal statement so you can move forward without checking this box now and come back to it later but if your student already knows that they're going to be interested in this i would recommend reading through the guidelines for submitting to each award and having them send you the additional personal statement that you'll need in advance before you upload the work on their behalf last but not least at the bottom of the page just check that you've read and agreed to the copyright and plagiarism policy after doing so and continue to upload your work all right so now we can see a brief summary of the work and we can actually upload a file directly from here so we have our work that we want to upload today you'll see some reminders here about what makes for a good image we are not uploading a great image file today we're just working with what we have but if you are taking pictures of your students works or advising them on how to take pictures of their works from home we recommend reading through these guidelines found on the categories page of our website so that you know what kind of pictures you're looking for and we really recommend uploading something where you don't get this poor notification if you upload a file that really has a crisp image you won't receive this notification here that does make a difference in how the judges are able to look at the work in detail all right so now we have uploaded jenny's work we go to our submissions and we can see ginny's work here so if we go to our submission forms we can only see the forms for works that we have been checked as an educator on if we wanted to go back and add ourselves as an educator to cedric's work we can edit cedric's submission and just check off here yes i am an educator on this work under our submissions now we can see both submission forms for the works that we have been credited on cedric's and ginny's in order to view the submission form click here you can view print and view the submission form um and you'll see a button to download the form here now a question that we've received a lot recently is how can you sign a submission form if you're at home without a printer we have created a resource on how to guide students through this process found on our website but it will also be linked in ors here and i'll ask manny and hadel to please share the link in the chat box in case you want to save it the guide just quickly walks through some tools that you can use to sign your form electronically without having to print it um so at the bottom of the form you'll notice a place for a student signature and a parent or guardian signature new this year we are not asking educators to sign the form we know that it many students are entering the awards from home and we do not want this to be a barrier to their participation or another you know bump in the road as you're trying to help them enter the awards so if you're entering on behalf of your students download this form email it to them have them use the electronic signature guide to sign it without a printer have them send it back to you and once you have your downloaded form once you have your signed form you can upload it straight here into your students account we're going to choose file and we're going to upload the form that we just downloaded although of course yours would be signed and click this upload form button so now we can see if we go back to our submissions cedric's form has been uploaded ginny's form has not yet been uploaded you can also use this button down here to print all submission forms at once and if you're not printing them then just download them into one big pdf together and last but not least let's talk about how you as an educator can complete payment on behalf of your students so again students have the option to complete a fee waiver form if the fee poses a barrier to their participation you cannot access the fee waiver form from your educator account but students can access it from their account for your students who are not completing fee waivers you'll see an option here to complete payment on their behalf um you'll see that works are sorted out by region and art and writing categories are considered technically separate regions so if you were an educator on both art and writing works you'd see two of these boxes here one for your art submissions and then one under it for your writing submissions today we're going to say that we're paying for both cedric and jenny's works on paypal now regions have different payment methods some regions may require you to pay via check or some regions may require you to pay online with either paypal or a different payment platform for region at large in new york city we do only have the pay value paypal option enabled we do not accept mailed in checks for from students individually if you are an educator paying for multiple students works however we do accept a check or a wire transfer you can find instructions on how to complete that process by going to your region's web page and clicking through the link there but the biggest thing to note is that again checks are only accepted from educators paying for multiple students works for region at large and new york city programs that may be different for regional programs and if you are paying by check there is no way to indicate it on this page so instead we ask that you email us with a list of students whose work will be covered by the check and you can find that list by going to the reports tool on your left side panel here exporting your results to excel and then just opening the file and deleting any rows for students whose work is not covered by your payment back in our bulk payment section we're just going to check these boxes here and proceed to pay with paypal you'll be automatically taken to our paypal page um where you'll see that your cart is loaded with the total amount owed and you can either log in to your paypal account here or click pay with debit or credit card to proceed without creating an account so this is also an option for students or parents and guardians who are paying on their own and do not have a paypal account as long as they have a credit card they can pay on paypal once you go back here if your payment has been paid you'll see a note that says payment paid on paypal but if your payment is pending you'll see that here if you haven't completed your payment yet meaning you did what we did which is go to the page but not actually submit it you'll see that the payment was started but not completed in which case you can reset your status here so that you can go ahead and pay again and once you complete payment for your students if you go back out to your submissions you'll be able to see where they are in this process so we can see that jen ginny has started the paypal process but hasn't completed it yet cedric has a form uploaded so on and so forth by the time the deadline hits you'll want to make sure that all of these statuses say work uploaded submission form uploaded payment status paid and status is submitted or if it says not submitted but everything else is checked it just means that we haven't had a chance to look at it yet and say yes it is submitted um but that will be coming very soon so that ends our tour through ors i know that that was a lot very quickly um i'm going to pause for questions in just a moment but before i do i want to briefly go back to our presentation to talk about the resources available to educators to help you through this process and to support students in this process all right so some opportunities available for educators as we mentioned earlier some of the scholarships for students also come with cash awards for educators for example the new york life award excuse me the gold medal portfolio award available at the national level comes with a ten thousand dollar scholarship for students and a one thousand dollar cash award for educators so those are important to keep in mind and i would definitely recommend looking through our website to get a sense of what those opportunities are where both you and your students could receive cash awards and scholarship prizes we also have two educator residencies available one of which is for art educators the golden educators residency where you will have a stay in a rustic sylvan setting in upstate new york over the summer and the other is for writing educators where you will be invited to a writer's retreat in new orleans both of these edges these opportunities are paid opportunities um that come with stipends so that you can pursue your own art or writing with a group of talented artists and writers who may also be teachers sharing similar experiences one thing to note is that in order to be eligible for the golden educators residency and writer's retreat for educators your student must win a regional award so that is either an honorable mention silver key or a gold key and last but not least we have resources for educators we have a number of classroom guides some of them are fairly broad other are are pretty specific and thematic so for example we have our healing through a creativity guide which is paired with our new york life award the new york life award recognizes students recognizes works that deal with grief and bereavement and the healing through creativity guide is a guide about works created on grief and bereavement from students and also with prompts and activities and exercises to help students work on creating their own piece related to what grief improvement they may be dealing with we have climate change resources related to the one earth award we have classroom companions to exhibitions such as our art right now tour and we also have pdfs of our most recent publications available um which includes the best team writing of 2020 and the best teen art of 2020 as well as classroom companions for both of those so again i would encourage you to visit artinwriting.org educators to access some of our classroom guides and to see what prompts there are for you to share with your students before we move on to the q a just want to revisit some important dates submissions are currently open they open annually in september each year students can enter works that have been created earlier in the year or in the previous school year the deadline to enter varies based on region for new york city and region at large programs the deadline is december 4th but for other regional programs that may fall anywhere between december 1st and january 11th then on january 28th you will want to log back into your account so that you can find out regional awards see which of your students won and what they won and encourage your students to do the same and any of your students who receive gold keys which is the highest level regional award will also be automatically considered for a national medal um national awards are adjudicated between regional announcement day and the beginning of march and national awards are announced on march 17th so if any of your students win a gold key be sure to come back and log in again on march 17th to see if they won their national award then in june we all convene for our national ceremony celebrating our national medalist this year it was virtual usually it happens in new york we're not quite sure what it'll be this coming june so just stay tuned for more information about that and that is all from our presentation i will open it up now for um q a manny and hadel are there any questions that came up that we should speak to first yes um let me pull one up let's see so we had a question um would we be able to go over the signature process again um i'm not sure though if that was in reference to the fee waiver or the entry form um i'm still looking for the question oh that's from anita thompson yes um we can most definitely go over the signature process again so to take a look oh it's the entry form the entry form okay great thank you manny and thank you for clarifying anita so let me go back to sharing my screen over here so for the signature process for your forms you'll want to go to your submissions in your educator account where you can view and print submission forms for each of your students works you can only view the forms for works that you are technically listed as an educator on which means that for example cedric diggory who had um if you look he has two works to his account but we only see one work for cedric under our your submissions and bulk payment options that's because we're only listed as an as a credited educator on one of those works but we could go into the other work say that we are indeed an educator on it and now we'll see all of cedric's works listed under our submissions and listed under oh sorry that must have been dizzying sorry and listed under our payment options here going back to the submission forms so for new york city and region at large submission forms must be digitally uploaded regardless of what region you're in you're going to want to print all of your students submission forms or have them print them you can do it one by one or in bulk using this tool here if you view and print each individual form you can see some basic information about the student at the top of their form and then at the bottom you can see places for the student and parent or guardian signature we are not asking for educator signatures this year which is different from the past once you're here you can download or print the form for region at large in new york city we do not accept mail and submission forms which means that all of your forms will have to be uploaded some other regional programs may say that you can upload or mail in your form or ask that you just mail in your form in which case you will not see an option to upload your form here in this case you can upload it so if you have students who do not have printers at home when they download their form i would recommend also sending them this guide about how to electronically sign your entry form without a printer meaning that they can put what we consider to be an acceptable electronic signature on the form without having to print it with their parent and guardian at home in one shot so all they need to do is download it visit this guide and find the resource that works for their technology and then electronically sign the form save it with its signature and re-upload it to your account anita does that answer your question all right please let us know if you have any other questions yeah it's kind of a confusing process if you need us to go back and look at anything again let me know we can also just for the sake of being thorough sorry um just re-upload a form again so once we've downloaded our form click this upload submission form button next to the entry that you want to upload the form for choose the file that you want to upload and then upload the form and once you're here you'll be able to view what form you uploaded just to make sure it's for the right student and it's the version with the signatures on it all right any other questions a huge thank you to manny and hadel who i know have been replying to questions as we've gone yes we have one more clarifying question i'm not sure um if it's been answered but um if we can go over uh payment of works again we want to clarify difference between um schools paying for select works and then individual students or parents or guardians paying for those works great thank you hadel so we can definitely take a look at our payment options again so first as an educator you'll want to go to this bulk payment tool the bulk payment link on the left side of your panel once you're here you can use these check boxes to select which works you want to pay for as the educator if your student's work has already been paid for by the parent or guardian you'll see that reflected in their payment status here it will say paypal payment paid or paypal payment incomplete but you know it's been started something to that effect you'll also see under payment status if the student chose to use a fee waiver that the fee waiver form was uploaded the students who have not addressed payment at home yet you'll see their payment status statuses listed as not paid that means that they haven't selected how they want to pay yet they haven't started to pay yet and they have not indicated that they want to use a fee waiver at this point if you know that some of your students may want to use fee waivers and you will not be covering the cost of their entries i would recommend just getting in touch with them and letting them know that that's something that they'll have to do through their account that way they're prepared to go through the process um even though you can't you you can't do it yourself from your account once you've narrowed down which works you want to pay for which is versus which works will be paid for by the student themselves you can go ahead and select only the works that you want to pay for using the check boxes here if you're in a region that allows check payment you'll see a button down here that says pay by check and when you click that button you'll see the sum total due calculated over here again for region at large in new york city we do accept check payments only from educators paying for multiple students works um you can't indicate it in your account here we will do that manually instead you can download a report of all of the works being covered by your payment which will come out as an excel form and then go through the list delete any of the lines for students that are not being covered by your payment so let's just go ahead and upload an excel doc and take a look at what these reports look like once you've downloaded the report here and opened it you'll see a list of all the works connected to you as the educator let's say that we know that ginny's submitting a fee waiver form so we're not going to pay for jenny's work we're only paying for cedric's works we now have our list of works that we're paying for no need to make any edits beyond this save the file and you will email it back to us at ralatinwriting.org or at nyc artinwriting.org if you're in a new york city program that way we know that you're paying by check or by wire transfer and which works you're covering by your payment again that process is only applicable to region at large in new york city i'm sorry for repeating it so much but we get a lot of questions about it and it is confusing um so i just want to make sure that that's clarified but for any region you can find your payment options here and you can select which works you want to pay for and click pay with paypal and then you should see an amount in your cart reflective only of the works that you selected to pay for so here we had two individual entries we see a payment started for fourteen dollars we have a question how do we know if we are region at large that's a great question um region at large is a program that covers only uh areas without a local affiliate partner so you can tell if your region at large by creating your account connecting to a school and seeing what's listed in your regions over here it'll have the region name so any region at large program says region at large all other regions will say for example northern california writing region or minnesota art region or west central minnesota art region um something important to note is that you are sorted into regions based on the zip code of your school if you're a homeschool educator then you're sorted into regions based on the zip code of your home address the most important thing is the regions that your students are in so if for example you worked with students over the summer on a summer project in texas but they actually go to school in boston then your students will be entering the massachusetts art and writing region as opposed to the region at large the art region at large southeast region so your regions are defined by your students regions your students will input their school information they'll be sorted into a region based on their zip code all of the students in the same school as you will be sorted into a school based on the same zip code that you're being sorted by but if you have students in other schools in different parts of the country or the state they may be in a different region you will see which students are in which region so if you're juggling multiple deadlines you'll still see all the deadlines listed up here even if it's more than two um you'll see all of the regions listed here even if it's more than two and down here you'll see the payments broken up by region so that if you're in regions that accept payments in different ways you can see that spread out here [Music] i'm seeing another question um is there a maximum of fee waivers per school no there is no maximum to the fee waivers that a single school can enter um again the fee waiver should be a choice between parent and guardian so we do not look at excuse me between student and their parent and guardian at home um so we're not looking to see if everyone from the same class entered a fee waiver we know that some schools may just have more students for whom the fee poses a barrier and those students may independently choose to submit a fee waiver so although there's no limit on the number of fee waivers that a single school can enter each school will still er sorry each student in that school will still have to complete their own individual fee waiver form they can't upload like a single piece of paper signed by an administrator in the school saying everyone here qualifies as a fee waiver it still needs to be a decision made at home all right any other questions well i want to thank you all so much for joining today's session and again a huge thanks to manny and hadel um for replying to questions as they came in please yes as evil said please do not hesitate to contact us with questions again you can reach us at nyc art in writing dot org or ral artinwriting.org and we're always there to help support you we have recorded this session and we'll be sending it out afterwards but thank you all so much for joining and for supporting your students through this process we hope that this helped to answer some of your questions and demystify things a little bit