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Planning a Residency

Preliminary Planning

Select a planning group (teachers, administrators, and parents) to discuss ideas for a residency. Refer to “Selecting an Artist” below.

Select two artists and two date choices in priority order.

Fill out and submit the online Arts in Residence Application on this site

Appoint an on-site coordinator who will be an effective leader. This is an important choice for creating a successful residency experience. Refer to "On-site Cooridiator Responsibilites" below.

Selecting an Artist

1. Review AiR residency catalog or website www.artseast.org for available artist.

2. Sites have a discount until November 30 to select and book an artist for the coming year. Residencies are available on a first come-first served basis, and upon appropriateness of the site’s application.

3. Considerations related to artist selection:  
• How many students will participate?
• What are the interests of students and staff?
• Which art form will best link with the existing instruction?
• How can we further develop staff skills?
• What new skills do we want to incorporate into instruction?

4. After selecting the artist and the participating student groups, fill out AiR application form and send it to the arts council. The AiR coordinator will contact the artist, inform them of the request, confirm availability, and arrange for the artist to contact the On-Site Coordinator to set up an appointment for a planning meeting.

5. Set a time with the artist for a planning meeting at the site or by phone (if artist does not live in the area) with participating teachers, principal, and/or staff. Work out the following details:
• Finalize proposed daily schedule of sessions relating to artist’s individual needs.
• Special equipment needs of the artist.
• Space requirements of residency.
• Supply requirements and estimated cost (site pays for supplies).
• Specifics of the activities.
• Residency objectives, expectations, and curriculum links.
• Details for special sessions such as assemblies or teacher-in-service.

6. A copy of the finalized residency schedule must be sent to the artist at least two- weeks prior to the beginning of the residency.  

Scheduling

A standard one-week residency consist of a maximum of four contact sessions/classes per day and up to 20 hours per week. Class size limited to maximum of 35 students with up to four sessions/class sessions a day for 45-60 minutes each. If the artist is scheduled for one to three class sessions a day, each class session can be longer. The 20 hours should include time for student assemblies and culminating events like exhibits, parades, or performances. You may also want to offer a session or class for parents. If you do not have enough time for everything you wish to do more time may be purchases at $30.00 per hour. Allow time for: Sufficient time for artist to go to and from classrooms, for clean-up and a lunch break.

Example of a Schedule for Six Classes

Preparation of Facility and Staff

1. Prepare students for the artist’s time at your site.

2. Provide nametags for students.

3. Teachers are to remain in class to PARTICIPATE in activities and provide student discipline as needed. It is often helpful to arrange for parent or adult volunteers to assist.

On-Site Coordinator Responsibilities

1. The On-Site Coordinator will schedule with the AiR Coordinator; serve as a liaison between artist and faculty, administrators, parent volunteers, and PTA; introduce the artist; show the artist the facilities.

2. Consult with the artist to arrange appropriate residency space and storage of materials as needed.

3. Consult with artist about necessary supplies and cost (to be paid for by school/ site).

4. Arrange planning session with teachers and artist at least two-weeks prior to residency.

5. Contact the AiR coordinator immediately if there is any indication of a residency problem.

6. Distribute bibliographies, supply lists and sources, vocabulary lists, preparatory and follow-up activities, and curriculum linkage that the artist implements with the staff.

7. Notify parents to observe, volunteer, and attend residency related activities.

8. Consult with artist as to any preparatory activities with students.

9. Arrange for publicity, making sure to mention sponsors: ArtsEast the regional arts council, Oregon Arts Commission, and National Endowment for the Arts.

10. Provide assistance to artist as the need occurs (Check with them each day to stay in communication. Distribute, collect and return evaluation forms to AiR coordinator.

11. Organize home or motel stay for out of area artists.

12. Be sure that your school/site follows through with payment to ArtsEast.