This is the third part of a series for school Reflections Chairs called, “Ready To Send Your Winners to the Next Level?”
Each entry must have its own Entry Form, completely filled out. (See Part 2 of this series for details.) In the past, chairs were asked to fold over the Entry Forms to hide student names. We’re not doing that anymore. PLEASE ADVANCE YOUR ENTRIES WITH ENTRY FORMS UNFOLDED.
We recommend you place each of your advancing entries (your 1st Place winners) in its own 9×12” or 10×13” envelope, with all of its various components. If an entry (usually in Visual Arts) is too large for that, use a bigger envelope. Or consider taping the Entry Form to the back. Better yet, tape a clear page protector to the back and slip the Entry Form inside it. This is a recommendation, not a mandate. We know you may not have an office-supply budget. Just be sure all the pieces of an entry are kept together in some way! These entries get moved around a lot; you don’t want your Entry Form and artwork or flash drive to get separated.
Starting with the 2017-18 contest, ALL ENTRIES REQUIRE AN ELECTRONIC FILE. And each entry’s e-file must be on its own flash drive. PLEASE DO NOT PUT THEM ALL ON ONE DISC OR DRIVE; they may need to be sent to different judges, and it gets very difficult to advance the winners to the next level up if we have to search for the electronic file for each and make copies. See the contest rules sheets for a list of acceptable file formats.
Remember, this includes Literature and Visual Arts entries. If the student did not submit an e-file, that’s OK. You can take a photo of the entry or scan it, and then put the file on a flash drive to include with the entry.
(Alexandria chairs: If you don’t have enough flash drives, I have extras and can give you some, within reason. Bring your computer with the file on it when you submit your entries, and I’ll have you copy it to a flash drive.)
The National PTA has a preferred format for labeling flash drives, paper entries, and envelopes. This is not strictly required, but it will make things easier. Label them in one line, separated by periods, with your State Abbreviation, Arts Category, Grade Division, Last Name, and First Name. So if Fred Astaire wins with a Dance Choreography entry, Primary division, you would advance it labeled it like this:
VA.DANCE.PRI.ASTAIRE.FRED (upper or lowercase is fine)
I also like to label the envelope with a little more information, so help us at the city and district levels. See the envelope illustration above for an example.
In any case, entries should be labeled in a consistent and clear way.
If you have judges’ scores or comments from your school’s contest, DO NOT advance them with the entry. Hang onto them to return to the students eventually.