What are the responsibilities of a school program coordinator?
A school program coordinator acts as the primary contact for Music Center staff. A district or school administrator, teacher or parent can all make great school coordinators. This school program coordinator partners with an education Program Associate to plan an arts education program. Specifically, coordinators:
- have access to the school calendar, or at least have knowledge of how to schedule and confirm activities and performances on the school calendar
return phone calls, faxes or emails from Music Center staff within a 24-hour period
attend and coordinate planning and evaluation meetings with Music Center staff and artists
manage and return paper work about education programs to Music Center staff, including returning contracts and teachers evaluations.disseminate artists curriculum materials to participating teachers
order art supplies for workshops in a timely manner
- confirm and set up facilities for workshops, in-services and performances.
Read more about how to select a School Program Coordinator on the Online Educator Network.
How far in advance do I need to start planning?
The earlier the school begins planning its program, the better. Early planning gives teachers and staff opportunities to discuss educational goals and build team support. Early planning ensures a greater likelihood that school's first choices for artists and dates will be available for assemblies, workshops and teacher in-services. It's recommended that schools begin 3 to 6 months ahead of the first scheduled workshop or performance and call in the summer before the upcoming school year.
I have an immediate need; can I still schedule an arts program?
Depending on the complexity of arts education programs, our staff can work with schools on a shorter timeline. On occasion, some schools receive arts funding that must be spent immediately, and there isn't always time to plan the recommended 3 to 6 months. In this instance, it is required that schools give our staff at least three weeks advance notice in order to ensure artist availability and the signing of contracts, verification and allocation of school funds. Once the process begins, school program coordinators must follow through immediately with scheduling, as well as school-wide organization to ensure all program aspects are achieved in the short timeline.
What information do I need before I pick up the phone?
In addition to your school's arts education goals, a school program coordinator needs to collect a variety of logistical information about the school for our staff, including (as applicable):
- approved budget amount for program, including funding source for program (district funds, PTA funds and grants)
school schedules, consisting of school-year schedules (different tracks, school holidays, special events and testing schedules) and daily schedules (times for lunch and recess).
three choices of specific dates for an artist's school visit and approximate timesnumber of students per class in each grade level, room number and teachers' first and last nameslocation of performance or workshop (auditorium, cafeteria, multipurpose room)exact address of performance locationdirections to your school locationbilling information dimensions of staging area (depth and width by the foot) including ceiling heightperformance area floor surface (wood, carpet, linoleum)availability of private dressing area other than a restroomnumber of microphones and electrical outlets available
- total number of teachers/students attending performances.
Does the Music Center provide any curriculum materials?
Yes, the Music Center provides several types of curriculum materials for schools, depending on the program.
For all Music Center on Tour Assembly Performances, schools receive a free one-page description called "Curriculum Connections," which includes background of artist, art form, performance and extension ideas that are aligned with California's Visual and Performing Arts Content Standards. School program coordinators duplicate these materials for participating teachers to use before and after the performance with their students.
For Short Term workshop programs, our staff provides a short biography of the artist which includes education, training, and professional credits. There is also a short section which provides "Before The Workshop" preparation ideas, as well as "After The Workshop" extensions.
For Long-Term workshop programs, at a Planning Meeting, our staff provides an outline written by the artist which details the progression of skills, concepts and elements of the art form which will be developed over the course of the residency. This guide which also may include vocabulary, assists teachers in finding connections between their curriculum and the art form which can be integrated and supported between sessions with the artist.
Also, the Music Center produces Artsource ®: The Center's Guide to the Performing Arts (), a compendium of more than 50 study units in dance, music and theatre for classroom use. Each Artsource ® unit includes a description of the artist and art work , three sample lesson plans, as well as video and audio materials. Many of the units feature artists who are available for performances and workshops in your school. Artsource ® units can be purchased in combination with an in-school program or separately for teacher resource library.
Do artists come to schools? Or do students go to the Center?
Both. Artists on the Music Center's roster travel to schools to teach workshops, lead teacher in-services and perform assemblies. Schools can also send classrooms or school groups to the Music Center in downtown Los Angeles for special performances (such as Ballet Folklorico de Mexico in September) and festivals (such as the Chandler Children's Festival and Very Special Arts Festival in the Spring.) Tours of the Center are also available through the Symphonions.
What are potential funding sources for arts programs?
Recently, the State of California provided significant new funding for arts education in public schools. An unprecedented $105 million has been allocated on an on-going basis for arts education. Additionally, $500 million has been granted to schools to purchase necessary equipment or hire personnel for arts and physical education programs. Please consult with your school district to identify what funding may become available in your community.
- Discretionary school site funding
- Textbook funds
- Gifted/Talented (GATE) funds
- Local, State and Federal Staff Development funds
- Magnet School funds
- Migrant Education funds
- PTA/PTO/PTSA funds
- School Improvement funds
- Student Body (ASB) funds
- Federal Title I, II, V and VII funding
- Voluntary Integration funds
- 21st Century Community Learning Centers program funds
- Adopt-A-School programs
- After-School funds
- Booster Club funds
- Community fundraising projects (gift wrap, candy or bake sales, grocery scrip, carnivals, etc.)
Can you help our school get a grant?
As a non-profit organization, the Music Center must raise funds to support its programs and does not award grants to other agencies. However, many of the Music Center's in-schools programs are made possible, in part, by grants from corporations, foundations, or government agencies. In some cases the Music Center is the grant recipient, but often a school or district applies for funding on its own and then uses the grant to work with us.
In recent years, the Music Center has partnered with Southern California school districts and schools to participate in several grant programs that build a district's/school's capacity to create in-depth, sequential, standards-based arts programs. Before committing to these partnerships, the Music Center requires participating districts/schools to demonstrate clear project goals and outcomes as well as readiness to undertake the development of in-depth arts programs.
If your district or school has identified a specific grant opportunity and would like to explore a project partnership with the Music Center, please contact Leslie Johnson at ljohnson@musiccenter.org.
Selecting and Scheduling Artists for School Programs
How should I select an artist? What factors should I consider when selecting an artist?
A school's arts education goals should inform the selection of artists for the program. Schools need to decide how the arts fit within the curriculum - as core curriculum (as mandated by the Federal "No Child Left Behind" Act), or as a tool for teaching with other subject areas. Once those goals are determined, a school team can then focus on choosing an artistic discipline (dance, theatre, music or visual arts). For example, some schools have found that theatre makes strong connections to literacy, while other use dance to connect to literacy. Music Center Program Associates can help facilitate this process.
What are additional costs associated with programming?
Planning, evaluation, materials, and mileage.
How early should I book an artist?
To ensure an artist is available for a school program, a school coordinator should reserve artists as soon as possible. It's recommended that a school program coordinator contact the Music Center at least 3-6 months in advance -- preferably in the summer.
When are artists available? Are artists available to work after school, at night and on weekends?
Because we contract with professional and practicing artists, availability varies by artist. However, artists are generally available year-round during the 8:30am-2:30pm school day. Selected artists are available for after-school programs. Some artists travel from out-of-town and only have a three-week availability for performances and workshops. Some artists are available for weekend and evening performances for schools that request an artist for special PTA meetings or community events. School coordinators should call our staff to determine an individual artist's schedule.
Do artists have special Holiday performances?
Yes, some artists have holiday-themed performances and workshops. Seasonal, historical and cultural and portrayals of historical figures are available.
Do you limit the number of students per workshop and per performance?
Yes. A workshop artist leads a session with one established classroom and teacher at a time (no more than 35 students) for each workshop. Special considerations are made for special education classes that are mainstreamed. Assembly performances have an audience limitation that ranges from 350-500 students. This limitation ensures that the audience will receive the best possible experience from that performance.
Can artists perform outside?
For schools to receive the highest performance quality for their students, most artists only perform indoors. Sound systems and surface areas of the floor are important factors for performances and workshops. A very small number of performance and workshop artists are able to perform outside, and some selected artists can only perform indoors. In general, indoor facilities are preferred.
Can your workshop artists help coordinate our holiday performance?
Artists and Music Center staff are unable to "help coordinate" the logistics of school events or performances; rather, they are able to prepare teachers and students to learn, create, rehearse, perform and share their artistic work. The main goal of Music Center workshops is to facilitate the students' creative processes through hands-on arts experiences based on California's VAPA Standards. Each situation is determined on a case-by-case basis by speaking with a Music Center staff member.
Common Questions by Parents, Student and Members of the Community
What arts opportunities does Music Center offer for children and families?
Activities at the Center provide arts experiences for children of all ages. The Music Center Family Festival, in early October, features free performances and hands-on workshops with artists. Pillow Theatre provides a variety of Saturday morning performances for children ages 3-6. The Keck Amphitheatre, in Disney Hall, features "World City," a series of performances by artists representing a wide variety of cultures from September through June.
Opportunities also exist for high school students pursuing futures as artists. The Spotlight Awards is a competition for high school students in the performing and visual arts; more information can be found at the Spotlight page.
Do you provide private lessons in piano for my child? Singing lessons? Dancing lessons?
No, the Music Center does not provide or coordinate private arts lessons for students. Parents interested in classes for their child can visit the Colburn School of Performing Arts, just down the street from the Music Center, to learn more about classes in dance, drama, music and media technology. For more information call (213) 621-2200 or visit http://www.colburnschool.edu/. Another option is to search through PrivateLessons.com for private music lessons.
Do you provide free tickets to performances?
From time to time, the the Music Center is able to provide special ticket opportunities to our partner schools and community agencies. In addition, the Los Angeles Philharmonic, Los Angeles Opera, Center Theatre Group, and Los Angeles Master Chorale each handle their low-cost or discounted tickets differently. Visit http://musiccenter.org/events/residentcos.html to locate a Resident Company's box office for specific performances.
Do you provide scholarships for young artists?
While we do not offer a direct scholarship program, it does present the Music Center Spotlight Awards program to recognize Southern California high school performing and visual artists. Finalists in the Spotlight Awards receive cash awards ranging between $2,500-$5,000 and participate in a mentorship program based on their specific discipline. More information is available at the Spotlight page.
