Submitting Reflections Entries to NCPTA. Training for Councils and Local Units December 4, 2013

Transcription

1 Submitting Reflections Entries to NCPTA Training for Councils and Local Units December 4, 2013

2 Introduc>on Susan Wallace, NCPTA Reflec>ons Chair

3 What s Changed This Year Reflec>ons Chair Registra>on Require and password Manually enter Par>cipa>on Form Manually enter Student Entry Form

4 Start Preparing Early! Check your Council/PTA Good Standing Organize files ahead of >me Print and fill out Par>cipa>on Form Verify Student Entry Forms are complete Convert Reflec>ons art files to proper format

5 How Do I Check Good Standing? Important: You will not be able to register or submit Reflec>ons Entries if your Council/PTA is not in Good Standing Councils may only submit Reflec>ons Entries for PTAs in Good Standing

6 Steps to Success Step 1: Start Preparing Early Check Good Standing Prepara>on of Reflec>ons Art Files and Par>cipa>on Forms Verify Student Entry Forms are complete Step 2: Register Reflec>ons Chair Step 3: Enter Par>cipa>on Form Step 4: Enter Student Entry Forms Step 5: Upload Student Art Files Step 6: Review Completed Reflec>ons Entries list

7 Register Your Reflec>ons Chair The Reflec>ons Chair who is responsible for submiang the Reflec>ons Entries must register To register you will need to provide your name, , phone number and password The system will only allow for one registered user per Council/PTA Once you register, you will use your address and password to log into the system.

8 Register Screen Shot (Council)

9 Register Screen Shot (PTA)

10 Par>cipa>on Form Enter the Par>cipa>on Form informa>on This form must be entered in its en>rety in order to submit Reflec>ons Entries

11 Par>cipa>on Screen Shot

12 Submiang Reflec>ons Entries Submiang entries is a two- part process Part 1: Enter the Student Entry Form Part 2: Upload the Reflec>ons Art File You must enter the Student Entry Form first before uploading the Art File. You can either enter all the Student Entry Forms at one >me and then upload all the art files. Or, you may enter one complete submission at a >me (Student Entry and Art File).

13 Screen Shot Click to add new Student Entry Form

14 Student Entry Form The Student Entry Form MUST be manually entered. The Student Entry Form must be completed in its en>rety in order for the system to accept the entry. If the parent address or phone is not provided, the chair will need to use their own. Once the Student Entry Form is complete, you will see the entry in the Incomplete Reflec>ons Entries sec>on. It is incomplete because the Reflec>ons Art File must be uploaded.

15 Screenshot - Incomplete Click to upload Reflec>ons Art File

16 Upload Reflec>ons Art File Browse and select the appropriate Reflec>ons Art File from your computer and click the Upload Entry bufon The acceptable electronic formats for file submission are: Dance: MOV, MPG, MPEG file less than 200 MB. Film: MOV, MPG, MPEG file less than 200 MB. Literature: PDF file less than 200 MB. Entries must be scanned PDF files or a Word file saved as a PDF file. Do not take a photograph of the literature entry. Music: MP3 or MP4 file less than 200 MB. Scores are required for middle and high school divisions. Score must be scanned PDF file. Do not take a photograph of the score. Photography: JPG file less than 3 MB. Visual Arts: JPG file less than 3 MB.

17 Screenshot - Upload Click to select Reflec>ons Art File from your computer

18 Screenshot - Complete

19 Review Entries for Accuracy Once you have entered the Student Entry Form and uploaded the Art File, the student will be listed under Completed Reflec>ons Entries. The entries in this list have been submifed to NCPTA and no further ac>on is needed The Submission Process is not complete un>l both the Student Entry Form is entered and the Art File is uploaded. New: Op>on to Delete a Submission Once the Student Entry Form is entered and the Student Art File is uploaded, modifica>ons can not be made. But, the user can delete the entry and start over.

20 Wrap- Up Remember to start early and take >me to prepare! Deadline to submit entries into the NCPTA Reflec>ons Submission Website is Tuesday, January 14, No changes or modifica>ons aher January 14 If an entry is not complete by January 14, the submission will be disqualified. Detailed Instruc>ons on the NCPTA Website Contact the NCPTA Office with any ques>ons Thank you for volunteering!