Collect and Review Artwork
Collect artwork, required Student Entry Form information and any state-specific information Collect entries physically or digitally, based on method that works best for your PTA. Then, using the Reflections Review Packet, conduct a fair, effective and efficient review using a group of arts professionals.
To inform your collection and review planning, connect with your state PTA to receive required training, materials or tools to use in collecting entries and use the general resources National PTA provides in the Reflections Program Resources section above.
Use the dropdown menus below to inform and guide plans for your artwork review.
Key Tips to Plan Collection and Review
Key Tips to Plan Collection and Review
Start planning your collection and review process early, as it will inform guidance to participants and volunteers. Connect with your state PTA or the next program level (e.g., district, council, region) to clarify specific requirements for formats, processes, and deadlines. Generally, National PTA recommends a digital collection and review process for easier management and preventing loss or damage and ensuring consistent documentation.
Choose a straightforward submission process based on the information you gather. Consider the following to choose your collection and review method(s).
Choose How to Collect Entries
Determine if you will collect artwork physically, digitally, or both. Consider the following:
- Digital Collection: Consider using email, a digital sharing platform (Google Drive, Dropbox) or a digital entry form. Choose a platform/tool that is familiar to participants. A template digital entry form is available in the State PTA Reflections Program Resources above.
- Physical Collection: Consider shipping costs and issues with mail delivery and distance from drop-off location to participants. Determine how you will store and return artwork to participants.
Choose How to Review Entries
Choose the review format—digital or in-person—based on your entry collection method. If collected digitally, consider how to present physical artwork to reviewers; if collected physically, plan how to digitize the artwork.
PTAs should consider both methods based on what is easiest for participating students and families, as well as PTA volunteers and volunteer reviewers:
- Online Review: Collect entries virtually (form, email, digital storage platform) or digitize physical submissions. Organize entries in virtual folders, assign numbers to each to keep anonymous. Share digital copies and scorecards. Score each entry and submit via email or form.
- In-Person Review: Collect physical entries, including media entries on USBs, CDs, etc.,) or print out submissions. Display works with titles and artist statements. Show media entries using a tablet or computer. Reviewers rotate and score each entry on scoring sheet found in the Reflections Review Packet.
Plan Your Artwork Review
After determining your collection method, planning for your review is simple! Determine the following elements of your review before launching your program to guide your training to the field:
Review Timeline
Reviews typically need at least one month for organizing submissions, training reviewers, and handling issues. PTAs should set submission deadlines about a month before announcing winners or advancing entries to the next level.
Review Materials
As part of your planning, while decisions are fresh in your memory, create a custom review packet that outlines necessary program details and guides reviewers through the process.
- Clear Directions: Explain the review process (online login or in-person score drop-off).
- Judging Criteria: Share Reflections criteria and emphasize the importance of the theme.
- Necessary Details: Provide support materials or context shared with students. Include definitions or requirements about categories and eligibility.
- Theme Information: Provide support materials or context shared with students.
- Entry Details: Clearly organize and provide the title, artist statement and additional details for each entry.
Core Review Factors
Core Review Factors
The review process is critical to the success of your program and contains three main elements PTAs should keep in mind throughout the program.
Impartial Judging
Use “blind” judging to reduce bias by omitting student names and personal information. This is important to avoid concerns with favoritism or other biases. Encourage students to include their name on the back of their artwork or in a way that is not visible to a reviewer. Consider the following:
- If the name is handwritten or signed, cover with a small, non-distracting post-it note.
- If entry is digital, save two versions—one with a name, one without.
Complete Judging
Be sure to score all entries you receive. Work with judges who flag an entry for disqualification to ensure the entry is still scored based on the Reflections Scoring Rubric. Having a standard, numerical score is also helpful in answering and navigating questions or concerns about why certain awards were or were not given.
Double check all the ways a student may have submitted their entry. As deadlines approach, check-in with your community to ensure you don't miss submissions at physical drop-off locations, PTA inboxes (email and socials), or any forms used to collect entries.
Reflections Review Criteria
The arts and arts review process will often have subjective elements, which makes using a standard, consistent review and scoring system necessary to conduct a fair and consistent review. Judges should score entries based on the following Reflections review criteria, as outlined in the Reflections Review Packet. National PTA uses the same review rubric in national-level review.
- Interpretation of Theme (40 pts.): How closely the piece relates to the theme, based on the artwork itself and the artist statement.
- Creativity (30 pts.): How creative and original the piece is in its conception of the theme and its presentation.
- Technical Skill (30 pts.): The level of skill demonstrated in the basic principles/techniques of the arts area.
Steps to Artwork Review
Steps to Artwork Review
After you’ve planned your process and prepared review materials, you are ready to start the three steps to completing a successful artwork review
Step 1: Prepare Artwork for Review
Allow time for organizing and qualifying entries for your review to make the overall review process smoother for your PTA and reviewers.
- Organize Entries: Group submissions by category and division for your review.
- Qualify Entries: Verify entries are eligible for review. Scan and flag submissions that do not follow program guidelines and requirements:
- Incomplete entry forms (missing information or signatures)
- Incomplete submissions (missing title, artist statement or additional details)
- Entries that don’t meet arts category requirements (missing notation, additional photos for 3D visual art)
Step 2: Prepare Reviewers
Ensure reviewers are well-prepared and consistent in their evaluations by providing the same materials and support through the process. Use the Reflections Review Packet to foster consistency and host trainings to discuss questions or ideas provided by reviewers.
To conduct the review, your reviewers will need the following:
- Student Artwork: Remove or hide identifying information to protect the “blind” review.
- Student Artwork Information: Provide the title, artist statement and additional details with judges to help reviewers understand each student’s inspiration for their work and how it relates to the theme.
- Review Packet: Judges should easily be able to find review criteria, directions for completing the review and contact information for questions.
Step 3: Collect Scores
Have judges record their points and share back final scores to be verified.
- Double check all entries are scored on all criteria. Review absolutely every entry you receive, regardless concerns about qualification so you have a numerical score, based on the Reflections Scoring Rubric, to use in navigating questions or concerns that arise after awards are announced.
- Check for ties between entries. In the case of ties, the entry with the higher score for interpretation of theme wins. Make sure there are no ties to easily pick winners in each division and arts category.
Step 4: Find Winners
Add together the points from each judge and rank the artwork accordingly to find your winners. Assign student winners based on the award categories your PTA set based on goals and state PTA requirements.
Remember, if a question is raised about the status or score of an entry, it is the responsibility of the PTA Reflections chairs to address it. Under no conditions may a reviewer be contacted and/or respond to disputes regarding the status and score of an entry.
Reminders to Advance Entries
Reminders to Advance Entries
PTAs are encouraged to advance finalists to the next level for additional recognition and, potentially, national-level review.
How to Advance Entries
PTAs advance entries based on the requirements set by the program next level and/or the state PTA. If you’re unsure how to advance entries, reach out to your state PTA or the program leader of the next available level.
Benefits of Advancing Entries
Moving your finalists forward for additional review opens pathways for students to receive more awards and prizes at higher levels and benefits your PTA in a number of ways, including:
- Enhanced Visibility: Your PTA gains recognition within the community and state when students from your school achieve additional honors.
- Motivation and Inspiration: Advancing entries can inspire other students to participate and strive for excellence.
- Community Pride: Celebrating student achievements at higher levels fosters a sense of pride and accomplishment within the school and community.
Reminders for Advancing Entries
Reflections Chairs are responsible for advancing finalists for additional review (e.g., district, region, council, state levels) and potentially national level.
- Connect With State PTA: Be sure to communicate with your state PTA and/or the next program level that you intend to advance submissions.
- Clarify State-Specific Rules: Each state may have specific rules or requirements to consider, be sure to verify eligibility requirements with your state PTA.
- Consider National Eligibility: To be eligible on the national level, entries must be advanced by a state PTA and meet requirements set by National PTA. Reach out to your state PTA if you have questions.