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Kansas City Arts Partners FAQ

What information do I need to have ready when putting together a plan?
How will I know when the programs are confirmed?
What if I need to cancel or reschedule a confirmed program?
What happens if there is inclement weather?
What is the Teacher Program Guide?
Who is responsible for classroom/student management?
How do we pay for the programs?
Why do I get invoices from the different organizations?
Is there any funding available for Arts Partners programs?
What is the Arts Partners Advisory Committee?
How can we become an Arts Partners school/district?
 

What information do I need to have ready when putting together a plan?
Establish a core team (Art Team) to assist in the program planning process
Establish a main contact and an authorized signatory
Answer the following questions:

• How many students are in each grade level?
• How many classes are there per grade level?
• What main curriculum themes should be explored through our Arts Partners plan?
• What do the teachers want for the students?
• What have we done in the past?
• Have there been changes in the curriculum?
• How are we paying for our Arts Partners plan?  Do we have a set amount for our plan and if so, how much?

Using the website, decide on the programs you would like to include in your plan
Contact the Arts Partners’ Coordinator with questions or to schedule any planning meetings regarding decisions for the Arts Partners plan
Once an Arts Partners’ plan has been decided, you may give the information to the Arts Partners’ Coordinator via e-mail or fax. 

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How will I know when the programs are confirmed?
Your Arts Partners Coordinator and/or the pertinent organization representative will confirm the program by phone, e-mail, or written confirmation.  A Teachers Program Guide will be sent to the school approximately 3-4 weeks prior to the booking.  Sometimes the written confirmation does double duty as an invoice for the specific organization, but you are not to send money for the individual programs in your plan.  You will receive a Service Agreement, copy of your final approved plan, and an invoice from Kansas City Young Audiences (KCYA) for payment for the programs in your plan.  This eliminates the need for individual payments, making the administration of your programs more efficient. 
 

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What if I need to cancel or reschedule my confirmed program?

CANCELLATION: If you need to cancel a program, please contact your KCYA coordinator 2 business days prior to the scheduled program. Clients who cancel a program with fewer than 2 business days notice will be billed the full cost of the program.

RESCHEDULE: If you need to reschedule a program, please contact your KCYA coordinator as soon as possible. Clients who reschedule a program with fewer than 2 business days notice will be charged an additional fee equal to 20% of the total program cost.
 

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What happens when there is inclement weather or a snow day?

If your school or organization is closed do to inclement weather please contact us immediately so that we can notify the Teaching Artist. We will then reschedule the program for another date. There will be no rescheduling fee, as these things are uncontrollable.

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Who is responsible for classroom/student management?
For all workshops, residencies, performances, field trips, tours, etc., a teacher or a school administrator representative must be present with the students at all times and responsible for their behavior. There are no exceptions to this policy.  Many organizations have specific chaperone requirements and they are listed with the program information on the website.
 

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What is the Teacher Program Guide?
Most Arts Partners organizations have prepared a Teacher Program guide for each offering that details the program description, goals and objectives, discussion ideas, Teaching Artists biography, pre and post activities, vocabulary words, and teacher resources.  These guides provide the teacher with supplemental information to enhance the educational value of the program.  Teacher Program Guides may be downloaded from our online catalog , one will usually be included with your confirmation once a program is booked.  Please make copies of this guide and distribute to the educators, parents, and administrators prior to each program.
 

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How do we pay for the programs?
Kansas City Young Audiences will mail a Service Agreement, finalized approved plan, and an invoice for the first of two payment installments early in the year.  Have the authorized signatory sign the Service Agreement and return it and the first payment to KCYA.  A copy of the Service Agreement with KCYA’s Executive Director’s signature will be sent to you.  A second invoice will be sent at midpoint in the school year.  Any monies left over due to cancellations, adjustments in tickets, or other unfulfilled programs will be refunded or subtracted from the next year’s Arts Partners plan.  Any monies due because of additional tickets, programs, materials/supplies, or other considerations will be billed at the conclusion of the school year or added to the next year’s Arts Partners plan.
 

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Why do I get invoices from the different organizations?
Sometimes the written confirmation does double duty as an invoice for the specific organization, but you are not to send money for the individual programs in your plan.  It should state on the confirmation/invoice that the program is paid for by Arts Partners.  If you have questions about the paperwork, contact your Arts Partners Coordinator.
 

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Is there any funding available for Arts Partners programs?
Contact your Arts Partners Coordinator to see if there are funds available for your school or district.
 

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What is the Arts Partners Advisory Committee?
The Arts Partners Advisory Committee is composed of representatives from the Arts Partners organizations and the educational institutions in a collaborative forum facilitating open discourse, advice and counsel.  This committee meets once or twice a year.
 

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How can we become an Arts Partners school/district?
Contact Jenny Ruark, Arts Partners Coordinator, to discuss setting up a meeting or a presentation about Arts Partners with your Superintendent, Fine Arts Coordinator, Principal, or appropriate persons in your school or district.  This is a resource that is unavailable in most cities, but has transformed lives in our community for thirty years.
 

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