District Request Forms

BOCES Arts-In-Ed Protocols for Vendors (e.g. performance tickets and presenters)

1. Requests must be made at least 30 days in advance. A quote on the vendor’s letterhead must be provided with the request form in order for BOCES to generate a purchase order for your event. Once the request is received, a confirmation email or request for more information will follow.
2. If a vendor is new, a W-9 must be submitted for processing with the request form. The district should request a W-9 from the vendor and submit it with their request form.
3. Invoices are only sent after an event takes place. Invoices supplied from the teacher/district must be dated after the event occurs in order to be processed.
4. The post evaluation form must be completed by the teacher and submitted to the Arts in Education Coordinator at artsined@oneida-boces.org once the event is completed.
5. If an event requires pre-payment, please check that in your request form. 
6. We cannot process requests for events that have already taken place.
    

BOCES Arts-In-Ed Protocols for Consultants (e.g. pit musicians, performers, clinicians, etc.)

1. Requests for consultants must be made 30 days in advance using the request sheet. We will need this information in order to generate a purchase order.
2. If a consultant is new, a W-9 must be submitted for processing with the request.
3. Once performance is over, we will need a consultant voucher submitted and dated after the consultant services are completed. Please note; payment of vendors may take up to 30 days to be processed and mailed post event.
    

District Responsibilities

1. Connection to Arts Standards - Districts must show a connection to the New York State Arts Learning Standards and as well to other curricular subject areas for each request.
2. Arrangements - Districts contact the organization directly to schedule performances or purchase ticket.
3. Transportation to and from events - Follow your district’s protocol for arranging programs/transportation on and off-site programs. Transportation costs are not applicable for aid through this CoSer. Please do not include those costs in the request form.
4. Notification - Inform the school building administrators, teachers, and any other staff participating in the program to record the date on their calendars.
5. Preparation - Notify faculty and staff who will be responsible for any setup that will be necessary (e.g. A/V personnel, custodians, technicians, etc.)