Arts in Education/Exploratory Enrichment Comparison | AIE Contract Guidelines | AIE Standards for Approval | AIE Ticket Purchase Guidelines | NYSSMA Criteria | DCMEA Criteria

Exploratory Enrichment Contract Guidelines | EE Standards for Approval | Dutchess BOCES Service Plan | For More Information


Is it Arts in Education [AIE] or Exploratory Enrichment [EE]?

Arts in Education - CO-SER 5842 Exploratory Enrichment - CO-SER 5840
Program/activity focus on the ARTS Learning Standards. Activities include dance, music, theatre, visual arts, literary arts and Media arts (including Scholastic Arts Competition) Program/activity focuses on academic Learning Standards or Common Core/career/character education subject areas. Activities may include zoos, gardens, historical sites, Summer Scholars, science museums, environmental centers, and so forth
Program/activity held in one school or district is eligible for state aid through BOCES AIE CO-SER Program/activity must be SHARED with another school DISTRICT to be eligible for state aid through BOCES EE CO-SER
Admission Tickets are eligible for state aid through BOCES AIE CO-SER Admission tickets are NOT eligible for state aid under BOCES EE CO-SER. Site-based fees are eligible.
Transportaion and food costs are NOT eligible under BOCES AIE CO-SER Transportation and food costs are NOT eligible under BOCES EE CO-SER
Artist/Presenters must be approved by BOCES AIE CO-SER Presenter/program must be approved by BOCES EE Coordinator
Arts related professional development is aidable under BOCES AIE CO-SER Professional staff development is NOT aidable under BOCES EE CO-SER; all psd except for AIE is covered under the PSD COSER
BOCES AIE CO-SER can be used for student programs from September through June; professional staff development in AIE is additionally aidable in July and August BOCES EE Programs are aidable for the entire year including July and August, e.g. Summer Scholars


I. Arts in Education Guidelines


AIE Contract Guidelines

The downloadable “School District Request For Arts In Education” contract is available on the BOCES website in both Word and pdf formats. Contracts may be downloaded at www.dcboces.org/artsineducation under the FORMS page. You may also link to the FORMS page by clicking on the word contract listed anywhere below. Please note that the contract can be filled in online and downloaded but cannot be submitted electronically. Contracts may also be available through your district arts in education coordinator.

1.     Schools should complete all areas of the contract and assure it is signed by the district coordinator AND administrator before faxing/emailing/snail mailing* to the BOCES coordinator, as listed below.  Contracts need to be received by Maria DeWald, BOCES AIE Coordinator, BEFORE THE EVENT OCCURS (it is possible that contracts received after the program occurs may not be accepted) and are preferred at least one month prior to the performance (8 weeks prior for pre-payments for registrations, participation fees, purchases such as tickets, etc.). They can be sent as much as a year in advance but no later than May 1.

2.    Many schools/districts fill out most of their AIE contracts in the summer or early in the school year to alleviate delays in payment. Under unusual circumstances, if the contract is delayed, please call the BOCES Coordinator to discuss.

3.    The * initial contract may be faxed/emailed but BOCES will need an original mailed eventually before processing payment. This is the ONLY original paperwork needed. Details for filling out the contract follow below.

4.    All artists employed through the AIE Co-Ser who are presenting an arts program for the first time in a district, will need to be fingerprinted prior to presenting the program if the artist will be spending unsupervised time or have direct contact with children under the age of 21 or will be conducting a residency of five days or more. This is the responsibility of the district and artist.

5.    PAYMENT: Please note carefully: BOCES becomes and MUST BE the agent of payment for all contracts although the individual district/school/non-government donations (from the PTA/PTO, local education foundation, private individual, collection of ticket or other fees, etc.) provides the funds to pay the artist/organization and the administration fee. This process assures that BOCES can submit their annual report on all AIE Co-Ser expenditures to the State Education Department to assure aid is received on all approved AIE contracts for that school calendar year. (Aid is received by the district in the following calendar year of the expenditure as part of their general state aid payments.) Therefore, BOCES, NOT THE DISTRICT/SCHOOL, must issue payment to the artist/organization. If the school pays the artist/organization directly, any state aid that would have been forthcoming on that contract is forfeited as it becomes impossible for BOCES to include those rendered payments in their end of year report to the NYSED on how much aid is due.

6.    Payment to the artist/organization normally should take no more than 3-6 weeks. Payment can however sometimes take longer for the following reasons: missing paperwork (e.g. original contracts/contract modification forms when necessary/ invoices as appropriate/required signatures/claim forms/W9s if necessary); errors in paperwork (inconsistencies between  W9, contracts and claim forms that must be corrected); business office payment schedules (checks are cut every two weeks with a one week submission date of completed paperwork before the check run); holidays/emergency situations; and, the need for a budget modification when no district funds are available. In regard to budget modifications, payment is much more efficient if the school district maintains an AIE debit account to pay artists rather than BOCES depending on individual budget modifications for each contract which requires extra time and may cause significant delay.  All unused funds and administration fees are returned to the district at the end of the fiscal year.

7.    Filling Out The Contract:

  • Provider Information: In filling out the contract, the name or organization name should exactly duplicate the artist’s IRS tax filing, e.g. if the artist files under their name and Social Security # (individual), fill the contract out this way; if the artist files under an organization name such as “Puppet People, Inc.” or using a TIN# (group), fill the contract out this way. The information provided on these lines MUST exactly match the information provided on the W9 (for 1099 reporting purposes) and eventual Claim Form when needed.
  • W9: A W9 is NOT needed unless Dutchess BOCES has never worked with the artist/organization before OR more than three years has passed since they have OR an address or name change has occurred.
  • School Information: Please provide reliable information on school contacts, whether staff or volunteer, who can answer questions about the contract if necessary. Please include an email address and reachable phone number.
  • Standards and Pre-Payments: Please check off all standards that apply to the program. If Pre-payment is needed (available for purchases such as tickets, participation fees, and registrations ONLY), please check the box and fill in the Required By Date. BOCES should be allowed at least 8 weeks prior to the payment deadline (not the event date) to assure payment by the requested date.
  • Partial Payment: BOCES can only provide payment on services after they have been rendered. However, if a residency is very long, e.g., a month in October and a month in May, partial payment may be made after whatever part of the services has been completed. If Partial Payment on Services rendered is needed, please state so clearly in the Fee or Description sections.
  • Description: Please describe exactly how the program aligns with the curriculum and with at least one of the arts standards checked in #3.
  • Evaluation: Please fill in the name of the staff responsible for post event follow-up/evaluation.
  • Grants: Fill out this section ONLY if a Federal, State or County grant will partially offset the cost of the program. For example, if a residency costs $3000 and a grant has been received from one of the entities above for $1000, you would fill out as follows: Grant Amount: $1000/ Source: Dutchess County Arts Council/ To Be Used: To Pay Partial Artists Fees. Then, subtract the amount of the grant from the total fee and put that amount only in the FEE section in #1 of the contract. In this case, the Fee would be $2000 which would be aid able under the BOCES Co-Ser (you cannot “double dip” on the $1000 granted by the government agency). If there is no grant for the particular contract, leave this section blank.
  • Artist Signature or Invoice: The contract must either be signed by the artist/organization or, in lieu of the signature, an INVOICE must be sent. The invoice must state on it that Dutchess BOCES is the Agent of Payment. Please assure all information matches on the invoice/contract/W9. The invoice does not need to be an original and can be faxed/emailed. An invoice is not the same as a contract and, in fact, should not include the word “contract” on it.
  • N.B. and Signatures: Please note carefully the statement at the bottom of the contract. First, the district administrator is certifying by their signature that the contract does not include transportation/ food which are not aid able. (This excludes any artist transportation/suppilies needed that is part of that artist’s fee). Secondly, they are authorized to guarantee payment of the contract by the district. Lastly, they understand that an administrative fee of 7% per contract will also be billed unless it was pre-paid by the district.
  • The contract must also be signed by the district AIE Coordinator in addition to the authorized district/school administrator noted above.
  • Please note: Exact Dates are needed on contracts/invoices, not a range such as September 10-October 20. If, when you initially send the contract, the dates are not available as yet, they need to be sent eventually before payment can be processed.
  • District Coordinators: Again, district coordinators need to carefully check contracts/invoices/ W9s to assure everything is filled out and signed accurately. If time is an issue, please send the basic contract and catch up with the rest of the paperwork as soon as possible.
  • After completion, and following individual district process which usually means the district AIE coordinator will process it first, the contract should be sent to Dutchess BOCES at 5 BOCES Rd, Poughkeepsie, NY 12601, c/o Maria DeWald, AIE Coordinator or faxed to 845-486-4832. At this point, after approval as a legitimate AIE expenditure indicated by the BOCES Coordinator’s signature, BOCES becomes the agent of payment, proceeds with securing a Purchase Order, and assures payment, using the appropriate district funds, as necessary. The BOCES Coordinator will confirm approval by email with the district coordinator and place the event on the BOCES AIE calendar. If for some reason the contract is not approved, an email to that effect will be sent back to the district coordinator also
  • Contract Modifications: If there is a contract modification before the date of the performance, fill in the items which have changed such as new dates/fees, staple it to a copy of the original contract and resubmit. PLEASE NOTEIf using an invoice in lieu of the artist’s signature, we will need a new invoice also reflecting the changes that have occurred.
  • Claim Forms: District Coordinators are to assure that the artist/organization has a copy of the Artists Claim Form or knows where to find it on the BOCES website to assure that payment is facilitated in a timely manner after the event is completed. This form should be submitted within 24 hours of the completion of the contract and serves as the kick-off for payment at BOCES. NO PAYMENT CAN BE ISSUED WITHOUT THIS FORM as it is your confirmation that the contract has been fulfilled. Again, please assure the dates/fee/all other information on the Claim Form match the information on the contract/invoice/W9.  The Form is available electronically at the BOCES site or by clicking above. This form can be emailed/faxed and does NOT need to be an original. NO CLAIM FORM IS NEEDED FOR PRE-PAYMENTS since these are for purchases/registrations/participation fees, not services


Guidelines for Approval

The following is a list of Dutchess BOCES Guidelines for program approval developed to assure the integrity of the aforementioned NYSED Program:

Compliance with the following standards is required for BOCES aid approval:

  • Alignment with the New York State Learning Standards for the Arts.
  • Alignment with the curriculum or across the curriculum
  • Activities and services pertaining to the arts may involve multiple contacts. For example, a residency, which may be one day in length but is usually of longer duration, is not meant to be an assembly program and multiple contacts between artists, students and teachers would be expected in these cases. An artist might provide staff development activities for teachers before or after a performance. Also, activities or special interest workshops might be held for students in addition to a performance. Another example might be a multiple contract between districts for a countywide musical production. These types of arts experiences are highly recommended.
  • Approval may be given for an arts performance on an individual contract basis according to curriculum appropriateness
  • Programs must include a teacher evaluation as part of the plan.
  • Artists and cultural organizations listed on the Arts-in-Education Directory on the Website are made available as a guide/contact vehicle only and are not meant to be restrictive or inclusive in any way.
  • Some examples of aid able programs are artists-in residence, professional development in the arts, author visits, theatre and museum tickets, registrations/participation fees for NYSSMA/DCMEA, participation in the Scholastic competition, and arts-related components to larger events such as an appropriate Imax movie when visiting a museum/site.
  • This service may also grant aid for the cost of students’ admission tickets when field trips are taken to attend visual arts exhibitions, dance/music/dramatic performances. This includes both local and non-local activities/venues such as a Broadway show, a Bardavon performance, the Hudson Valley Philharmonic, etc.
  • Transportation/Food costs are not eligible for BOCES aid. Neither is any arts-in-education activity occurring on a weekend or in the evening [exception: a weekday evening or Saturday performance that is part of/connected to an artist-in-residence or workshop project or a connected event that is only available on a weekend]. There are a [very] few exceptions for weekends. Summer activities are not eligible except for professional staff development.
  • If an artist requires transportation/supplies to complete the service, those fees should be rolled up into one fee and should not be broken out in either the contract or the invoice. For example, if an artist charges $700 for the service and needs $150 worth of paint supplies/paper for the service to be rendered, the fee should simply say $850, the description should just state what the service includes and does not need to mention the supplies, and the invoice should also state no detail other than the word INVOICE and that BOCES is the agent of payment, where the service will be rendered, that artist’s information, the dates, and the $850 fee.

Following is a scale recommended by Edward S. Marschilok, associate in music education at the NYSED Office of Curriculum and Instruction in 1998-99, to determine if an arts program has educational value:

**** Highest rating
**** Students demonstrate learning due to motivation/challenge of the workshop, exhibition or performance
*** Enrichment for another core subject that addresses one of the Arts Standards
** Exposure with no personal commitment to an art form or an opportunity to demonstrate learning
* Entertainment that passes time, requires no student effort, and is superficial

For Dutchess County Coordinators, a good rule of thumb is that more than 50s% of the content/delivery of the program should be arts related. Students should leave the event feeling it was an arts experience. For example, if the theme of a performance is history but involves a theatre performance, songs of the period, etc. it could be aid able. However, if the theme of a program is basketball or science and involves only one small component, say 10%, that is arts related, it would not be eligible for aid. It might, however, be eligible for aid under the Exploratory Enrichment Co-Ser.

It should be a goal of all district arts coordinators to assure that every student, over the course of their school careers, enjoys the benefit of exposure to at least one or more arts residencies. Hopefully, exposure to an arts workshop or event for every student each year is also not unreasonable and highly desirable.


II: AIE Ticket Purchase Guidelines for Artistic/Cultural Events and Field Trips


The New York State Education Department allows aid on tickets to events which school districts purchase for their students, teachers and chaperones if those tickets are contracted through BOCES. Admission fees [not other related costs such as transportation, lunch, etc.] to concerts, music festivals/performances, theatre, ballet, dance and museums are eligible for this aid. Events must support the New York State Learning Standards for the Arts

When a request for tickets or admissions is received by BOCES, the district will be billed for the total amount unless the vendor has agreed to defer payment until after the event.


  1. A teacher, principal, superintendent, or arts coordinator makes all arrangements for dates, times, and number of tickets, directly with the vendor/organization (theatre, museum, etc.). Ask box office to fax an invoice to you listing BOCES as the agent responsible for payment. Obtain from box office its Federal ID number, which must be included on the contract. Again, this program funds only admission costs and not transportation or other related costs. The school representative needs to arrange with the vendor to have the tickets reserved at their location, picked up, or sent directly to the school for an additional fee. This fee can be included in the request to BOCES.
  2. Complete the contract, checking off the pre-payment box, as always and send with the invoice from the box office to BOCES. Arrangement should be confirmed in writing between the school and the vendor.
  3. If the vendor agrees to defer payment until after the event, arrangements should be confirmed in writing with signatures of both parties and attached to the usual contract. Vendor should submit a bill to BOCES after the event has occurred (in lieu of Claim Form) including final statistics, to facilitate payment. Some vendors, such as The Bardavon, have their own verification form which is printed on the reverse of ours and which they fill out and return just as an artist would.

Please note:

  • Dutchess BOCES cannot reimburse individuals, organizations or schools for tickets, which have already been purchased. To guarantee state aid reimbursement, DC BOCES must pay the box office directly for tickets.
  • Please do not ask for partial payment, i.e. some funds coming from the PTA, some from BOCES, as this causes major confusion at the box office. Just put in the amount to be paid by BOCES on the contract and send the school payment directly as a deposit understanding no aid will be received on any expenditure not paid with a BOCES check. Some schools handle this by arranging for an arts-in-education line in the school budget that donated funds can be granted to for a payment when billed.
  • There are times when BOCES pays some of the fee and the school pays the rest. For example, when students are attending Medieval Times, state aid is only available on the entrance fees and “tips” (processing fees) but not the costs of lunch, T-shirts, and so forth. In cases such as this, two different invoices are obtained, one for BOCES with the contract fee reflecting that amount only, and the other for the district with the remaining fees that are not aid able, to be paid by them. Call the BOCES Coordinator if you are need assistance on which portion should be included on the BOCES contract. This will also be applicable to events such as Dinner Theatres, Music Festivals where the school is performing but also is an amusement park which they will enjoy after the performance, and such.


III. [NYSSMA] New York State School Music Association

[DCMEA] Dutchess County Music Educators Association 

Student registration fees for participation in DCMEA and NYSSMA events are aid able under the BOCES Arts-in-Education Co-ser. Aid able DCMEA/NYSSMA events are: DCMEA: All-County Music Festivals and DCMEA sponsored workshops; NYSSMA: Solo and Small Ensemble and Majors Festivals, Area All-State Conferences (excluding room and board; it is a very short timetable however so please make arrangements with the BOCES Coordinator before processing). Also included are annual district participation fees and professional staff development registration fees for both DCMEA/NYSSMA sponsored workshops. In addition, mandated supplies for participation, such as NYSSMA Manuals, are allowable. Teacher membership fees are not aid able.

Dutchess County BOCES is the agent of payment to DCMEA/NYSSMA if an AIE contract is submitted. Therefore, DCMEA/NYSSMA will only accept payment in the form of a BOCES check. All checks will be made out to DCMEA/NYSSMA and mailed directly either to DCMEA/NYSSMA or the DCMEA/NYSSMA Festival Chairperson for accounting purposes. The invoice sent along with the contract will accompany the check.

All DCMEA/NYSSMA contracts are pre-payments as either participation fees or registrations. Therefore, the contract must be received by Dutchess BOCES at least 8 weeks before payment is due to ensure payment is received BEFORE the event.

If processing aid able DCMEA/NYSSMA fees through the Arts-in-Education Co-Ser, the following process should be used.

1. The contract should be filled out as always. A copy of the contract can be downloaded by going to the FORMS section of the Arts In Education website at www.dcboces.org/artsineducation. Please be especially careful to note the following:

  • Under “Artist or Organization”, list DCMEA/NYSSMA, c/o chair’s name when appropriate
  • The “Address” should be that of where the check is to be sent, i.e., the school/organization name and address of DCMEA/NYSSMA or the DCMEA/NYSSMA Chair. The same would be true of the other contact information
  • The Federal ID # for DCMEA to be used on your contracts is: 20-4872683
  • The Federal ID # for NYSSMA to be used on your contracts is: 11-19-76-465
  • The information listed under “School Contact” should reflect that of the school (or district for annual participation fee) and person submitting the contract
  • Please check the pre-payment box and insert a “Required By” date as listed on the invoice. This should be received at least 8 weeks before payment is due as noted above
  • Regarding W9’s, BOCES has these on file so no action is required.

2. IF the contract is for the Annual District Participation Fee, under #4 of the contract fill in “Annual District Participation Fee”.

3. IF the contract is for a festival or workshop, under #4 of the contract fill in a brief description of the request including the festival or workshop name.

4. IF the contract is for professional staff development registration, under #4 of the contract fill in the workshop name and brief description. You can say something such as “Please pay immediately. Registration fee”. If all participating teachers are not on the same invoice, either a new invoice is needed or additional contracts for the additional teachers.

5. In ALL cases, PLEASE ATTACH A COPY OF THE DCMEA/NYSSMA INVOICE. This invoice will be sent with the BOCES check upon payment so that DCMEA/NYSSMA is clear which fee it is for. Please note that this is not a school invoice, but the DCMEA/NYSSMA invoice which will include clear information on which school district is involved, number of participating students or teachers, annual participation fee, workshop or festival, staff development, etc.

6. Under “Artist or Arts Organization Signature”, please circle VENDOR INVOICE”. No further signature is required of DCMEA/NYSSMA.

7. As with any contract, the district would deposit the appropriate monies in the arts-in- education co-ser budget line and receive aid the following year.


IV. SCHOLASTIC Contract Guidelines

Dutchess County BOCES is part of the four county Hudson Valley Affiliate for National Scholastic Art and Writing Awards along with Orange, Sullivan and Ulster Counties. This prestigious arts competition is an annual event offering participation in both art and writing for 7-12 graders. At this time, the Hudson Valley Affiliate is only sponsoring the art competition, not the writing.

If your district is participating the guidelines follow:

1. IIn September, the BOCES Coordinator will forward a form requesting confirmation of your interest to participate in the Art Awards competition on behalf of Sullivan BOCES which acts as lead agency of the Affiliate. Complete it and return to their coordinator. This form will serve as your contract invoice. Please note: This is NOT a cross-contract and will be processed like any Dutchess BOCES AIE contract. .

2. Fill out an AIE contract as always. In the fee section place the fee for either one school or the district as indicated. In question #4, write “Participation in the Scholastic Art Competition for school year _________.” Attach the invoice as indicated above.

3. Dutchess BOCES will become the agent of payment and forward this registration fee to Sullivan BOCES. Again, this is not a cross-contract and therefore allows aid on this fee to Dutchess County Co-Ser and Scholastic participants.

4. This all inclusive registration fee allows for unlimited participation of any number of students and pieces/portfolios from the participating school or district. All adjudication, a local awards ceremony and exhibition, and local awards will be handled through the Affiliate.

5. If a Dutchess district not involved in the AIE Co-Ser wishes to participate for the all-inclusive fee, they may also register through Sullivan BOCES at a higher cost but will receive no aid.

6. If a student from a non-participating school/district wished to participate as an individual, they must register through the Affiliate and pay their own fee per piece of work/portfolio. No aid is forthcoming in this regard.

6. WRITING: The Affiliate does not facilitate the writing competition. However, since there exists a local affiliate, any student within the Affiliate area who wishes to participate in the writing competition, should register directly on the National website at www.artandwriting.org.

7. Please forward any questions to Maria DeWald, Dutchess BOCES AIE Coordinator.



Exploratory Enrichment Guidelines


EE Contract Guidelines

EE Contract Guidelines Information Document [PDF: Adobe Acrobat Reader format]

The downloadable “School District Request For Exploratory Enrichment” contract is available on the BOCES website, www.dcboces.org/artsineducation, in both Word and pdf formats. Once on the Arts in Education home page, click on FORMS or click on the word contract in #1 below.

Please note: Although you can download a blank contract or fill it in online and then download it, the system will neither save your data nor can the contract be submitted electronically.


1. Schools should complete all areas of the contract and assure it is signed by the District coordinator/administrator before faxing/mailing to the BOCES Coordinator, as listed below. Contracts need to be received by Maria DeWald, BOCES AIE Coordinator, at least one month prior (8 weeks prior for prepayments for registrations, tickets, etc.) to the activity date. It is possible that contracts received after the program occurs may not be accepted. They can be as much as a year in advance but no later than May 1 (contracts, not programs which can go through the end of the school year).

2. Coordinators need to carefully check contracts / W9 to assure everything is filled out and signed accurately. This contract does not need to be in original form but MUST BE ACCOMPANIED BY A VENDOR INVOICE which can also be a copy.

3. PLEASE NOTE: individual ticket prices are NOT aid able under the EE Co-Ser but site-based fees are. Therefore, when filling out this section of the contract, please assure you list the total fee only even if it is ticket based. For example, if to utilize a site, the charge is $5/student and there are 100 students attending, please list $500 as the site based fee and no further information.

4. In filling out the contract, the name of the vendor/organization should exactly duplicate the vendor’s IRS tax filing, e.g. if the vendor files under their name and Social Security # (individual), fill the contract out this way; if the vendor files under an organization name such as “Dutchess Parks” or uses a TIN# (group), fill the contract out this way. The W9 should match exactly. It is not necessary to send a new W9 unless the vendor is new or has not been used in more than three years. It can be faxed or emailed and does not need to be an original copy.

5. The Exploratory Enrichment Co-Ser is utilized for all activities supporting the Curriculum  EXCLUDING  arts-in-education based activities which are covered under the Arts In Education Co-Ser. Please see the chart above for more detailed information of the difference between the two Co-Sers. Please note that, unless arts are imbedded in a significant way (theatre, puppets, music, media, and so forth), e.g. Puppet People’s Bully Busters, while a character education presentation, is processed under AIE as it is primarily an arts based activity in the form of a theatre puppet production. All are encouraged to choose an arts based program if at all possible. For almost all topics, there is an arts based integration choice that is available.6. As with AIE, BOCES becomes the agent of payment for all contracts. Therefore, BOCES must pay the vendor, not the school. However, districts must assure that the cost of the program, plus any administration fees, are made available to BOCES if the district is not maintaining a EE debit account for such purposes. The administrator’s signature on the contract guarantees this.

6. As with AIE, BOCES becomes the agent of payment for all contracts. Therefore, BOCES must pay the vendor, not the school. However, districts must assure that the cost of the program, plus any administration fees, are made available to BOCES if the district is not maintaining an EE debit account for such purposes. The administrator’s signature on the contract guarantees this.

7. Since programs submitted under the EE Co-Ser must be shared by at least TWO Dutchess County districts within the same school year to receive state aid, an EE calendar is available to check the status of booked programs for the year (and is also included on the AIE calendar marked accordingly). Every attempt will be made by BOCES to help assure a match before processing the contract. The school district in question is also encouraged to try and investigate possible matches before submitting the contract.

8. If there is a contract modification before the date of the performance, fill out the Contract Modification form, in the places where it differs such as a new fee or dates, staple to a copy of the old contract and resubmit.

9. District Coordinators are to assure that vendors have a copy of the Vendor Claim Form to facilitate payment after the activity is completed. This form should be submitted within 24 hrs of the event. NO PAYMENT CAN BE ISSUED WITHOUT THIS FORM. The form is available electronically at the BOCES EE site or by clicking above.

10. Payment to the vendor normally should take no more than 3-6 weeks. However, budget modifications, W-9 forms either missing or not consistent with the contract and artist’s IRS filing, business office payment schedule, no vendor Claim Form, emergency situations, etc. could hold this up. In regard to budget modifications, it is much more effective if the school district maintains an EE debit account, separate from the AIE account, with BOCES so that billing for each individual contract, which requires extra time, does not hold up the vendor payment process. All unused funds and administration fees are returned to the district at the end of the fiscal year.


EE Standards for Approval

The following is a list of Dutchess BOCES Guidelines for program approval developed to assure the integrity of the aforementioned NYSED Program Compliance with the following standards is required for BOCES aid approval:

  • Alignment with the New York State Standards in academic or occupational subject matter areas, excluding arts-in-education which is covered under Co-Ser 5842, providing activities which exceed or are different from content offerings found in standard courses. For example, organizations like the Cornell Cooperative Extension Dutchess County, or other science, environmental, historical, career development and character education specialists will provide students and teachers access to instructional resources and programs that are not available in a traditional classroom environment
  • Activities occur at any time during the school year or during the months of July- August for activities such as Summer Scholars. They may include workshops, individual residential programs, residencies, etc.
  • Activities may not generate school or college credit
  • Activities may not be scheduled on weekends unless as a natural progression of weekday activities.
  • Activities may not involve extracurricular activities such as Olympics of the Mind although an activity that occurs during the school day and extends into afterschool hours MAY be aid able.
  • No transportation/food/professional staff development costs are eligible for aid
  • Admission tickets are not eligible for aid but the cost of specialized facilities are eligible (see site-based fee explanation above). Facilities may include BOCES facilities, shared district classrooms, or other out-of-district facilities such as, but not limited to, universities and colleges, museums, libraries, environmental centers, historic sites, estates, zoos, and gardens. In addition, this Co-Ser shall include a summer enrichment program, High School of Excellence for Summer Scholars, which provides for a two-week in-residence enrichment study at the county’s colleges.
  • Approval for any EE activity is given on an individual contract basis according to curriculum appropriateness.
  • Vendors and cultural organizations listed on the Exploratory Enrichment Website are recommended as a guide and are not meant to be restrictive or inclusive in any way.
  • All vendors employed through the EE Co-Ser who are presenting an EE program for the first time in a district, will need to be fingerprinted prior to presenting the program if the vendor will be spending unsupervised time or have direct contact with children under the age of 21 or will be conducting a residency of five days or more. This is the responsibility of the district and artist.


Dutchess BOCES Service Plan

A. Needs which the service will meet:
There is a demonstrated need for our Dutchess County students to have the opportunity to appreciate the scope of our NYS Learning Standards. Experts and institutions focusing on standards in Mathematics, Science, and History as well as Environmental, Career Development, Health and Character Education Issues, need to be made widely available. Again, this Co-ser will exclude Arts in Education enrichment which is outlined in Co-Ser 5842.
This program will provide authentic opportunities for these standards to come alive, be applied to real life experiences and educational issues and to have genuine meaning. There is a strong need to apply these standards to hands-on experiences.
B. Measurable Goals and Objectives of the Service:
1. To provide students with hands-on authentic experiences that demonstrate the concepts of the NYS Learning Standards, excluding Arts in Education which is outlined in Co-Ser 5842.
2. To improve the knowledge and understanding of classroom and specialty teachers regarding authentic activities that enable students to better integrate and apply knowledge that is part of the traditional classroom experience.
C. Evaluation Measures to Determine Achievement of Goals and Objectives:
Evaluations of all programs will be completed by teachers noting the impact of the program on student learning and understanding of program objectives.
D. Role of BOCES Staff in Providing Service – Describe Specific Tasks/Activities:
BOCES administrators will collaborate with districts in the coordination, contracting, and evaluation of these programs and will meet regularly with the district representatives. Communications will be sustained through e-mail and meetings.


For more information:

Maria DeWald
Coordinator, Arts in Education/Exploratory Enrichment
Dutchess County BOCES
Educational Resources
Poughkeepsie, NY 12601
v: 845.486.4840 ext. 4581
f: 845.486.4832
E-Mail: maria.dewald@dcboces.org
Web: www.dcboces.org/artsineducation