Arts in Education / Exploratory Enrichment
Important Notes for Arts in Education (AIE) and Exploratory Enrichment (EE) Users
All AIE/EE requests for the 2026-2027 school year should be submitted
at least six weeks ahead of time.
Contracted Work Submission Requirement Timeline
Please refer to the chart below for contracted work deadlines. When planning
any request that requires a contract, please keep the following in mind:
- All required paperwork must be submitted to our department by the deadlines listed in the red highlighted area in the chart below—
NOT by the date of the board meeting itself. - Paperwork received after the deadline will not be able to be placed on the current board agenda and will be held for the next available meeting date.
- No event/activity should be scheduled or confirmed, or services commenced, in your district until board approval has been obtained.
- Submitting within the given timeframe isn’t a guarantee that contracts will make it onto the board report in time, as it also depends on the turnaround time to get them signed by the contracted individuals.
Board Meeting Date Materials Due to District Clerk Paperwork Due to SCD
October 1, 2026 September 21, 2026 August 20, 2026
November 5, 2026 October 26, 2026 September 24, 2026
December 3, 2026 November 19, 2026 October 22, 2026
January 13, 2027 January 4, 2027 December 2, 2026
February 4, 2027 January 25, 2027 December 21, 2026
March 4, 2027 February 22, 2027 January 21, 2027
April 1, 2027 March 22, 2027 February 18, 2027
May 12, 2027 May 3, 2027 March 31, 2027
June 3, 2027 May 24, 2027 April 22, 2027
Reminders for both Contract and Non-Contract work
- If you are unsure of which CoSer to use for your request, or are unsure of whether a request falls under either of these CoSers, please do not hesitate to reach out to us — we are happy to help!
- ALL requests must have a clear connection to the arts standards (AIE) or content standards (EE) detailed on the request form.
- ALL requests must show evidence of direct and clear impacts on student learning (AIE and EE).
- For staff development, all requests must have a direct and clear impact on teacher learning (AIE). EE does not support staff development.
- AIE supports school day, after school, and weekend activities. EE only supports school day activities – not after school or weekends.
- Use the appropriate Arts in Education (AIE) or Exploratory Enrichment (EE) form for your request.
- Schools are responsible for making all reservations and arrangements with the presenter or location. Madison-Oneida BOCES oversees and prepares the purchase orders, payments, and contracts, and handles all correspondence in regards to the purchase orders, payments, and contracts. This process can take several weeks in some cases, so request forms need to be completed well ahead of the program date.
- Program requests cannot include food, travel, or lodging.
- Never pay the artist directly. BOCES addresses contracting and payment on behalf of our member schools. Once all needed information for a request is received, a purchase order will be issued. We cannot reimburse you if you pay ahead.
- We cannot issue a purchase order for a booking that has already taken place.
- IMPORTANT: Consultants are allowed to have contact with students only when a district employee is present. Your form submission indicates that your school personnel understand this and that consultants in your school will not be asked to violate this rule.
- CANCELLATIONS: It is the responsibility of the school to contact us asap if the program will not be taking place or did not take place.
- In-district approval: Please refer to the list below for next-level approval guidance for your district.
Level 1 approval, for all districts, is given by the building principal.
Level 2 approval varies by district.
- Camden: Karen Jones, Asst. Superintendent for Business
- Canastota: Tracy Leone, Business Manager
- Hamilton: Matt Crumb, Business Official
- Madison: Mel Brouillette, District Treasurer
- Morrisville-Eaton: Matt Enigk, Business Administrator
- Oneida: Bill Wares, School Business Official
- Rome: Monica Dearmore, Executive Secretary to the Asst. Superintendent for Curriculum & Instruction
- Stockbridge Valley: Beth Lamb, Business Administrator
- Vernon-Verona-Sherrill: Paula Pawlikowski, Senior Account Clerk in the District Office
ARTS IN EDUCATION
The Arts in Education (AIE) cooperative service (CoSer) provides a highly effective way for schools to provide arts education programs within their districts by bringing artists in or by going out to cultural venues. This service is designed to provide resources for schools to integrate the arts through all NYS Learning Standards. This service provides a cost-effective way for school districts to bring arts programs to their students in grades K-12. AIE also covers teacher professional development relating to the arts. Cost of food, lodging, and transportation are not covered or aidable.
AIE programming is arts based. Programs may include dance, media arts, music, theatre arts, and/or visual arts, and may additionally include interdisciplinary subjects such as CDOS, ELA, HE/PE, MST, and/or SS.
Examples of Arts in Education activities (those in red are examples of contracted activities):
- Music association participation fees
- Music festival participation
- Attendance at plays and musicals
- Royalty fees for school plays/musicals
- Play/musical staff, including pit musicians
- Author visits
- Magic shows
- Accompanists for student concerts
- Marching band and winterguard staff
- Dance productions
- Drama festivals
- Adjudicators for student music festivals and in-district student performance critiques
- Specialized art workshops (such as pottery)
- Movies
- Art museums
- Percussion shows
- Smoke dancer shows
- Art teacher conference
- NYSSMA music teacher conference
- Feats of Clay competition them.
Arts in Education Request Form: Use this form to arrange an on-site visit.
In-School Reservation Form: Use this form to bring artists into your district.
Ticket Reservation Form: Use this form to arrange to purchase tickets to performances outside of your district.
Student Music Festival Request Form: For use with NYSSMA, All County, Solo/Ensemble, and similar registrations.
Professional Development Conference Registration: For registration fees for teacher professional development.
EXPLORATORY ENRICHMENT
The Exploratory Enrichment (EE) cooperative service (CoSer) functions similarly to the AIE CoSer, but the enrichment programming provides opportunities for PreK-12 students to participate in curriculum-based programs (excluding the arts). EE does not support teacher professional development. Please note that activities may NOT be scheduled for after school or weekends.
EE programming is curriculum based. Programs may include history/civics, character education, science, environmental education, physical education, STEM, STEAM, technology, leadership skills, team building, social-emotional learning, and/or health.
Examples of Exploratory Enrichment activities (those in red are examples of contracted activities):
- Visits to farms, zoos/ animal parks, orchards, conservation centers, museums, baseball education days, parks, science centers, greenhouses, camps
- In-school activities, such as bubble shows, BMX shows, educational animal presentations
- Off-campus demonstrations/presentations/workshops, such as blacksmithing
- Activities such as bowling, swimming, and other forms of physical fitness
- Boat tours that provide educational experiences
Aidable fees covered are limited to site-based fees determined by the number of students and institutional practice or arrangements for consultant/presenter fees. Cost of food, lodging, and transportation are not covered or aidable. Per-person pricing cannot be used on the request form. (Admission tickets are not aidable).
Exploratory Enrichment Request Form: Use this form to arrange an on-site visit.
In-School Events or Speaker Reservation Form: Use this form to bring an event or speaker into your district.
ROSTER: If you would like to explore artists, authors, motivational speakers, museums, exhibits, farms, animal encounters, or other experiences, we have provided the link to the Statewide Arts and Enrichment Roster, hosted by CiTi BOCES. You can select the region, format, grade level, and category you are looking to search. You are not limited to selecting an artist/ presenter/ vendor from this list. If you need assistance with obtaining information about another artist/ presenter/ program not listed in this roster, we’re happy to help! We welcome new experiences and appreciate the opportunity to learn about them! It is our mission to assist you in providing high quality experiences for your students.
For support, please contact Cheri Schmalz at 315.361.5827 | cschmalz@moboces.org.