More About Residencies

About Artist Residencies

More About Artist Residencies

Hosting an artist residency can be a tremendously satisfying experience for students, teachers and the entire school community.  Galaxy is here to assist when needed.        

Planning  Possibilities for an  Artist Residency  in Your School

  • Schools host a professional teaching artist selected from the Galaxy Teaching Artist list.
  • Based upon a plan created by both the artist and the school, the artist works with 1 – 3 core groups experience that spans a pre-determined number of days of students in an arts infusion (This is required for grant support.)
  • Core groups engage with the artist in sequential workshops that can fully integrate arts activities into the curriculum via a plan tailored to the school/classrooms needs and goals.
  • Students are highly engaged in learning in and through the arts.
  • Students are assessed on their progress.
  • Residencies can be process or product oriented, in which the residency concludes with a culminating activity for the school community and beyond.
  • Artists may conduct workshops in classrooms outside of the core groups.
  • Artists may be asked to conduct a workshop for teachers.
  • A performing artist may be asked to perform for the whole school, while a visual artist may be asked to exhibit his/her work.
  • A “meet the artist event” for faculty, students, parents, can take many forms and set a positive tone for the residency. 

General  Artist Residency  Requirements  and  Responsibilities


Residencies must
  • Be a minimum of 10 days with a single artist or 5 days with an ensemble to be considered for grant support.

NOTE:  A residency “day” includes up to 4 hours of contact time with the artist.

  • Have a least one core group and not more than 3 core groups (up to 30 students per group). At least one core group must meet with the artist almost every day of the residency.

Schools must
  • Host and attend a residency planning meeting with the artist (generally 1-2 hours).
  • Submit residency dates to Galaxy at least 30 days before residency work begins.
  • Complete and submit required paperwork (Artist Residency Planning and Residency Evaluation forms) in a timely manner.
  • Ensure that legally responsible personnel accompany the artist at all times. (Artists may not be utilized as substitute teachers.)
  • Acknowledge Galaxy, the Arts in Education Program of CIU 10, and, if grant supported, the PA Council on the Arts (PCA) in any printed materials or news releases.

Basic Responsibilities


  • Provide appropriate space for artist to work with students.
  • Provide (or arrange to purchase) supplies/materials, if applicable.
  • Provide lunch for the artist.
  • Select core group of students and other participants.
  • Fund (or find funders) for at least 50% – 70% of total cost (depending upon the number of residency days and not including materials or accommodations if applicable.) 
  • Communicate any schedule changes to artist in advance of artist’s travel to school.
  • Let parents and the community know about the residency via the media, school newsletter, school website, etc.
  • Distribute photo release permission forms for parent permission to use images of core group students that may be taken for documentation and for Galaxy/CIU 10 purposes.                

Galaxy / CIU10

  • Manage grant of up to 30% – 50% of artist fee (if grant supported).
  • Provide support with artist selection and throughout the residency process.
  • Manage contracts and related paperwork.
  • Conduct observation of residency when possible.
  • Facilitate evaluation of residency.
  • Make application and appropriate reports to the Pennsylvania Council on the Arts. 

How to Host an Artist Residency

Checklist and Basic Overview for Schools

Planning Stage:
  • Establish goals for your residency, including curriculum connections.
  • Identify core groups.
  • Determine type of resident Artist  (Galaxy website “Galaxy Teaching Artists”).
  • Contact artist to discuss.
  • Once artist has been selected, download and submit “Residency Application and Request for Funds” from website.
  • Secure funding for program.
  • Schedule a planning meeting between Artist, Site Coordinator and Core Group Teachers  (Galaxy website:  Residency Guidelines for Site Coordinator and for Core Group Teachers).
  • Complete and submit “Residency_ School Planning Form” (Galaxy website) to Galaxy.

  • Share information about the residency with school administration and staff.
  • Promote forthcoming residency in a newsletter or on school website and in a news release.
  • Gather (or arrange to purchase) supplies and materials.
  • Send payment for residency to Galaxy / CIU 10 in response to billing.
  • Send out “Photo Permission Form” to parents of core group students to return by a deadline.
  • Prepare area in which artist will be working with students.
  • Plan for welcoming the artist.

During the Residency
  • Welcome the artist to the school community.
  • Support and facilitate activities related to the residency.
  • Attend to each aspect of the residency plan.
  • Communicate with the artist daily to discuss concerns, and to evaluate and revise activities.
  • Monitor and document activities (ex. take pictures of activities, etc.).
  • Complete assessment of students as discussed in the residency plan.
  • Invite the media to do a story in the local newspaper.
  • Invite administration, school board members and legislators to activities.
  • At the conclusion, meet with artist to review, and evaluate together, the residency experience. 

After the Residency:
  • Reinforce residency content in the classroom.
  • Send (or have students send) thank you letters to administrators, school board members, legislators, local business that may have supported the residency, etc.
  • Reflect on the experience.  Complete “Artist Residency Site Coordinator/Core Group Teacher Evaluation Form” (Galaxy website) and submit to Galaxy.

How to Promote an Artist Residency

Please use these guidelines to help promote your artist residency and advocate for the arts within your school and community.  The Site Coordinator should coordinate all marketing efforts, in collaboration with the Administrator, Core Group Teachers, Artist, etc.  Elicit the support of volunteers and/or students to write press releases, invitations, etc.


  • Take inventory of what media you have in your area  (TV/cable, daily/weekly newspapers, radio stations, etc.) and create or update the contact list.
  • Define the important ideas to be shared with the community.  Provide information about the artist, the arts discipline, and why this experience is valuable to student learning.
  • Inform everyone on the media contact list of your residency plans.  Contact them before the activity to discuss publicity opportunities.
  • Make full use of on-site media, such as school, district or organization newsletters, mailing lists, bulletin boards, banners, flyers, marquees, closed circuit TV and announcements, websites, etc.
  • Remember to send news clippings, photos, newsletters, videos or other publicity to Galaxy for promotional use.  (Be sure you have received parent permission via a signed copy of Galaxy’s Photo Permission form.)

Proper Recognition 

  • Recognition of “Galaxy, the Arts in Education Program of CIU10” must be included in all written and verbal notices.  An example of what might appear in a program for an arts service made available through Galaxy might be:  
  • This program is/was brought to you by Galaxy, the Arts in Education Program of CIU 10
  • Furthermore, if applicable, all promotions must state:

This project was made possible through the Arts in Education Partnership of the Pennsylvania Council on the Arts, a state agency. It is funded by the citizens of Pennsylvania through an annual legislative appropriation, and administered locally by Galaxy.  The Pennsylvania Council on the Arts is supported by the National Endowment for the Arts. 

Arts Advocacy

  • Invite the principal, superintendent, parents, school board and community members to observe and/or engage in a residency activity so they will understand and support residency goals.  Their direct involvement can make a difference in future support for arts education programming.  NOTE:  If available, please use the Galaxy note cards.
  • IMPORTANT:  Keep legislators, city council members and other key decision-makers informed about the importance of the residency/arts in education experience.  Invite them to your residency activities and give them a role to play.  For example, they could welcome guests or deliver opening or closing remarks; or be guests of honor that are presented with a token of appreciation by the participants of the residency.  Remember, it is their vote that keeps funding for the arts in the state budget each year!

The following are Guidelines for Educators who are primary participants in the planning and execution of an artist residency. 

Please download

Residency Guidelines for Site Coordinator 

Residency Guidelines for Core Group Teacher