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VASE QUALIFYING PROCEDURE
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VASE QUALIFYING PROCEDURE

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Checking in your artwork at VASE

Checking in your artwork at VASE

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  • 1.  
  • 2.
    • Contents
    • Guidelines for Qualifications
    • Documents
    • Art work Specifications
    • Originality and Sources
    • Content and Subject Matter
  • 3. Artwork must be inspected at the qualification table and certified before it can be juried. Qualifications Table
  • 4. Who are the Qualifiers?
    • A Qualifier is a volunteer who will be responsible for inspecting the VASE documents and student artwork.
    • Qualifiers can be teachers or professionals who have experience with and knowledge of artwork and VASE guidelines.
  • 5. Who is the Qualification Foreman?
    • The Qualification Foreman has been designated by the Regional Director and will be responsible for overseeing the activities of the qualifications tables and qualifiers.
    • The Qualification Foreman will be the only person who will discuss qualification problems with the teacher of the student whose artwork is in question and will be ultimately responsible for submitting disqualification recommendations to the Regional Director.
  • 6.
    • The qualification table should be a pleasant and non-intimidating place. Students and teachers should be treated with respect.
    • Every effort is made to choose personnel for the qualification table who are calm, level-headed and knowledgeable.
    • Qualifiers should have a positive attitude and work well with people.
  • 7. Disqualification
    • Disqualification should not take place at the qualification table.
    • Students should not be told that he or she will be disqualified.
    • Students with possible qualification issues should be directed with his or her teacher to the Qualification Foreman. The qualifier should also give the artwork and juror rating form to the foreman.
    • The Qualification Foreman will discuss the qualification issue with the teacher, not in the presence of the student.
    • The Qualification Foreman will submit recommendations for disqualification to the Regional Director.
  • 8. Supplies
    • Cafeteria style tables (minimum 6’ long)--1 per qualifier
    • Measuring equipment for 2D and 3D art
    • Scale--bathroom scale is acceptable
    • Approval or date stamps and stamp pad
    • Copy of rules (posted)
    • Copy of new rules (posted separately)
    • Qualification signage
    Qualifications
  • 9. Guidelines for Set Up
    • WHEN? Set up of Qualifications area should take place prior to the event, preferably the night before.
    • WHERE? Tables for qualification should be placed near the check in area, but in an open space with adequate space for students to line up.
    • Cafeterias, large hallways and auditoriums are great places for qualification.
    • Classrooms are generally too small to accommodate lines of students.
  • 10. Guidelines for Set Up
    • The number of tables and qualifiers required depends on the size of the event. Small events of less than 200 participants should use a table with a minimum of 2 qualifiers.
    • It is suggested that 2 qualifiers are required for every 200 participants and that qualifiers work in pairs.
    • One qualifier can look at documents and sources and the second qualifier can look at artwork specifications.
  • 11. Handling Artwork
    • Care should be taken when handling student artwork both 2D and especially 3D.
    • Students should be held responsible for moving, handling and unpacking his or her own artwork.
  • 12. Handling Artwork Students should take artwork out of box and repack after measuring. Ask students to 1. place artwork on measuring equipment 2. turn artwork over to view documents 3. Repack artwork in box
  • 13. Handling Artwork
    • Qualifiers should not touch artwork to test if pastels or charcoal have been fixed. Simply ask student if the work has been fixed and then trust their answer--suggest that they put a blank cover sheet over work.
  • 14. General Checklist
    • Qualifiers should check for the following:
      • Proper documents attached to artwork and boxes
      • Correct information on forms
      • Appropriate subject matter sources and references
      • Proper artwork specifications--size, weight and preparation (mat color, etc.--see Disqualification Checklist.)
    For Qualifiers
  • 15. General Checklist
    • With a team of 2 qualifiers, one person can:
      • Check Paperwork
      • proper documents attached to artwork and boxes
      • correct information on forms
      • Check Sources
      • appropriate subject matter sources and references
    • The second qualifier can:
      • Check Artwork Specifications
      • proper size and weight
      • proper preparation (mat color, etc)
      • stamp of approval on juror form
  • 16. Documents The student will come to the qualification table with his artwork and a Juror Rating Form which he received at check-in. The information at the top of the form must match the information on the top of the Student Intent and Artwork Identification Form that is attached to the artwork.
  • 17. Documents
    • Some students will have 2 works of art and will, therefore, have 2 Juror Rating Forms
    • Review the information on the top of each Juror Rating Form and each Student Intent and Artwork Identification Form .
    • Remind the student to keep the proper Juror Rating Form with the appropriate artwork.
  • 18. Documents Each 2D artwork entered must have an official Student Intent and Artwork Identification Form securely taped to the center back of the artwork.
  • 19. Documents 3D artwork, textiles, and stretched canvas must have a Student Intent and Artwork Identification Form glued or stapled to stiff board and tied to the artwork with string or wire. A copy must be glued to the outside of the packing box.
  • 20. Documents The top portion of the Student Intent and Artwork Identification Form has been filled out prior to the event through the student registration process on the VASE website. (This section will be printed.) Several areas need to be closely examined for accuracy. Picasso, Pablo No Drawing Pencil 2D 1.0 1 Mary Hierholzer East Central High School ##### East Central ISD My Friends x x
  • 21. Documents Students should fill out questions 1 through 5 prior to arriving at the event. This section will be handwritten. No manual modifications by student or teacher can be made in the top section . If there are problems in these areas, the teacher must be referred to the Qualification Foreman. The purpose of my work was to create realistic portraits of my friends. I was influenced by the work of Chuck Close. My focus was on creating a 3D effect by using an 8 range value scale. I also emphasized a realistic representation of textures. I used a variety of pencil types--HB, 2B and ebony to create gradations and an extreme range of values. At first the values were very light and had little contrast, so I increased darker values and shadows. This artwork represents me by showing the type of people that are close to me. x x
  • 22. Documents The Student Intent and Artwork Identification Form calls for a title or description. For identification purposes, each entry should have one or the other. Students should not use general descriptors such as Painting, Drawing # 1, Untitled, Self-portrait, Still Life or leave the title blank. Untitled
  • 23. Documents
    • For identification purposes, each entry should be properly identified as 2D or 3D. Proper identification of the media classification is important.
      • 2D classification categories include drawing, painting, printmaking, electronic media, and photography.
      • 3D categories include sculpture, ceramics, electronic media and photography.
    Drawing 2D
  • 24. Documents For identification purposes, proper media should be identified on each form. When identifying media, the primary material that was used to create the work should be considered. Pencil 2D Drawing
  • 25. Caution
    • Identifying proper media can be difficult.
    • Definitions of media can be somewhat flexible, and can often fall into several categories.
    • Take consideration to rule in favor of the student when at all possible.
    • Generally, if the Classification category is correct, then the artwork should meet qualification standards.
  • 26. Common Examples Drawing : Colored pencils are pencils, and the student uses the same skills with both. A colored pencil drawing could be categorized as “Drawing-Colored Pencil” or “Drawing-Pencil.” A pencil drawing drawn on a watercolor ground can be categorized as a “Drawing-Pencil” or “Mixed Media-Variety.” A pencil drawing can also be “Drawing-pencil” or “Drawing-graphite.” Charcoal pencils can be “Drawing-charcoal” or “Drawing-pencil.”
  • 27. Common Examples Painting and 3D works : A predominately watercolor painting with colored pencil enhancements can be categorized as “Painting-watercolor” or “Mixed Media-Variety.” Likewise, a predominately colored pencil drawing over a watercolor underpainting can be “Drawing-colored pencil” or “Mixed Media-Variety.” A 3D work made of clay can be “Sculpture-clay” or “Ceramic-earthenware.” A 3D work that is predominately made with clay but includes embellishments of other media can be “Sculpture-clay,” “Ceramic-earthenware,” or “Mixed Media-variety.”
  • 28. Common Examples Electronic Media and Photography : A digital photograph should be “Photography-digital,” (black & white or color) but could be “Electronic Media-2D still image.” Digital Photo --Cropping and increasing contrast was the only electronic adjustments made to this image.
  • 29. Common Examples Electronic Media and Photography : Generally, digital photographs with significant computer manipulation should be classified as “Electronic Media,” but could also be classified “Digital Photography” Digital Photo --Composition and significant color changes to these photographs qualify them as Electronic Media.
  • 30. Common Examples Electronic Media and Photography : If the original digital photograph source is no longer recognizable, the work should be classified as “Electronic Media.” Final Work --Final version has had significant electronic manipulation and is not immediately recognizable as the original source. Original digital photo source
  • 31. Common Examples Electronic Media and Photography : A graphic design created with computer software should be categorized as “Graphic Design-Electronic,” but could also be “Electronic Media-2D still imagery”
  • 32. Caution
    • When possible make judgment in favor of student.
    • Only extreme differences should be considered for disqualification.
    • For example, if the work is a 2D painting that is labeled “3D, Sculpture-clay” and in no way can be considered 3D or made with clay, then the Qualifications Foreman should consider recommendation for disqualification.
  • 33. Documents
    • The student’s credits in art determine the division that the student participates in.
      • 0 to 1 credit = Division 1.
      • 1.5 to 2 credits = Division 2
      • 2.5 to 3 credits = Division 3
      • 3.5 plus credits = Division 4
    • If a student is listed in 2 different divisions for 2 different works, the teacher should be referred to the Qualification Foreman.
    4 3.5+
  • 34. Documents If the student is an AP or IB student, he or she is automatically placed in Division 4 without regard to the number of credits. If the student has 2 works of art, he or she must be listed as AP or IB for both pieces. 4 2.0 Yes
  • 35. Documents Teacher Signature and date must be present at the bottom of all forms. 2-23-07 Mary S. Hierholzer
  • 36. Documents All Electronic Media entries are required to have a completed Electronic Media Documentation Form ( 2 pages ) attached to the entry.
  • 37. Documents
    • An 8 1/2” x 11” photo of the artwork must be attached on the outside of the box of any 2D or 3D artwork
    • Picture can be digital, 35 mm or a photocopy.
  • 38. Artwork Specifications
    • Specifications of 2D Artwork:
    • Classifications for 2D artwork include: Drawing, Painting, Printmaking, Mixed Media, Electronic Media and Photography.
    • 2D artwork must be no larger than 24”x 36”, including mat or mount.
  • 39. Artwork Specifications
    • Specifications of 2D Artwork:
    • Materials may extend up to 3 inches beyond the surface, but entries in this category must be designed and prepared for hanging on the wall.
    • Artwork cannot exceed a weight of 50 pounds.
  • 40. Artwork Specifications
    • Specifications of 2D Artwork:
    • Textiles, canvas paintings, and shaped canvases do not require mats, but must be equipped for hanging.
  • 41. Artwork Specifications
    • Specifications of 2D Artwork:
    • All other 2D artworks must be matted or mounted with white or black mats/mounts.
  • 42. No color mats. No liners or additional inner mats are allowed.
  • 43. Artwork Specifications
    • Specifications of 2D Artwork:
    • Artworks can be flush mounted to a sturdy board, such as foam board, mat board or cardboard as long as it is able to stand alone without other means of support.
  • 44. No frames, glass coverings, or acetate will be accepted in the presentation of artwork for merely enhancing the work.
  • 45.
    • Frames, glass and acetate used for the purpose of expressing content or concept are acceptable.
    • Frames should not be used for the purpose of merely enhancing the artwork.
  • 46. Artwork Specifications
    • Frames, glass and acetate used for the purpose of holding or containing media are acceptable.
  • 47. Artwork Specifications
    • Temporary cover sheets (sulphite or newsprint paper) are allowed as long as it can be easily removed.
    • Acetate sheets are not allowed.
  • 48. Artwork Specifications
    • Specifications of 3D Artwork:
    • 3D artwork must be no larger than 24”x 24”x 36” in total dimensions including the base.
    • Artwork cannot exceed a weight of 50 pounds including the base.
    • Artwork must be sturdy and able to stand alone without other means of support.
  • 49. Artwork Specifications
    • Specifications of 3D Artwork:
    • If a sculpture has a base, the base must be attached.
    • Installations not attached to a base must meet all size specifications and the student must set up and dismantle the installation.
  • 50. Installations not attached to a base must meet all size specifications and the student must set up and dismantle the installation.
  • 51. Artwork Specifications
    • Specifications of 3D Artwork:
    • Artwork must be transported to the juror in an enclosed sturdy box with adequate packing materials.
    Homemade boxes should be made with the ability to be completely enclosed. 2D artworks that are fragile, have protruding parts or could damage other artworks should be in an appropriate size box.
  • 52. Weighing Artwork
    • Artwork must be 50 pounds or under.
    • It is not necessary to weigh every artwork.
    • If a work looks questionable, ask the student to stand on the scale with the artwork and then without the artwork.
    • Do the Math! Subtract the student’s weight without the artwork from the weight of the student with the artwork .
    • Be discrete! Scale should be located someplace were the student’s weight will not be made public.
  • 53. Measuring Artwork
    • It is suggested that an area be pre-measured and set up prior to the event for measurement of 2D and 3D works.
    • A simple piece of 24” by 36” cardboard is acceptable and can be used every year. Or an area on the table can be measured and marked with masking tape.
  • 54. Measuring Artwork
    • The 2D area can be used to measure 3D work by placing the 3D work in the 24” by 36” area and using a measuring device to measure the height up to 24”.
  • 55. Measuring Artwork
    • Remember 3D work can be as large as 24” by 24” by 36” in any direction. In other words, the work can only be larger than 24” in one direction.
  • 56. Over Size Limit If a student’s work is over the size limit, ask the student to bring his or her teacher to the table. If the work’s size can be reduced at this time, give the teacher the opportunity to fix and return to qualifications. (For example, mat can be removed or reduced in size.)
  • 57. Repairs and Modifications
    • If a work can be modified on location, allow student with the assistance of a teacher to make modifications for qualifying.
    • An empty table for making repairs or modifications can be made available for teachers.
    • For liability reasons, do not put out supplies, such as mat cutters, fixative, glues, and utility knives for repair.
  • 58. Originality and Sources
    • All artworks are required to be original in composition and individual expression.
    • No Laser Photocopied Artworks - Artworks must be original.
    • If a teacher has any doubt about the originality of an artwork, the work should not be submitted.
  • 59. Originality and Sources Direct copying or reproducing in any media a published image, photograph, album/CD cover, how-to-book, magazine, image from Art History, etc., is plagiarism and will be disqualified.
  • 60. Originality and Sources
    • Images traced with the use of an overhead or opaque projector or other mechanical means are prohibited.
    • Using a grid is acceptable as long as the image is the student’s own photograph or a photograph directed by the student.
    • Artwork from direct observation is encouraged.
  • 61. Originality and Sources
    • Secondary references are images that students use to assist with accurate representation of subject matter, and not for the purpose of direct copying.
    • Secondary references may include but are not limited to magazines, textbooks, downloaded images, photo files, family photos, etc.
  • 62. Originality and Sources If a student uses more than one reference, all should be attached to artwork.
    • Student photographs, student sketches, student-directed photographs, and any additional secondary references used to develop an artwork by non mechanical means will only be allowed if all reference materials are attached to the submitted artwork.
  • 63. Source : Black and white print from Internet--original photo was color.
    • Direct copying from an Internet source is prohibited.
    • Any images used from the internet should only be used to accurately represent a small portion of the student’s composition in order to be considered a secondary reference.
    • Simply eliminating color or completing work in a different media is not a significant change.
    Student Artwork : Pen and Ink copy of Internet source--no changes were made to composition.
  • 64. Originality and Sources
    • Photographs taken by an art instructor are considered professional due to the teacher’s training. They may be used as secondary reference material only.
    • Copying from a professionally created photograph in any work entered is prohibited.
    Teacher Photo
    • Because a teacher photo may not be obvious, the student should be directly asked who took the photo(s) on the back of their work.
  • 65. Student-Directed Photographs Students can copy a photograph as long as it is a photograph taken by the student artist or a photograph that is taken by another student but directed by the student artist.
  • 66. Source : Student Reference from Internet Inappropriate use of Reference--Significant changes to the original source were not made. Originality and Sources Students cannot copy a published photograph. Direct copies of professional, published and copyrighted photographs of celebrities are obvious examples of inappropriate use of a reference.
  • 67. Use of copyrighted cartoon characters is not an appropriate expression of student originality for VASE and should not be entered even if they are used in students own composition. Student References Student’s Composition using 3 separate references
  • 68. Content and Subject Matter
    • Teachers shall eliminate artworks that include profane references to a deity, obscene language, or any content that may offend the moral standards of the community.
    • Teachers must receive campus principal’s signature on the Regional Entry Certification Form that is turned in during the check in process.
    • The principal’s signature indicates that the principal has reviewed all artwork for submission and is satisfied that the content does not offend the moral standard of his community.
    Policing content is not the responsibility of the qualifier, but it is suggested that questionable works be brought to the attention of the Regional Director.
  • 69. Content and Subject Matter
    • Nudity is not prohibited, but should not be entered if it does not meet the standards of the student’s school.
    • The Regional Director has the option of not displaying a work if it does not meet the standards of the community of the exhibition.
  • 70. Completing the Qualification Process After documents, specifications and sources have been deemed to meet qualifications, the qualifier should place a stamp of approval or date stamp in the space at the top right-hand side of title of document.
  • 71. Completing the Qualification Process Finally, direct the student where to go to wait to be jurored.

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