Arts Express Registration and Eligibility Information

Please 1) READ REGISTRATION INSTRUCTIONS BELOW; and 2) download, complete, and fax the form to: 408.277.3160. You may also send it to: 365 S. Market Street, San José, CA 95113. (Fax is faster.)

Can't see the form? You will need Adobe Acrobat Reader (4.0 or higher) to view and print it.

IMPORTANT REGISTRATION INSTRUCTIONS. Please read them carefully to increase your chances for being scheduled for an event:

•	All programs are FREE, but please choose selections carefully; once we schedule and you confirm those schedules, your attendance is considered a commitment. Please note: Transportation is not included. Participants must make their own arrangements.
•	Fill out every line and box in the registration form, and don't forget to get your principal's signature. Incomplete or illegible registration forms will delay scheduling.
•	Submit your registration form as soon as possible after Sept 4, 2007 (fax is faster than mailing).
•	Provide as many event options as possible and list your highest priority event first.
•	Provide an e-mail address that you check regularly; notification of last minute opportunities is done by e-mail. If your e-mail has spam filters, be sure to add "arts.express@sanjoseca.gov" to your "approved" list or our e-mails may not be received. It is strongly recommended that you provide a non-school email as the alternate email contact because some schools have very sensitive spam filters.
•	If several classes must be scheduled together, scheduling may be more challenging due to limited seating at venues.
•	Check requested dates for school and/or district activity or calendar conflicts before you register.
•	Note program content for appropriateness for your students. If you have any questions, contact Arts Express.
•	Register only one class (up to 40 students) per application. If you want to register an entire grade level from your school, remember to submit a separate registration form for each teacher.
•	State special requests (i.e., physical needs) that need to be considered.
•	Request joint scheduling of classes only for transportation purposes or very special needs.
•	To request an accommodation or alternative format for City-sponsored events, please email arts.express@sanjoseca.gov or call 408.294.9337 (TTY) at least three business days before the event.

Eligibility:

•	Arts Express is open to all public, private and home-school groups serving grades 4 through 12.

Scheduling Criteria:

•	San José schools will be given first consideration, if requests are received by September 28, 2007
•	Priority of your program selections
•	First-come, first-served by date and time applications are received

Confirmation:

•	Because of the popularity of many programs, registration does not guarantee admission. Shortly after scheduling is completed, a "Letter of Scheduled Events" will be sent to teachers. Upon receipt of this letter, teachers must confirm attendance of these scheduled events by e-mail or phone.
•	For programs that take place in October, notification of acceptance may take place by phone or e-mail so please make sure that this information is accurate on the registration form.

Cancellation:

•	In order to maintain the free status of the program, the providers need to have maximum attendance. Please choose programs thoughtfully and arrange transportation well in advance so that cancellation will be avoided.
•	If cancellations become absolutely necessary, notification needs to be received by the Arts Express program as far ahead of the event date as possible (a minimum of 3 weeks time is needed for other classes to arrange to use the cancelled seats).
•	Policy for late/multiple cancellations and "no shows": Teachers who have already called in to confirm their attendance and then a) cancel less than 3 weeks prior to the event or b) fail to show up at the event without any notice will, after two infractions, be placed on wait list status for current and future Arts Express scheduling.

Public Transportation Information:

•	For information on public transportation for field trips, call the VTA at 408.321.7500. Arrangements MUST be made a minimum of 3 weeks in advance of needed dates.