SIG Representative Liaison Handbook

 
SIG Representative Liaison Handbook
Version 1 by Jim Smiley October 2012
 
1. Monthly tasks on a regular basis
2. Overall tasks that are managed as they happen
3. Specific Tasks expected duties and roles
4. Committees  a list of committees of which the SRL is a member
5. To Do a wish-list for the SRL for the future
6. Appendices useful information showing examples
 
1. Monthly
1.1. JCO sends SIG membership numbers list
Look at this list. Note any changes from previous months. Highlight Forming and Affiliates’ to see if they need status updating. Same for Full SIGs who might be losing members. If Full SIG is losing numbers, contact Co-ordinator to see if there’s an underlying problem. This membership numbers list looks inconspicuous, but it is a primary tool in the SRL’s kit. With it, problems can be identified early, potential motions can be flagged and the general health of SIGs can be understood. It is recommended that the SRL set up a spreadsheet into which the monthly numbers be input.
1.2.  JCO sends SIG officer dues delinquent/ unpaid list
By regulation, all SIG officers must be paid-up members. Contact the co-ordinator and ask them to give the officer a friendly reminder. If the situation remains unchanged over a period of months, ask if there’s an underlying problem.
 
2. Periodic
2.1. Forming petitions from would-be SIGs arrive in the SRL mailbox
Check that the petition is valid: i.e. with JCO check that 20 members signatories are in good standing. Contact the group’s organiser. Inform them of the process involved. Tell them that there will be a motion at the EBM that has to be approved by the EBM for the new SIG to come into existence. Stress that a representative of the group should be there to answer questions from the floor. The costs involved are not reimbursed by JCO. Work with the organiser to draft the EBM motion (see Appendix 1 for examples).
2.2. Current SIGs have their statues updated
The impetus for the change may come from the SIG itself, or after looking at the membership numbers over a period of months. Check with the Director of Membership about the membership numbers and the potential for the change. Work with the SIG co-ordinator to draft a motion to the EBM for the change.  Sometimes, the status change may be ‘downward’, i.e. from Full to Affiliate. Check if there is any underlying problem with the SIG. If so, work with interested parties to monitor and help with any necessary actions.
 
3. Specific Tasks
3.1.The EBMs
[Note: The SRL position carries no vote at the EBM. However, if the incumbent is also a serving SIG co-ordinator, they can vote in that capacity.]
3.1.1.The JENL Report
Deadline: 1 month prior to the EBM date. The SRL needs to compile a report of the SRL actions since the previous EBM. These might include notifying the EBM of new motions, of SIGs in trouble—and how that has been dealt with, of conferences involving SIGs, of membership number changes. See the Appendix 2 for examples from the previous two SRLs.
 3.1.2.Motions
The SRL needs to be abreast of the latest developments regarding the state of any of the interested parties in any motion. Before the EBM, the SRL should clarify and confirm positions involving motions. The SRL can make motions but cannot vote on them. The role is a supporting one. The motion may be introduced by the SRL or passed over to the interested party.
3.1.3.SIG Break-Out Sessions
At each EBM, there is time for the SIG co-ordinators to gather together to discuss issues of common interest. These sessions are chaired by the SRL. From about a month prior to the EBM, on the SIGnif list, gather topics for discussion. After sufficient discussion has been reached on the SIGnif list, create and publish on that list the agenda for the meeting. Appoint a recording secretary for the session(s), and prepare the finalised minutes before the Friday following the EBM.
3.1.4.Other EBM duties
Liaise with the Board of Directors throughout the EBM in regard to issues that need to be clarified at the break-out sessions or more privately. Meet with co-ordinators face-to-face to discuss issues directly.
3.2. The National Conference
3.2.1  SIG Co-ordinators’ meeting
There is a SIG Co-ordinators’ meeting at each JALT National Conference. The details about this are entered by the SRL into the conference database around March/ April before the unvetted presentations deadline for the conference passes. The SRL chairs this meeting fixed one-hour slot. As with the SIG break-out sessions at the weekend EBMs, collate discussion topics and present an agenda on the SIGnif list before the conference. At this meeting, there is often an election for the new SRL. The method of the election should be decided on the SIGnif list beforehand.
 3.2.2. Conference EBM & OGM
The SRL should be in attendance for these events especially if motions by the SRL are included in the agenda. There is no SIG break-out at this EBM, but the SRL may be invited to report on the SIG Co-ordinators’ meeting.
 3.2.3. The SIG Booth area
At each conference, there is an area in which every SIG has a display booth: a table, some chairs and a display panel or two. This area is set up by the SRL in co-ordination with the Conference committee. Most SIGs book a ‘standard package’, a table, 2 chairs and a display panel. Other SIGs book extra. There is a cost involved, and depending on the available space, not all requests can be granted. Some venues have wifi and electricity. Find out about their availability before creating an order form on the SIGnif. (See example email in the Appendix 3.)
A map of the area will be sent by the Conference committee. Place the SIG booths in that and forward the map to the SIGnif before the conference.
Inform the SIGnif list at least a week in advance of the mailing address in both English and Japanese and any information about delivery services. This information comes from the Conference committee.
 3.3. The End-of-Year SIG Co-ordinator Report
It is the duty of each SIG co-ordinator to produce a report on their SIG’s activities for the JALT year.†  The SRL asks for these reports shortly after the National Conference and hounds/ badgers/ prompts SIG co-ordinators until they are all in. The deadline is December 31. The SRL collates the files and presents them to the February EBM and online in the Officer Resources section of the http://www.jalt.org/website. As of September 2012, the reports follow the format shown in the Appendix 4.
  3.4. The SIGnif List
The SRL maintains and monitors the SIGnif mailing list.
 http://jalt.org/mailman/listinfo/signif_jalt.org
 
4. Committees
The SRL serves on a number of committees, and the interests of the SIGs as a whole has a voice in the wider-scale decisions in the running of JALT. Consequently, the SRL needs actively to maintain communications with all of the SIGs’ co-ordinators, the Board of Directors, the Chapter Representative Liaison and other important policy informants involved in the running of JALT.
4.1. The EBMs: February, July & National Conference
4.2. The Financial Steering Committee (Standing Rule 5.2)††
4.3. The Development Fund (Standing Rule 6.2)
4.4. Competitive Bidding for Web Services (Standing Rules 2.2 & 6.3)
                  
5. To do
The position of the SRL is fairly fixed, fairly fluid. There are a number of places in the Standing Rules and Bylaws in which the wording is vague or non-existent–where it would be useful. There are historical interpretations of the Bylaws that show a variance between practice and word-of-law. There are undefined roles, as yet, where an active SRL could make a bigger and better difference. This ‘to do’ list, similarly, reflects these concerns
5.1. The SRL and the BoD
                                    
 
†JALT year: defined as the assumption of appointments following the end of the OGM at the National Conference to the next conference’s OGM.
††The FSC regularly meets on the Saturday morning of an EBM weekend.
 
Appendices
1. Examples of SIG Status Change Motions
 
1.1. From Forming to Affiliate
NB: Include the relevant bylaws in the motion.
MOTION 2012-6-X: Recognition of the Forming SIG (FS SIG) as an Affiliate SIG
(proposed by Jim Smiley SIG Representative Liaison and Buzz Green Director of Membership)
Moved that the Forming  SIG, FS-SIG, be recognized as an Affiliate SIG, with the rights and responsibilities of all full status special interest groups in JALT.
 
Rationale: The FS SIG was recognized as a forming SIG in June of 2010. The FS SIG has a current membership of xx (as of May 1, 2012), and has met all the requirements for petitioning the board to upgrade its status. Currently serving as officers are: Co-ordinator: Name 1; Membership Chair: name 2; Program Chair: name 3; Publications Chair: name 4; Treasurer: name 5. The SIG is publishing its newsletter four times a year, has filed all its reports, and is generally fulfilling its responsibilities as an active SIG.
 
JALT Bylaws (V. 3) reference:
2. After a minimum of one year, a Forming SIG may petition the Executive Board for recognition as a SIG Affiliate if it has met the following criteria:
                   1b A SIG Affiliate must have at least 35 JALT National members in good standing.
2 A SIG Affiliate must designate at least 3 JALT National members in good standing as officers.
                   3b A SIG Affiliate must produce at least 2 publications per year.
 
1.2. From Affiliate to Full
MOTION 2012-6-X: Recognition of the Affiliate SIG (AF SIG) as a full SIG
(proposed by Jim Smiley SIG Representative Liaison and Buzz Green Director of Membership)
Moved that the Affiliate SIG, AF-SIG, be recognized as a full SIG, with the rights and responsibilities of all full status special interest groups in JALT.
 
Rationale: The AF SIG was recognized as a forming SIG in June of 2010, and as an affiliate SIG in June of 2011. The AF SIG has a current membership of xx (as of May 9, 2012), and has met all the requirements for petitioning the board to upgrade its status. Currently serving as officers are: Co-ordinator: Name 1; Membership Chair: name 2; Program Chair: name 3; Publications Chair: name 4; Treasurer: name 5. The SIG has been publishing its newsletter, Publication Name two times a year (under the regulations of Affiliate SIG membership), will be moving to three publications a year henceforth, has filed all its reports, and is generally fulfilling its responsibilities as an active SIG.
 
JALT Bylaws (V. 3) reference:
3. After a minimum of one year, a SIG Affiliate may petition the Executive Board for recognition as a SIG if it has met the following criteria:
                   1b A SIG must have at least 50 JALT National members in good standing.
                   2 A SIG must designate at least 4 JALT National members in good standing as officers.
                   3b A SIG must produce at least 3 publications per year.
2. Examples of SRL JENL reports
 
Jim Smiley’s report for EBM October 2012
As you’ll see in this JENL, two groups have motions to become SIGs. I worked with the Literary Review people to iron out their application after their initial petition was tabled at the last EBM. We also see a new group petitioning: The School Owners. It’s a pleasure to see such energy continuing in the SIGs after the expansion in the past few years. There are a lot of active JALT members who are willing to become involved at the SIG officer level and in areas where JALT SIGs are not yet functioning. A couple of SIGs are updating their status from Forming to Affiliate. Both the Speech, Drama, and Debate SIG and the Vocabulary SIG have seen their membership increase since forming. It’s a delight to see them strengthen and grow.
One SIG seems to be on the verge of collapse. The Business English SIG have not fulfilled their mandate for some time now, and I hope to use the National Conference to meet face-to-face with their representatives. Hopefully, we can find a route forward, or the next step will be to begin dissolving the group.
On a personal note, I’d like to say thanks to all for your support and help during my single year as SRL. It has been a tremendous learning curve, and I(ve developed a lot in my understanding of JALT and my own organisational abilities. I’m sure that the person taking over will have an equally enjoyable time.
 
Jim Smiley’s report for EBM February 2012
All SIG reports were submitted just before the February EBM. A huge “Thank you so much” goes to all of the coordinators for their strong and sincere efforts in finalizing these reports. There were a few issues about the method of compilation of the reports and the actual questions used to generate it. These are ongoing, and the results will be delivered to the EBM when ready. The reports were collated and a pdf file was uploaded to the Officers Resources section. Although the file focusses only on SIG activity, all EBM members can access this file. Please do so. Inside these pages there is a wealth of information that can be useful to many branches of JALT. For example, chapter programme chairs may get ideas about presentations, speakers, and potential events.
The actual status of each SIG is recorded in the inside pages of the compiled reports, but I feel that this information should be presented here in the JENL occasionally so that all EBM members may see readily the state of play.
[Note: this report also included a table of the SIG statuses.]
 
Hugh Nicol’s report for EBM November 2011
This is a brief report of my primary activities as SRL between the June EBM and the run up to the conference. As a number of tasks need to be finalized in the final two weeks before we are together for the conference EBM, I will submit an addendum (if necessary) for the minutes.
2010 Coordinator Reports
During late June and early July, most of my SRL-hat time was devoted to collecting SIG Coordinator reports for the 2010 calendar year. Fred (CRL) and I have been discussing a change in the reporting schedule, and are recommending that we collectively work out a way to get the basic data on SIG activities collected in the month(s) following the national conference each year, as SIG officers will have made reports at their respective AGMs. I look forward to a discussion on this matter, and hope we can simplify the process for all concerned. If there is insufficient time for sorting out the problem of missing reports at the conference EBM, it is an issue that should be resolved as early as possible during 2011.
New Forming SIGs
We approved several additional forming SIGs at the June EBM, so I will ask the board to extend a welcome to the representatives of our newest SIGs: Literature in EFL, Speech, Drama, & Debate, and the Vocabulary SIG. I have spent what now seems to be an insufficient amount of time trying to help the new SIG officers understand the functions and protocols of the executive board, and how JALT functions as an NPO. There is still some work to do. Combined with the problems experienced by some of our SIGs, in maintaining membership and fulfilling their publication and program responsibilities, this fact suggests that we may, at some point in the near future, formalize a mentoring project for bringing new research working groups into the organization. There are far too many questions for us to address them at the conference EBM, but they will have to be addressed in the very near future.
Preparing for JALT2011
The major focus of my activities since late summer has been in assisting Naomi Fujishima, our EME coordinator, and the rest of site team to make arrangements for the SIG area at the conference. As of 1 November, all primary decisions have been completed. There will be a rush of confirmation and coordination communications with SIG reps over the next two weeks as we prepare to put up our booths, and prepare for presentations and meetings at the conference. I will be posting the draft agenda for the SIG Coordinators Meeting on the SIGNIF list.
Looking forward to a great conference.
3. SIG Booths at the National
Jim Smiley’s email to the SIGnif list; September 9 2012
I’m arranging the SIG room for the conference now.
Most SIGs take a ‘Standard Package’. There is an associated cost which is deducted from SIG dues  later on. I can’t give you the actual cost for that, nor can I the price for each individual item ordered
separately.
Could you indicate your needs by replying off-list to me?
 
SIG name:
[  ] The ‘Standard Package’ comprising 1 panel, 1 table and 4 chairs.
[  ] Extra panel
[  ] Extra table
[  ] Extra chair(s): number [   ]
[ ] Electricity
[  ] Other: detail [                                              ]
 
A few pieces of information.
1. I can’t say yet if there will be wifi access or not. If there’s a serious need, perhaps we can look into it.
2. Selling is okay.
3. Eating and drinking at booths is fine.
4. A SIG rep will have to be on-site to collect packages for your SIG on the day.
5. I’ll send takkyubin and address information later.
6. Requests for extra chairs and tables will be accepted, but allocation for them may be a matter for negotiation if space runs out. There will be 26 SIGs and a few other groups sharing the same space.
If I’ve missed anything out, please do let me know.
The deadline for this is Friday Sept 14.
 
4. SIG Co-ordinator Annual Report
The template report sent out to SIG co-ordinators in November 2011
JALT Special Interest Group Annual Reports for 2011
 [The report to be written by the active co-ordinator Nov 2010—2011.]
 
SIG Name: SIG
Submitted by:
Date:
[Get this information from your membership chair. Use the total of paid-up and ‘D’ members as of the latest membership spreadsheet.]
 
I.                    How many JALT members are members of your SIG?
How many non-JALT newsletter subscribers do you have?
[Include extensive bulletins that you had considered newsletter value. Please attach a pdf of the newsletters or a weblink here.]
 
II.                 How many newsletters did your SIG put out this year? How many issues?
[Include the cost of webhosting newsletters and other associated costs.]
 
III. What was your SIG’s total newsletter budget last year? (rough total OK)
* Average cost for each newsletter
[Please attach a pdf of the newsletters or a weblink here.]
 
IV. Did your SIG put out any extra publications this year (such as a journal, anthology, handbook, etc.)
[Include anything your SIG did beyond the publications. For example, if your SIG co-sponsored a JALT chapter event; if your SIG put forward a presentation for Best of JALT; if your SIG was involved with the Pan-SIG, etc.]
 
V. What special activities or events did your SIG sponsor (or co-sponsor) this year?
VI. How have you encouraged new members to join your SIG?
VII. What do you think were your biggest successes this year?
VIII. Did you have any particular problems this year that the SIG reps should address at the EBM?
IX. Do you have any suggestions to the other SIGs or to JALT as a whole for improving the SIGs?
X. Do you consider your SIG to have met the criteria for an active SIG?
 
5. Standing Rule 1.6 for Chapter Status Assessment
A similar standing rule for the status updating of the SIGs would be useful.
Standing Rule 1.6: Chapter Status Assessment Procedures [EBM Motion 2003-2-14]
(proposed by Peter Ross as West Tokyo Chapter Rep, passed [unanimously approved] 25 January, 2004; amendment to include Director of Membership [EBM Motion 2004-2-f] proposed by Peter Ross, passed [by acclamation] 4 July, 2004)
1) In preparation for the summer EBM the Director of Membership with the assistance of the Chapter Representative Liaison will assess each chapter’s status every March based on the previous calendar year.
2) The Director of Membership with the assistance of the Chapter Representative Liaison will determine the number of members and officers in each chapter on the basis of reports provided by the JCO. Both average and current figures will be examined.
3) The Director of Membership with the assistance of the Chapter Representative Liaison will determine the number of events that a chapter has sponsored by consulting the online program database, which is posted on JALT’s website.
4) The Director of Membership with the assistance of the Chapter Representative Liaison will compare this information with the annual chapter president’s reports. Chapter presidents will be required to explain significant anomalies in writing to the Director of Membership.
 
 
6. Standing Rule 1.10 for Chapter Status Assessment
This rule will need adjustment when a new database system that is more accomodating of other officer roles becomes available.
3) Each President or SIG Coordinator will make sure that only the data for the five required main officers* is in the JALT Officer Database online. Officers in other positions will not be listed on JALT Officer Database online, but shall be listed on the webpage of their respective Chapter or SIG.
*According to Bylaw V., the 5 required main officers are:
SIGs: Coordinator, Program Chair, Publications Chair, Membership Chair, Treasurer
 
Standing Rule 1.17: Positions of Chapter Representative Liaison and SIG Representative Liaison [EBM Motion 2011-1-9]
(proposed by Hugh Nicoll as LD SIG Rep, passed [40-0-0] 6 February, 2011)
The CRL (Chapter Representative Liaison) and SRL (SIG Representative Liaison) are appointed officer positions that are selected in accordance with II below. Both may make motions but hold nonvoting positions on the Executive Board.
1) Officer Duties
The CRL/SRL shall provide support and administrative assistance to chapter presidents/SIG coordinators and work for the chapter/SIGs at the national level.
2) CRL/SRL selection process
The CRL/SRL will be selected by the Chapter Presidents or SIG Coordinators at the annual conference.
In the event that the CRL or SRL is unable to perform their duties for any reason, the Chapter Presidents/SIG Coordinators may select a temporary replacement, either at a meeting of the Executive Board on or the respective email discussion lists. The elected officer shall serve until the next conference.
 
7. Standing Rule 1.17 that defines the SRL
Standing Rule 1.17: Positions of Chapter Representative Liaison and SIG Representative Liaison [EBM Motion 2011-1-9]
(proposed by Hugh Nicoll as LD SIG Rep, passed [40-0-0] 6 February, 2011)
The CRL (Chapter Representative Liaison) and SRL (SIG Representative Liaison) are appointed officer positions that are selected in accordance with II below. Both may make motions but hold nonvoting positions on the Executive Board.
1) Officer Duties
The CRL/SRL shall provide support and administrative assistance to chapter presidents/SIG coordinators and work for the chapter/SIGs at the national level.
2) CRL/SRL selection process
The CRL/SRL will be selected by the Chapter Presidents or SIG Coordinators at the annual conference. In the event that the CRL or SRL is unable to perform their duties for any reason, the Chapter Presidents/SIG Coordinators may select a temporary replacement, either at a meeting of the Executive Board on or the respective email discussion lists. The elected officer shall serve until the next conference.
 
8. Standing Rule 4.1; useful information on leading break-out sessions
These guidelines seem to cover *all* JALT meetings, but the actual policies at break-out sessions may be more flexible.
Standing Rule 4.1: Conducting JALT Meetings [EBM Motion 2001-2-VI-1]
(proposed by Thom Simmons as President, passed 24 June, 2001)
1) Discussion of motions shall be limited to 15 minutes at which time the Chair will call the question.
2) Discussion is extended 10 minutes if the call is not passed.
3) Each person may speak a maximum of one minute to the motion.
4) No one person will speak more than once until everyone who wishes to speak has been heard.
5) Those who move a motion will be allowed to speak in the allotted time.
6) The chair will seek to distribute the discussion evenly between those speaking for or against the motion.
7) Anyone who requests clarification of the issues or definitions of terms may do so at any time by saying, “Clarification,” so long as they do not interrupt a speaker. Requests for clarification must not be argumentative, that is, the must be neither for or against the motion.
8) The discussants will direct their comments to the motion on the floor.
9) All discussion shall be directed at the Chair.
10) A “point of order” takes precedence over other speakers and is strictly limited to issues of procedure.