jetaa canada conference summary report
DESCRIPTION
JETAA Canada Conference Summary ReportTRANSCRIPT
2012 JETAA Canada Conference Summary Report for JETAABC
Prepared by Megumi Johns & Kim McNelly, JETAABC
2012 JETAA Canada Conference
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Contents
1 OVERVIEW .......................................................................................................................................................................... 3
2 PARTICIPANTS .................................................................................................................................................................. 3
3 SUMMARY OF KEY SESSIONS .................................................................................................................................... 5
3.1 CONSULATE GENERAL OF JAPAN, CALGARY ............................................................................................. 5
3.2 CLAIR, JAPAN LOCAL GOVERNMENT CENTRE, NEW YORK .............................................................. 5
3.2.1 Funding & Activities ..................................................................................................................................... 5
3.2.2 Overview of JETAA USA Projects ............................................................................................................ 6
3.3 MUNICIPAL TWINNING RELATIONSHIPS ................................................................................................... 6
3.4 CHAPTER REPORTS ............................................................................................................................................... 8
3.4.1 Toronto ............................................................................................................................................................... 8
3.4.2 Quebec/Atlantic.............................................................................................................................................. 8
3.4.3 Ottawa ................................................................................................................................................................. 9
3.4.4 Manitoba/Saskatchewan ............................................................................................................................ 9
3.4.5 BC/Yukon ........................................................................................................................................................... 9
3.4.6 Southern Alberta ............................................................................................................................................ 9
3.5 NATIONAL ACTION PLAN BRAINSTORMING ......................................................................................... 10
3.6 JET PROGRAM UPDATES .................................................................................................................................. 12
3.7 BYLAWS DISCUSSION ........................................................................................................................................ 13
3.8 PRE-DEPARTURE ORIENTATIONS ............................................................................................................... 14
3.9 SERVICES FOR RETURNING JETS ................................................................................................................. 15
4 CLOSING REMARKS ..................................................................................................................................................... 15
2012 JETAA Canada Conference
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1 OVERVIEW The 2012 JETAA Canada Conference was held in Calgary, June 8-10 and was hosted by
JETAA Southern Alberta. Delegates from JETAA Atlantic/Quebec, Toronto, Ottawa,
Manitoba/Saskatchewan, and BC/Yukon, staff from CLAIR, and Japanese consulate
staff participated in a weekend of sharing, learning, and brainstorming. This year's
keynote presentation focused on sister cities and strengthening relationships between
Canadian and Japanese communities.
2 PARTICIPANTS
2.1 JETAA1
Greg Joughin, JETAA Canada
Kim McNelly, JETAABC/Yukon
Megumi Johns, JETAABC/Yukon
Carrie Fischer, JETAA Southern Alberta
Jennifer Kennedy, JETAA Southern Alberta
John Nguyen, JETAA Southern Alberta
Troy McTavish, JETAA Southern Alberta
Lina Perez, JETAA Southern Alberta
Rigor Maglaya, JETAA Manitoba/Saskatchewan
1 JETAA Northern Alberta did not send a delegate and was therefore unrepresented at the conference.
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Jamiena Shah, JETAA Toronto
Nadine Bukhman, JETAA Toronto
Alex Svetlovsky, JETAA Ottawa
Lisa Mallin, JETAA Ottawa
Melissa Dubuc, JETAA Quebec/Atlantic
Nha-Thy Vo, JETAA Quebec/Atlantic
Stephanie White, JET Programme Coordinator, Embassy of Japan, Ottawa
Erynne Sjoblom, Alberta/Japan Twinned Municipalities Association (Keynote speaker)
2.2 Consulate General of Japan, Calgary
Susumu Fukuda, Consul General
Naoki Sasahara, Consul of Information and Cultural Affairs
Robin Verrall, JET Coordinator
2.3 CLAIR , Japan Local Government Centre, New York
Hotaka Kawasaki, Counsellor, Ministry of Internal Affairs and Communications
Kaneshi Satoko, Assistant Director, Okinawa Prefecture
Matthew Gillam, Senior Researcher
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3 SUMMARY OF KEY SESSIONS
Presentations and workshops over the course of the conference focused on sharing
information, ideas, and experiences for supporting the JET Program and departing
participants and for creating a strong and supportive network of alumni. Collaborative
discussions started JETAA Canada on the path to exploring new ideas for the national
action plan and updating the bylaws.
3.1 CONSULATE GENERAL OF JAPAN, CALGARY
Priorities of JETAA:
1. Support of new JETs
Interviews, info sessions, orientations/training
Would like to see JETAA reaching out to furthest reaches of provinces
2. Involvement with local Canadian-Japanese communities
3.2 CLAIR, JAPAN LOCAL GOVERNMENT CENTRE, NEW YORK
3.2.1 Funding & Activities
No major funding changes from last year (see
detailed packet of funding info)
Think about terminology of events for alums
and CLAIR, respectively
Must give notice/get approval to hold CLAIR
funded events in March.
Contact Kaneshi-san, CLAIR New York.
Costs of food/drink for appropriate events
should be shared
Suggestions for future JETAA activities:
CLAIR wants to raise awareness in local (Japanese)
governments about how JETAA is serving them
specifically.
Getting involved with local Japanese-
Canadian communities
Promoting local Japanese products, especially Tohoku products to
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demonstrate direct benefit to local Japanese governments.
Contact CLAIR NY, Chamber of Commerce, or business associations for info on
promoting potential tourism products,
Keep in touch with our local JET placement governmental offices (ie. City halls)
so Mayors see the function and value of JETAA.
Sending CLAIR pictures and information about our events so they can show local
governments what we are doing of direct benefit to them.
Be cultural ambassadors who receive/welcome Japanese dignitaries who visit BC
(contact our consulate about being informed).
3.2.2 Overview of JETAA USA Projects
9 chapters raised around $87,000 for Tohoku relief efforts (other chapters raised
money separately; JETAA-NY qualified as a non-profit and organized/led the
project).
Adoption of a set of national bylaws, good to look at for our own bylaw
ratifications: http://www.jetaausa.com/about-2/jetaa-usa-governance/
New bylaws include a National Board of Advisors, 2-year term of service,
support body for Country Representatives and chapters.
3.3 MUNICIPAL TWINNING RELATIONSHIPS Erynne Sjoblom, Executive Visionary,
Alberta/Japan Twinned Municipalities Association
(A/JTMA) [email protected]
“Twinning” vs. “Sister Cities”… pretty
much the same thing, include official
signing of an agreement of friendship and
planned activities between the two
municipalities which is passed by both town
councils
CLAIR has a list of sister relationships
between Japanese and Canadian
municipalities and can help us in setting up
new ones
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Ways to help set up/maintain/support Twinnings:
Make bilingual information about twin cities readily available
Potential activities: ePals, classroom exchanges, governmental official
exchanges, language learning, hire a Japanese ALT/CIR, homestays
Support for Japanese immigrants
Host exchange students
Keep in touch with your Board of Education
BC-specific information:
Vancouver-Yokohama sister city relationship, but possibly easier to work with
smaller surrounding communities
North Vancouver-Chiba City twinning strong
Get involved with Japanese immigration associations?
Individual JETS get/stay in contact with JET area government?
Existing BC organizations:
B.C. Twinning Website has BC-ASIA Twinning Toolkit (80 p.)
https://trade.britishcolumbia.ca/Connect/Twinning/Pages/Twinning.aspx
The Canada-Japanese Society of British Columbia
http://canadajapansociety.bc.ca/home.html
(seems business-oriented, good to contact for networking events?)
How to get more information about Sister Cities/Twinnings:
Ask CLAIR: NY (has list of all Canadian-Japanese paired cities)
Contact City Hall/Mayor‟s office about Sister City Relationship history and
activities (or try Sister Cities International website)
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3.4 CHAPTER REPORTS
3.4.1 Toronto
Many events and collaboration with community Japanese organizations
o Board member participates in quarterly meetings of heads of Canada-Japan
organizations
conversation partnerings
J-Walking Tour of Japanese areas of interest in downtown Toronto
Chapter bylaws work, including defining subchapters and creating “Community
Coordinator” position (previous Chair will hold it) to help facilitate increased
collaboration with other organizations
Question for us—Do we want to revise some of our officers‟ titles?
I.e., “Social Chair””??“ to reflect CLAIR‟s expectations for events?
3.4.2 Quebec/Atlantic
Language classes
o May-late July, for alums and departing JETs: 6 hours/week, class
includes cultural aspects
o Fall-winter, JLPT focus
Organized family-inclusive event at a film festival to include older alums
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3.4.3 Ottawa
Maintaining connections with JETs in Japan
Letter-to-self written at newbie orientation, mailed to them around Christmas
with a letter from an alum, stickers, etc.
Sushi and wine networking event at Art Gallery, $10 tickets
Newsletter includes articles by current Ottawa JETs
Natsu matsuri
o Taiko, martial art presentations, bon odori
o Getting people to come out to events: offer free food!
o Gave away 375+ “JETAA dogs” (think JapanDog), hot dogs with Japanese
flavorings, at a summer Japanese festival. Team of 25 volunteers.
BANNER to advertise group—free with deal from vistaprint.ca, ask Ottawa for
their design if we‟re interested (in GoogleDocs)
3.4.4 Manitoba/Saskatchewan
Building alum network and website
3.4.5 BC/Yukon
Changing Tides fundraiser and PhoTohoku
Sempai List - matches departing JETs with a JETAABC alum who lived within
100km of the town they are going to, in order to give the departing JET details
and local knowledge about the area they are going to.
Assorted cultural/awareness-raising events (taiko, obi-weaving, Dragonboating,
etc.), professional workshops (volunteering with Japanese organizations, etc.),
and Japanese classes
3.4.6 Southern Alberta
Japanese goods garage sale (alums‟ stuff) and BBQ, in park
o Attracted families, recruited new board member
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3.5 NATIONAL ACTION PLAN BRAINSTORMING 1. National website
All present chapters interested, can come on board as their contracts expire
Looking into myhosting (Canadian-based VPS hosting), $18.95/month
($14/month in the first year), so only a few dollars per chapter, includes phone
tech support
2. National/International Database of JET alums
Chapters interested but concerned about where data would be stored
Each chapter would still maintain individual membership lists that could be
synced with the national/international list.
Looking into two options: SalesForce and SugarCRM, Ottawa (Alex) will look
into details and make a demo database for our perusal.
Might be a good way of finding out about returning JETs before November;
we can ask AJET to solicit departing JETs to sign up.
3. Becoming a Non-Profit Corporation (NPC) in Canada
NPCs are NOT the same as charities. NPCs report every year, but charities are
required to perform very strict reports which are essentially impossible for us.
Costs-> ~$200 to file then $30/year for paperwork, can apply for funds
w/CLAIR
Advantages of NPCs:
o Legal protection (corporation responsible, not individuals) available for
special discounts, grants (w/extensive reporting), etc.
Some chapters looking into individually becoming national NPCs because the
process is streamlined and easier than in their own provinces.
JETAA-Ottawa currently waiting to hear back about application on provincial
NPO status.
4. National JETAA newsletter/magazine?
Chapters want to help increase awareness about what we‟re doing
Can contribute to jetwit.com (world-wide readership)
CLAIR: New York will forward info about our events to Japanese
municipalities if we send them our newsletter
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5. Japanese classes—garnering interest and maintaining momentum?
Emphasize value, not cost (I.e., “An equivalent course would cost $____.”)
Instead of holding a cheque, ask for cash. Students get $10 back at each class
they attend.
Funding through MOFA vs. Not funding through MOFA
*no non-alums allowed
*can open up classes to general public (up numbers)
*need evaluations (not necessarily JLPT), i.e., “test” at beginning and end of
course
6. How can we easily promote Japanese municipalities in our provinces?
Adapt existing events, such as making a
networking event with sushi and sake
have Tohoku sake
Contact consulate or CLAIR about how
to import local Japanese products
Connect with departing JETs/AJET, help
them set up sister city relationships?
7. Competitive Project/Essay
Chapters are interested in putting
together a lesson plan for Canadian
ALTs. The subject of the lesson would
be for students to write an essay or create
a project with the theme of “Why I like Studying About Canada” or “Why JET
is important,” etc.
The ALT will submit the essays/projects (scans/images? To whom?), and the
winning student/class will get a Canada-specific prize (Canadian flag, stickers,
maple-syrup sweets, etc).
The word can be spread through departing JETs and getting in touch with
AJET
To be discussed during the next skype chat:
Thoughts about taking the Sempai List national
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National Web-hosting/JETAA List
Competitive Project
How bigger chapters can help smaller ones (ex. how to create a successful
budget)
3.6 JET PROGRAM UPDATES Stephanie White, JET Coordinator, Embassy of Japan, Ottawa
Canadian applications to the JET program increased this year (all other
countries decreased)…. Why?
o 620 applicants heard about JET through alums
o Alums‟ presence in media (fundraising for Tohoku)
o Increased use of social media
New JET Programme slogan: “Live, Work, and Learn in Japan”
Contact Stephanie for brochures, advertisements, etc.
What can JET Coordinators do to help JETAA Chapters?
Help advertise events
Contact current JETs
Bridge communication between Embassy and JETAA
Inform JETAA of returning JETs
Help answer questions about MOFA
funding
Keep JETAA informed about changes
to program
What can we do to help JET Coordinators?
CC them in e-mails about local events
and national e-mails
Add Stephanie to mailing list??
Stay active on JET website forums
Share resources with other chapters (ex. pre-departure handbooks)
Link to www.jetprogramme.ca on our chapter website
“Like” and re-tweet events
Make national JETAA database and keep it up to date
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Tell them about successful events and send photos
Tell them what we want on the alumni section of the (above) website
Calendar which would have events of all chapters?
JETAA and JET Canada to share a calendar or be hosted on same site?
3.7 BYLAWS DISCUSSION Voted to change the time zone to “pacific” rather than
“eastern”.
Voted to remove all references to “yahoo.dot”
Need to add a charter/purpose of JETAA Canada
What to do if no one wants to be Canada Rep?
Options:
Have the rep increase their term to 2 years. The more
preferred option was to have the chapter in charge of
the national conference take over some of the role for a while. Need to specify
duties of Canada Rep. Need to discuss what happens if you need to remove a
CNR.
Think about splitting the bylaws into two documents: elections guidelines
and bylaws
Moving forward:
Will be splitting the bylaws into sections and have
each treated separately for changes and voting.
Each chapter will have a color code and every
change must be documented.
Voted on having a 45 day window to review
changes.
Chapters need to notify Greg that they have read
the changes and or feedback.
Since reaching unanimity is difficult it was decided
that only a 2/3 majority of active chapters is needed
to ratify changes to the bylaws (with current numbers, 5 chapters required to
pass changes).
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Greg will communicate timelines to the chapters during the next chat.
Next chat scheduled for Wednesday July 4th.
3.8 PRE-DEPARTURE ORIENTATIONS
Interesting ideas other chapters have implemented:
Send out survey to departing JETs before
planning conference. Find out „hot topics‟ of what
they‟d especially like to learn about. If possible,
cater to their skills and needs—i.e., “How to
Teach/Make Lesson Plans” VS. “How JET is
different from other teaching experiences.”
At End of “How to Teach” PDO Day, departing
JETs teach a short lesson for other JETs and alums,
who give feedback
Japanese classes for departing JETs, mid-May
through departure
o include cultural workshops such as omiyage, etc.
Send Canadian omiyage package to JETs who sign up for alum list?
o Can they sign up for the alum list if they aren‟t alums yet?! ..newsletter
list, maybe? Membership VS. Newsletter list??
What to pack VS. What not to pack workshop (2 regions, warm and cold)
o Another chapter has all attending alums bring in “Good-to-pack” and
“Bad-to-pack” items
Invite parents of departing JETs, maybe have a special session for them where
they can ask alums questions, have their anxiety soothed by someone who was
there.
o Parents of JET alums speaking to parents of departing JETs even better
Mock class at PDO in which departing JETs are students of relatively obscure
foreign language (NOT Japanese, French, Chinese)
Idea: Canada-wide PDO booklet??
o departure area changes things slightly, although sharing materials is good
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3.9 SERVICES FOR RETURNING JETS Interesting ideas other chapters have implemented:
Pub night shortly after departure—„chat up‟ returning JETs, feel out their career
interests. FOLLOW UP WITH a “Sushi and Sake networking event” with $10
tabe-nomi-hodai. Sell tickets to people in professions that returning JETs are
interested in.
Formal welcome-back at embassy COMBINED with resume-building workshop
Resume-building workshop specific to returning JETs and their different fields,
felt-out through surveys
Need to consider ways to reach/locate returnees who don‟t officially belong to
our chapters (moved from elsewhere or returned at a later date).
4 CLOSING REMARKS Who is hosting the next Canada Conference?
o CLAIR needs to know by Feb.
o Greg will chat with geographically-logical
chapters (heading East with Man-Sask
likely out of the running due to low board
member numbers, so Northern Alberta,
Ottawa, and Quebec-Atlantic will be
consulted as candidates).
For conference continuity and to help out
smaller chapters put on the conference, perhaps
starting a Google or Word Doc like “Helpful
Hints if You‟re Putting on The Canada
Conference”? …can include feedback from
current conference.
Previous hosts will help guide a new host-
chapter through many of the difficulties, but this
can be an evolving supplementary guide.
Money issues to not be included.
Next Chapter Skype Chat: Wednesday, June
27th, 6PM Pacific Time