2013 JETAA Canada Conference

Transcription

2013 JETAA Canada Conference
Hosted in Montréal by:
REPORT prepared by Nha-Thy Vo (Conference Coordinator), with contribution of
notes from Mathieu Ménard (Host chapter) and John Nguyen (Southern Alberta).
Palais des congrès de Montréal
OVERVIEW
The 2013 JETAA Canada Conference, nicknamed “CanCon”, was held in Montréal, Québec, from
May 24 to 26. It was hosted by JETAA Québec/Atlantique, with the support and sponsorship of
CLAIR (Council of Local Authorities for International Relations) through the Japan Local
Government Center (JLGC) in New York, and MoFA (Ministry of Foreign Affairs) of Japan through
the Consulate-General of Japan at Montréal.
In attendance were JETAA delegates from the 5 of 6 other Canadian chapters, namely BC/Yukon,
Southern Alberta, Manitoba/Saskatchewan, Toronto and Ottawa; representatives from the JLGC, as
well as staff from the Japanese Consulate at Montreal. A representative of the Embassy of Japan was
also present as an observer.
This year’s keynote presentation, “JET: From Classroom to Career”, addressed the challenge of what
is seldom a fluid transition from Japanese classrooms to a career back home.
2013 JETAA Canada Conference, Montréal
PARTICIPANTS
JETAA Canada Representative (CNR)
Mr. Greg Joughin (BC/Yukon chapter)
JETAA Québec/Atlantique (CN3)
(Host Chapter)
Ms. Nha-Thy Vo, President
Ms. Melissa Dubuc, Vice-President
Ms. Sonomi Tanaka, Secretary (May 25 only)
Mr. Mathieu Ménard, Webmaster
Mr. Mark Rostrup, Photographer
Mr. Étienne Marceau, Atlantic Subchapter (May 25 only)
JETAA Ottawa (CN1)
Ms. Ferra-Lynn McCaffery, Vice-President
Ms. Stephanie D’Aoust, Event Coordinator
JETAA Toronto (CN2)
Ms. Nadine Bukhman, Co-Chair
Ms. Julia Rozinowicz, Co-Chair
JETAA Manitoba/Saskatchewan (CN4)
Ms. Jaya Beange, Outgoing President
Ms. Erynne Sjoblom, Incoming President
JETAA BC & Yukon (CN6)
Mr. Dalton Polyvas, Director-at-large
Ms. Jessica Ng, Membership Coordinator
JETAA Southern Alberta (CN7)
Mr. John Nguyen, Media Coordinator
Mr. Troy McTavish, Treasurer
Consulate-General of Japan at Montréal
(MoFA)
Ms. Tania Giroux, JET Desk Coordinator
Mr. Hiroshi Usui, Vice-Consul (May 25 a.m. only)
Japan Local Government Center, New York
(CLAIR)
Mr. Takaaki Ogata, Executive Director
Mr. Matthew Gillam, Senior Researcher
Ms. Ayuko Ono, Assistant Director
Guests (May 25 a.m. only):
Keynote Speaker
Embassy of Japan in Canada, Ottawa
Mr. Philippe Arseneau, Québec-Japan Business Forum
Ms. Wakako Imataka, Information and Culture Section
REGRETS:
JETAA Northern Alberta (CN5)
MEETING VENUE
Hôtel Delta Centre-ville
777, rue University
Montréal, QC H3C 3Z7
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SESSION MINUTES
Saturday, May 25 a.m.
09:00 – INTRODUCTIONS & GREETINGS
The Conference started with opening comments from JETAA Q/A President, Ms. Nha-Thy Vo,
followed by greetings from Mr. Hiroshi Usui, Consulate-General at Montréal; Mr. Takaaki Ogata,
CLAIR New York; Ms. Wakako Imataka, Embassy of Japan, relaying a message from Ambassador
Okuda; and Mr. Greg Joughin, JETAA Canada Rep. All participants also did self-introductions.
09:25 – CONSULATE-GENERAL OF JAPAN at Montréal
Updates on the JET Programme; Collaborative Partnership of the JET Desk with JETAA
Presentation by Ms. Tania Giroux, JET Desk Coordinator
Ms. Giroux started the presentation with updates on the JET Programme in
terms of numbers and trends. The number of Canadian participants increased
this year to approximately 156.
There’s a shift in today’s applicant and participant profiles. Due to freeflowing information through forums and social media, the dynamics and nature
of participant inquiries have consequently changed. Either they are more
informed, or less independent, and there is a growing trend of parents and
applicants alike calling in repeatedly to ask basic questions as they failed to
read the info. This could present a new set of challenges.
A reference was also made to a recent article on Japan Times that projected a significant expansion of
the JET Programme, which in turn would affect JETAA. As Ms. Giroux stressed, JETAA is a key
force in supporting all stages of the JET Cycle, and the collaboration between JETAA
Québec/Atlantique with the Montreal JET Desk is very tight. The JET Cycle planning strategy is an
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inclusive process for JETAA in setting dates, making event selections, submitting budget requests, and
allocating resources.
The JET Cycle consists of:
1. JET Promotion: Career fairs, kiosks/booths, info sessions, class visits,
cross-promotion – alternatives to JET: MEXT, working holidays;
2. JET Interviews (staffing JETAA members as Assistant Coordinator to
the JET Desk, on the judging panel, and at the reception for the interviews; Feedback session – a
new initiative providing short-list candidates a face-to-face feedback on how their interviews went,
which proved to be very fruitful and appreciated;
3. JET Training: Japanese language classes (separate JET & JETAA classes held at the same time
in adjacent rooms), new Cooking workshop, Weekend Orientation (sessions in Montreal and from
this year also in Halifax), off-Weekend Orientation workshops (self-intro; Québec/Canadian
culture and cultural identity);
4. Sempai/Kouhai Social Events (from May until departure): Hanami, Hanabi, Fantasia Film
Festival, other outings organized by JETAA and promoted to new JETs by the JET Desk;
5. JET Departure: Pre-departure Orientation, Farewell reception, JET send-off at the airport.
Many other collaborations outside the JET Cycle also occur all year-round (Cultural activities;
Consular events; Kizuna Project; Japan booth at the International Tourism and Travel Show;
Mosaïcultures; Les Amis du Japon linking all heads of local Japanese organizations), thus creating a
strong partnership between the Consulate and JETAA and increasing JETAA’s visibility in the
community. Ms. Giroux encourages chapters who might be less connected to their local Consulate or
who are located a bit far to not hesitate to seek support from the latter.
09:45 – JAPAN LOCAL GOVERNMENT CENTER, New York (CLAIR)
Presentation by Mr. Matthew Gillam, Senior Researcher
Followed by a Q&A Session with Mr. Gilliam and further advice from Ms. Ayuko Ono
An overview of the Grant-in-Aid (GiA) funding request process. Handouts of
the GiA guide for Fiscal Year 2013 were given to all participants.
Essentially, the process has not changed much from last year. So was the overall
budget. Although the value of the yen has since dropped, as at the time of the
determination, the exchange rate was ¥ 83 for 1 CAD and will be applied for the
purpose of the entire Fiscal Year 2013.
All chapters are applying for GiA except for Northern Alberta. The budget
request application deadline this year is June 28, and how fast pre-payment will
be made will depend on the accuracy of all chapters’ applications. The projected pre-payment date is
end of August or early September. The deadline for the submission of Activity reports and related
receipts is February 28, 2014.
It was stressed again this year that due to Japanese taxpayers’ scrutiny, JETAA chapters must prove
that their funded activities contribute towards providing the services below (see handout for more
details).
a) Communication;
b) Career support;
c) JET Program support, and;
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d) Other activities deemed appropriate by CLAIR, i.e.:
 Promoting local tourism and local products in Japan;
 Getting involved in sister state and sister city relations;
 Exchanges with Japanese communities;
 Introducing and promoting Japanese culture.
Touhoku relief support is still vitally important. JETAA support will also be key if JET Programme
demand increases. Further to last year’s discussion, the Japanese government continues to emphasize
on promoting sister-city relationships. Sister City International (SCI) is becoming more linked with
JETAA USA. It was mentioned that new pairings are welcome, should anyone have the initiative to
launch one. It would create great publicity, which is generally well received in Japan. Hillary
Clinton’s support of JETAA USA is a major factor in US-Japan relations.
Points to keep in mind:
 Showing sensitivity in the naming of events according to our
mandates listed above, although we are free on how to advertise the
events to our participants;
 Proving cost-sharing in the case of food and drinks;
 Avoiding holding events in March, unless it is absolutely necessary,
for instance in the case of events relating to the 3/11 Disaster,
permission must be asked and granted long beforehand. Late events
would strain CLAIR staff whose work terms end on the last day of
the fiscal year and they are getting ready to return to Japan.
The complexity of the GiA forms was brought up, and it is especially daunting and time-consuming
for small chapters. Mr. Gillam explained that experience through the years with many issues
(bureaucracy, accountability to the Japanese taxpayers) have shown that all the components of the
application are essential to prevent abuses, but at the same time, welcomes any suggestions in
improving the file format. Ms. Ono welcomes representatives to address any concerns to her and she
will be glad to provide assistance and advice. More experienced chapters also offered to assist by
reviewing the applications beforehand if required.
11:05 – KEYNOTE ADDRESS “JET: FROM CLASSROOM TO CAREER”
Mr. Philippe Arseneau, Outgoing Board Director, Québec-Japan Business Forum
Mr. Arseneau was a JET in the
bubble. Things were offered
like most teachers, he got a lot
which does not translate here.
humbling experience of what it
America, and propose a plan to
early 1990s during the economic
on a silver platter back then, and
of respect for this traditional job,
He set out to share his personal,
was like to be back in North
overcome the initial obstacles.
As the Japanese economy is
how the JET experience and
employers.
The
JET
those outside of the educational
a teacher upon returning to
teaching troubadour for a
making a life out of language
experience does not necessarily
longer.
changing, it has repercussions on
skills can sell to potential
Programme offers less and less to
field. Unless one plans to become
Canada, or continue to be a
decade around the world and
teaching
abroad,
the
JET
look that great on a resume any
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He discussed how to cope with the challenges related to job hunting after coming back (by keeping
one’s expectations in check and staying humble), and how to fulfill professional ambitions related to
ALT experience, as well as the importance of networking, showing initiative and tailoring our job to
our interests.
Background
While in Japan, Mr. Arseneau prepared his thesis for his Anthropology PhD on the topic of the rise of
individualism in Japan, titled “Land of the Rising Self”. Upon his return from JET in the 90s, he
could only find a job as a sandwich maker, a tremendously difficult and humbling experience, not only
due to culture shock or counter-culture shock, but to the deflating of an ego that needs to be reshaped
to the common market. “We get back from Japan and carry over a sense of importance that we
received while in Japan. It doesn’t carry over well here, or translate in the same manner.”
For a while, he needed to reconcile his self-esteem with a “lowly status”. “I had a Masters degree and
was a superstar in Japan! To be a clerk was not my professional goal, but under dire employment
conditions, this position was probably the best I could find at the time. The work demanded of me felt
like an insult to my intelligence.”
Three things kept him going:
1. Holding on to the
job until finding a better
one;
2. Aiming for his
boss’s position within a
year;
3. Entertaining the
possibility of other
professional interests:
sending CVs, which
unfortunately proved
unsuccessful for a few
years.
He proposed a 4-Step Action Plan:
1.
2.
3.
4.
Building a professional network
Showing initiative
Getting involved
Tailoring one’s job to one’s background and interests
What he did:
 Registered as a returnee at the Consulate.
He got on board with JETAA, to hear about jobs related to Japan.
Another benefit of organizations is that they cater to shared interests, and members can bypass the
explanations about past experience that friends and parents don't understand or care about, which
could lead to conversations drying out because they can't relate to you. You might just stop talking
and become isolated, which is the opposite of networking.
 Attended professional workshops to network with others.
straightforward as now in the age of the Internet.
Back in the 90s, it wasn’t as
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The natural consequence of being proactive
Three years later, without recalling he applied, he heard from Université de Sherbrooke, who was
interested in his Japanese conference.
Giving occasional lectures at the same time as doing a
sales rep job allowed him to partially tailor his job to
his background and interest; it was just the beginning.
Then at JAL, still under 40, he became the youngest
sales director in North America. He ended up working
there for 18 years, the last 15 in sales. He was invited
to give talks at trade shows, cultural events, did the
French version of a webcast series on ilovejapan.com.
In addition, he escorted many tour groups to Japan,
was a hired speaker for many events, trained local
businesses, gave a series of conferences at the Quebec Museum of Civilization, was the President of
the Quebec-Japanese Business Forum which provided more exposure and credentials than he’d hoped,
met many powerful people – mayors, ambassadors, ministers. He got to build a curriculum and a huge
portfolio of conference content; he does not consider himself a specialist but a generalist on Japan:
something he got out of his stint as an ALT.
“Classroom to Career transition was very slow-going, but very fulfilling. I showed initiative, created a
network, and tailored my job to my background and experience.” He talked about other returning
JETs having followed the same steps as him and carving out a career that’s connected with Japan,
either through work for a Japanese corporation or by starting their own businesses dealing with Japan.
Some have even moved on to bigger things.
Continuing challenges
The corporate cultures of
Japanese industrial companies
are increasingly becoming
Americanized or Canadianized
in their management. There is
no longer an appreciation for
the JET experience, which for
the former JET dries out his/her
pool of opportunities. This is a
trend that unfortunately will not
improve.
With the rise of
China and India, it is difficult
for the former JET to find a
place to fit in.
JAL corporate restructuring caught up to Mr. Arseneau a few months ago as it placed itself under
bankruptcy protection. Despite record sales growth, the Montreal sales office shut down and so was
his job of almost 2 decades. Montreal has trouble attracting and keeping Japanese companies due to
the language barrier, and the remaining ones are increasingly closing their doors.
Networking and making contacts upon return is very important. You never know what benefits you
might get out of such initiative. You don't have to wait until you get back to be proactive; so get
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engaged and start thinking before returning! Alumni who are interested in re-applying to JET are
good candidates.
Ms. Tania Giroux's comment:
Can draw a parallel with Mr. Gillam’s saying that we have to fly on our own, create our own
opportunities. Japan already gave us JET, and it's now our turn to get it.
 How JETAA can help
By pre-registering new JETs to JETAA (Facebook, email list, etc.).
This prevents the problem of returnees not joining JETAA: catch them before they leave and help
them re-integrate more easily.
Pause-café : Networking
Palais des congrès de Montréal, Lipstick Forest
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Saturday, May 25 p.m.
14:00 – CHAPTER ACTIVITY REPORTS
Each chapter was asked to report 2 significant / successful activities during the course of the last year.
Most chapters ended up giving an overview of their entire year. Here is a summary, in the order of
presentations (geographically from West to East).
JETAABC







Taiko Class
Powell Street Festival
PDOT
Canadian Baseball BBQ & Fireworks
Volunteer Appreciation Boat Cruise
Dodgeball Team
Ceramics Class












Career Building Event
Japanese Class
Returnees Reception
Bowling Taikai
Pub Night/Shinnenkai
Onsen (Korean) Outing
Kizuna Student Tour
Sakura Days
Bonzai Workshop
Japanese Garden Tour at UBC
Anime Revolution
Photohoku (Project sending used digital
cameras)
 Nikkei Centre Events
 MEXT Send Off
JETAASA






2012 Canada Conference in Calgary
JET 101
Natsu Matsuri BBQ
Winter Extravaganza
Japanese Language Course
Japanese Consulate involvement:
(Struggling Cities, JET interviews, Predeparture reception)
JETAA MBSK
 Farewell Dinner
 Hoping to do PDO in July (budget request not submitted to
MoFA yet, and it at least a month in advance is required)
 Ghibli movie nights
 Picnics in parks
Planning:
 Dragon Boat Race
 Website/Membership development (managed by Rigor
who is currently on another JET term)
 Partnerships with other groups (Manitoba Japanese
Canadian Cultural Centre, Win-Nihon-Peg Language
Exchange), no local support as Consulate is in Calgary.
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JETAA Toronto





Speaker Series 2: Tea Ceremony
Networking Event
Re-Entry Seminar
Japanese Classes
Sponsorship from Film Festivals
(TJFF, Reel Asian)
 Hanami with JAVA and JCSA
 Boat Cruise with JAVA, CSJ, JCSA
 PDOT
 Cooking Class
 Volunteer Appreciation Event &
Nijikai
 Art Show
 Dragon Boat Team
 Returning JETs events
 Speaker Series 1: Japanese film
director
 Midnight curling with JAVA
 Future projects: Professional
Mentorship Program; Career Fair
JETAA Ottawa
Executive Board of Directors situation
Events: Chapter has events generally once or twice a month
 Dragon Boat Race
 PDO
 Cooking Workshop for JETs
 Japanese Summer Festival
 Sushi & Wine Networking Event
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JETAA Q/A
Highlights of 2 family-friendly,
seasonal excursions:

Apple Picking: biggest
turnout ever for any single
event;

Sugar Shack: organized
this year within the Kizuna
Bond Project: tour of the Sugar
Shack, distribution of pins and
fact cards, Photobook (with a
copy for the school).
Partnerships with other groups to recruit Japanese participants: Consulate, JumpStart, Culture &
Language Connections (CLC)
Biggest annual involvement is related to JET Training, from May to August: already addressed in
earlier Consulate Presentation.
15:45 – BRAINSTORMING & NATIONAL ACTION PLAN
This year’s focus: Centralizing Web Hosting
Discussion led by Mr.Greg Joughin, JETAA Canada Country Representative
As chapters’ website domains expire,
Mr. Joughin would like chapters to
move towards a central web hosting
server. Alex Svetlovsky from Ottawa,
who was among our Canadian
delegates at the last JETAA North
American Tech Conference, had
suggested a few hosts in his report.
 All chapters must decide by the
end of next quarter, September
27th, whether to become
centralized.
 A Skype chat is to be set up to
connect webmasters & execs from
all chapters, with respect to moving the hosting, discussing other technical issues, and getting
approval among chapters. Greg will send a Doodle call for availabilities.
Election of next Canada Representative
Other national issue: making sure there will be another Canada Representative after Greg’s mandate is
over. Think about how the bylaws should be adjusted to ensure there is protection set in place to have
trustworthy candidates.
Chapter status
What is happening with Northern Alberta?
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Sunday, May 26 a.m.
09:00 – JET PRE-DEPARTURE ORIENTATION
Activities and Logistics by Chapter
JETAA BC/Yukon




Format changes from year to year: Consulate-run/JETAA supported; JETAArun/Consulate-supported; 1 day or 2 days, now back to 2 days this year; downtown
campus.

Mandatory, most people attend; parents allowed to attend last Q&A
Panel session.

Working with volunteers.
Connecting new JETs with JETAA, registration desk for JETAA.
Large seminars.
Giveaway of USB keys at PreDeparture reception, loaded with
information and a link to a
questionnaire to sign up for JETAA for a
chance to win one of 3 care
packages of random things (e.g., mac &
cheese). Last year few signed up,
so content of care package was catered to their
wishes.
JETAA Southern Alberta


 JET 101 one-day session
 AB/MB/SK short-list, alternates & parents welcome; about 10
participants last year, a bit more this year.
 Topics: 10 are proposed, participants choose 5, and 3 or 4 will be
run by either volunteers or JETAA Execs.
 Focus on interaction, based on experience rather than structure.
 Medical & relationship issues (split by gender).
Bento lunches provided.
USB, loaded with SA/NA info and GiH, are given away at Pre-Departure; JETs registered on
mailing list.
JETAA Manitoba/Saskatchewan
 Postponed to mid-July due to late funding request. Zero Consulate
involvement.
 In the past it was 2 days-long; this year probably 1 day followed by dinner.
 Workshops are based on presenters’ interests and feedback from past



sessions.
Informal discussion. Goal-setting activity; lesson on Japanese selfintro and introduction to the Japanese school system by a former
Japanese schoolteacher.
Chapter’s concerns: venue at the JCCC is very expensive; how to
partner with Japanese community for room rentals? What’s the
consulate’s involvement? Suggestions: Work on cultivating
relationships by attending the establishment’s events, which could be
challenging due to staff turnover
How do others prevent overlap with Tokyo and prefectural orientations? Suggestions: Work on
cultivating relationships by attending the establishment’s events, which could be challenging due
to staff turnover; inquire about campus venues. Re: overlapping materials: not to worry, because
participants arrive in Tokyo jetlagged; it’s preferable to have a better structure before.
Page | 12
JETAA Toronto











 June 22-23: PDOT held at Japan Foundation, all run by JETAA
volunteers with financial support from MoFA;
 dedicated Conference coordinator on the Executive with 3 support people.
 Mandatory volunteer information session. While participant-oriented, this
event makes it valuable for JETAA volunteers to be able to feature skills on their
CV.
 New last year: alternates were invited and made up half of the 80+ people
in attendance.
 This year the format will change, to become more Q&A style, interactive,
focussed on info exchange rather than an “information dump”.
Saturday: Icebreaker, office relationships, life outside the classroom, team teaching with JTE.
Lunch grouping by special interest groups (anime, travel, martial arts).
Evening: CLAIR-funded Nijikai that draws many JETAA sempai.
Sunday: Wellness, coping and culture shock, travelling on JET, first-time
teaching, car ownership, representing Canada.
JAVA collaboration in performing a humorous skit on life in Japan.
Parents invited, goal-setting activity.
Misc: Q&A session held by the Consulate.
July: Cooking class and/or a Boat Cruise.
Subchapter social event around Kitchener/Waterloo.
USB: free gift for signing up with JETAA.
Concern: with many alternates in attendance last year, how to foster motivation, keep a less
resentful mood? Suggestions: perhaps running an independent alternate workshop instead of
PDO; give tools for other opportunities (outside PDO mandate); help alternates focus on certain
useful skills before applying again.
JETAA Ottawa






 3 sessions. First general session held at the Embassy in their
auditorium with Q&A based on JET Life DVD.
 Shortlist & Alternates invited. Parents are not encouraged to attend
but sometimes do; they are becoming increasingly “in-your-face”.
 Orientations are made mandatory to
boost attendance (10-15 at Orientation, 30-40 at
Farewell).
 A second 2-day Orientation (June 14,
Friday night, and June 15, Saturday morning) is led by JETAA
volunteers; JET Coordinator leads sessions based on JETAA
prepared materials.
Friday scheduling due to time conflict with Dragonboat race.
Friday night Sempai-Kouhai outing.
Day 1: Travel process, USB keys loaded with info package (basic
cookbook) and slideshow. Teaching lesson planning; Self-introduction; Gender-specific
discussions; Letter to self about what they hoped to accomplish, mailed by JETAA in Dec (Feb
this year) (an idea implemented from a previous CanCon idea share!).
Day 2: Team teaching experience at the end of the orientation based on what’s taught, with
JETAA as students. Japanese lessons (300 words)
Cooking lesson always sells out, addressing food restrictions.
Formal farewell at the Embassy where parents and friends are welcome and alternates invited (2
guests per departee); media in attendance; political newsletter advertisements, emergency
preparedness meeting by someone from the Embassy.
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JETAA Québec/Atlantique

Participants are given a
calendar of activities leading
up to departure
(mandatory/suggested/social
events).

May: Season starts with
intensive Japanese classes (28 hours), with classroom adjacent to
JETAA’s class to form sempai-kouhai bonds from
the start.
 June 1: Cooking Workshop (following last year’s pilot)
 June 15-16: Main Weekend Orientation (WO) conducted by the JET
Desk in tight collaboration with JETAA presenters.
 There are as many JETAA volunteers as JET participants, around 20-25
this year for each group.
 July 6-7: Participants from the Atlantic provinces will
have for the first time this year a smaller version of the
Weekend Orientation conducted in Halifax.



Saturday: What (not) to pack and wear; From now until departure; Culture
shock; Japanese Etiquette; Finances; Life in the Inaka.
Omiyage workshop with samples of what to bring become prizes as an
incentive to pre-register with JETAA.
Sunday: Team Teaching; 5x5 activities (5 different 5-min lesson fillers);
Relationships; Reality check; Don’t Panic; Simultaneous
workshops (Driving vs. Public transit / New to Japan vs. Visited before / Trained
vs. Untrained teachers / Gender-specific discussions); JET Coaster shared stories
 Bon-odori performance and workshop.
 Bento lunches are subsidized on both days.
 There are also many “off-WO” workshops:
self-introductions; Québec/Canadian culture and
cultural identity representation.
 USB keys sold with preloaded info. Insiders’ Guide
provided, so no computers allowed
during sessions, in order for the
information to sink in!
Page | 14
10:05 – JETAA-JET MENTORSHIP PROGRAM
Presentation by Mr. Greg Joughin, JETAA Canada Rep, on behalf of JETAABC
The “Sempai Program” Presentation:
goo.gl/9Q53a
Tutorial on how to set up the Sempai Program:
goo.gl/Z9hA3
JETAABC implemented a “modern-day pen pal
system”, completely voluntary in participation, to
match JET Alumni and new JET participants
with similar placement areas in Japan.
The system is fed by the use of 2 Excel
spreadsheets (data of JETs and JETAAs with
locations), a Google account (Google Drive for
storage), and the resulting custom Google Maps.
The success of this program is measured from
feedback forms sent to participants.
Issues to consider: Perfect matches can be
difficult; some sempai were overly excited,
dealing with different expectation levels from
new JETs; the risk of informal vs. official
information.
Potential: This program could become Canada-wide, with each chapter doing their own thing and
information shared across chapters. For the time being, in its current stage, the developer may not yet
be ready to have everyone join in. Perhaps 3 main hubs could be implemented with smaller nearby
chapters joining forces.
Automation: The data input process is currently manual; with lots of data, it could be more effective
to look into the Google Maps / Google Drive API to automate the process.
JETAA Toronto:
Mentioned that they had something different in mind related to Sempai-Kouhai Mentorship. They
would like to implement a program that would match JET Alumni with returning JETs to help with
translating their experience to applicable job skills, via one-on-one meetings, job shadowing, etc. This
project would also get older members involved in a way that is not directly related to JETAA events
that may interest them more or less.
 Maybe add this topic to the Webmaster/tech Skype meeting?
Page | 15
11:15 – COUNTRY REP ELECTION & BY-LAW DISCUSSION
Conducted by Mr. Greg Joughin, JETAA Canada Country Representative
Canada Conference 2014
The session started with a discussion as to which chapter should host the next ConCon.
A recent timeline of hosting chapters:
2009 – Toronto
2010 – Ottawa
2011 – BC/Yukon
2012 – Southern Alberta
2013 – Québec/Atlantique
2014 – MBSK? (or Toronto)
As MBSK had passed their turn this year, in the West to East order, they would have the priority,
provided they have the resources.
The decision must be made by the end of this calendar year and MBSK should have a good idea by
September/October. If they are not in a position to hold the conference, another chapter will preemptively agree to have it. Toronto has agreed to be the backup. Northern Alberta is not an option at
this point because they are not re-established and have not attended conferences twice in a row.
Bylaws - Canada Representative Elections
Bylaw
revisions
are
being
of the Canada Rep, in the case
interests of JETAA particularly
avoid making it too personal.
considered to address the issue of removal
he/she is inactive or not representing the
well. A formal procedure is required to
A removal clause should include
appropriate wording should be
chapters. Review the wording of
rewritten to avoid some of the
the proposed actions discussed, and the
fine-tuned before being voted upon by all
the American bylaws: the clause was
initial mistakes.
Proposed action plan for when a conflict arises with the Canada Rep:






Note: Give priority to internal discussion before resorting to the caution / removal procedure.
Preliminary caution involves at least 2 chapters, but the final vote requires all chapters to
participate, therefore get the support from another chapter before sending the caution.
There should be a distinct timeline for: Unofficial warning (Complaint); Confirmation of receipt;
Rebuttal; Confirmation of rebuttal; Decision.
Allow for a time buffer and possible extensions, according to the circumstances.
Absence clause: Include an absence clause such that if the Canada Rep is out of the country for
more than 2 weeks, all chapters must be notified and/or an auto-response must be set up so that
everyone is aware how long the Rep is away.
A third party mediator aside from the 2 complainant chapters must be recruited in order to decide
on the next steps after the confirmation of rebuttal. Ideally, CLAIR should not be sought for
mediation. As it might be difficult to find a neutral third party, could the National Reps for
JETAA USA become involved as advisors with the final decision made amongst the Canadian
chapters?
Page | 16


General clause: the removal action will take place only after a reasonable effort has been made to
mediate among the immediate parties and failed.
Also need to figure out what the next step is after the removal of the rep (remain without a Canada
rep, or appoint an interim Canada rep?).
A side discussion that got brought up:

To ensure the nomination of trustworthy candidates, all nominees for Canada Reps must have the
backing approval of their chapter.
 Action Item: Greg will draft something by the end of September
12:15 – JETAA CHALLENGES & VIABILITY
Discussion led by Hosting Chapter Reps: Ms. Nha-Thy Vo & Mr. Mark Rostrup
1. History of the challenges
of Q/A Chapter
2. Dealing with budget cuts,
recruitment, event
management
3. How to be cost-effective
4. Suggestions
1. History of Q/A Challenges
Former chapter executives
were becoming jaded with their
“recycled” positions and
membership recruitment was
low as returnees were unable to
find the chapter to go to.
Former execs, who did not wish to see the chapter fold, hung on to their positions only in name for as
long as they could so as to keep the chapter afloat, but without being able to contribute. Two years
ago, the entire Exec resigned, begging new members to take over, and this paved the path to revival to
where the chapter is today. It now enjoys a strong partnership with the Consulate and is becoming
increasingly visible within the local Japanese community.
However, the challenge remains that Montreal as a city is too large, with many
“competing” organizations where it’s difficult to carve out a niche. It’s a struggle to
draw people because other organizations have their own events, and hard for
JETAA to create original events.
As for the recruitment of returnees, Montreal being a university city from which many JETs
leave but are not a native of, and conversely, a city whose French language requirement is
an obstacle in attracting non-natives, the JET homecoming/newcomer rate leaves to be
desired.
Page | 17
2. Dealing with budget cuts, recruitment, event management
Having inherited a chapter that was inactive for a very long time, new recruits had to go through a
tough learning curve, in order to rebuild the chapter almost from scratch, starting with the membership
database, the website, the enthusiasm from members and execs alike. The shortcomings related to
technical issues and the previous inertia coupled with budget cuts are factors that hinder event
attendance and recruitment, and even current execs, as passionate as they are, do feel the burden of the
extra efforts needed to rebuild behind the scenes. To drive pilot projects to completion and making
sure they’re repeated in the future requires a lot of time and dedication; it would be a shame to waste
such great efforts from the past 2 years, but in order to survive legally as a Quebec-registered nonprofit organization, the chapter needs a President, a VP and a Treasurer – but the reality is that people
get exhausted and feel burnt out. This point was similarly brought up by a smaller chapter, MBSK, in
earlier discussions during this Conference. The chapter has come to a realization that sometimes
scaling back is better for survival, as well as reducing the pressure of getting members to participate.
Planning for a whole year ahead can help keep things realistic, and it has helped the chapter to get
more structured support from the Consulate.
3. How can we cut costs or make our spending more efficient?






Remembering that taxpayers’ money is being
spent, as MoFA is compressing the budget
and the organizations tied to the JET
Programme are increasingly under the
magnifying glass;
Using less funding for social events, and
aiming to split the costs between participants;
Being cognizant of potential cutbacks;
Being proactive toward budgeting and
optimizing costs to maintain a good image
for JETAA;
Reducing the frequency of the CanCon to biannually, now that technology such as Video
Conferencing has become widespread and can effectively serve our purposes of connecting with
other chapters virtually. We could make the money saved stretch further by reinvesting it in the
membership at large, as actual chapter activities are suffering the most from budget cuts, while
conference funding seems to benefit only a small number of Execs.
Joining forces with other chapters to conduct a National Orientation
 Action: Research broadcasting and meeting technologies to organize a semi-annual web meeting.
4. Suggestions/Reactions
Most participants prized the value of face-to-face meetings and networking among peers, and would
not support cutting down CanCon’s frequency. Particularly, smaller chapters such as MB/SK get a
boost of inspiration and motivation from these conferences and having to wait 2 years for the next
Conference will not be a viable option for them.
Many also believed that the projected savings from cutting the Conference costs will likely not be
reallocated by our funding agencies into chapter activities, and would simply be lost.
Q/A was only putting forth ideas out on the table to see whether anyone could propose a better
solution for overcoming funding cuts. Being close with the Consulate, the chapter has been feeling
increasing pressure for cuts from MoFA, while getting a more modest share from CLAIR, and was
Page | 18
told that should there be a major budgetary shift, JETAA would probably be the first affected. So
confronting the situation now by trying to address the heavier expenses, and at the same time trying to
come up with more creative ways to boost the chapter’s membership despite the cuts, might save the
chapter in the long run. It is chapter activities and the involvement level from the membership that
can speak louder than anything else to promote JETAA’s need for existence.
Fundraising was suggested as a way to fund and expand activities. Q/A is aware and in its history, has
tried that route, and although not impossible to overcome, it has met with quite some logistical issues.
Moreover, as discussed earlier, despite having risen above the ashes and grown in the last few years,
the chapter still considers itself small and struggling with resources. The chapter wants to scale down
on big engagements in order to stay strong and stable rather than burn out the few executives and
volunteers who have already given all their time and dedication behind the efforts in reviving the
chapter.
Our Canada Rep, who has a longer history with JETAA, has brought up his chapter’s efforts to cut
down costs by sending only 1 delegate instead of 2 to CanCon whenever the costs are too high. Our
country happens to be wide, and getting from one point to another is generally costly.
The Video Conferencing solution that was brought up could still be explored for the purpose of semiannual meetings, at the mid-year mark when chapters reach the point where the buzz from the
Conference would have faded away.
13:10 – CLOSING
Closing remarks from Ms. Nha-Thy Vo, JETAA Q/A President and Canada Conference Coordinator;
Ms. Tania Giroux, Consulate-General of Japan at Montréal; and Mr. Takaaki Ogata, CLAIR.
Page | 19
BEHIND THE SCENES…
JETAA Q/A Team working late at night for CanCon!
2013 CanCon Guide (by Mathieu Ménard)
Page | 20
CLAIR RECEPTION (Saturday night)
Ready for some filling Québec fare of « Méga tout cochon » ? ご馳走様でした、CLAIR!
Page | 21
First evening of 2013 JETAA Canada Conference (Friday, May 24, 2013):
Welcome Reception at Consul-General Tatsuo Arai’s Official Residence
Page | 22

2013 JETAA Canada Conference

Transcription

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