NCJLT Board Responsibilities

• "Set dates for meetings. "
• "Send agenda for meetings within five days of upcoming meeting. "
• "Initiate and delegate needed communication among board members. "
• "Monitor progress of established committees and recommend or establish needed committee and projects. "
• "Direct other officers in their duties."
• "Delegate to officers and committees assignments and projects that will further NCJLT goals and objectives."
• "Provide long term (3 & 5 year) plans for furthering NCJLT goals and objectives. "
• "Send letters of welcome to new board members and principals. "
  
• "Send letters of appreciation to exiting board members and principals. "
  
• "Collect and tally votes for potential new board members. "
  
• "Initiate or assist other members' fund raising or grant writing in consultation with officers of AATJ. "
  
• "Send President's message to all members of NCJLT only when urgent communication is

  necessary. "
  
• "Liaison Representative for the AATJ Board and for the Aurora Foundation via Kataoka sensei. "
  
• "Initiate nominations of ACTFL Awards candidates as well as ACTFL Executive Board members and compile dossiers and write cover letters for the nominees. "
  
• "Represent NCJLT as one of the ACTFL Delegates at each ACTFL Convention, and buy or acquire additional Delegates' lunch tickets in time. "
  
• "Attend ACTFL President's Dinner on Wednesday night before the Annual Convention to represent
• "ACTFL's Co-Sponsor, NCJLT. "
  

PRESIDENT ELECT" As stated in Bylaws " |Top|

• "Assist the President as directed by the President "
• "Chair committees and projects as assigned by the President "
• "Act as President if the President is unable to function in the office "
• "Act as counselor to the President in all aspects of NCJLT business "
• "When necessary act as parliamentarian and final authority on meeting procedure"
• " Liaison Representative on AATJ Board"
• " Represent NCJLT as one of the ACTFL Delegates at each ACTFL Convention. "
• "Attend ACTFL President's Dinner on Wednesday night before the Annual Convention to represent ACTFL's Co-Sponsor, NCJLT. "

• " Liaison Representative on AATJ Board " Support President "
• "Attend ACTFL President's Dinner on Wednesday night before the Annual Convention to represent ACTFL's Co-Sponsor, NCJLT. "
• "Represent NCJLT as one of the ACTFL Delegates at each ACTFL Convention. "
• "Write report for the winter Oshirase after the ACTFL Delegates Assembly."
  

TREASURER " As stated in Bylaws "|Top|

• " Deposit and record all receipts of moneys to NCJLT"
• "Put the checks in category (advertisement, JNHS, membership, etc.), photocopy them (putting the checks in chronological order makes the recording much easier)"
• "Stamp the endorsement stamp on the back of each check - Record the check # and amount on the deposit slip"
• "Keep the copy of the deposited checks and receipts"
• "Check the bank statements (payments, debit purchases, deposits, etc.) and update the Quicken "
• "Provide authorized reimbursement of expenses to officers and board members"
• "Be sure to provide the reimbursement/payment request form, and have each board member fill out the form "
• "Works with accountant for tax, non-profit status, audits - Provide him with the fiscal year (from September 1st of the previous year to August 31st of the current year) income/expense report and the list of board members (names and positions) during that fiscal year"
• "When you receive the Tax Return from the CPA, send him a Border's Gift Card ($30) "
• "Renews California Non-Profit Status annually "
• "Renews ACTFL membership annually "
• "Make hotel reservations for ACTFL (early June) "
• "Other responsibilities as assigned by the President"

PUBLIC RELATIONS DIRECTOR " As stated in Bylaws "|Top|

• "Assist the President with correspondence other than financial "
• "Act as liaison to Oshirase Editor " Suggest ideas for increasing advertising in the Oshirase "
• "Ensures a copy of the Oshirase will be sent to the companies that placed advertisement in the Oshirase by either copying the Alliance office with all invoices or sending a list of all advertisers after each Oshirase deadline "
• "Contact and follow up with companies interested in advertising in Oshirase " Send invoices to advertisers "
• "Inform Treasurer and Alliance office of incoming payments "
• "Seek door prizes from publishers for the General membership meeting at ACTFL"
• " Ensure all payments are collected and all advertisements are received by the Oshirase deadline"
• " Handle general requests for information regarding NCJLT " Other responsibilities as assigned by the President"

SECRETARY " As stated in Bylaws "|Top|

• "Record and keep minutes of all meetings, and provide electronic copy to all board members within 2-3 weeks of the meeting "
• "Send letters as requested by the board "
• "Act as liaison to Oshirase Editor "
• "Obtain plaques or gifts for exiting officers "
• "Keep updated list of members addresses and other contact information "
• "Other responsibilities as assigned by the President "
• "Collect updated information throughout the year and provides an updated data CD to each board member at the ACTFL meeting "
• "Is the historian for NCJLT and keeps a list of major decisions, changes, etc for each year, along with the board member list, etc. "
• "Act as official e-mail checker and check the official NCJLT mailbox daily, deleting and forwarding as necessary."
  

MEMBERSHIP CHAIR" As stated in Bylaws "|Top|

• " Keep track of current and new members "
• "Suggest ideas and procedures for increasing membership "
• " Updates NCJLT brochure to solicit new membership, both hard copies and webpage"
• "Corresponds with members about their membership "
• "Other responsibilities as assigned by the President"
  

ACTFL CHAIR" As stated in Bylaws "|Top|

• " All duties related to ACTFL "
• Attend ACTFL preliminary meeting in New York "
• Receive and select ACTFL proposals with committee of peers
• " Receive session info, equipment order and payments and enter into ACTFL database "
• Schedule ACTFL sessions, General Membership meeting, Board Member meetings on Thursday with working dinner and Sunday with working breakfast, and NCJLT Luncheon in consultation with President "
• Proofread ACTFL program "
• Advise presenters on sessions with important information such as time of session "
• Prepare forms for next year's ACTFL such as proposal, evaluation, etc.
• " Select, Announce and Advise (notify?) recipient of ACTFL travel grant "
• Register all the board members including AATJ officer, Kathy Ajisaka, with the complimentary registration "
• Register exhibit booth and set up special events such as Japanese pavilion and luncheon "
• Look for fund and sponsors for next years ACTFL
• " Contact the nearest embassy/consulate (of ACTFL site) and invite Consulate General to the NCJLT events of ACTFL
• " Provide Oshirase with information about upcoming ACTFL 1. Summer: Information about upcoming ACTFL 2. Fall: More information on ACTFL, application for ACTFL proposals, list of NCJLT sponsored sessions, travel grant information, special notice of NCJLT member meeting 3. Winter: Summary of events at ACTFL, recipient of teacher award Evaluations and summary of ACTFL sessions

ACTFL ASSISTANT CHAIR "As stated in Bylaws "|Top|

• "Help ACTFL chair organize events at ACTFL"
• "Look for funds and sponsors for next year's ACTFL"
  

NENGAJOO DIRECTOR "As stated in Bylaws "|Top|

• " Provides Oshirase with information related to the contest" 1. Summer: Information 2. Fall: Information and application procedure/ Update the rules of participation and set deadline 3. Winter: Thank you for participating note, winner announcement " Levels--elementary, middle and high school " Categories--comical, original and artistic"
• " Upon receipt of contest cards 1. Enter in database 2. Place in plastic photo sheet 3. Sort by category and level 4. Place in binders 5. Verify membership of teachers"
• " Secure prizes for winners (have used Selina Yoon of Asia for kids in the past.) "
• "Check http://128.138.146.15/ncjlt/default.htm, NCJLT membership list access as cards come in. Contact teachers whose membership is not current to get payment if their cards are to be judged"
• " Prepare a return envelope containing all cards from a school "
• "Arrange for judges and judging day--give judges snack and send thank you note "
• "Scan first, second and third place winners for webpage and send to web contact "
• "Design a certificate and print one for each participant Send letter to all participants for thanks and certificate of participation "
• "Prepare an article for Oshirase's winter issue announcing winners with teacher's names and indicate that the color scanned pictures are on the NCJLT website "
• " Send list of winners with teacher's name and addresses to prize sponsor " DO NOT return 1st and 2nd place winners--display at ACTFL , only they get prizes"
• " Send prize, letter of congratulations to winner, teacher and principal of school"
• " Print a special first, second and third for participants " Return winning cards to teacher with certificates."
• " Insert all cards, all certificates, and letter announcing winners in envelops, sorting envelops by number of cards/pages in each for postage"
• "At NCJLT General Meeting at ACTFL: 1. Encourage participation 2. Thank sponsor for prizes--encourage members to visit booth 3. Display Nengajo winners at booth 4. Send cards back immediately after ACTFL"
  

OSHIRASE EDITOR "As stated in Bylaws "|Top|

• " Collects, edits, and puts together the articles for Oshirase that are forwarded by the members. " Contacts affiliate organizations (Presidents) for affiliate news to be submitted to Oshirase. " Proposed Articles to be included in Oshirase:
• 1/01 PRESIDENT'S MESSAGE, ACTFL PARTICIPATION GRANT APPLICATION, JNHS APPLICATION, TEACHER AWARD APPLICATION, NENGAJO CONTEST REPORT, TEACHER TIPS, MEMBERSHIP FORM. NENGAJO SUBMISSIONS WILL BE SENT IN BY THE 15TH.
• 4/01 PRESIDENT'S MESSAGE, TEACHER AWARD APPLICATION, TEACHER TIPS, MEMBERSHIP FORM
• 7/01 PRESIDENT'S MESSAGE, ACTFL PARTICIPATION GRANT REPORT, ACTFL NCJLT SPONSORED SESSIONS, JHNS REPORT, TEACHER TIPS, MEMBERSHIP FORM
• 10/01 PRESIDENT'S MESSAGE, ACTFL NCJLT SPONSORED SESSIONS, ACTFL CALL FOR PAPER, TEACHER AWARD REPORT, NENGAJO CONTEST APPLICATION, JNHS APPLICATION, TEACHER TIPS, MEMBERSHIP FORM "
• Works with Public Relations Director who gives advertising information to companies interested in advertising in Oshirase and place their ads in Oshirase. "
• Works with Public Relations Director in placing in the ads in Oshirase. " Obtain necessary forms and reports from other directors. Forms/reports to be placed "
• Sends electronic file(s) containing all the articles in order to the Alliance office for printing and distribution. "
• Sends electronic file(s) without advertisement to the web manager to be uploaded with a 1 issue delay "
• Compile messages for eOshirase and send it to the list manager for eOshirase on 6/01, 9/01, 12/01 and 3/01. In general, information included in Oshirase are not to be placed in eOshirase except for reminders and important deadlines

EMAIL MANAGER "As stated in Bylaws "|Top|

• " Check e-mail (ncjlt@japaneseteaching.org) regularly, and forward it to appropriate directors and/or the board. "
• "Manage a permanent and temporary record of e-mail for the ncjlt@japaneseteaching.org. Procedures: 1. Keep all messages for two months in the server but delete them from the server after that. 2. Download a copy of the messages and store them into the permanent record on a hard disk. (Compatible software, Microsoft Outlook (PC) or Microsoft Entourage (Macintosh)."
  

JNHS "JAPANESE NATIONAL HONOR SOCIETY" As stated in Bylaws "|Top|

• " All correspondences related to the JNHS "
• Send information, certificates, cords, pins and letters to members
• " Check inventory of certificates and pins " Suggest new ideas and revisions for existing procedures
• " Works with Treasurer in collecting dues "
• "Submits articles to Oshirase"
• " Procedure with suggested dates 1. Post ACTFL/NCJLT general meeting, update the JNHS application forms and post on website. 2. Deadline is always around April 15 3. Record charter schools (no student names on website.) 4. Keep a log of checks forwarded to the treasurer which includes the payer, school name (if different from the payer), check number, amount and issue date. 5. Write up a summary with statistics for Oshirase Summer issue by July 15th."

TEACHER AWARD DIRECTOR " As stated in Bylaws "|Top|

• " Revise the following documents as needed. 1. Nomination Guidelines 2. Application Form for the Candidate 3. Nomination Form for the Nominator 4. Rubrics for the Selection Process 5. Selection Process Guidelines "
• Establish a selection committee of at least five professionals from both k-12 and post- secondary levels (three board members of NCJLT and two from non-NCJLT board members). "
• Maintain communication with the candidates and selection committee.
• " Send congratulatory letters to winners and invite them to the NCJLT Awards Luncheon. "
• Send a letter (and email) to their administorators and to President of their language organization to inform them of their awards.
• " Send a thank you letter to members of selection committee after winners are announced. "
• Solicit sponsors for prizes and invite them to the NCJLT Luncheon. (Sponsors must buy lunch tickets, but they can say a few words at the Awards Ceremony.) "
• Conduct Awards Ceremony at the NCJLT Luncheon.
• " Send any updates to the website manager on the Teacher Awards via website manager contact person. "
• Request winners to contribute an article for Oshirase on their teaching such as a report of one of their classes. "
• Write an article of winners for the fall issue of Oshirase and the Teacher Awards' Ceremony. " Manage the timeline. 1. January and April: Submit a call for nomination in Oshirase. 2. May 31 Deadline of the pre-nominations via email. 3. June 30: Deadline of the nominations 4. September 15: Announcement of the recipients 5. October: Announcements of the recipients in Oshirase & NCJLT website. 6. November: Recognition at the NCJLT Luncheon during ACTFL Conference. 7. December: Send an article of the Teacher Awards' ceremony for the Winter Oshirase.

PROFESSIONAL DEVELOPMENT DIRECTOR " As stated in Bylaws "|Top|

• " Work to increase teacher development opportunities for all levels of teachers (K-16) "
• Provide and inform members through the Oshirase and eOshirase of workshop, institute and other growth opportunities. "
• Work to increase participation in these opportunites.
• To provide teacher tips for the Oshirase