1. Differentiation between guidelines and policies
1.1 – Guidelines
The ETJ-Coordinators group generally establishes guidelines for regional groups or other ETJ projects. These guidelines are intended to help a new group/project get off the ground or support a group/project that is having difficulty finding a successful format. Groups/projects have the freedom to choose whether or not to follow these guidelines.
1.2 – Policies
The ETJ-Coordinators group may occasionally decide on policies within its area of authority as defined in the ‘Managment’ section of this website. Policies are established when issues arise that have a fundamental effect on ETJ as a whole. In order to be a part of ETJ, a group/project needs to follow these policies.
2. Guidelines for new regional groups and those groups looking for a successful format
2.1 – The format of a meeting
ETJ regional groups generally have workshops about once every two months on Sundays, and the workshops normally last about 2 1/2 hours. There is likely to be one or more short presentations followed by opportunities for members to exchange ideas.
2.2 – A grass-roots style
A typical ETJ regional group meeting encourages the sharing of ideas among teachers. The emphasis is on grass-roots participation – short presentations and input by as wide a range of members as possible are encouraged.
2.3 – Building a committee
In order to make it easier to find presenters, increase attendance at meetings, and make it more likely that the group continues even when coordinators change, it is best to focus on building up a committee that contains teachers from a variety of teaching situations. There is likely to be a direct correlation between how broadly-based the committee is and whether it is possible to hold successful grass-roots style meetings over a period of time.
2.4 – General advice (longer version)
Find one or more presenters for a meeting or, occasionally, just have a workshop based around a theme. Even when there are presenters, it is best to encourage an interactive workshop style rather than a lecture, and when there is more than one presenter, it is usually helpful if the presentations relate to a common theme.
It is generally a good idea to encourage short presentations and avoid long ones. This is partly because when you are trying to find presenters for future meetings it will be easier to find teachers who are prepared to speak for a short time, but who may be intimidated if they feel they will be expected to give a long presentation. Another advantage of having shorter presentations is that it allows more time for all members to exchange ideas.
The presentations could be followed by an open discussion if the group is small, or by teachers working on ideas in pairs or groups and then reporting their main suggestions to the other pairs/groups. When possible, successful ideas and activities can be recorded and posted to the ‘Activities’ list or submitted for publication in ‘Snakes and Ladders’ or the ‘ELT Journal’.
3. Relationships with publishers and commercial interests
3.1 – There are four General Sponsors of ETJ – Language Teaching Professionals, Oxford University Press, Cengage Learning, and IPI. There are usually four or five Associate Members. To become an Associate Member, it is necessary to pay for a two-table (or larger) display at four or more Expos.
3.2 – Presenters at ETJ regional group meetings should have no direct or indirect relationship with publishers or commercial interests except with Associate Members or General Sponsors.
3.3. – Publishers and other businesses that wish to advertise to members of ETJ should be encouraged to attend the Expos. It is also possible to publicise through the ETJ Linkedin group.
3.4 – If a regional group or another ETJ project would like to organise a special event which publishers can attend, this should be done with the agreement of the general sponsors.
4. Policies on the national e-mail lists
4.1 – There is currently an understanding among publishers and others not to do self promotion or post commercial messages to the ETJ discussion lists. It is in the best interests of the lists to ensure that this understanding continues and applies equally to all publishers and commercial interests.
4.2 – Spam and overtly commercial messages should not be allowed on the lists. Recommendations of books and commercial services by members with no commercial interest in these materials/services should be encouraged.
5. Guidelines for posting events to the national e-mail lists.
5.1 – Non-ETJ events should be posted to ELT Calendar, not to the national ETJ lists. ETJ events may be posted to the national lists.
5.2 – An events newsletter will be sent out by e-mail about once a month to all members of the ETJ discussion list. The events listed in this newsletter will include both ETJ and non-ETJ events.
5.3 – The non-ETJ events included in the newsletter will either be non-commercial or have presenters who are connected to an Associate Member or General Sponsor of ETJ.
6. Policy on presentations at the Expos
6.1 – There are three kinds of presentations at the Expos, ‘Sponsored’, ‘Local’ and ‘Guest’
6.2 – Sponsored presentations are by publishers and other companies that have displays at the Expos. Companies wishing to have a sponsored presentation should apply by e-mail to David@ltprofessionals.com. These presentations are decided on by Language Teaching Professionals as stated in the ‘Management’ section of this website following guidelines established through discussions with potential sponsors and the ETJ Coordinators.
6.3 – Local presentations are decided on by each Expo organising committee. These are for local teachers. A teacher should present at the Expo nearest where they live/work . The aim is to gradually deepen each Expo’s role in the local community and build up grass-roots support and involvement. Local presenters should have no connection with a commercial organisation, particularly with a publisher. The main reason for this is to ensure that all sponsors are treated fairly . After exhausting all avenues for finding local presenters, EXPO organisers can invite presenters from other regions to fill vacant local presentation slots. Applications to make local presentations should be made by e-mail to the regional ETJ group organising the Expo.
6.4 – Guest presentations are by presenters that local teachers usually have no chance to see. A guest presenter is normally decided on by the Expo organising committee and is funded by the regional group(s). ‘Guest’ presenters, in contrast to local presenters, are normally from another area of Japan. There should be a maximum number of two guest speakers at an Expo so that the number of presentation slots available for local presentations is not affected too much. It is possible under some circumstances for regional Expo committees to invite a guest speaker who has a connection with a publisher. If a proposed guest speaker does have a connection with a publisher,the regional Expo coordinators should get the approval of the members of the ETJ-Coordinators list before inviting the speaker. The coordinators will consider whether the invitation will be considered fair by other sponsors, and may check with sponsors.
7. Who can vote on ETJ policies
7.1 – The following can vote on ETJ policies and guidelines:
– up to two representatives of each active ETJ/FETJ regional group.
– up to two representatives of each General Sponsor.
– one Editor of Snakes and Ladders. – one Editor of the ETJ Journal.
– The Moderators of the ETJ, ETj-owners, ETJ-Activities, and ETJ-LifeinJapan lists.
– The ETJ/JALT liaison.
Nobody can have more than one vote. Members of the ETJ-Coordinators list who step down from their positions are encouraged to stay on the list to contribute to discussions, but have no voting rights.