Constitution of JANET

Preamble

The Japan Association for Nursing English Teaching (JANET) was established in 2016 in order to provide a forum for improving the quality of teaching, learning and research in the field of nursing English education in Japan. We aim to encourage collaboration between English teachers and nursing professionals, and support teachers to better serve the needs of the Japanese nursing community.

 

I. General Provisions

1. Name: The name of this association shall be the Japan Association for Nursing English Teaching, hereinafter referred to as JANET.

1.2 In Japanese, the name shall be全国看護英語教育学会 [Zenkoku Kango Eigo Kyouiku Gakkai].

 

2. Purpose: The purpose of JANET shall be to improve the quality of teaching, learning and research in the field of nursing English education in Japan.

 

3. Activities: With the aim of fulfilling the objectives stated in the preceding article, JANET shall conduct the following activities.

  1. Periodically sponsor or endorse events related to nursing English education independently or in cooperation with other organizations interested in language education

  2. Publish academic journals, newsletters, and other materials

  3. Communicate and collaborate with relevant academic and professional organizations

  4. Promote activities related to nursing English education

  5. Promote research into nursing English teaching and learning

  6. Conduct other activities required to accomplish the above objectives.

 

4. Address: The official address of JANET shall be the home or work address of the Executive Director of the JANET Executive Board.

 

II. Membership

5. Conditions: Membership shall be open to anyone interested in teaching and learning English for nursing and who desires to support the mission of JANET.

 

6. Admission: Those desiring to become a member of JANET must follow the specified procedure and be approved by the Executive Board.

 

7. Types: There are two types of membership.

  1. Regular membership

  2. Sponsoring membership

 

8. Dues: Regular members shall pay no annual membership fee. Sponsoring members must pay an annual fee specified separately.

 

9. Rights: Membership grants the following rights.

  1. Presenting at academic meetings organized by JANET

  2. Publishing in the journal

  3. Accessing the members-only website

  4. Receiving the newsletter and journal

9.2 Sponsoring members must pay a fee to present at an academic conference or publish an advertisement in the journal or newsletter specified separately.

 

10. Withdrawal: Members can cancel their membership by contacting the Executive Director in writing to that effect.

10.2 The term of membership for Sponsoring Members shall be one year.

 

11. Expulsion: The Executive Board may expel a member for harming JANET’s reputation or violating JANET’s policies specified separately.

11.2 Expulsion of a member shall require the unanimous agreement of the Executive Board.

 

III. Executive Board

12. Composition: JANET's Executive Board shall consist of the following officers.

  1. one executive director

  2. at least two but no more than four assistant directors

12.2 The Executive Board shall have 1-2 internal auditors who are non-voting members of the Executive Board.

 

13. Meetings: The JANET Executive Board shall meet periodically to discuss matters related to the operation and activities of JANET.

 

14. Selection: Directors and Auditors shall be chosen from among the advisory committee as specified separately.

 

15. Executive Director Duties: The Executive Director shall exercise general leadership and supervision over the affairs of JANET in implementing its purposes and goals.

15.2 The duties of the Executive Director shall be the following.

  1. Coordinating the activities of the JANET Executive Board

  2. Directing and publicizing the affairs of the organisation

  3. Presiding over meetings of the Executive Board and the Annual General Meeting

  4. Appointing ad hoc committees and being ex-officio member of all committees,

  5. Countersigning all contracts and other instruments of JANET

  6. Performing all other functions usually attributed to this office

  7. Executing such additional duties as are defined by the Executive Board or the Advisory Committee.

 

16. Assistant Director Duties: Assistant Directors shall assist the Executive Director to carry out the above duties and serve in place of the Executive Director in the case of an accident or absence.

 

17. In the absence of a Treasurer, a member of the Executive Board shall carry out the duties of treasurer as specified separately.

 

18. Auditor Duties: The auditor shall carry out the following duties in relation to the operation, activities, and finances of JANET.

  1. Audit the activities of the Executive Board and issue an audit report to the Advisory Committee.

  2. Demand a report of activities from the Executive Board and investigate the activities and finances of JANET.

  3. Report to the Executive Board and Advisory Committee upon discovery of improprieties in the financial situation or activities of JANET.

  4. Convene an Emergency Meeting of the Advisory Committee in order to act upon 3.

 

19. Term: The term of office for Directors and Auditors shall be three years.

19.2 Re-election shall not be prohibited.

 

IV: Advisory Committee

20. Composition: The JANET Advisory Committee shall be comprised of 10-30 officers.

 

21. Selection: Members of the Advisory Committee shall be selected from the regular members as specified separately and approved by the Executive Board.

 

22. Duties: Members of the Advisory Committee shall serve in the various roles that support the activities of JANET as specified separately.

20.2 Members of the Advisory Committee shall respond to inquiries from the Executive Board and discuss, report, and advise on essential JANET business.

 

23: Meetings: Members of the Advisory Committee shall be able to participate in Executive Board Meetings.

23.2 Electronic discussions using email or video chat shall be used when face-to-face meetings are not possible.

 

24. Term: The term of office for members of the Advisory Committee shall be three years.

24.2 Re-election shall not be prohibited.

 

V. Annual General Meeting

25. Scheduling: JANET shall hold an Annual General Meeting during the JANET Conference.

 

26. Notification: The Annual General Meeting shall be announced to JANET members in advance.

 

27. Content: Directors and officers shall report on the state of JANET’s activities and finances during the period since the previous Annual General Meeting.

27.2 JANET members shall have the right to address suggestions and feedback to the Executive Board at the AGM in person.

27.2.2 When unable to attend an AGM in person, members shall have the right to address suggestions and feedback to the Executive Board in writing in advance and receive a reply in writing upon request.

 

VI. Accounting

28. Fiscal Year: The fiscal year shall begin on April 1 and end on March 31 the following year.

 

29. Expenses & Revenue: the basic expenses of JANET shall consist of fees related to the operation of the website and conference.

29.2 Additional expenses shall be determined by the Executive Board as needed.

29.3 Revenue generated during a fiscal year in excess of expenses for said fiscal year shall be held in a separately specified bank account and used only to meet expenses incurred in future fiscal years.

 

30. Financial Report: At the end of the fiscal year, the auditor(s) shall verify the financial statement and make a report at the Annual General Meeting.

30.2 The financial report from above shall also be made available on the website.

 

31. Dissolution: In the event JANET ceases to operate, any money in the separately specified bank account shall be donated to a suitable charity.

31.2 The selection of this charity must be approved by 60% of Advisory Committee members.

 

VII. Quorum

32. Executive Board Meetings: A quorum shall consist of 2/3rds of the directors.

 

VIII. Amendments and Bylaws

33. Procedure: Amendments to this constitution may be proposed by any member of the Advisory Committee or Executive Board to the Auditor.

 

34. Notification: Any such proposed amendments shall be distributed to all members of the Executive Board and Advisory Committee within one month of receipt.

 

35. Ratification: To become effective, proposed constitutional amendments must be approved by 75% of the Advisory Committee plus Executive Board.

35.1 When unable to meet in person, voting shall be conducted online.

 

36. Bylaws: Matters necessary to the implementation of this constitution will be specified separately as bylaws.

 

IX. Ratification

37. This constitution shall be ratified upon unanimous consent of the founding officers and 2/3rds consent of the initial members of the proposed advisory committee.

 Bylaws of the Japan Association for Nursing English Teaching

I. Membership

1. Affiliation: A person desiring to join JANET must declare an affiliation.

1.2 If the person does not have an affiliation, that person must declare a reason for wanting to join JANET.

 

2. Removal: When a membership has been cancelled or a member expelled, that member’s name will be removed from the membership list and will no longer enjoy the rights of membership explained in Article 9 of the Constitution.

 

II. Director Elections

1. Election Committee: The Executive Director shall convene a temporary committee (hereafter, Election Committee) in January of an election year.

 

2. Nominations: The Election Committee shall seek nominations for Director positions from the general membership and Advisory Committee. The following conditions must be met.

  1. Candidates must be members of JANET

  2. Candidates must be members of the Advisory Committee or a current Director  

  3. Candidates must acknowledge acceptance of nomination and provide relevant biographical information.

2.2 Candidates can nominate themselves.

 

3. Procedure: The Elections Committee shall conduct a vote within the Advisory Committee in the month preceding the annual conference.

3.1 Voting shall be conducted online.

3.2 A candidate must receive votes from 51% of Advisory Committee members in order to be elected.

 

4. Term: The term of office for officers shall be three years from the day after the Annual General Meeting to the Annual General Meeting three years later.

 

5. Vacancies: If for any reason an office becomes vacant, the vacancy shall be filled by Executive Director appointment.

 

6. Removal: A Director who fails to perform his/her duties under the JANET Constitution and Bylaws may be removed from office by a three-fourths vote of the JANET Advisory Committee.

 

III. Executive Board Meetings

7. Agenda: An agenda will be prepared and provided to the advisory committee at least one week before the meeting.

 

8. Minutes: Minutes of the meeting will be provided to advisory committee members no more than one week after a meeting.

 

9. Procedure: Electronic discussions using email or video chat shall be used when face-to-face meetings are not possible.

 

IV. Advisory Committee Appointments

10. Nominations: The Executive Board shall seek nominations for the advisory committee from the general membership and Advisory Committee.

10.1 The period for nomination shall start at the Annual General Meeting and end one month later.

 

11. Conditions: To become a member of the Advisory Committee, the following conditions must be met.

  1. Candidates must be members of JANET

  2. Candidates must acknowledge acceptance of nomination and provide relevant biographical information

  3. Candidates must acknowledge that they will take on a role specified by the Directors.

11.1 A current member of the Advisory Committee can be nominated for re-election.

11.2 Candidates can nominate themselves.

 

12. Procedure: A candidate must be unanimously approved by the Executive Board in order to be elected.

12.2 The total number of Advisory Committee Officers must not exceed 30.

 

13. Term: The term of office for Advisory Committee Officers shall be three years starting one month from the day after the Annual General Meeting and ending one month from the day of the Annual General Meeting three years later.

 

14. Resignation: A member of the Advisory Committee can resign at any time by submitting notification in writing to the Executive Director.

 

15. Removal: Any Officer who fails to perform his/her duties under the JANET Constitution and Bylaws may be removed from the committee by unanimous agreement of the Executive Board.

 

V. Officer Roles  

16. Selection: The Executive Board shall consult with each Advisory Committee member to find them a role.

16.2 Expectations for each role shall be specified separately.

 

17. Creation of Committees: The Executive Director may create additional temporary or permanent committees at any time to fulfil the mission of JANET.

 

18. Committees: The following committees shall be established by the Executive Director and filled by members of the Advisory Committee through consultation with the Executive Board.

  1. Journal Steering Committee

  2. Journal Review Board

  3. Conference Committee

18.2 The Journal Steering Committee shall consist of the Journal Editor(s) and Executive Directors.

18.3 The Journal Review Board shall consist of 7-15 people and be headed by the Journal Editor(s)

18.4 The Conference Committee shall consist of at least one conference chair, a site chair, at least three readers, and the Executive Directors.

 

19. Roles: The following roles shall be available to members of the Advisory Committee and filled in consultation with the Executive Board.

  1. Treasurer(s)

  2. Newsletter Editor(s)

  3. Journal Editor(s)

  4. Webmaster(s)

  5. Conference Chair(s)

  6. Site Chair(s)

  7. Liaison Officer (s)

  8. Membership Chair(s)

19.2 Any number of people may work together as a team using titles to reflect such sharing of responsibilities.

19.3 Any individual officer may hold more than one position as needed.

19.4 The Executive Board shall create additional roles as necessary.

 

VI. Annual General Meetings

20. Notification: In the event of convening an Annual General Meeting, written notice of date, place, purposes and agenda of the Annual General Meeting shall reach JANET members at least one month before the Annual General Meeting.

 

VII. Language

21. Language: For administrative purposes, the working languages of JANET shall be English and/or Japanese.

21.2 Prevailing Language: In the event of any misunderstanding arising from a translation, the English version shall take precedence.

 

VIII. Amendments

22. Procedure: Amendments to these Bylaws may be proposed by any member of the Advisory Committee or Executive Board to the Auditor.

 

23. Notification: Any such proposed amendments shall be distributed to all members of the Executive Board and Advisory Committee within one month of receipt.

 

24. Ratification: To become effective, proposed amendments to the bylaws must be approved by 66% of the Advisory Committee plus Executive Board.

24.2 When unable to meet in person, voting shall be conducted online.

 

IX. Management of Meetings

25. Procedure: The Executive Director shall recommend procedures for the management of the JANET Executive Board and the Annual General Meeting. In case of objections to such recommendations, the Executive Board members present shall discuss and agree upon rules and procedures to manage the meeting, consistent with the Constitution and Bylaws.

 

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Ratified unanimously by the founding officers and by 11 of 12 members of the proposed initial advisory committee on June 13, 2019.

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