JSANZ Terms of Reference

The Terms of Reference shall be read in conjunction with the Japanese Studies Aotearoa New Zealand (JSANZ) Trust Constitution to which they are subordinate. Any amendment of the Terms of Reference requires the majority vote of the Executive and must be consistent with the Japanese Studies Aotearoa New Zealand (JSANZ) Trust Constitution and the aims and purpose of JSANZ.

Membership

Membership shall be open to academics of all tertiary institutions in Aotearoa New Zealand who teach and/or research Japanese language and /or Japanese studies. This includes sessional and contractual staff.

In addition, school teachers of Japanese language and Japanese studies, members of the business sector with an involvement with Japan, and any organizations or individuals sharing the goals and aims of JSANZ are eligible to join, including former staff, current students and graduates.

Subscription Fees

Individual members shall not be required to pay subscription fees. Institutions, organisations or businesses shall be invoiced a fee of $50 per year or an amount as agreed by a majority of the Executive Committee.

Executive

The organization is headed by an Executive Committee comprised of Officers, representatives of all academic units which teach and research Japanese language and Japanese studies in New Zealand tertiary institutions, Chairs of JSANZ sub-committees, representatives of key external stakeholders and advisors with specific roles and areas of expertise. If a member is not able to attend a meeting of the Executive, attendance may be delegated to a suitable colleague.

All members of the Executive Committee shall have full voting rights, except the President who shall only vote in the instance of a deadlock, when the President shall exercise the casting vote.

Confidentiality

Members of the Executive Committee and sub-committees will treat all matters with confidentiality.

Conflicts of interest

Members of the Executive Committee and sub-committees must declare any real or perceived conflicts of interest.

Sub-committees

Sub-committees may be established by the Executive to accomplish a particular task within the aims and functions of JSANZ. Sub-committees will be dissolved by the Executive when their role is completed or no longer required. The Chair of a sub-committee will be appointed by the President in consultation with the Executive and shall become an ex-officio member of the Executive. Other members of sub-committees will be co-opted by the Chair in consultation with the Executive. The Chair and members of sub-committees shall have no fixed term of office and changes in role and membership will be determined in consultation with other members of the sub-committee and the Executive.

President and Officers of the Executive Committee

The Officers of the Executive Committee comprise the President, Vice-President, Treasurer, Media and Technology Officer, and Secretary.

Officer roles may be created, re-named, re-defined or disestablished, subject to the approval of a majority of the Executive.

Officer roles, which are non-remunerated, will be held for three years with the option to renew for a further three years with the agreement of the Officer and the approval of a majority of the Executive Committee.  Thereafter Officers may be re-elected to further terms subject to a full election.

Officers may concurrentlyhold other roles on the Executive if appropriate.

An Officer may resign from their role at any time provided reasonable notice is given in writing to the Secretary.

An Officer who is failing to fulfil the reasonable expectations of their role may be removed by a vote of no confidence from a majority of the Executive.

Between meetings of the full Executive, Officers shall comprise a Standing Committee responsible for day-to-day business.

Officers will be appointed according to the regulations below.

Regulations for Appointment of Officers to the Executive.

  1. When an Officer role falls vacant, a call for nominations to fill the role shall be sent to members of the Executive Committee by a non-participating Returning Officer appointed by the President and Vice-President.
  2. Members of the Executive Committee may nominate any member of JSANZ.
  3. Only candidates with a minimum of one year’s previous experience on the Executive Committee within the previous five years are eligible to be nominated as President.
  4. Self-nomination is possible.
  5. Nominations, accompanied by the written consent of the nominee and seconded in writing by a member of the Executive, shall be notified to the Returning Officer in confidentiality by a prescribed deadline.
  6. If there is only one seconded nomination, the nominee shall be appointed to the Officer role subject to the approval of a majority of the Executive Committee .
  7. Where there is more than one nomination, an election shall be held.
  8. The Returning Officer shall send a list of nominations for the role to the Executive Committee who shall vote for one candidate and return their choice to the Returning Officer.
  9. The outcome shall be determined by a simple majority and reported by the Returning Officer to the Executive.

Appointment of other members of the Executive Committee

One representative of each academic unit which teaches Japanese language and Japanese studies in New Zealand tertiary institutions shall be appointed by their academic unit colleagues and notified to the Executive Committee. Replacement of the representative upon resignation or other circumstances shall take place in consultation with colleagues of their academic unit and be notified to the Executive Committee. Representatives shall have no fixed term of office.

Advisors with special expertise relevant to the aims and operation of JSANZ may be appointed as necessary by the President in consultation with the Executive Committee. The President in consultation with the Executive Committee shall be responsible for the replacement or disestablishment of the Advisor role(s). Advisors shall have no fixed term of office.

The NZAJLT representative and the Japanese National Language Advisor shall serve on the committee ex officio. The NZAJLT representative shall be the NZAJLT president or their delegate.

Statement of purpose

JSANZ is an advocacy network for Japanese language education and Japanese studies at tertiary level in Aotearoa New Zealand. Its purpose is to:

  • provide a forum to unite and support Japanese language and Japanese studies educators;
  • advocate for the promotion of Japanese language and Japanese studies;
  • raise awareness of the value of Japanese linguistic and cultural proficiency in the wider community, with policymakers and in the business sector;
  • promote research and other activities which will strengthen Japanese language and Japanese studies;
  • facilitate the nationwide sharing of best practice;
  • improve student pathways across sectors and into employment;
  • collaborate with other bodies to advance the cause of language and cultural learning in general in Aotearoa New Zealand.

(2014, amended 2017 and 2022)