PART II

AJET Prefectural Representatives are liaisons between the AJET National Council (through the Block Representative) and JET participants in your prefecture. The duties of Prefectural Representatives vary from chapter to chapter depending on many factors, including chapter organization, number of JETs in the prefecture, available resources, etc.

However, there are some things Prefectural Representatives should do or make sure happens in their AJET Prefectural Chapter:

• Coordinate the activities of your Prefectural Chapter in accordance with the purpose of AJET and the JET Programme
• Maintain clear, accurate, and timely Chapter records
• Encourage communication and activities with other AJET Chapters
• Pass information from National AJET (via your Block Representative) to the members of your local AJET Chapter, or vice versa
• Assist members of the National Council or other Prefectural Chapters with collection of national survey data
• Participate in local JET Programme conferences as an AJET representative
• Host social and cultural events for JETs in your prefecture and neighboring prefectures
• Provide support for new (and old) JETs
• Most importantly, provide a social network for JETs in your prefecture

June

• Send New Prefectural Council contact information to the new Block Representative (Find Block Representative contact information here).

July

• Send information, Lookbook ads, flyers, etc., needed at Tokyo Orientation to the Block Rep – beginning of July
• Tokyo Orientation Group A – late July

August

• Tokyo Orientation Groups B & C – beginning & mid-August
• Prepare for and host AJET Prefectural Chapter sign-ups – all month
• E-mail Block Reps with any JET concerns to be addressed at the winter AJET-CLAIR-MEXT Opinion Exchange Meeting
• Welcome events — all month

September

• E-mail Block Reps with any additional JET concerns to be addressed at the Opinion Exchange Meetings

October

• Promote the AJET surveys when your Block Representative sends you the information

November

• Prefectural Mid-Year Seminars begin taking place in some prefectures. At MYS, remind your prefecture about AJET, consider planning and post-Mid-Year Seminar enkai and selling National AJET publications for commission — November through January

December

• Send a reminder to your prefecture about the Peer Support Group services during the holidays

January

• National Council Elections are coming up. Encourage JETs in your prefecture to submit platforms.
• E-mail Block Reps with any JET concerns to be addressed at the spring AJET-CLAIR-MEXT Opinion Exchange Meeting

February

• Platform deadline for National Council elections – mid-month
• On-line voting for National Council elections begins – mid month

March

• Begin recruiting possible new Prefectural Council Leaders, begin to compile all the information that you need to pass on to your successor
• Promote the AJET surveys after your Block Representative sends you the information

April

• Elections for new Prefectural Council Leaders

May

• Change-over meeting for new Prefectural Council Leaders

In your first few days of becoming Treasurer:

If you need to change over the name of your AJET account, please do so right away. Each Prefectural Chapter should have a bank account.

Balance Sheets

All AJET Prefectural Chapters are expected to maintain Balance Sheets. The balance sheet is a record of the inflow and outflow of money from your Prefectural Chapter.  AJET Prefectural Chapters are an extension of the AJET organization, because of this, the actions of each chapter reflect on the AJET National Council. Prefectural Chapters must be responsible with their money and ethical in their collection and use of finances. These directions are not an attempt to run your Chapter, rather they are in place to give AJET as much accountability as possible.

All materials should be filed and saved both electronically and on paper if possible. Files should be saved for three years in physical paper copies to provide transparency and assist in smooth transitions between councils.

Below is a list of questions to help get your team started. These questions are just a jumping off point — hopefully they will lead to a meaningful discussion about the purpose and future of your chapter.

Download a sheet like below in PDF form by clicking here (88KB).

Actvities Throughout the Year

There are countless things you can do in Japan. The following is a list of ideas for you to start with. Depending on your location they might be a simple afternoon of fun or a weekend bus trip.

Great for Newbies

• Welcome Parties
• City Scavenger Hunts
• Re-entry Permit Trip (a trip to apply for & receive a re-entry permit to Japan)

Japanese Things

• Kabuki Theatre
• Taiko Concert
• Mount Fuji Climb
• Ryokan Party
• Onsen
• Karaoke Contest
• Sake Tasting
• Local Temple & Shrine Visits
• Watching a Festival

Seasonal

• Beach Party
• Boat Party
• Rice Harvest
• Clam Hunting
• Leaf-Viewing Tour
• Winter Holiday Get-Togethers
• Hanami Parties
• Halloween Costume Party
• Valentine’s Day Formal
• Sayonara Party
• Other Home Country Holidays

Sports Events (to see)

• Soccer Games
• Baseball Games
• Sumo Tournament
• Race Car Driving

Sports Events (to host)

• Bowling Tournaments
• Bike Tours
• Ski Weekends
• Sports Days at the local park
• AJET Games

All Occasions

• Talent Shows
• Quiz Nights
• Camping Weekends
• Mini-Film Festivals
• Dance Parties (formal and informal)
• Theme Costume Parties
• Wacky Olympics / Sports Day

Fundraising Events

• Any event can be a fundraiser if you charge a small entry fee, have a coin drive or sell raffle tickets for a prize
• Set “Taboo” words at an event and suggest that attendees donate some change each time they say that word (works well at Pub Quizzes especially, total donation can factor into total points)
• Challenges — with sponsors
• Silent Auctions
• Clothing Drives

Download a sheet like below in PDF form by clicking here (92KB).

Be sure to give your successors the following items/information:

• Chapter Postal Account Passbook (if you have one)
• Chapter Hanko (if you have one)
• Passwords to any listserves, e-mail accounts, or websites used by the council or add the new members as admins of your facebook group, etc.
• Update any other AJET-related listservs, etc that are going to your personal e-mail account
• Contact Information for your AJET National Council Block Representative
• Any files, disks, or documents pertaining to annual events, expenses, etc
• All receipts and other financial documentation

E-mail your Block Representative with the following information:

• Contact information for all new Officers of your Prefectural Chapter – specify who the main contact will be for the next year

• A brief update about the current state of your chapter
• Check to be sure that there is any additional information they need from you

• Set clear goals and make a plan and/or schedule for achieving them.
• Don’t procrastinate! Make a schedule for yourself and stick to it.
• Keep your Block Representative informed of what is going on in your prefecture.
• Apply to be a Tokyo Orientation Assistant (TOA) in February. If you are chosen by CLAIR to attend conferences as a TOA, it will give you the chance to meet the new JETs when they come in and help them get comfortable with you. This way they will immediately identify you and AJET as a source of help and information while they are in Japan.
• Contact your predecessor(s) at anytime. If you are experiencing problems or difficulties, more than likely s/he went through the same thing!
• Get in touch with other local AJET Chapters in your block as early as possible and introduce your AJET Team. Make yourself approachable! A good relationship with nearby chapters will make it easier to plan inter-prefectural events.
• Be sure to reach out to non-English speaking JETs.
• Try to have a good relationship with your JET Prefectural Advisors.
• Don’t get overwhelmed with AJET work. Ask for help when you need it.
• Have fun!