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Policy and Procedures Manual of the National Association
of State Judicial Educators
Committees
July 2001
Membership Committee
Education Committee
Standards Committee
Nominating Committee
Mentor Committee
Bylaws Revision Committee
Newsletter/Website Committee
Project Management Committee
Diversity Task Force
International Task Group
MEMBERSHIP COMMITTEE
PURPOSE:
The Membership Committee, a standing committee appointed pursuant
to Article VI, Sections 1 and 2 of the Bylaws, was established to
assure that individuals interested in membership receive prompt
attention and are considered for membership within the applicable
membership category.
POLICY:
Potential members shall apply for membership through the Membership
Committee. Committee members shall promptly assess potential members'
eligibility in relation to membership categories and make a decision
as to approval for membership.
RESPONSIBILITIES:
Committee Members:
- assess potential member eligibility
- determine appropriate membership category
- approve/decline membership based on above
Committee Chair:
- calls and conducts committee meetings
- serves as liaison between committee and Board
- receives applications
- assures all relevant information regarding potential
members is distributed to committee
- communicates with potential members regarding
membership approval
- notifies the President of new members (to initiate
the welcome letter process)
- sends the copy of the membership approval letter
to the President, NASJE News, the Mentor Committee Chair, Regional
Director, and Secretariat
- makes report of committee activity to membership
at annual meeting
PROCEDURE:
Potential new members are generally identified by
JERITT staff, Regional Directors and Mentor Committee chair and
the Secretariat. The chair of the Membership Committee will contact
the individual identified and implement the procedure below.
- Potential new members shall apply for membership
by completing the NASJE application, attached as Exhibit A. Applications
are maintained and distributed by the committee chair and the
Secretariat.
- Upon completion of the application form, the
potential member shall submit it to the chair of the Membership
Committee. If the application is not received by the chair of
the Membership Committee within two months, the chair shall contact
the potential member to assess interest and status of the application.
- Upon receipt of the application the chair of
the Membership Committee shall:
a. distribute information regarding the potential member to the
members of the Membership Committee, who shall consider the Application
for Membership by a date designated by the chair.
b. schedule a conference call or use some other means of communication
to obtain each committee members' recommendation.
- Upon approval of the new member, the chair of
the Membership Committee shall:
a. notify the President, NASJE News, and Regional Director of
new member
b. submit a copy of the membership application form to the Secretariat,
who shall invoice the applicant for dues.
c. notify the new member of acceptance and membership category
- Upon payment of dues, the Secretariat shall:
a. update the official membership list
b. notify the President
c. forward a copy of the application form, including dues payment,
to JERITT staff
d. upon payment of dues, sends new member packet
- The President shall:
a. forward a letter of welcome and certificate of membership to
the new member
b. copy the Board, the chair of the Membership Committee, the
chair of the Mentor Committee and the Secretariat on welcome letter
EDUCATION
COMMITTEE
PURPOSE:
The Education Committee, a standing committee appointed pursuant
to Article VI, Sections 1 and 4 of the Constitution and Bylaws,
was established to plan and implement the educational components
of the association's annual conference.
POLICY:
The Education Committee shall make recommendations to the Board
regarding educational sessions, faculty and education-related costs
for the annual conference. The Education Committee shall work closely
with the designated region's local conference host.
RESPONSIBILITIES:
Committee Members:
- assess the professional educational needs of
the membership
- plan and implement the annual conference, which
includes:
a. selecting subject matter
b. identifying faculty and faculty costs (honorarium and expenses)
- participate in committee meetings before, during
and following the conference
- work with assigned faculty, using with the Faculty
Contact form, which includes:
a. discussing association demographics and needs
b. determining session objectives
c. determining delivery methods
d. determining evaluation criteria
e. determining participant activities
f. establishing session agenda(s)
g. selecting room arrangement(s) and determining audiovisual needs
h. writing session description(s)
i. creating program plan(s) and other written materials
j. assuring time lines are met
k. providing complete conference and site information
- collaborate to write the conference announcement
and create the registration form
- coordinate on-site education event(s), which
includes:
a. assuring set-up is complete and meets needs
b. assuring any additional materials are distributed
c. opening session(s) and introducing assigned faculty
d. monitoring break times
e. assuring faculty needs are met
f. distributing and collecting evaluation forms
g. closing session(s)
- evaluate components of the conference and report
results to committee chair
- write and send appreciation letter to assigned
faculty
Committee Chair:
- calls and conducts committee meetings
- serves as liaison between committee and Board
- leads committee through conference planning and
implementation
- serves as information resource for committee
members through:
a. compiling and analyzing needs assessment results
b. suggesting subject matter and faculty
c. leading discussions regarding topic/session goals, objectives,
teaching methods
d. making individual assignments for committee members
- serves as information resource for Board through:
a. writing and presenting conference plan for Board approval
b. suggesting appropriate registration fees
c. informing Board of progress in planning, changes and issues
d. analyzing evaluations, writing and presenting final report
to Board
- works with local conference host, which includes:
a. communicating relevant polices and procedures
b. indicating needed space for meetings and lodging
c. indicating session room arrangements
d. providing to the Secretariat copy-ready materials for the conference
notebook
e. secure from Secretariat enrollment information for conference
and individual sessions
f. audio visual needs
g. provide notebook and tab needs to Secretariat
- coordinates and collaborates with local conference
host through:
a. providing information on conference needs, meeting rooms
b. assuring previous year's conference financial report is made
available
c. providing samples of previous year's conference notices and
materials
d. providing policy information regarding conference
e. disseminating information on conference including agenda
f. involving host in appropriate planning meetings
g. assisting in decisions on social events
h. providing conference announcement and registration forms
i. assisting with on-site responsibilities, if requested
- writes and signs contracts with faculty
- writes conference announcement and provides to
Secretariat for dissemination
- creates evaluation forms
- makes introductory remarks at conference
- manages all details which arise pertaining to
the administration of conference education events
- makes report of committee activity to membership
at annual meeting
- coordinates with President regarding guest speakers,
annual business meeting, special invitations and setting deadlines
for receiving committee reports for the conference notebooks
- works with local conference host to contact association
committee chairs regarding committee and regional meetings
- informs President of any special requests, needs
or issues which arise as part of the developing the annual conference
Local Conference Host:
- serves as liaison between committee and site,
which includes:
a. visiting the site and evaluating potential for meeting needs
b. negotiating with site regarding dates, costs and services
c. reviews and collaborates with committee chair re: site contract
d. notifying site of lodging space needs
e. notifying site of meeting/education space, equipment and set-up
needs
f. notifying site of meal and break service needs
g. notifying site of any change in needs
h. arranging social events to be held at site
- receives reports from Treasurer or Secretariat
regarding previous year's conference:
a. detailed conference financial report detailing: local conference
host event expenses, conference fee charged, actual revenue, portions
of revenue actually allocated to educational expenses, registration
fee charged, itemization of actual cost centers.
- receives from Education Committee sample of all
materials and notices distributed in previous year
- works with Education Committee Chair to contact
association committee chairs regarding committee and regional
meetings
- serves as coordinator for local social events,
which includes:
a. recommending local sites for social events
b. negotiating group rates for local activities
c. providing information re: local areas of interest
- assists with registration services for conference
- compiles education materials and forwards to
the Secretariat
- provides on-site coordination of all social events
- collaborates with committee to provide coordination
of conference as a whole
PROCEDURE:
- A year or more before a given conference, the
Board will determine the region in which the conference will be
held. The Regional Director from that region will assist the Board
in determining the exact location and contracting with a facility
for the conference.
- Immediately following the annual conference,
the President will appoint members for vacancies on the Education
Committee.
- Ten months prior to the annual conference the
chair of the Education Committee will conduct a conference call
with committee members and the local conference host to review
policies and procedures governing the upcoming conference and
to begin determining topical areas to be presented. Education
Committee chair will assure local conference host is in receipt
of necessary documentation from previous year's conference (see
local conference host responsibilities).
- Ten months prior to the annual conference the
chair will conduct a conference call with committee members and
the local conference host to review space in the designated facility,
determine topics and faculty, assign sessions to committee members
for further development and review the time lines for remaining
tasks. The chair will conduct another conference call the next
month to finalize these items.
- Eight months prior to the annual conference committee
members will partially complete the program proposal forms on
their assigned sessions and forward to the committee for review
and will confirm faculty on their assigned sessions. The local
conference host will begin assessing sites for the annual banquet
and determine on-site location and organization for registration,
and compile cost information to be submitted to the Board for
approval and consideration when setting the registration fee.
- Eight months prior to the annual conference the
chair will conduct a conference call to discuss committee member
progress, obtain feedback on the partially completed program proposals
and discuss the overall conference plan.
- Prior to the Board's mid-winter meeting (usually
held in February) the chair, in cooperating with the local conference
host, will prepare a conference plan and submit it to the Board
for review and approval. In cooperating with the local conference
host, the Education Committee chair will recommend a registration
fee to the Board for their approval.
- The Board, at its Mid-Winter meeting, will review
and take action on the recommended conference plan, determine
a registration fee and determine the upper limit for how much
of the registration fee may be expended on faculty costs.
- Seven months prior to the annual conference committee
members will make follow-up contact with faculty for preliminary
discussions on topics, faculty roles and responsibilities, time
lines and the overall conference plan. Committee members will
assist faculty in completing the program proposals.
- Six months prior to the annual conference committee
members and faculty finalize program proposals, including goals,
objectives, substantive content, teaching methodologies, room
set-ups and audiovisual equipment needs. Committee members forward
complete proposals to the committee chair.
- Six months prior to the annual conference, if
not already done, the committee chair drafts faculty contracts
and forwards them to faculty for signature and return. Once signed
copies received, the chair forwards the contracts to the Treasurer
for documentation of payment to come.
- Six months prior to the annual conference the
chair conducts a conference call with committee members to review
program proposals and assess the progress of conference development.
- Five months prior to the annual conference as
committee members continue to work with faculty to:
a. plan individual sessions
b. develop final session descriptions, goals and objectives for
the conference announcement.
c. finalize handout materials
- The committee chair works with the local conference
host to finalize space requirements and other logistics, based
on the information received from committee members and faculty.
The local conference host works directly with the conference site
to secure needed space, equipment, etc.
- Four months prior to the annual conference the
committee chair drafts the conference announcement and forwards
it to committee members and the local conference host for editing.
Once finalized, the committee chair forwards the conference announcement
to the Secretariat. Using the complete judicial educator list
mailing labels from the JERITT Project (not the smaller NASJE
membership list), the Secretariat mails the conference announcement
to the membership.
- Once registration is complete, the Secretariat
orders binders and tabs, based on registration and sessions planned.
The Secretariat forwards the list of registrants to the committee
chair. Participants are listed in two fashions: an alphabetical
list of all registrants and a session-by-session list of participants
for each. After discussion between the chair and host, the host
may direct the Secretariat to send conference registration reminder
notices to the membership.
- The committee chair conducts a conference call
two months prior to the annual conference with committee members
to provide registration information and to confirm site arrangements
for individual sessions. Committee members update their respective
faculty regarding the number of participants and final room arrangements,
equipment, etc.
- One month prior to the annual conference, if
not already done, committee members forward the chair final handout
materials; the chair, after review of materials, forwards them
to the Secretariat for duplication and insertion into binders.
The chair provides the Secretariat with complete instructions
on what is to be done with each set of handout materials as well
as other the notebook information. The chair, in cooperation with
committee members, will design session evaluations and forward
to the Secretariat for inclusion in the participant notebooks.
- One month prior to the annual conference the
committee chair works closely with the local conference host and
the Secretariat to assure room set-ups are accurate for each session,
materials are complete and on-site registration is organized and
adequate staff are available to implement.
- During the conference, the committee chair will
continue to orchestrate the conference, committee members will:
a. assure the rooms for their assigned sessions are properly set
b. report any problems to the chair
c. introduce the faculty for the sessions they were assigned
d. staff sessions to assure the schedule is followed
e. distribute and collect program evaluations, and return them
to the chair
- After the conference concludes, the committee
chair will prepare a conference report for Board review. The report
will include observations, information on special events, a compilation
of session and overall conference evaluations and any recommendations
for subsequent conferences. The chair will forward the report
to the President, who will include it as an agenda item for the
next Board meeting. This will be done no later than one month
after the conference.
STANDARDS
COMMITTEE
PURPOSE:
The Standards Committee, a standing committee appointed pursuant
to Article VI, Sections 1 and 3 of the Constitution and Bylaws was
established to assist the association in developing and maintaining
a set of judicial education standards which judicial educators could
use to guide development of judicial education within their respective
states.
POLICY:
The Standards Committee shall continuously review developments in
the field of judicial education and standards of other professions,
organizations and agencies in order to maintain and routinely recommend
to the Board appropriate changes to the existing "Principles and
Standards of Continuing Judicial Education" adopted by the Association.
RESPONSIBILITIES:
Committee Members:
- participate in meetings as called by the committee
chair
- research and review educational standards of
other groups
- identify potential areas of needed change
- write draft proposals for change
- review and recommend changes to the Standards
for Judicial Education
Committee Chair:
- calls committee meetings as necessary
- serves as information resource for committee
members
- presents issues and distributes information to
committee members
- maintains records of recommendations of committee
members
- prepares recommended changes for Board consideration
- represents Standards Committee at Board meetings
as necessary
- acts as liaison with other organizations concerning
matters related to standards
- makes report of committee activity to membership
at annual meeting
PROCEDURE:
When a set of standards has been adopted:
- The chair of the Standards Committee shall receive
any recommendations from members regarding changes to the standards,
or Standards Committee members may recommend changes as they review
the existing document or obtain information from their review
of educational standards of other groups.
- At the chair's discretion, recommendations may
be considered by the committee through mailings, a meeting or
a conference call.
- Based upon consensus, the committee shall undertake
research and draft appropriate recommendations and revisions and
shall submit them to the President for the Board to consider at
their next meeting.
- The President shall include on the next Board
meeting agenda any recommendations from the Standards Committee.
- Once the Board has considered recommended changes,
the President shall notify the chair of the Standards Committee
as to the Board's decision and request the chair to make revisions
as appropriate to the standards document and distribute a revised
set of standards to the Board and the membership.
NOMINATING
COMMITTEE
PURPOSE:
The Nominating Committee, a committee appointed pursuant to Article
IV, Section 1 and Article VII of the Constitution and Bylaws, was
created to make recommendations to the Board and the membership
regarding individuals to serve in leadership positions. The committee
solicits input from the membership regarding potential leaders,
assesses members' interest in serving in leadership positions and
assures that those nominated or voicing interest in serving are
qualified to serve. This expedites the election process. It is a
goal of the Association to encourage all full members to participate
in the governance of the Association through elective office.
POLICY:
The Nominating Committee shall recommend to the Board and the membership
a slate of nominees for available association positions. The President
shall conduct elections at the annual meeting or designate the chair
of the Nominating Committee to do so. If the chair of the committee
is nominated for an office, the President shall conduct the portion
of the election process which addresses that position.
RESPONSIBILITIES:
Committee Members:
- participate in meetings called by the committee
chair
- review applications and recommendations for each
potential nominee for vacant Board position which are received
from the President's or from the committee's annual surveys
- determine eligibility requirements are met pursuant
to Bylaws provisions
- collaborate to determine a slate of recommendations
for vacant offices
- gather relevant information on recommended candidates
for distribution to the membership
Committee Chair:
- calls meetings as necessary
- solicits suggestions of nominees from membership
- receives data from President as to willingness
of potential nominees to serve from the President's survey results
- coordinates research and reporting activities
as to nominees
- distributes information on potential candidates
to committee members as necessary
- leads committee discussions
- records committee recommendations
- serves as liaison to Board regarding recommendations
- provides Board with information regarding recommendations
for vacant positions prior to distribution to membership:
a. list of individuals who volunteered or were nominated
b. list of individuals recommended by committee for membership
vote
c. list of individuals found ineligible for recommendation and
reason(s)
- assures members are notified of recommendations
no later than thirty (30) days prior to the election
- assures members are provided biographical information
on recommended individuals
- makes report of committee activity to membership
at annual meeting
- if designated by the President, conducts election
process at annual meeting.
PROCEDURE:
- The chair of the Nominating Committee shall receive
any names from the President's Annual Interest Survey regarding
interest in serving as a regional director and/or officer.
- The chair may also receive information directly
from members interested in serving as a regional director or officer.
- At least ninety (90) days prior to the annual
conference, the Chair of the Nominating Committee sends a letter
to members eligible to vote requesting suggestions for candidates
for positions to be elected at the conference. NASJE Nomination
Guidelines will also be included in this mailing.
- The chair receives member suggestions.
- At least sixty (60) days prior to the annual
conference, the Nominating Committee, under direction from the
chair, contacts every nominee (from the President's Survey, direct
volunteers and suggestions from the membership) to assess their
eligibility and interest.
- After determining eligibility and interest, the
Nominating Committee meets by conference call and prepares a slate
of not more than three candidates for each open position. Factors
to be considered include: full member status, previous administrative
experience, educational or other experience, suggestions or comments
from the membership surveys. Any nominee who is determined to
be eligible shall be included in the slate of nominees for the
designated position, but no more than three individuals per position.
If there are more than three individuals who are nominated and
eligible, the chair of the Nominating Committee shall discuss
with each individual nominated for the position their interest
in running for another position for which there are not three
individuals nominated and eligible.
- No later than forty-five (45) days prior to the
annual conference, the chair of the Nominating Committee shall
provide the President with information on individuals nominated
(President's survey, member nominating, volunteer), the list and
biographies of individuals to be recommended to the membership
for vote, and information on anyone nominated but found to be
ineligible. The President will assure that all Board members receive
the information and will serve as liaison between the chair of
the Nominating Committee and the Board regarding any feedback
or questions from the Board and their resolutions by the Nominating
Committee.
- Prior to sending the list of candidates to the
general membership, the Nominating Committee shall notify the
Board of the slate of candidates and provide a list of individuals
nominated but not placed on the ballot, including reasons for
their exclusion. If the Board has any concerns, it will communicate
those concerns to the Committee through its Board representative.
The Board may request clarification of the reasons for the exclusion.
If the Board decides the exclusion is not in the best interest
of the Association, the Board may ask the Nominating Committee
to include any individual(s) whose qualifications for office were
in question.
- No later than thirty (30) days prior to the annual
conference, the chair of the Nominating Committee shall distribute
to all current association members eligible to vote the slate
of nominees accompanied by pertinent information on each nominee.
- Prior to the annual conference, the chair or
committee designee, prepares paper ballots for each office being
considered. Working with the local conference host, the chair
of designee organizes the ballots and assures their accurate distribution
to members at the time they register for the conference For example,
a regional director may only be elected by the members from the
respective region.
- During the Business Meeting at the annual conference,
the chair of the Nominating Committee is called upon by the President
to conduct the election process. The process includes:
a. announcing the position being considered and the names of the
candidates
b. asking if there are additional nominations from the floor
c. asking each member eligible to vote for the office to mark
their ballot for one candidate
- During the election process, while the chair
continues to conduct the process, the Nominating Committee members
or their designees immediately collect ballots for the position
being considered. This process is repeated for each office. Once
ballots for an office are collected, committee members tabulate
results and notify the chair, who announces the election results.
- If the chair of the Nominating Committee is a
candidate for an office, the President shall conduct the election
process for that position.
See Article III, Section 2 of the Constitution and
Bylaws for further information regarding voting, proxies and majority
vote.
MENTOR COMMITTEE
PURPOSE:
The Mentor Committee, a standing committee appointed pursuant to
Article VI, Sections 1 and 5 of the Constitution and Bylaws, was
established to assure that new members had access to experienced
judicial educators who could assist them in the early stages of
their program development. The experienced judicial educators assigned
to new members are volunteers and are trained in mentoring.
POLICY:
The Mentor Committee recruits and trains experienced judicial educators
to serve as mentors for new association members. The committee maintains
a list of active mentors and works with the respective Regional
Director to make mentor - protégé matches.
RESPONSIBILITIES:
Committee Members:
- define mission, goals and objectives of mentor
program
- identify funding sources
- provide ongoing management of mentoring services
to new members
- evaluate program and recommends changes as necessary
Committee Chair:
- calls and conducts committee meetings
- obtains funds for mentor training
- drafts correspondence from committee to association
members, mentors, protégés
- serves as liaison between committee and Board
- communicates with funding sources, trainers and
other project-related individuals and agencies
- makes report of committee activity to membership
at annual meeting
PROCEDURE:
- The chair of the Mentor Committee solicits interested,
experienced judicial educators to serve as mentors. This can be
done through interest surveys, personal contact or recommendation
by other members.
- The committee coordinates periodic training for
mentors, as appropriate.
- The committee reviews and updates the Mentor
Manual for Judicial Educators.
- The chair notifies new members of the Mentor
Program and inquires as to interest in participating.
- In collaboration with the Regional Director and
other committee members, the committee agrees upon a new member/mentor
"match."
- The committee chair notifies both the new member
and the mentor of the "match."
- The committee accepts feedback on the Program
and reviews recommendations for possible changes in process or
procedure.
BYLAWS REVISION
COMMITTEE
PURPOSE:
The Bylaws Revision Committee, a special committee appointed pursuant
to Article VI, Sections 1 and 6 of the Constitution and Bylaws,
was created to periodically review and propose amendments to the
Association's Constitution and Bylaws for purposes of updating and
revision as necessary.
POLICY:
The Bylaws Revision Committee shall, from time to time and upon
the request of the President or Board, review the NASJE Constitution
and Bylaws to render advice about whether the President or Board
should propose an amendment to the Constitution and Bylaws, and
draft proposed amendments. Suggested amendments may arise from the
Board or from independent suggestions made by members. Any proposed
revisions or amendments shall be presented to the membership for
consideration and review. The committee chair and/or President of
the association shall lead discussion of proposed changes at the
annual meeting and shall conduct a vote on recommended revisions.
RESPONSIBILITIES:
Committee Members:
- participate in meetings called by the chair
- review assigned material as determined by the
chair
- recommend any changes, which includes:
a. specific wording for recommended change
b. review of other parts of the Constitution and Bylaws which
might be affected and recommend any necessary changes
- collaborate to make recommendations for the chair
to present to the Board
Committee Chair:
- calls meetings as required
- distributes information related to review of
the Constitution and Bylaws
- leads discussion regarding areas under review
- serves as a liaison between the committee and
the Board
- provides a report on committee activity to the
membership at the annual meeting
- acts as informal advisor to the President or
Board regarding the Constitution and Bylaws
PROCEDURE:
- The chair shall respond to informal requests
from the President or Board regarding the meaning or implications
of provisions of the Constitution or Bylaws.
- The committee shall accept from the Board or
the membership any concerns or suggestions regarding the Constitution
and Bylaws.
- The chair shall distribute relevant information
to all committee members and to the Board.
- The chair shall convene a meeting, by phone or
face-to-face during which the concern or suggestion shall be reviewed
and discussed.
- If the committee feels the concern or suggestion
warrants making a revision to the Constitution or the Bylaws,
the members shall draft appropriate language and make a recommendation
as to the revision.
- At least 45 days prior to taking a vote of the
membership, the committee chair (in cooperating with the President
of the association) shall distribute to all voting members information
regarding the proposed changes to the Constitution and/or the
Bylaws.
- Prior to taking a vote of the membership at an
annual or special meeting, the President or committee chair shall
accept comments and either lead a discussion or distribute comments
to members for consideration before voting.
- The President or committee chair shall conduct
the voting process and report results to the Board, the committee
and the general membership.
NEWSLETTER/WEBSITE
COMMITTEE
PURPOSE:
The Newsletter/Website Committee, a special committee appointed
pursuant to Article VI, Sections 1 and 6 of the Constitution and
Bylaws, is responsible for determining content, writing, editing
and publishing a newsletter at least quarterly on the NASJE Web
site for the membership of the Association. The Committee also ensures
that the Web site provides resources, information and communications
networks for NASJE membership and their colleagues.
POLICY:
The Editorial Committee shall develop and maintain a quarterly online
NASJE Newsletter and a permanent web site, which includes assuring
that adequate funds are available, determining areas of interest
or need for content, overseeing writing and editing, and assuring
notification of association members and other select groups of the
availability of all information and resources on the web site.
RESPONSIBILITIES:
Committee Members:
- meet as necessary, via phone or face-to-face
- provide editorial direction for the newsletter
and web site
a. determine content
b. discuss and evaluate ideas regarding articles and resources
- establish parameters for topical areas
chosen
a. determine authors (internal and external to committee)
b. edit articles as necessary
c. develop an overall plan for NASJE Web development including:
- defining needs
- specifying goals and objectives
- identifying strategies for meeting goals
and objectives
- periodically review Web Site Plan and make
adjustments as necessary
- decide upon all content and resource materials
for the Web site and supply them to the Web designer
- strategize on and support funding efforts
that are consistent with policies and bylaws
Committee Chair:
- serves as liaison between the committee and the
Board
- serves as liaison between the Association and
funding sources
- schedules meetings and secures meeting-related
funds from the Board as necessary
- develops agenda and facilitates discussion at
meetings
- ensures that material is written, submitted and
edited excellently and on schedule
- submits all editorial content for newsletter
to Web designer in one complete and final package
- reviews content and layout of the newsletter
and all web content before publication
- elicits ideas and resources to develop the web
site and to improve the format of the web site
- reviews and monitors financial reports and grant
applications related to the website
The Web Designer:
- puts newsletter and web content on the Web site
as requested by the chair and committee and in accordance with
the Web Site Plan;
- designs and organizes the Web site, including
the newsletter, to facilitate access and to maximize use of the
site;
- provides email notification to all Association
members and others on the NASJE mailing list of the availability
of each newsletter.
Secretariat Staff-As Requested by Chair:
- assists in the preparation of grant requests
- makes travel and other logistical arrangements
for committee meetings and conference calls
- manages funds received for publication of the
newsletter and reports expenditures to chair
PROCEDURE:
- The committee meets and discusses potential ideas
for the upcoming newsletter and for the Web site, including any
suggestions received from Association members.
- Committee members make critical decisions about
articles, evaluate article ideas and content, and identify and
develop resources for the Association on the Web site, in accordance
with the NASJE News Editorial Policy, attached as Exhibit A.
- Members invite individuals to write articles
and also write articles themselves, all of which are submitted
to the committee for review as noted in item 2.
- Members provide content for the Web site as agreed
by the committee from time to time.
- The committee chair edits, or assigns committee
members to edit, all content.
- The committee chair forwards all edited content
for the newsletter and Web site to the Web designer, with directions
on layout, priority and time limits for putting content on the
NASJE Web site.
- The Web designer obtains approval from the chair
and designated committee members for the layout and educational
approach proposed for each newsletter and new Web resource.
- After obtaining approval from the chair, the
Web designer puts all content on the Web site and sends out an
email message to all members of the NASJE mailing list notifying
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PROJECT
MANAGEMENT COMMITTEE
PURPOSE:
The Project Management Committee, a special committee established
pursuant to Article VI, Section I of the Constitution and Bylaws,
was created to review and make recommendations to the Board regarding
requests for Association endorsement of, or participation in, grants
being submitted to funding agencies.
POLICY:
Grant endorsement or participation in grant requests by the Association
will be based upon recommendations made by the Project Management
Committee. The committee will review the request to assure it meets
the endorsement/participation criteria established by the Association,
attached as Exhibit A.
RESPONSIBILITIES:
Committee Members:
- review grant requests submitted for recommendation
- assure Association criteria for grant endorsement
are met
- make recommendations to the Board regarding important
issues/concerns and endorsement/participation
Committee Chair:
- serves as liaison between the committee and the
Board
- receives and distributes to committee members
copies of grants submitted to the Association for endorsement
or participation
- convenes the committee as necessary for discussion
- facilitates discussion and records outcomes
- reports in writing to the Board the recommendations
of the committee
PROCEDURE:
- Requests for Association endorsement of grants
are to be initially submitted to the President at least 30 days
prior to grant submission deadline.
- After notification of Board members, the President
of the Association shall forward grant endorsement requests to
the chair of the Project Management Committee.
- The committee chair will duplicate the grant,
distribute copies to committee members and establish a time for
discussion of the grant(s) submitted.
- The committee chair will also assure that each
committee member has a copy of the criteria established by the
Association for grant endorsement or participation.
- The committee chair will lead discussion, assure
the grant is discussed fully, record results of member discussion
and write a report on the committee's concerns and the committee's
recommendation(s).
- The committee chair will submit the report to
the President for further action.
- If possible, the President will distribute the
committee report and discuss their recommendations with the Board.
- The Board will make a decision regarding the
recommendation and grant.
- The President will notify the grant requester
of the Board's decision and, if endorsed, will write a letter
to the funding agency noting such endorsement.
DIVERSITY
TASK FORCE
PURPOSE:
The Diversity Task Force, a special committee established pursuant
to Article VI, Section 1 of the Constitution and Bylaws, was created
to recommend methods and opportunities for addressing diversity
issues and implementing greater diversity within the association,
its projects and products. The Diversity Task Force is intended
to work with other committees and the Board in obtaining goals related
to diversity issues.
POLICY:
The Diversity Task Force will, through meetings and discussions
with other committee chairs and members, explore and make recommendations
to the association and its committees as to how to holistically
effect greater diversity in both the philosophy of the organization
and the workings of the association. Recommendations shall be made
in writing. Recommendations affecting the organization as a whole
will be made to the Board, which shall determine feasibility and
respond to the Diversity Task Force as to action taken. Recommendations
regarding individual committees shall be submitted to the Board
for review before being forwarded to the respective committee chair,
who shall determine feasibility and respond to the Diversity Task
Force as to action taken.
RESPONSIBILITIES:
Committee Members:
- participate in meetings called by task force
co-chairs
- review ideas and suggestions made to the task
force or coming from task force members
- make agreed-upon recommendations to appropriate
entities
Committee Chair:
- calls meetings as required
- distributes information, ideas and suggestions
to task force members as necessary
- facilitates task force member discussion of current
issues
- serves as liaisons between the task force and
the Board
- provides a report on task force activities at
the annual meeting
PROCEDURE:
- The task force shall seek and accept input regarding
diversity issues from the NASJE Board, Association committees
and projects.
- The task force co-chairs shall record and ensure
distribution of all relevant information regarding diversity issues
or suggestions to task force members.
- The co-chairs shall convene meetings, by telephone
or face-to-face, during which current ideas or suggestions will
be discussed.
- Based upon a general consensus of task force
members, the task force shall make written recommendation to the
appropriate entity (see responsibilities of members) regarding
diversity issues.
Recommendations may include:
a. revision of the Constitution and Bylaws
b. new processes, products or projects
c. changes in representation on committees, as liaisons, etc.
d. additional educational topics.
- Written recommendations shall be submitted to
the President for distribution to the Board. Those affecting the
organization as a w hole shall be discussed by the Board and the
President shall notify the Task Force chair as to any action taken.
Those affecting committees or association projects shall be reviewed
by the Board; the President shall convey to the Task Force chair
any concerns regarding the recommendations. Once concerns are
addressed, the chair of the Task Force will forward the recommendations
to the chair of the committee or project.
- The leadership of the entity or entities receiving
the recommendation(s) will hold discussion among its members,
determine feasibility and applicability of the recommendation(s)
and respond in writing to the Diversity Task Force as to the course
of action, if any, to be taken.
INTERNATIONAL
TASK GROUP
PURPOSE:
The International Task Group was established as a result of strategic
planning session in February, 1997 to address the Board goals of
expanding NASJE's focus to international judicial and justice system
education. It is also intended to recognize the contributions of
NASJE's growing international membership to the profession.
POLICY:
The profession of judicial education has been seen as an essential
component of judicial systems world-wide. Many funding agencies
have included judicial education projects in their court reform
proposals which include funds for consultants. The Association is
committed to assisting these countries and funding agencies to locate
experts in judicial education for international judicial education
projects.
PROCEDURE:
- The task group will oversee NASJE outreach in
international judicial and justice system personnel.
- Members interested in international consulting
will be solicited. Interested members will identify their areas
of expertise and express which areas of the world they would be
interested in working.
- Applicants will be asked to submit a resume to
the task group.
- Task group members will identify funding organizations
and consultant groups who solicit experts in judicial and justice
system education.
- Subcontractors who provide international consulting
services will also be identified.
- A list of countries and current chief justices
and/or ministers of justice will be compiled.
- NASJE will ask all funding organizations to send
any requests for proposals which include international judicial
and justice system education components.
- Lists of NASJE members interested in international
consulting will be sent to these organizations and countries along
with the members' resumes.
- Task group members will encourage other countries
establishing a judicial education function to join the Association
and encourage their representatives to attend the annual conference.
- The task group will recommend programs about
international judicial and justice system education projects to
the Education Committee to include in annual conference workshops.
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