TESOL France Roles and Positions

• President
• Vice-President
• Treasurer
• Secretary
• Past President


• The Executive Committee (includes Bureau)


• Teaching Times Editor
• Membership Secretary
• Communications Team Coordinator
• Conference Planning Coordinator

• Organizing a regional workshop
• Organizing a regional lesson swapshop

• Website Manager
• Social Media Manager(s)
• Newsletter Officer
• Job List Coordinator

• Teaching Times Layout Designer
• Promotions and Advertising Coordinator
• Proofreading & Sourcing writers and artcles
• Do you want to write an article for the Teaching Times?

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  Conference Planning Committee
  • Conference Organizing Team
  • Publishers / Sponsors Manager
  • Speaker Coordination Team
  • ELT Footprint
   

  The Bureau and Executive Committee

  
  President
  
  
  The president is the spokesperson and guide of the association in home country and abroad at international events.
  Duties include:
  ►Representing the "brand" of the association; supporting and defending its cause and mission to the fullest;
  ►Encouraging potential members (individual and institutional) to join the association;
  ►Overseeing the various roles of the association - leading by example, providing assistance or mentoring when required;
  ►Preparing the agenda for each Executive Committee meeting;
  ►Managing the Executive Committee meetings in an organized and diplomatic fashion;
  ►Delegating tasks and demonstrating a willingness to take on various roles as required;
  ►Following up on meeting minutes and action points taken on by various members of the team;
  ►Take an active role in the running of major events and lending a helping hand;
  ►Handling issues that may jeopardize the mission of the association and/or its members;
  ►Resolving issues of conflict arising between any member of the Executive Committee or events team;
  ►Overseeing the recruitment, election and departure of any committee members;
  ►Ensuring members of the Executive Committee and events team are recognized for their contribution;
  ►Overseeing the association's communication and promotional tools (website, blog, social media) to ensure it is always represented in a positive light;
  ►Submitting one article (President’s Postcard) per issue of the TESOL France Teaching Times magazine;
  ►Representing the association at international conferences when sponsored by TESOL France;
  ►Encouraging members of the Executive Committee to develop their knowledge of the latest trends in ELT.
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  Vice President
  
  The Vice President works in coordination with the President and the Executive Committee to represent the association in home country and abroad at international events.
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  Treasurer
  
  The treasurer has overall responsibility for the financial wellbeing of the Association and is a member of the Bureau, which he/she advises on the Association's finances. Duties include:
  ►Receiving and taking/sending cheques to bank;
  ►Recording all payments and receipts;
  ►Overseeing the billing for stands, institutional members, magazine advertising, etc.;
  ►Paying bills (e.g. for reprographics) either by cheque or bank transfer for international payments) and reimbursing expenses following current legislation. Most payments are now done by transfer.
  ►Ensuring sufficient float for colloquium. Ensuring all payments by cash, cheque and bank transfer during the Colloquium as well as beforehand.
  ►Presenting end-of-year accounts at Annual General Meeting. Presenting the 10 months from January 1st to October 31st
  ►Preparing annual budget for AGM approval. Preparing the year-end accounts for the prefecture and for magazine publication/communication to members.
  ► Updating the bank annually for signatures of the president, vice-president and treasurer.
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  Secretary
  
  The General Secretary serves as the Association’s direct contact with French administrative authorities. Duties include:
  ►Taking and distributing minutes of Annual General Assembly and Executive Committee meetings;
  ►Sending the AGM minutes (in French) to the French Prefecture;
  ►Being available for consultation by any members at any time on matters requiring policy advice or suggestions for action;
  ►Being available for consultation by the Executive Officer on any matters of policy that requires a decision;
  ►Taking the opportunity to promote the association by participating in conferences, meeting visitors, maintaining correspondence with existing and potential members and representing the Association when called upon to do so.
   
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  Past President
  
  The Past President offers guidance and assistance to the President and Vice President on matters related to the running of the Executive Committee and the association as a whole. S/he represents the President/Vice President at official events upon the President’s request. This person is a member of the Bureau.
   
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    Teaching Times Editor
  
  The Editor is responsible for producing 3 issues per year (once by post and 2 electronic versions) of the TESOL France magazine, the Teaching Times.
  Duties include:
  ►Finding contributions (e.g. articles, book reviews, columns) to the magazine;
  ►Keeping up to date with new trends, resources and experts in different aspects of ELT;
  ►Responding to publishers’ requests to review new ELT materials;
  ►Collating content;
  ►Writing editorials and other pieces;
  ►Formatting, illustrating, editing content to fit ‘house’ style;
  ►Overseeing allocation of advertising space;
  ►Proof reading/overseeing proof reading of final document;
  ►Preparing final document for print and ensuring print.
   
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  Membership Secretary
  
  The Membership Coordinator works alongside Excom members to promote the association and expand its member base. Duties include:
  ► Regularly checking TESOL France e-mail (Gmail) to ensure proper membership activation
  ► Liaising regularly with the Treasurer for membership payments
  ► Answering any questions related to membership
  ► Helping resolve any membership issues
  ► Advising and surveying membership development and recruitment activities;
  ► Periodically reviews membership categories and benefits.
  ► Referring to Membership Secretary Duties & Guidelines PowerPoint
   
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  Communications Coordinator
  
  The Communications Coordinator supervises all the different tasks and roles connected to the Communications Team listed here:
  
  • Website Management
  • Social Media
  • Newsletter
  • Advertising & Publicity
  The details for these roles are listed below under the Communications Committee section.
  
   
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  Conference Planning Coordinator
  
  The Conference Liaison is the bridge between the Executive Committee and TESOL France’s two main national events: The Colloquium and Spring Day. Please note that this person does not necessarily have to be the main coordinator for each event. The Colloquium and Spring Day coordinators do not have to be on the Executive Committee, but the Conference Liaison does. The main reason for this is to ensure long-term stability and a smooth transferal of TESOL France’s event planning processes.
  
  If the Conference Liaison (on Executive Committee) is not the main coordinator for a specific national event, they should still be on the event planning committee. Due to the amount of work involved, also note that the Colloquium and Spring Day Coordinator roles often rotate and change among the Executive Committee and other involved and dedicated members.
  
  Duties for Conference Liaison / Colloquium Coordinator / Spring Day Coordinator:
  ►Creating and then keeping to a timeline to ensure smooth run up to each event
  ► Setting up the call for papers and speaker selection committee for each event
  ► Liaising with plenaries (can delegate this to members on event planning committee)
  ►Overseeing the printed program for the event (can be delegated)
  ►Liaising with the Communications Team to promote the Colloquium and Spring Day via social media, newsletter, website, etc.
  ►Working closely with event venue to set up and run events;
  ► Managing all catering needs for events;
  ►Organizing all logistics for events (security, tech help, set-up and clean-up crews);
  ►Working with Bureau on the budget for the event and submitting it for approval;
  ►Deciding pricing for the event.
   
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  Regional Coordinator Role

  
  Regional coordinators serve as representatives for their respective regional branches and assure all operations of these branches. Their duties include:
  ►Developing a team of 2 or more members based locally;
  ►Promoting TESOL France in the region and encouraging membership;
  ►Organizing at least 1 event per year in their respective region;
  ►Handling a small budget and reporting on this to the Treasurer;
  ►Attending all ExCom meetings (either in person or via Skype);
  ►Providing the AGM with a Regional Branch Report on all activities and expenditures over the year;
  ►Participating in the promotion and running of the TESOL France Annual Colloquium.
  Current TESOL France regions:
• • Lille
  • Paris
  • Strasbourg
  • Lyon
  • Grenoble
  • Toulouse
  • Bordeaux
  
    Organizing a regional workshop
  
  The Workshop planning duties include:
  ►Developing ideas/themes and sourcing speakers for future workshops;
  ►Scheduling workshops based on speakers’ availabilities and reserving rooms at venue;
  ►Contacting speakers to confirm time, location and venue conditions and offering assistance when possible;
  ►Communicating all relevant information about workshop (time, location, workshop synopsis and speaker biography) in advance to Web Coordinator and E-com Officer to ensure full promotion of event;
  ►Organizing set up, including coffee and snack table, and cleanup of workshop event.
  
  
  Organizing a regional swap shop
  
  Swap Shops are workshops in which members can sign up to ‘swap’ or exchange teaching ideas and/or materials. Duties include:
  ►Developing ideas/themes for future swap shops;
  ►Working with Regional Coordinator to plan and set up event;
  ►Communicating all relevant information about swap shop (time, location, swap shop theme) in advance to Web Coordinator and Communications Coordinator to ensure full promotion of event.
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Communications Committee

• The Web Coordinator supervises TESOL France’s website. Duties include:
  ►Updating and maintaining website;
  ►Coordinating with TESOL France Regional Coordinators to put up information about regional workshops on website
  ►Coordinating with Conference Liaison to put up information about Colloquium and Spring Day
  ►Coordinating & moderating online events (Webinars);
  ►Dealing with queries from members concerning online activities;
  ►Providing technical support for other committee members where necessary;
  ►Establishing ties with other associations to develop ideas for joint online events;
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  Social Media Manager
  
  – each platform may be delegated to different people
  ►Using social media to promote the Association’s activities and news:
  ►Coordinating social media:
  • Facebook
  • LinkedIn
  • Twitter
  • YouTube channel
  • Instagram
  • etc.
  ►Processing, editing and uploading video and audio recordings for the website & YouTube channel;
  ►Helping to shape the future of the association’s online presence by exploring ways in which web technologies can enhance membership and establish a global reach for TESOL France’s activities.
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  Newsletter Manager
  
  The Newsletter Manager is responsible for all electronic communications between Excom, the association current members and future members. Duties include:
  ► Overseeing email account settings to ensure quality mailing; Sending out mailings to emailing list;
  ►Coordinating with Events Team to send out event announcements;
  ►Adding and removing email addresses to/from mailing list;
  ►Responding to individual inquiries from members or event participants.
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  Job List Coordinator
  
  The Job List Coordinator manages the TESOL-France Job List which is sent to thousands of members and non-members throughout France. Duties include:
  ►Putting all job announcements received into readable email format to be sent to group;
  ►Updating job recipient list when necessary;
  ►Ensuring that the TESOL-France members list receives mailings at least 1 week before they are sent to entire Job List.
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  Teaching Times and Publishing Committee

  
  TEACHING TIMES MAGAZINE EDITOR (repeated from above)
  The Editor is responsible for producing 3 issues per year of the TESOL France magazine, the Teaching Times. Her/his duties include:
  ►Finding contributions (e.g. articles, book reviews, columns) to the magazine;
  ►Keeping up to date with new trends, resources and experts in different aspects of ELT;
  ►Responding to publishers’ requests to review new ELT materials;
  ►Collating content;
  ►Writing editorials and other pieces;
  ►Formatting, illustrating, editing content to fit ‘house’ style;
  ►Overseeing allocation of advertising space;
  ►Proof reading/overseeing proof reading of final document;
  ►Preparing final document for print and ensuring print and delivery to Paris Telecom.
  
  Teaching Times Layout Designer
  
  Someone to create/build the physical layout of the Teaching Times Magazine. Currently, we use InDesign, but other editing tools may be an option. This person does not need to create any content but rather help organize all of the Teaching Times Editor’s content in an appealing visual way.
  
  Promotions & Advertising Coordinator
  
  The Promotions Coordinator manages the marketing and business needs of the association. Duties include:
  ►Maintaining contact with association’s advertisers and sponsors;
  ►Negotiating advertising space and prices with advertisers in the Teaching Times magazine and other event publications;
  ►Drawing up contract agreements between the association and its advertisers;
  ►Actively trying to broaden the association’s advertising and sponsorship base.
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  Sourcing articles, writers, and proofreading
  
    Want to write an article for the teaching times?
   
  
   
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  Conference Planning Committee

   
  CONFERENCE LIAISON (repeated from above in Executive Committee)
  The Conference Liaison is the bridge between the Executive Committee and TESOL France’s two main national events: The Colloquium and Spring Day. Please note that this person does not necessarily have to be the main coordinator for each event. The Colloquium and Spring Day coordinators do not have to be on the Executive Committee, but the Conference Liaison does. The main reason for this is to ensure long-term stability and a smooth transferal of TESOL France’s event planning processes.
  If the Conference Liaison (on Executive Committee) is not the main coordinator for a specific national event, they should still be on the event planning committee. Due to the amount of work involved, also note that the Colloquium and Spring Day Coordinator roles often rotate and change among the Executive Committee and other involved and dedicated members.
  Duties for CONFERENCE LIAISON / COLLOQUIUM COORDINATOR / SPRING DAY COORDINATOR:
  ► Creating and then keeping to a timeline to ensure smooth run up to each event
  ► Setting up the call for papers and speaker selection committee for each event
  ► Liaising with plenaries (can delegate this to members on event planning committee)
  ►Overseeing the printed program for the event (can be delegated)
  ►Liaising with the Communications Team to promote the Colloquium and Spring Day via social media, newsletter, website, etc.
  ►Working closely with event venue to set up and run events;
  ► Managing all catering needs for events;
  ►Organizing all logistics for events (security, tech help, set-up and clean-up crews);
  ►Working with Bureau on the budget for the event and submitting it for approval;
  ►Deciding pricing for the event.
  
  Conference Organizing Team
  
  While there just one main coordinator for each TESOL France event, this person is often supported by a small team (in addition to the other roles below). Those involved in this team may take on any of the above points listed under the Conference Liaison/Coordinator in order to alleviate the main coordinator’s workload.




 
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• The Publishers and Sponsors Manager serves as liaison between the association and various ELT publishers and sponsors.
  ►Contacting publisher exhibitors and sponsors for events and setting up sponsorship packages;
  ►Updating publisher and sponsor contact list when necessary;
  ►Maintaining a good working relationship with current publisher exhibitors and sponsors;
  ►Following up on leads for new exhibitors and sponsors;
  ►Following stand bookings; arrival, setup (hall layout), departure
  ►Organizing publisher and sponsor stands at events and the annual Colloquium;
  ►Running TESOL-France’s stand at publisher-sponsored events.
  ►Dealing with any questions/queries.
  ►Working closely with Treasurer to deal with the sponsor’s payments.
  Speaker Coordination Team
  
  Ensuring clear communication with speakers about event details and replying to any queries they may have.
  ELT Footprint Representative / Coordinator
  
  finding solutions to make our events as eco-friendly as possible. https://www.facebook.com/groups/eltfootprint/