Communication Policy TESL Canada Federation: Policy on Communications November 2009 Background In recent years TESL Canada has taken on steadily growing responsibilities in areas such as certification of teachers and recognition of teacher training programs. TESL Canada has innumerable volunteers from diverse backgrounds on the Board and its committees, paid staff, many of whom do not have any TESL background, and occasional contracts with experts in different areas. We periodically receive funding from different sources that, upon hearing inappropriate statements from those involved with TESL Canada, may refuse future funding. In order to ensure that we all represent TESL Canada consistently and correctly, the TESL Canada Board has approved this Policy on Communications. Communications Policy TESL Canada must endeavour to keep in touch with members, provincial/territorial associations, and others, but it does not advise provincial/territorial associations on how to conduct their organizations. Clear information on what TESL Canada is and does is available on the TESL Canada website. This information should be shared to promote the organization. Everyone is encouraged to speak about TESL Canada. Any director, member or employee wanting to represent TESL Canada officially at an event or function of any kind, thus speaking on behalf of TESL Canada, first needs to obtain permission from the TESL Canada President, or designate. Details about the event must be reported to the President as soon as possible. The President will share this information, if useful, with the Executive and/or the Board. Matters that have been designated “confidential” cannot be shared outside TESL Canada and should not be recorded in minutes. Confidential matters under discussion by the Board at any time, including email, should be clearly identified and marked as “confidential”. Otherwise, the discussion is not considered confidential. Board email: Board email addresses and other contact information will not be made available on the TESL Canada website without permission. The Executive and employees should have @tesl.ca email addresses which are made available on the TESL Canada website. Any Board member choosing to use their workplace email for TESL Canada communication should be confident that the email content can be kept confidential. Board communication: The TESL Canada President should be included in all Board and committee communications. Emails to the Board as a whole should go through the Executive Director and/or the President, except where otherwise stated in the by-laws in Part 7 on Board Meetings. If Board Members have concerns about matters involving the Board, or wish to initiate a complaint at the board level, they must follow the process set down in Part 7: Board Meetings of the revised TESL Canada By-Laws. If Board Members have concerns about matters inv olving the Board, or wish to initiate a complaint at the board level, they must follow the process set down in Part 7: Board Meetings of the revised TESL Canada By-Laws. d. The Executive Director, Executive Officers, and Committee Chairs will respond to inquiries, questions, etc. as soon as re asonable, preferably within one week of the inquiry. If this is not possible, they will share the inquiry with the President or designate who will respond. Each Direc tor and Chair will inform the President and Executive Director about extended per iods of time in which they are not available. The Executive Director will in form the President about her anticipated absences. Emailing TESL Canada members: TESL Canada should endeavour to email its members several times a year about relevant information, such as the new journal and new bulletin. These emails should be reviewed by the Executive before being sent to members. Members should be encouraged to visit the TESL Canada website. Executive Director, President, and Executive Communication: On a weekly basis the Executive Director and President will communicate by phone plus follow-up email summary, or by email only (as the President wishes), about TESL Canada issues. On a monthly basis the President will summarize highlights of the weekly communications, plus any other information, and email the report to the Board. On a monthly basis the financial statement will be prepared by the Executive Director and shared with the Treasurer and Executive, and the Treasurer will consult with the Finance Committee, if necessary. External communication to and from TESL Canada: Inquiries from the media, government inquiries, funding bodies, settlement matters, international organizations, etc. that are received by the Executive Director must be shared with the President or designate before a response is made. If the President decides, the inquiry can be turned over to the Executive or appropriate Committee Chair for consultation. The Executive Director may communicate officially with other agencies at the request of chairs of individual TESL Canada committees, while respecting the requirements in #3 and #8a, but may not create policy or sign a contract or commit resources or commit TESL Canada to a non-routine action without Executive and/or Board approval. Communication and publicity about the TESL Canada Conference is the responsibility of the Conference Committee in cooperation with TESL Canada.