JCIS Workshop Subsidies

JCIS Workshop Subsidies

One of the services JCIS provides to its member schools throughout the year is the partial or full sponsorship or funding of workshops for faculty and administration that are open to all of the member schools. The topics for these workshops are determined according to the needs of the members. There are two possible types of workshops that can receive grants.

  • TYPE ONE: organized as a job-alike for groups of teachers or staff from different schools. For example, a workshop organized for librarians, Japanese language teachers, nurses, principals, business managers, music, or PE teachers at all JCIS schools would be a TYPE ONE workshop.
  • TYPE TWO: organized as a workshop for a particular school’s own teachers and staff according to their own particular goals as a school. Other JCIS schools are invited to join the workshop, and at least half (50%) of the total number of spaces must be reserved for participants from other JCIS schools. For example, a workshop on differentiation that involves 15 teachers from the host school and 15 teachers from other JCIS schools would be a TYPE TWO workshop. Organising schools must ensure that sufficient spaces are reserved for external schools. In practical terms this means that at least 50% of places should be reserved for outside schools. Provided the school has made all reasonable efforts to advertise the event to JCIS schools in an attempt to fill the places, the workshop will be eligible for a grant. However, a grant will normally not be payable in the case that significantly fewer than 25% of the spaces are actually filled by non-host school staff.

In terms of the venue, a workshop may be hosted at a school, or in external rented facilities. The grant program is designed to support and encourage participation of the wider community in both types of workshops. They are open to all of the JCIS member schools (hereafter “member schools”) as a first priority and to participants from other schools or organizations (hereafter “non-member schools”) as a second priority, subject to availability of space. The grant supports member schools, with non-member schools being charged an additional amount to support the PD budget.

Conditions for application for both TYPE ONE and TYPE TWO workshops are as follows.

Conditions Pertaining to the Organizers

To be eligible for a grant, the chief organizer(s) must be from a member school and all member schools must be invited to send participants as a matter of priority. Attendees may be invited from non-member schools subject to availability of space.

Responsibilities of the Organizers
The organizers shall be responsible for all of the arrangements made with prospective presenters or consultants and all of the logistics of the workshop, including payment, transportation, hotel and meals if any, per diem if any, printing and distribution of materials, communication with the participants, etc.

Conditions Pertaining to the Grant

Amount of the Grant
For TYPE ONE workshops, the grant shall be up to 100% of the cost of the presenter(s), including hotel, transportation and consulting fees, and 10,000 yen for miscellaneous communication and copying expenses up to a maximum of 400,000 yen. None of the grant is to go for food or transportation for the participants.

For TYPE TWO workshops, the grant shall be up to 50% of the cost of the presenter(s) including hotel, transportation and consulting fees, and 10,000 yen for miscellaneous communication and copying expenses, up to a maximum of 200,000 yen. None of the grant is to go for food or transportation for the participants. Also, for TYPE TWO workshops, the grant cannot be used to pay the costs of any presenters who are employed by the host school.

Miscellaneous Expenses
For any grant, 10,000 yen of the total amount may be requested for “miscellaneous expenses” related to communication and the preparation of materials for distribution, with no receipts needed. The remaining part of the grant is to go only towards costs related to the presenters, and receipts must be provided after the event. If the total cost of the presenter(s) is less than the approved grant amount, then the JCIS grant will be reduced to match that total.

Expenses Covered by Participant Fees
All of the other costs of the workshop including snacks, meals, accommodation or transportation related to the attendees, and any costs to the presenters over the grant, including consulting fees, airfare, hotel, etc., are to be covered by the attendees or by another sponsoring organization or organizations.

Payment of the Grant
For both types of grants, the approved grant amount will be paid to the host school after the workshop has taken place, and upon receipt of the relevant documentation.

Conditions Pertaining to Participant Fees

Participant Fees
Attendees from member schools, including the staff of the hosting school, are to be charged the same registration fee, which at minimum should cover snacks, lunches (if any) and other logistic expenses, and at maximum should also help to cover costs related to the presenters.

In principle, all non-member school participants should pay the same additional amount. If a school hosting a Type Two workshop wishes to cover the entire cost for their own teachers or staff, including snacks and lunch, they may do so, but then they need to cover it for the participants from the other member schools as well. In such a case, only non-member school participants would be charged.

Fees for Participants from Non-Member Schools
Non-member schools need to pay an additional charge to be determined by the organizers. In principle, it should be a minimum of 50% more than the amount the member schools are charged. The income gained may go towards the cost of the presenters to help cover any costs over the amount of the grant. If there is a surplus, the amount of surplus is to be subtracted from the grant, as part of the final accounting.

Conditions Pertaining to Participants

Participants from Non-Member Schools
When there is limited space, if participants from non-member schools are to be invited, the organizers must give a minimum of one month’s time for member schools to respond to the invitation before opening the workshop up to non-member schools. The time table for that may be sent out with advanced publicity.

Conditions Pertaining to the Running of the Workshop

Nature of JCIS Support
The nature of the support offered by JCIS is a financial grant only, and only up to the pre-approved amount. JCIS shall have no liability or responsibility whatsoever for any misunderstandings, mishaps, or additional liabilities that may occur.

Publicizing the Workshop
The organizers agree in advance to distribute information about the workshop to every JCIS member school through the head of that school and the heads of schools, on their part, will distribute that information to the relevant members of their school community. Whether or not the schools provide support other than leave time (if any) for their staff members or teachers to attend, is, however, completely up to the sending school.

The distributed information should clearly list JCIS as an official sponsor or co-sponsor of the event and this should be announced at the event as well. Announcements of the event may be publicized on-line and posted on the webpage of the hosting school or organization. An announcement will be posted on the JCIS website as well.

Timing of the Workshop
As much as possible, workshops for teachers should be offered on weekends or at other times when all or most of the JCIS schools are not in session, so that the teachers do not need to be released from classroom responsibilities.

Evaluating the Workshop
The organizers must create an evaluation form and ask for input from the participants. Evaluation forms are to be provided for completion by all of the attendees at the end of a sponsored workshop, with the compiled data sent to JCIS after the event, together with the final accounting records. If necessary, JCIS can provide a template for the evaluation form, which could be expanded upon depending on the nature of data desired by the organizers. On-line survey software (such as Google Forms, Survey Monkey) can also be used with the caveat that they would need to be completed within two weeks of the workshop.

Reporting on the Workshop
The organizers will submit a JCIS Workshop Subsidy Final Report to JCIS with two weeks of the event which will include a list of the participants and the names of their schools or organizations, and originals of the receipts for the costs qualifying for the support. If requested at the time of application, JCIS will credit 10,000 for miscellaneous expenses not requiring receipts and reimburse the rest up to but not beyond the amount of the original grant.

Application Procedure

Those interested in applying for a JCIS Workshop Subsidy can complete an Expression of Interest as a preliminary step. Once the expression of interest has been acknowledged by the JCIS Executive, the organizer may submit an Application for Workshop Subsidy a minimum of two months in advance of the workshop proposed, subject to an understanding of the above conditions, .

Grants that meet the above conditions will be funded up to a maximum of 1.5 million yen per academic year (September to June), or 3 million yen over two academic years.