SIGs Bylaw
TESOL TÜRKİYE
SPECIAL INTEREST GROUPS’ (SIGs’) BYLAW
TEACHING ENGLISH TO SPEAKERS OF OTHER LANGUAGES ASSOCIATION (TESOL TÜRKİYE)
MEASUREMENT, EVALUATION, TESTING AND ASSESSMENT (METASIG)
SPECIAL INTEREST GROUP
BYLAW
1. Purpose and Aim of the METASIG
The purpose and aim of the METASIG is to create a platform where members who share interest in the field of language assessment and testing work together, disseminate information, and exchange opinions as well as expertise through the following activities:
1. organizing workshops, seminars, and discussion forums,
2. organizing training events and working groups for research and development,
3. facilitating networking among the assessment teams, managers, and coordinators in different institutions through digital and face to face platforms,
4. taking part in national and international language assessment events,
5. providing guidance, consultancy, mentoring and coaching through professional development activities and training,
6. organizing or facilitating social activities among members;
7. operating internationally, affiliating and conducting joint studies or cooperating with foreign associations/agencies.
2. Definitions
1. Words and phrases in this Bylaw shall have the following meanings:
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Bylaw
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This Bylaw dated 9 January 2022.
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Coordinator
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The METASIG Coordinator
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Executive Committee
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The Executive Committee of the METASIG
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Extraordinary Meeting
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An extraordinary meeting convened by the Executive Committee in accordance with the rules of the METASIG
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General Meeting
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A general meeting of the Members to be held in person, on paper, or online, the procedures for which shall be decided by the Executive Committee and published to the Members
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Member
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Member of the METASIG
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Membership List
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The list of members of the METASIG
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METASIG
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The TESOL Türkiye, Measurement, Evaluation, Testing and Assessment Special Interest Group
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TESOL Türkiye
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The Teaching English to Speakers of Other Languages Association established in Türkiye pursuant to Law No. 5253 on Associations
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General Meeting
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A general meeting of the METASIG convened by the Executive Committee in accordance with the rules of the METASIG
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2. Defined terms used in this Bylaw not listed in 2.1 above shall have the meanings ascribed to them in the TESOL Türkiye Constitution and TESOL Türkiye Internal Bylaw. In the event of any conflict between defined terms in this Bylaw and the TESOL Türkiye Constitution or TESOL Türkiye Internal Bylaw, this Bylaw shall prevail.
3. Approval of TESOL Türkiye
METASIG is duly approved as an authorized special interest group by TESOL Türkiye. In the event of any conflict between the regulations set out in this Bylaw and the TESOL Türkiye Constitution or TESOL Türkiye Internal Bylaw, the TESOL Türkiye Constitution or TESOL Türkiye Internal Bylaw shall prevail.
4. Structure of the METASIG
The METASIG shall consist of:
1. The Executive Committee;
2. The Members; and
3. Any working or research groups established in order to fulfil the purpose and aim of the METASIG.
5. Right to Membership and Membership Procedures
1. Any member of TESOL Türkiye in good standing may apply for membership of the METASIG.
2. The Executive Committee shall determine the procedures including the payment of membership dues for prospective Members to join the METASIG with the approval of TESOL Türkiye Board of Directors, and work in close cooperation with TESOL Türkiye’s Promotion Professional Council member responsible for TESOL Türkiye’s website to ensure that these are published on the METASIG webpage.
3. Membership dues payable to join the METASIG shall be determined by the Executive Committee with the approval of the TESOL Türkiye Board of Directors.
4. Members whose applications to join the METASIG are accepted shall be recorded in the Membership List.
6. Leaving Membership
1. Any Member may terminate their membership by notifying the Executive Committee in writing.
2. Termination of membership shall be deemed to have occurred upon receipt of the written notice by the Executive Committee.
3. Notwithstanding termination of membership by a Member pursuant to paragraph 6.1 above, any outstanding membership dues or other debts owed to the METASIG by the Member shall remain payable.
7. Termination of Membership
1. The Executive Committee may terminate the membership of the METASIG of any Member on good grounds, including but not limited to:
1. Non-payment of membership dues;
2. Acting contrary to the purpose and aims of the METASIG;
3. Acting contrary to a legal directive of the Executive Committee; or
4. Otherwise acting in such a way as to bring the reputation of the METASIG or TESOL Türkiye into disrepute.
2. In circumstances where the Executive Committee exercises its right to terminate the membership of a Member, it shall notify the Member in writing as soon as reasonably practicable, setting out the grounds for termination.
3. Any Member whose membership is terminated in accordance with the provisions of this paragraph may appeal in writing within 21 days of receipt of the notice referred to in 7.2 above to the TESOL Türkiye Board of Directors who shall in their absolute discretion make a final adjudication of the matter as soon as reasonably practicable. TESOL Türkiye’s Board of Directors shall have absolute discretion in establishing procedures for the hearing of any such appeals.
8. Establishment and duties of the Executive Committee
1. The Executive Committee shall be elected by simple majority of the Members in a General Meeting subject to approval by the TESOL Türkiye Board of Directors.
2. The term of office of each elected member of the Executive Committee shall be three (3) years. Following completion of an initial term of three (3) years, any member of the Executive Committee may stand for election for a second term of three (3) years. A member of the Executive Committee may not stand for further election having served two (2) terms until at least one term of three (3) years has elapsed.
3. In the event that only one candidate fulfils the stated criteria in the call for nominations, an election will not be necessary, and the sole candidate will be elected unopposed.
4. The Executive Committee shall comprise of a minimum of three (3) persons and a maximum of seven (7) persons.
5. All members of the Executive Committee shall be members of TESOL Türkiye and Members of the METASIG in good standing.
6. The Executive Committee may, where it deems it necessary, co-opt any Member onto the Executive Committee for good reason on the proviso that the said individual shall stand for election at the next General Meeting.
7. The Executive Committee shall meet once in two months. These meetings shall be held virtually if meeting in person is not possible.
8. The Executive Committee shall have a Coordinator and a Treasurer elected by simple majority of the members of the Executive Committee. Members standing for election may also vote.
9. The Executive Committee shall be responsible for:
1. organizing events, working groups, collaborations and other activities to further the objectives of the METASIG;
2. administering acceptances, resignations and terminations of Members;
3. administering the budget and presenting financial reports to the Members and to TESOL Türkiye;
4. convening and administering Extraordinary and General Meetings of Members in accordance with the procedures set out in this Bylaw, including establishing procedures for holding online meetings, paper meetings, and proxy voting; and
5. any other matters that contribute to the furtherance of the purpose and aim of the METASIG.
10. Each member of the Executive Committee shall act with reasonable skill and care and in the best interests of the METASIG. In fulfilling these duties, each member of the Executive Committee is specifically obliged to declare any potential conflicts of interest either real or perceived that may arise in their execution of their duties for the METASIG.
11. For the purposes of constituting the first Executive Committee at the establishment of the METASIG, the founding Members shall nominate individuals to serve as members of the Executive Committee, whose appointment shall be ratified at the first General Meeting of Members held after the establishment of the METASIG.
9. Roles and Responsibilities
- The METASIG Coordinator will
1. maintain contact with all the committee members to update them about the TESOL Türkiye;
2. contact the TESOL Türkiye Head Office, and other SIG Coordinators to inform them of events and general situation of the METASIG;
3. monitor all the committee members’ duties and advise them on their work;
4. ensure that the METASIG website is updated, and the Media Coordinator keeps the SIG accounts up-to-date;
5. prepare an annual budget in consultation with the Treasurer and submit it to the TESOL Türkiye Head Office;
6. prepare an annual plan;
7. maintain regular contact between Committee members and organise a minimum of two committee meetings (virtual or face-to-face) per year;
8. send minutes of meetings to Committee members, the TESOL Türkiye Head Office;
9. delegate duties to other Committee members and follow up with action points and status;
10. seek marketing and publicity opportunities and dealing with them proactively;
11. organize and maintain sponsorship packages for conferences and other events;
12. develop relationships with local teaching associations and TESOL Türkiye Associates and enter negotiations for potential joint events.
2. Treasurer will
1. manage the SIG finances in consultation with the METASIG coordinator
2. prepare the annual budget
3. prepare or oversee conference and event budgets
4. oversee committee expenses (and approve expense claims)
3. Media Coordinator will
1. use social media to promote SIG activities in consultation with the METASIG coordinator
2. coordinate the SIG’s social media
3. update and maintain the SIG website in coordination with the membership coordinator
4. prepare flyers and slides for SIG events
4. Membership Coordinator will
1. oversee membership renewals in consultation with the METASIG coordinator
2. liaise with TESOL Türkiye Promotion Council and Associate Network Council
3. update and maintain the SIG website in coordination with the media coordinator
4. respond to public and community inquiries and brief the METASIG board members on matters of interest and concern.
5. Joint Events Coordinator will
1. put out a call for papers for events and putting the program together in consultation with the METASIG coordinator
2. set up the timetable for the event
3. design the conference program in coordination with the publications coordinator
4. create a registration form and decide pricing for the event in coordination with the treasurer
5. liaise with TESOL Türkiye Events Planning Council in order for the event to go live on the website
6. work closely with the local organizer – if any – to set up and run events
7. contact exhibitors and sponsors for events and set up sponsorship packages
8. advertise and promote the event in coordination with the media coordinator
9. create feedback forms for the event
10. get all relevant information out to members
6. Publications Coordinator will
1. produce two publications every year reflecting the breadth of membership interest where possible in consultation with the METASIG coordinator
2. liaise with TESOL Türkiye Promotion Council
3. find contributions (e.g., articles, book reviews, columns) and follow up leads for possible articles
4. remind committee members of submission deadlines
5. compile and edit/proofread the contributions
6. find/select photos, as needed, including cover photo
7. write the editorial for the publication if necessary
10. Removal of members of the Executive Committee
1. The TESOL Türkiye Board of Directors shall have the right to remove any member of the Executive Committee for good cause.
2. In the event of a proposed removal pursuant to paragraph 9.1 above, the TESOL Türkiye Board of Directors shall provide written reasons to the member of the Executive Committee and allow the member to make representations in opposition to the removal.
3. Members may propose a motion for the removal of any member of the Executive Committee at a General or Extraordinary Meeting. Any vote to remove a member of the Executive Committee shall require a majority of two-thirds of the total number of Members.
11. Meetings & Decision-Making Procedures
1. The METASIG shall hold a General Meeting annually and in any event not later than eighteen (18) months following the date of the previous General Meeting.
2. The Executive Committee shall notify the date of the General Meeting to the Members not less than three (3) months in advance of the meeting and include a draft agenda and motions to be put to a vote. The final agenda and list of motions to be put to a vote shall be distributed to the Members not less than two (2) weeks before the General Meeting.
3. Notice of any General Meeting shall also be given to TESOL Türkiye not less than one (1) month in advance of the meeting. TESOL Türkiye shall have the discretion to send an observer to any such meeting.
4. General Meetings may be held virtually where the Executive Committee at its sole discretion considers it is reasonable to do so. Members may join meetings remotely and participate, including voting, at the discretion of the Executive Committee.
5. The quorum for a General Meeting shall be 50% of the total number of Members. Any General Meeting postponed by reason of there not being a quorum shall be reconvened by the Executive Committee within three (3) months of the date of the postponed meeting. In such cases, the quorum requirement shall be suspended.
6. Subject to paragraph 10.7 below, no matter shall be discussed or voted upon unless it appears on the agenda of the General Meeting.
7. A written proposal may be made to discuss and vote upon an item that does not appear on the agenda if approved by two-thirds of the Members present at the General Meeting.
8. The Executive Committee shall convene an Extraordinary Meeting to discuss and vote upon any matter or matters if not less than three-quarters of the total membership of the METASIG demand it in writing.
9. Save as otherwise set out in this Bylaw, motions proposed at General and Extraordinary Meetings shall be voted upon in an open ballot as directed by the Executive Committee and decided by simple majority of the Members present at the meeting. In the event of a tie, the Coordinator shall have the casting vote. The Executive Committee reserves the right to call a secret ballot for any vote at its sole discretion. In such cases the Executive Committee shall inform Members of the procedures for the conduct of the secret ballot.
10. Members may vote by proxy at General and Extraordinary Meetings in accordance with procedures established by the Executive Committee and published to Members prior to the respective meeting.
11. Minutes shall be taken of every General and Extraordinary Meeting which shall be signed by the Coordinator and distributed to Members as soon as reasonably practicable following the meeting.
12. Dissolution of the METASIG
1. The Members may resolve to dissolve the METASIG with a two-thirds majority vote at a General or Extraordinary Meeting.
2. In the event the Members resolve to dissolve the METASIG, the Executive Committee shall take all necessary steps to complete the dissolution as soon as reasonably practicable.
3. The Executive Committee shall notify TESOL Türkiye of any such vote to dissolve the METASIG as soon as reasonably practicable.
13. Amendments to the Bylaw
1. This Bylaw may be amended by a motion of not less than two-thirds of the total number of Members in a General or Extraordinary Meeting.
2. Any amendment to the Bylaw proposed by the Members shall be subject to ratification by the TESOL Türkiye Board of Directors.