TRF Regional Rep Qualification and Responsibilities

With just over 10,000 alumni who have come out of over 350 TOMODACHI programs since inception, it can be a challenge to reach everyone. Still, the power of the TOMODACHI Generation is the network and the high engagement of youth and young professionals who are inspired to stay connected and become active leaders in their respective communities and regions, and of society as a whole.

The TOMODACHI Alumni Regional Framework is a big part of this structure as it aims to ensure that we are reaching our alumni by having representatives across Japan and in the United States. Japan will be split into regions that coincide with the U.S. Consulate jurisdictions across Japan and the U.S. Embassy in Tokyo. We expanded to the United States in 2022, which provided opportunities for alumni in the United States to stay engaged in the TOMODACHI Generation.

In order to support this framework, we have developed roles and responsibilities for Regional Representatives and Core Committee members to lead, engage, and connect alumni in their respective regions and to be active leaders in their regions for a more vibrant future for their communities and countries.

Program Overview

The TOMODACHI Alumni Regional Framework builds and bolsters the TOMODACHI community in regions across the United States and Japan through Regional Representatives who will work with the TOMODACHI Alumni Affairs Team and, as appropriate, with the American and Japanese Embassy and Consulates to cultivate and maintain relationships with alumni in the region.

Under this framework, the Regional Representative will bring together alumni for networking and skills-building events, and share opportunities that are available only to TOMODACHI alumni. They will also work closely with other volunteers in the region to increase outreach in key areas and provide information about TOMODACHI.

Relationships:

Other TOMODACHI Alumni in the region
TOMODACHI Alumni Affairs Team
Japanese and/or American government representatives in their region as appropriate
Core Committee Members

Key Responsibilities:

1. Collaborate with the TOMODACHI Alumni Affairs Team to plan and implement strategic plan for alumni engagement, including:

Building a stronger TOMODACHI presence in Japan and the United States
Identifying key alumni in region and building relationships
Increasing the number of alumni registered in TOMODACHI Alumni Connect

2. Represent TOMODACHI Alumni as the Regional Representative in the region in Japan or the United States by:

Hosting networking events to bolster alumni engagement
Recruiting volunteers who will support TOMODACHI activities
Engaging alumni at various TOMODACHI events and programs
Harnessing TOMODACHI key messages and branding in all communication such as the TOMODACHI Alumni Connect regional group and posting on social media

3. Coordinate activities among alumni and encourage engagement in TOMODACHI and U.S.-Japan Council activities that include, but are not limited to:

TOMODACHI Next Generation Summit
U.S.-Japan Council Annual Conference
U.S.-Japan Council Business Advisory Board
TOMO-KIN Career Talks
TOMODACHI Critical Conversations
Various Skills-building Workshops (TBD)
TOMODACHI Career Fair (TBD)

4. Maintain a list of alumni in region and actively recognize them and cultivate relationships as important members of the alumni community

5. Work with the Core Committee Members in your region to successfully carry out your responsibilities listed above. Guide and mentor your Core Committee Members as necessary as they could be the candidate for the next Regional Representative.

Requirement:

Participated in a TOMODACHI Program
Professional or Graduate Student with work experience
Commit to role for minimum two years with opportunity to extend
Join monthly meetings with representatives in country
Attend all required sessions (Orientation in March, Summit in December, monthly meetings)
Currently residing in the region
Fluent in English (written and spoken)
Ties to the region and with strong drive to support communities in that region.
Passion to give back to TOMODACHI alumni community & support youth in the region.
Interested & excited to stay engaged in U.S.-Japan relations

Time Commitment:

Regional Representatives are encouraged to participate for a 2-year term, at which time they can decide if they want to continue on to serve a full 3+ year term. There are no term limits. This is not an elected position, but is assigned by TOMODACHI Alumni Affairs following application. Regional Representatives who wish to step down prior to finishing a term may do so in writing by contacting the alumni office.

On average, we estimate each representative will invest 24 – 40 total hours throughout the year (February – January). For representatives attending the USJC Annual Conference, we estimate an additional 4 – 5 days (without international travel).

Contacting regional alumni: 2 – 6 hours (varies)
Organizing regional events (ie: gatherings / reunions): 2 – 6 hours
Gathering and sharing information (updating alumni contact lists, gathering newsletter content, etc.): 2 – 4 hours
Preparing and submitting feedback and updates: 2 – 4 hours
Participating in trainings, orientation, monthly meetings, and year-end planning sessions: 16-20 hours

REGIONS

Japan Regions

Hokkaido Region
Tohoku Region
Kanto Region
Chubu-Hokuriku Region
Kansai Region
Kyushu Region
Okinawa Region

U.S. Regions*

New York Vicinity
New England Vicinity
Washington D.C. Vicinity
California Vicinity
Hawaii Vicinity

TRF Core Committee Qualification and Responsibilities

History

During the Regional Representatives Workshop held in October 2022, the proposal to establish a “Core Committee” was put forward by the Regional Representatives. Subsequently, during the Regional Framework Orientations in Tokyo and New York in March 2023, the establishment of the Core Committee and the assignment of titles for alumni providing support to the Regional Representatives in their respective regions as Core Committee members were officially approved.
In June 2023, during the monthly Regional Huddle, our first Core Committee members were warmly welcomed following a unanimous vote of confirmation.

Relationships

Regional Representative
Other TOMODACHI Alumni in the region

Process

Nomination by Regional Representative (RR) via Email
Invite Letter sent to Core Committee (CC) Nominee
a.Application Form (link here)
b.Deadline: Week before next Regional Huddle
Confirmation by other RRs at the monthly Regional Huddle
a.Application response on reason for joining TRF read out loud
b.RR who nominated adds recommendation remarks
c.Vote taken by all RRs present at Huddle
Confirmation Letter sent to CC Nominee
a.Confirmation Letter
b.Waiver
c.Confidentiality Agreement
d.Emergency Contact Form
Onboarding Meeting

Onboarding

Confirmation of signed forms
Virtual Meeting with Director and Manager/Coordinator of TOMODACHI Alumni Affairs + Regional Representative
a.Review Role Responsibilities and Expectations, including Time Commitment
b.Share TRF Handbook with all details
c.Share Email Address and confirm access
Add to Slack as Guest Account – can only see select channels
a.#2-key documents
b.#3-meetings
c.#4-region specific channel
d.#celebrations

Key Responsibilities

Collaborate with the Regional Representative to plan and implement strategic plan for alumni engagement, including:
a.Building a stronger TOMODACHI presence in Japan and the United States
b.Identifying key alumni in region and building relationships
c.Increasing the number of alumni registered in TOMODACHI Alumni Connect
Support the Regional Representative in the region in Japan or the United States by:
a.Hosting networking events to bolster alumni engagement
b.Recruiting other volunteers who will support TOMODACHI activities
c.Engaging alumni at various TOMODACHI events and programs
d.Harnessing TOMODACHI key messages and branding in all communication such as the TOMODACHI Alumni Connect regional group and posting on social media
Support the Regional Representative to share information about other TOMODACHI and U.S.-Japan Council activities:
TOMODACHI Next Generation Summit
U.S.-Japan Council Annual Conference
U.S.-Japan Council Business Advisory Board
TOMO-KIN Career Talks
Support the Regional Representative in maintaining the list of alumni in region and actively recognize them and cultivate relationships as important members of the alumni community. [Note: Representative will be the main person to make any edits to the regional contact lists.]
Requirement
a.Participated in a TOMODACHI Program
b.Professional or Graduate Student with work experience
c.Commit to role for minimum one year with opportunity to extend
d.Join monthly meetings (huddles) with other Regional Representatives
e.Currently residing in the region
f.Fluent in English (written and spoken)
g.Ties to the region and with strong drive to support communities in that region.
h.Passion to give back to TOMODACHI alumni community & support youth in the region.
i.Interested & excited to stay engaged in U.S.-Japan relations

Time Commitment

The Regional Representatives are encouraged to participate for a 2-year term, at which time they can decide if they want to continue on to serve a full 3+ year term. There are no term limits. This is not an elected position, but is assigned by TOMODACHI Alumni Affairs following
application. Regional Representatives who wish to step down prior to finishing a term may do so in writing by contacting the alumni office.

The Core Committee member will support the Regional Representative for a minimum of one year from the date they sign the confirmation letter.

On average, we estimate each core committee member will invest 24 – 40 total hours throughout the year.
Contacting regional alumni: 2 – 6 hours (varies)
Organizing regional events (ie: gatherings / reunions): 2 – 6 hours
Gathering and sharing information (updating alumni contact lists, gathering newsletter content, etc.): 2 – 4 hours
Preparing and submitting feedback and updates: 2 – 4 hours
Participating in monthly meetings and intermittent check-in sessions: 12 hours

Other Notes

-Core Committee Members will be invited to attend large-scale events such as the TOMODACHI Next Generation Summit and the U.S.-Japan Council Annual Conference, but they will not be provided transportation stipends. (Subject to change depending on availability of funds.)
-Regional Representatives will be the main face of the Region and attend the Orientations. We ask that the Regional Representatives bring back the information to their Core Committee members after the Orientation.
-The Core Committee Members will have access to their regional slack channels. Regional Representatives please ensure that they are getting the information they need.
-Representative will be the main person to make any edits to the regional contact lists.

Questions? Reach out to TOMODACHI Alumni Affairs at alumni@usjapancouncil.org

Mar 02, 2024