Download - Ep Gcdp Booklet Aiesec
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Exchange Participants GCDP
BOOKLET
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"A ship in port is safe
but
that's not what ships are
built for."
- Grace Murray Hopper-
AIESEC Local Commitee Universitas Diponegoro| 2nd Floor of Pusat Kegiatan Mahasiswa Universitas Diponegoro, Tembalang-Semarang, Central Java, Indonesia
| Phone + 6224 70277506 | email: [email protected]
| www.aiesecundip.org | FB: AIESEC UNDIP | Twitter: @AIESECUNDIP
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Table of Contents
- Congratulations!
- AIESEC Dictionary
- Brief history of AIESEC
- Programs: GCDP and GIP
- Stages of Exchange
- EP GDCP Process: Step by Step
- During the Exchange
- After the Exchange
- Payment Procedure
- Outgoing Exchange Department Members Contact
- Appendixs
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Congratulations!
Hi Indonesia Ambassador!
Once more, I would like to congratulate you for taking a big step in your life with the
Exchange Experience in AIESEC!
Now that you have been officially accepted as an Exchange member, you need to
know some basic information about this program itself and AIESEC in general. This
EP Booklet is going to be a useful guiding to help you with your EP process such as
documentation, TN searching, and many more things. Even though you have this,
remember to contact your VP OGX and EP managers if you have any further
question or doubts.
AIESECly,
Ana Fatimatuzzahra
VP OGX, Local Committee UNDIP 2012-2013
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AIESEC Dictionary
This dictionary is going to be very useful for you to understand how AIESECers
talk. At this moment you might have experienced the AIESEC slang or the acronyms.
We use acronyms to abbreviate all the long words or terms that we have, and more
important, is a better way to talk with other AIESEC members around the world. This
AIESEC language is universal, so we can all understand each other.
No
Growth Networks CEE Central Eastern Europe
AP Asia Pacific
Functional ICX Incoming Exchange
OGX Outgoing Exchange
COMM Communication
TM Talent Management
FL Finance and Legality
BD Business Development
ER External Relation
Exp Expansion
Local LC Local Committee
LCVP Local Committee Vice President
LCP Local Committee President
AIESEC Programs TLP Team Leader Program
TMP Team Member Program
GCDP Global Community Development Program
GIP Global Internship Program
Additional @ AIESEC
EP Exchange Participant
EB Executive Board
OCP Organizing Committee President
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OC Organizing Committee
XPP Exchange Program policy
OPS Outgoing Preparation SeminarXP Experience
Ra Ma Re Raise Match Realize
TN Trainee Nominee
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So, welcome to the EXCHANGE EXPERIENCE
Learn it, use it, talk it, live it and love it!
Brief history of AIESEC
AIESEC started in 1948 is a global, non-political, independent, not-for-profit
organization run by students or recent graduates. The vision of AIESEC is peace
and fulfillment of humankinds potential. The organization develops the leadership
potential of its members by different leadership opportunities, like: international
internships and leadership opportunities, and also by the global learning
environment.
AIESEC is the largest student organization in the world. It is established in
more than 1,700 universities in the world, has around of 55,000 members in 110
countries and territories. AIESEC organizes more than 350 conferences each year in
the whole world, offering more of 10,000 internship opportunities and 4,000
leadership roles.
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Programs: GCDP & GIP
We have two kinds of Internship Programs. GCDP program that stands for:
Global Community Development Program and the GIP that stands for: Global
Internship Program. The difference between both is that the GIP has education,
technical and management oriented internships. And the GCDP has social work
oriented internships.
Each EP (Exchange Participant) has to decide in which program wants to
have their Internship Experience. AIESEC offers different duration periods
depending of the program selected and the TN itself. For example, the GCDP
program can last from: 6 weeks to 8 weeks, and the GIP can be from: 3 months, 6
months, to a year or year and a half.
Another point is that AIESEC is currently is
in 110 countries around the world. But the
internship opportunity depends by: country,season, TN dates, committee, type of TN,
etc.
*Here is the AIESEC cycle. In the Experiential Leadership Development part is the GCDP (blue),
and the GIP (orange).
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Stages of Exchange
1. RA = Raised
*This is when your CV and identity are raised to the system (myaiesec.net) and
when you already have the EP Id.
Also there different status when you are already in the system:
1. NEW 2. AVAILABLE 3. MATCHED 4. REJECTED
*NEW, is when you are raised to the system (myaiesec.net) and you have updated
your profile information and have already a CV (curriculum vitae) in PDF for sure.
*AVAILABLE, this is the part when you are visible to the other countries and you
can apply for the TNs availablein the myaiesec.net.
*MATCHED, when you have a TN and you are not going to be available anymore for
other TNs because you already have one.
*REJECTED, this happens when you dont complete the process or dont have a
MATCH during the stipulated amount of time.
2. MA= Matched
*This is when you have exchanged the ANs (Acceptance Note), and have officially
an internship.
3. RE= Realized
*This stage is when the EP is in the internship country.
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EP GCDP Process: Step by Step
1. EP Selection (Focus Group Discussion & Interview)
The purpose of this selection is to know basic information
about the EP in general, like: studies, country
preferences, internship details, his or her maturity, skills,
etc. This will allow the VP OGX or Exchange Managers to
know what the EP likes and dislikes, for a better search of
internship opportunities. And when you follow thisselection dont forget for bring the selection fee that is Rp
150.000 (regular selection) or Rp 100.000 (for big
recruitment).
2. Signing student contract + Paying 1st EP Fee of Rp 1.500.000
After the interview you will have to sign the Student Contract., before that youwill get the contract education and explanation. The contract will be explained to you
part by part. If you are under 21 years old, your parents have you sign the parents
permit. And also you have to pay the first part of the EP Fee that is of Rp1.500.000,
max 1 week after signing the contract.
With this Fee you will receive access to the system (myaiesec.net), where you
can search for internship opportunities and for that you will be given an EP Id that is
used as an identification code for each Exchange Participant in AIESEC. At the
moment of signing and paying, you will receive a copy of the contract and a receipt
of the payment also XPP (Exchange Program Policy)
Its very important to be sure to go on exchange, because the Student
Contract has an expiration period. If the contract expires you will have to pay the EP
Fee again and sign a new contract.
*All the above is stated in the Student Contr act.
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3. Start searching for TNs for internship
Now that you have access to the system (myaiesec.net), you can start searching for
TNs that match with your interests, studies and professional background.
Accumulate many TNs and contact your VP OGX or Internship Manager so they can
help you with the selection process.
But before you start this TN search, you need to update
your profile in the system and then upload your CV
(curriculum vitae) in PDF, the international standard one.
The CV is like a resume, but more specific, including a
professional and academic background. (See the
appendix)
4. Keep searching for TNs!
Are you still searching for TNs? Not a problem.
We know that this process requires hard work and
effort, but think that this is a step to get to an
awesome experience!
You have to search much internship as
possible, start analyzing them until you have less
choice, and then decide what will be your options for
your internship. Contact your VP OGX or EP
Manager for assistance if needed.
5. Making contact with TN
When you already have decided the internship that you like, you have to
make contact with the Internship Manager of that TN Manager. This first approach is
really important because you are going to present yourself as a possible candidate
for that position. The EP managers will help to spam you by email them.
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We are going to have to write a letter via e-mail, introducing yourself and the
most important part is telling that you are interested in the internship and why.
6. Online Interview
If the TN Manager is considering you for the exchange
program you will have a virtual interview. In AIESEC most
of the interviews are done by Skype. If you dont have an
account you will need it for this and other
communication with your LC, TN, committee or
functional area meetings, etc. So Skype is going to be
a very useful tool, and its FREE!
Getting back to the interview, the day and
time will be set by you and the TN Manager. In this
interview is very important to be on time and to be clear about the
time.
Remember the hour differences betweencountries and time zones!
*Recommended page:http://www.timeanddate.com/worldclock/*
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7. MATCHED + 2nd EP Fee Rp 850.000
If youre accepted in the internship
Then you are officially MATCHED!!!
After a MATCH you have 7 days or less to pay the second part of the EP Fee of
Rp 850.000. If you decide after the MATCH to NOT go on Exchange, you have to
pay the breakmatch fee which is RP 1.500.000, and this is not refundable.
*Al l the above is stated in the Student Contract .
8. Already MATCHED, and what do I do next???
You need to start preparing yourself for the exchange
experience!
- Check if you need a VISA to stay in the host
country, and start the process.
Get the Invitation Letter from them.
- Before you go to exchange, you will get the Outgoing
Preparation Seminar (OPS) and fill the pre-Exchange
Survey from us.
- We will provide LoA (Letter of Acceptance) from LC UNDIP if you need.
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9. Documents to VP OGX and EP Managers
This is the list of documents that you need to hand to the VP OGX or Internship
Manager:
- Copy of passport
- Copy of identification
- Flight itinerary (when you book it)
- AN (Acceptance Note) of the EP &
TN & Invitation letter
The AN or Acceptance Note is a document were you are accepting that you are
going to the selected internship. And as well the TN has to send an Acceptance
Note, also affirming that the EP is going to on their internship. After that they will
send the IL (Invitation Letter) for helping you in applying visa.
*If any oth er document is requ ired, the VP OGX or the Interns hip Manager wil l
in form y ou. They could be in the scan form one.
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During the EXCHANGE
During your internship experience you will have to send to the EP Manager or
VP OGX:
*1 minute Video: Not a long and complicated video, just 1 or 2 minutesmax whichshares your Internship/Exchange Experience. You can show your work place, views
of host country, new friends, and also you can add pictures & music if you want.
*Pictures: Send us pictures of your experience. Wohooo!! Lets UPLOAD them!
*Weekly journal: Write week by week your experiences and then send them to your
EP Manager or VP OGX with pictures. This weekly experiences are going to be
posted in website of AIESEC UNDIP, so the committee members and AIESECers in
general can see your journey!
*Communication! We want to be sure that youredoing well on your internship. Its
very important to maintain communication with us. For that reason the EP Manager
or VP OGX are going to be communicating with you through: Facebook, Skype,
email, etc, we will arrange the communication time with you before you go on
exchange.
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After the EXCHANGE
After your Exchange, we suppose you to continue with us, sharing your
experience and motivating others to go on this amazing opportunity! Then, you will
fill the post-exchange survey from us. Dont forget to submit your amazing video and
memorable testimoni during the exchange and we will give you the certificate for
sure.
You can participate on info-booths, info-sessions, give trainings of a specific topic,
share stories of your experience on our events, or apply for leadership roles such as:
OCP, OC, Manager, LCVP, LCP, etc.
And last but not least, dont forget that you can participate on other exch anges
prog ram (again) as wel l ! Wohoo o
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Payment Procedure
Trust me,its very easy for you to do the payment of Exchange Program.
1. Transver the money to the AIESEC LC UNDIP account
136-00-1020559-6
Kcp Semarang Univ. Diponegoro
AIESEC LC UNDIP
2. SCAN the Proof of PAYMENT
3. SEND the Proof of EXCHANGE Payment to
And cc [email protected]
With Subject :PAYMENT_(RAISE/MATCH)_NAME
4. Do the CONFIRMATION to VP OGX or EP Managers
mailto:[email protected]:[email protected]:[email protected]:[email protected]:[email protected]:[email protected]:[email protected] -
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OGX Members Contact
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APPENDIX
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Sample of International Standart CV (make it into PDF)
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So now, make up your CV like the sample one .Then we are ready to RAISE yours
in the myaiesec.net. Things need to be considered for making CVs are:
- Spelling
Check, check and check until you have NO spelling mistakes! Use auto-check in
Office Wordand you can avoid some already. Do not mix Bahasa Indonesian into
the CV, esp. somewhere like month, name of project, or religion (no need to put
religion actually) etc.
- Picture
If a picture is attached make sure it is formal picture! Formal = shirt or suit or at
least clothes with collar. No casual pictures, no sports-wear.
- Education
Restrict education experience to higher education, or max. high school. No
kindergarten, elementary or junior high. It's not important.
- Time order
Use reversed time order, which means put latest happening first, old things
behind.
- Layout
Check font and size and side spaces. Don't have an extra page that only takes up
20% of the paper.Layout decides the first impression. Please do pay attention.
- Project, Organization, Internship, and Working Experience
It is very important to put these practical experiences in the CV. The TN Manager
will consider EP who have practical experience more than those who don't
have. Don't forget to put short explanation of the role/responsibility for each ofthe experience, so the reader will understand what they did. Again, please avoid
using Bahasa. If the name of the project/organization/working place is in Bahasa,
it's ok, but please explain what you did there.
Also cv always needs to be in pdf format and no more than 2 pages.
Several website you can check as a reference :
http://www.kent.ac.uk/careers/cv.htm ,http://www.wikihow.com/Write-a-CV-
%28Curriculum-Vitae%29, http://www.bbc.co.uk/news/business-15573447
http://www.kent.ac.uk/careers/cv.htmhttp://www.wikihow.com/Write-a-CV-%28Curriculum-Vitae%29http://www.wikihow.com/Write-a-CV-%28Curriculum-Vitae%29http://www.bbc.co.uk/news/business-15573447http://www.bbc.co.uk/news/business-15573447http://www.wikihow.com/Write-a-CV-%28Curriculum-Vitae%29http://www.wikihow.com/Write-a-CV-%28Curriculum-Vitae%29http://www.kent.ac.uk/careers/cv.htm -
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Enjoy your Exchange Experience!
-AIESEC LC UNDIP-