exchange standards - aiesec€¦ · the aiesec representative responsible for the ﬁrst day of...

EXCHANGE STANDARDSImplementation and Guidelines

Entity Control Board

PREPARATION STANDARDS

THE NEW EXCHANGE STANDARDS

#1 PERSONAL GOAL SETTING

#6 ARRIVALPICKUP

#8 INCOMING PREPARATION

#2 OUTGOING PREPARATION

#4 EXPECTATIONS SETTING

#5 VISA AND WORK PERMIT

#3 INSURANCE

#7 ACCOMMODATION

EXCHANGE STANDARDS | NEW VERSION

UPDATED VERSION 23/03/2019

8 STANDARDS

Deliver by timeline

1st They all happen before the day of work. Before the Exchange officially starts.

EXPERIENCE STANDARDS



CLARIFICATION:

The new Exchange Standards cover Preparation, experience and post experience phases of the Customer Flow,

considering Preparation the formal point where our Leads are consider a Customer (after payment on Approval).


Deliver by timeline , some of them have to happen at the

same time

Finish until the last day of the exchange with departure support

7 STANDARDS

#9 FIRST DAY OF WORK

#10ALIGNMENT SPACES WITH OPPORTUNITY

PROVIDER #14 OPPORTUNITY BENEFITS

#15 DEPARTURE SUPPORT#11 JOB

DESCRIPTION

#12 WORKING HOURS

#13 DURATION

POST EXPERIENCE STANDARDS


HOME ENTITY

#16 DEBRIEF WITH AIESEC


CLARIFICATION:

The new Exchange Standards cover Preparation, experience and post experience phases of the Customer Flow,

considering Preparation the formal point where our Leads are consider a Customer (after payment on Approval).

UPDATED VERSION 23/03/2019UPDATED VERSION 23/03/2019

After the experience finish and the EP is back.

1 STANDARD



CO = RE + STANDARDS

OUR MoS: COMPLETE

Our Measure of Success continues to be:

Complete.

A Complete Experience is the result of an

experience that is Realized and the

Fulfillment of at least 14 out of 16 Quality

Standards.

Non Mandatory Standards14 out of the 16 Standards should be

fulfilled and they are named as Mandatory

Standards.

The non Mandatory Standards are:

#6 ARRIVALPICKUP

#9 FIRST DAY OF WORK

#12 WORKING HOURS

#15 DEPARTURE SUPPORT


MANDATORY FOR COMPLETE

HOME ENTITY#1 PERSONAL

GOAL SETTING

DEFINITION

The Home Entity has provided a space to the EP for goal setting based on the Leadership Development Assessment result, as well as personal goal setting for if they have goals in addition to the LDA.

It should be done with minimum 3 days prior the EP departure for the Exchange

Implementation Timeline


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● The EP should receive an invitation for the meeting through an official communication channel “E-mail”

● The Personal Goal Setting must be documented virtually or physically● The SE should send the goals set by the EP to the EP and the HE via a

formal communication channel". This will help HE track EP's goal better, follow-up on it at the IPS and it will also help the EP remember its goal.


HOME ENTITY#2 OUTGOING

PREPARATION

DEFINITION

The Home Entity must offer an Outgoing Preparation Seminar before the Exchange Participant leaves for

their internship. The seminar must include at least the following:

- Space to explain AIESEC's purpose [AIESEC Way] and the relation with the Exchange Participant’s

leadership development

- Set expectations about how to prepare for travel abroad

- Exchange Product Policies (XPP) explanation and procedures

- Exchange Standards explanation

● The EP should be invited for the seminar through an official communication channel “Email” containing but not limited to the date, time, location, fees if there is any, …., etc.

Implementation

Timeline


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HOME ENTITY#3 INSURANCE

DEFINITION

The Home Entity ensures that the Exchange Participant has a valid insurance policy to cover basic medical costs for the duration of the exchange.

● The Sending entity has to inform the EP to purchase his travel insurance and they send it before he travel for the exchange



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HOST ENTITY#4

EXPECTATIONS

SETTING

DEFINITION

The Host Entity has provided the Exchange Participant with basic information regarding the country/territory

of their internship in a written format. This on-boarding must include at least the following information:

- Culture, -Living standards,

- Political situation - Home and host contacts,

- Safety - Accommodation conditions

● The LC must create its own booklet which contains all the above information in the definition.

● The booklet must be sent to the EP through an official communication channel “E-mail”.



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It must be done during the matching process before the approval or shortly after approval


HOST ENTITY#5 VISA AND

WORK PERMIT

DEFINITION

The Host Entity will provide an Invitation Letter and supporting documents in the case that a VISA is needed for the Exchange Participant to legally enter and stay in the country/territory and perform the activities stated in the Opportunity.

● The LC should use a form to collect the Passport data needed to create the Invitation Letter

● If it is going to take more than 2 weeks, the HE must inform the EP and the SE through the official communication channel “Email”.



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Invitation Letter must be sent to the EP within maximum 2 weeks since the approval date

NON MANDATORY FOR COMPLETE

HOST ENTITY#6

ARRIVALPICKUP

DEFINITION

The Exchange participant is picked up by a representative of AIESEC. Before the exchange participant travels, the Host Entity and the Exchange Participant should agree on the pick up point and the Host Entity should provide written information to the Exchange Participant on any additional domestic transportation required to arrive at this pick up point.

● Arrival Pick-up information should be sent to the EP in a dedicated mail or a part of a booklet specifying all the needed information as but not limited to the cost of the arrival pickup if there is any, minimum duration to fill the arrival form prior the arrival date and the consequence of not doing so, the meeting point and how to reach it, …, etc.

Arrival Pick up form must be sent

immediately after the approval

date or at least 2 weeks prior the

EP arrival date



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HOST ENTITY#7 ACCOMMODATION

DEFINITIONThe accommodation standard conditions and costs during the internship correspond to the information

provided on the Opportunity. AIESEC should either arrange the accommodation for the EP or when

accommodation is not provided, the Host Entity must support the EP with sources to look for accommodation.

Accommodation conditions must include at least the following:

- Single bed - Access to clean water - Access to a bathroom - Access to electricity

Implementation / Timeline


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- The LC must create an accommodation booklet contains all the needed information about the accommodation such as but not limited to the Accommodation type, Fees, Location, Number of Eps per room, Number of Eps per bathroom and Pictures of the rooms, bathroom, reception, kitchen, …., etc. - For the Accommodation Apartment Type: The LC must put the pictures of the average or below average (preferred) apartment level. Room must contain closet and a space for all their luggage and a space to move inside the room. (No Congestion) - For Host Families EP should be asked if he/she is ok with living in a mixed-gender room/house and the EP should know his Host before arriving by a proper time. Accommodation information should be known within 2 weeks after approval.


HOST ENTITY#8 INCOMING

PREPARATION

DEFINITIONThe Host Entity must offer an Incoming Preparation Seminar once the Exchange Participant arrives to the

Host Entity, before the internship starts. The seminar must include at least the following:

- Space to follow up on the Exchange Participant’s personal goals that were defined before they travel

- Culture

- Living standards -First day of work -Project Timeline

● LC must create the needed materials for the IPS and it must include but not limited to the points mentioned in the definition.

● The LC must send an invitation to the EP for the IPS through the official communication channel “E-mail” and it must include the date, time, location and how to reach the location before by at least 1 week



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Incoming Preparation Seminar

should be done within

maximum 3 days of the EP

Arrival


HOST ENTITY#9

FIRST DAYOF WORK

DEFINITION

The Host Entity coordinates and ensures that the Exchange Participant is physically brought to the place/organization of work on their first day of the internship.

● The LC must arrange the first day of work date with the enabler with minimum 2 weeks prior the EP arrival date.

● The LC must must inform the EP with his first day of work date in the IPS which be done within 3 days of the arrival date as stated in clause 2.2.5.2



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First day of work must be done within maximum 5 days of the arrival date.


HOST ENTITY#10

ALIGNMENT SPACES WITH OPPORTUNITY

PROVIDER

DEFINITION

The host entity must ensure that the Opportunity Provider provides at least:

- One space to align the Job Description with personal goals at the beginning of the experience.

- One space to debrief on the Job description and personal goals at the end of the internship.

● The AIESEC Representative responsible for the first day of work must facilitate this space and document it in a written format and send it to the EP through E-mail.

● The LC can send an AIESECer to facilitate the second space or ensure the space by communicating with the opportunity provider and get the debrief space output through the LC mail.



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- First space must be done on the first day of work - Second space must be done within the last week of the project.


HOST ENTITY#11 JOB

DESCRIPTION

DEFINITION

The Job Description executed by the Exchange Participant has to correspond with the Job Description of the Opportunity posted on aiesec.org and has clearly stated individual responsibilities and goals.

● The Job description on the opportunity should be exactly the one written in the

AIESEC Contract with the Enabler.

● The LC must send a feedback mail asking about the JD & Working Hours in an

indirect way ensure that the EP is doing exactly what is written on the opportunity

portal.

● The feedback mail must be sent to the EP at least two times during the exchange. 1

week after the first day of work date and 2 weeks prior the project end date.

Implementation ANSWER


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Since the first day of work till the end of the project


HOST ENTITY#12

WORKING

HOURS

DEFINITION

The working hours related to executing the Job Description are the same as stated on the Opportunity on

aiesec.org.

Taking as a minimum of 35 hours per week for GT and 25 hours per week for GV and GE.

● The working hours on the opportunity should be exactly the one written in the AIESEC Contract with the Enabler.

Implementation


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ANSWER



HOST ENTITY#13 DURATION

DEFINITION

The duration of the experience is the same as stated on the Opportunity on aiesec.org, starting from the first

day of work to the last day of the internship.

The internship lasts from:

- A minimum of 6 weeks to a maximum of 14 weeks for GV

- A minimum of 6 weeks to a maximum 78 weeks for GT and GE

● The duration of the opportunity should be exactly the one written in the AIESEC Contract with the Enabler and AN

Implementation


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Since the first day of work till the end of the project. The EP is considered realized since his first day of work and finished since the last day of his stay.

Timeline


HOST ENTITY#14

OPPORTUNITY

BENEFITS

DEFINITION

The host entity ensures all the benefits stated on the Opportunity posted in aiesec.org are delivered.

Opportunity benefits refers but are not limited to:

- Any financial or non-financial compensation during the internship

- Food or transportation covered

● The LC should only write on the opportunity portal the benefits mentioned in the Enabler Contract

● The LC should get a regular acknowledgement from the Eps of the benefits delivery (Ex: Salary and Meals) through the official communication channel “E-mail”

● The LC shouldn’t write any benefit on the opportunity portal nor promise the Eps if the LC isn’t sure about it or the LC risks in providing it.

Implementation


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HOST ENTITY#15

DEPARTURESUPPORT

DEFINITION

The Host Entity has offered in written format on how to depart from the country/territory (legal and logistic specifications) at least two weeks before the end of the internship.

● The LC should create a booklet / email containing all the information needed for the EP which will help him to reach the airport and the procedures in the Airport.

● The booklet should include but not limited to the location of the Airport, how to reach it with different types of transportation from the main accommodation location, the transportation prices, …, etc.

Implementation ANSWER


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The Departure Booklet/E-mail should be sent to the EP with at least two weeks before the departure date.


HOME ENTITY#16 DEBRIEF

WITH AIESEC

DEFINITION

The Home Entity must offer a debriefing space to the Exchange Participant no more than 2 weeks after they

finish the experience. The Space must include at least the following:

- Debrief of the leadership experience of the Exchange Participant, including a space to analyze personal

goals achievement

- Analyze the delivery of the Exchange Standards

● The EP should receive an invitation for the meeting through an official communication channel “E-mail”.

● The Debrief must be documented virtually or physically depending on the Personal Goal Settings document done prior the Exchange.



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The debrief must be done within maximum 14 days since the experience end date on Expa.

#1 PERSONAL GOAL SETTING

#6 ARRIVALPICKUP

#8 INCOMING PREPARATION

#2 OUTGOING PREPARATION

#4 EXPECTATIONS SETTING

#5 VISA AND WORK PERMIT

#7 ACCOMMODATION

#3 INSURANCE #9 FIRST DAY

OF WORK


PROVIDER

#14 OPPORTUNITY BENEFITS

#15 DEPARTURE SUPPORT

#11 JOB DESCRIPTION

#12 WORKING HOURS

#13 DURATION


PROVIDER

#16 DEBRIEF WITH AIESEC

THANK YOU For Consultancy and more info Contact us on

Entity Control Board

[email protected]

exchange standards - aiesec€¦ · the aiesec representative responsible for the ﬁrst day of...

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