AIESECAteneodeManilaUniversityINCOMINGEXCHANGEDEPARTMENT

GENX:MECHANICS‐ Eachteamiscomposedof5members‐ TheyshallberesponsibleforRAISNG,MATCHINGandREALIZINGaTN‐ TheyshallbeinconstantcommunicationwiththeirrespectiveTNsandtheICXteam‐ TheyshallbeconstantlycoachedandmentoredbyICXandEROfficersthroughouttheXprocess

REWARDSSYSTEM‐ Foreverynon‐DT(MT,ET,TT)Realization,yourteamgetsP1,000.Youcanutilizethisamountfor

allAIESECinitiatedactivities,whichissubjecttotheapprovaloftheExecutiveBoard.Youmayusethisforconferences,planefareforconferencesorinternships,serviceandreceptionactivities,etc.

‐ ThefirstteamwhogetstoRAISE,MATCHandREALIZEwillgetaP500additionalfortheirfunds.

COMMUNICATIONSSYSTEM‐ TheICXdepartmentwillhavetheirweeklymeetingswithalltheteams.Atleastonememberof

eachteamshouldbepresent.Yourteammayaddressconcernsandchallengesduringthistime.‐ Ifthereshouldbenomeeting,theteamshouldsendaweeklyupdatetotheVPforICX.

TIMELINENOVEMBER‐DECEMBER RAISING(Marketing,contractsigning)DECEMBER‐JANUARY MATCHING(Promotions,interviews,pre‐arrivalpreparations)JANUARY‐MARCH REALIZATIONS

AIESEC X JARGONS

TN/EP TN:

TraineeNominee

Thepartnercompany/organizationofAIESECwhichwillbeacceptingforeigninternstoworkforthem.

EP:ExchangeParticipant

Thetraineewhowillbesentoutfromtheircountrytoworkwiththepartnercompanies/organizationofotherAIESECcountries.

STATUS RA:

RaiseOnceacontracthasbeensignedwithapartnercompany/organization,theyanswerajobquestionnaireinwhichtheyspecifythetraineethattheywouldneedfortheircompany.ThisformisconsideredtobeRAISEDwhenitisuploadedinMyAIESEC.net.

MA:Match

ATNisconsideredtobematched,whenasuitableforeigntraineehasagreedtoworkfortheorganization/company.AllforeigntraineesarealsosubjecttotheapprovaloftheTN.

RE:Realize

ATNisrealizedoncetheforeigntraineesetsfootonPhilippinesoil.

TraineeshipType

DT:DevelopmentTraineeship

TraineeshipsaroundcommunitydevelopmentissuesFocusedonsocialsciencesandvoluntaryworkNGO’s,CSR’sTheonlytraineeshipthatdoesnotrequireorganizationstopayfortheirtrainees

ET:EducationTraineeship

TraineeshipsaroundeducationissuesFocusedonteachinglanguagesandcultures

TT:TechnicalTraineeship

TraineeshipsaroundtechnologyissuesFocusedonIT,electronicandcommunicationsengineering

MT:ManagementTraineeship

TraineeshipsaroundmanagementissuesFocusedonmarketingBusinessAdministrationAccounting,FinanceandHumanResources

INCOMING EXCHANGE PROCESS FLOW

*Refertothesucceedingpagesformoredetailedexplanationofeachprocess

CompaniescontactedTNsRaisedTNsre‐raisedAmountofincomeNumberofmembersparticipatinginexchange

TNsRealizedTNsre‐raisedNumberofmembersparticipatinginexchangeQualityofExchangeforTNPartners

TNsRealizedLCPartnershipsPromotionscreatedNumberofmembersparticipatinginexchange

TraineeeventsNumberofparticipantspereventLearningActivitiesNumberofmembersparticipatinginexchangeQualityofExchangeforTrainees

MEA

SURA

BLE

RESU

LTS

InternalMarketResearchandSegmentation:ResponsibilityofMATCHING

• ResearchontheavailabilityandtrendsofthetraineepoolavailableonAIESEC.net.o Whattypesoftraineeshipsmostindemand?o Howlongdotraineesprefertostayinthecountry?o WhenarethetraineesinterestedinarrivinginthePhilippines?o Aretherelocalcommitteeswhoareinterestedtodopocketrecruitment?

• Fosterpartnershipswithdifferentlocalcommitteeswhoarewillingtosendtheirtraineestothelocalcommittee.• Allresultsofthisresearchmustbecommunicatedwiththewholeincomingexchangeteam,especiallytotheTN

Sales andMarketing. The information drawn from this is useful in targeting companies and organizations toparticipateintheexchangeprogram.

ExternalMarketResearch:ResponsibilityofTNSALESANDMARKETING

• Given the information that the Director for Matching has passed over regarding the internal market of theorganization, the Director for TN Sales and Marketing is responsible for surveying the companies andorganizationsthatAIESECAteneodeManilaUniversitymaypartnerwith toservethepotentialmatchesandrealizations.

Marketing:ResponsibilityofTNSALESANDMARKETING

• Once targeted companies and organizations have been established, create connections with these entitiesthrough:coldcalls,electronicmail,conversations,seminarsandallotheravailablemediums.Itisimportanttocreativelyselltheexchangeprogramatthisstage.

o Always utilize the available connections (with the alumni, officers, members, applicants and otherstakeholders)

o WorkwiththeExternalRelationsDepartment(morespecifically,theDirectorforCorporateRelations)increatingtheseconnections

o Sendoutmarketingproposalstovariousentities• Once contact has beenmade, set‐up an appointment with them to further expand on the discussion of the

exchangeprogram.• Individualsdoingthecompanycallshouldhaveanadequateknowledgeaboutexchange.Bringaconfidentand

professionalattitude,anddressappropriately.Oneshouldhaveathandthefollowing:o HardcopyoftheMarketingProposalo HardcopyoftheTNJobQuestionnaire(withtheTNContract)o TNPresentationo Othernecessarypromotionalmaterials(i.e—brocuhure)

• Ifthecompanyororganizationremainstobeunsureoftheprogram,beaggressiveinalwaysfollowingupwiththedevelopmentsoftheprocessinestablishingthepartnership.

ContractSigning:ResponsibilityofTNSALESANDMARKETING

• Oncemattershavebeendiscussed,establishaclearcontractwiththeorganization—theneeds,demandsandexpectationsofbothpartiesshouldbeclarified,andagreeduponbythoseconcerned.AskfromthecompanyapointpersonwhoshallberesponsibleinfacilitatingthepartnershipwithAIESEC.

• Ask the company to fill the TN Job Questionnaire. Assess whether their form is easy to match. Advise thecompanytoaltersomepreferencesifthisisnotso.

• TurnovertheaccomplishedTNJobQuestionnaire,andthecontactnumberofthepointpersoninthecompanytotheTNAccountManagement.Assurethatthistransitionprocessisclearwithallthoseconcerned.

UploadTNform:ResponsibilityofTNACCOUNTMANAGEMENT

Uploadforminthesystem(useane‐mailaddresswhichisfrequentlychecked). InformtheDirectorforMatchingofthenewformthatisavailableinthesystem.

Matching:ResponsibilityofTNACCOUNTMANAGEMENTandMATCHING

BothTNAccountManagementandMatchingshouldalsoassurethattheformofthecompanyismatchableandmeetsqualitystandardstotheavailabletraineesonthesystem.

TNAccountManagement Matching The TN Accounts Manager receivesapplicationsfromvarioustraineeswhoareinterestedinapplyingfortheprograminthee‐mailaddressthats/he used for the form. It is under the discretion ofthe director of whom which he/she deems to beeligiblefortheprogram.Replytoallapplicationsthatwillbereceived—even if itmeanssendinga letterofregret.

The Director for Matching searches thesystem (tracker forms, website, etc.) for eligibletrainees for the TN partner. Once potential traineeshave been found, contact these trainees and offerthem the program which they are compatible with.All trainees who accept and have agreed upon theterms of the TN partner, forward all necessarydocuments and contact information to the DirectorforAccountsManagement.

Both theTNAccountsManagerandDirector forMatchingare responsible screening thepotentialtraineesfortheTNpartner.AssurethatthesetraineesareofqualityandareabletomeetthedemandsandexpectationsoftheTN. Matching is also supposed to utilize all mediums available (AIESEC.net wiki and classifieds) in promoting the

exchangeopportunitieswiththelocalcommittee.S/heisresponsibleformaintainingandupdatingtheseavenuesforpromotions.Furthermore,s/heshouldalsofosterpartnershipswithotherlocalcommitteessoastomaximizetheavailabilityofexchangeparticipants.

TN Account Management then compiles all the necessary documents (Curriculum Vitae, Resume, MotivationLetter,LetterofRecommendation,EPForm,etc.)ofthepotentialtrainees.ThesearethentobeforwardedtothecontactpersonoftheTNpartnerataregularbasis(weekly,bi‐monthlyetc.)

An initial screeningwill bedoneby the TNpartner through the reviewof their documents. The results of thisselection shouldbe communicatedwithTNAccountManagement. It is the responsibilityof the saidofficer toconstantlyfollow‐upregardingthis.

Allresultsshouldbecommunicatedwiththeeligibletrainees. OncetheTNhasselectedtraineestheywouldwishtohaveasecondinterviewwith,theTNAccountManageris

goingtoberesponsibleforsettingtheappropriatetimeandmediumforbothpartiestohavethemeeting. Once the TN has decided on accepting a particular trainee— TN AccountsManagement ask from him/her or

his/herEPmanagertosendtheirExchangeParticipantAcceptanceNote. WhentheEPANhasbeenreceived—sendalsotheTraineeNomineeAcceptanceNotetotheEPmanagerandthe

EP. Remember that the TN AN requires the signature, organizational stamp and registration number of thecontact in the company. Indicate in the Acceptance Note the following details: timeline, visa processing,accommodations,costofliving,culture,andotherimportantdetailsofthearrangementsofthetraineeship.

OnceAN’shavebeenexchanged,clarifyagainwithboththeEPhis/herEPManagerisabsolutelycertainabouttheexchangeopportunitytheyhaveappliedfor.Oncethisclarificationhasbeencommunicated,changethestatusoftheformto“matched”.

Once the trainee has been officially matched, turnover the communications with the trainee to Service andReceptions.

*Importantnote:theTNAccountManagershouldalso,atalltimes,documentallfilesandcommunicationswithboththeTNandtheEP.Incaseofanybreechofthecontractbyanyoftheseentities,thesedocumentsmayserveasevidence.

Pre‐ArrivalPreparation:ResponsibilityofSERVICEANDRECEPTIONS

Onceatraineehasbeenofficiallymatchedtothelocalcommittee,itistheresponsibilityofServiceandReceptionstoprepare the trainee for his/her upcoming traineeship. Send an initial e‐mail introducingwhat the traineeshouldpreparefor:

o VisaapplicationandWorkingPermits(sendinalldocumentsthatthetraineewouldneed)o Arrival (Ask for the time, date and flight number of their arrival. Also, remind the trainee that upon

arrival,thereshouldbetwowaitingareas,andtheyshouldgototheonesituatedonthegroundfloor,andnottheupperfloor)

o Accommodation (will itbeprovidedfor? Ifnot,howmuchwill itcost?Statealsothe livingconditionsthatthetraineeshouldexpectinthisenvironment)

o Cost of living (it is advisable for the trainee to bring $ 1,000.00 USD per month, if housing is notprovidedfor)

o Clothing(suggestforthetraineetobringinattiresappropriateforthenatureofworkandtheweatherinthecountry)

o Culture(introducecommonculturalpracticesinthePhilippines)*Important note: It is recommended that Service and Receptions have a standardized toolkit that theymaysendtothetrainee.ThereshouldalsobeastandardizedformforthetraineetofillintheiranswerstotheLC’sinquiries

Accommodateall inquiriesofthetraineeabouthis/hertraineeship.ConsultwiththeTNManagerall jobdetails.Also,askthetraineeoftheirexpectationsoftheirexperiencefortheirtraineeship.

Assure that all details have been ironed out before the arrival of the trainee. Airport pick‐up andaccommodationsshouldbeprimarilyreadyforthearrivalofthetrainee.

AirportPick‐Up:ResponsibilityofSERVICEandRECEPTIONS

Giventhedateandtimeofthearrivalofthetrainee,bethereataround30minutesafterthearrivaloftheirflight.Tracktheprogressoftheflightonthiswebsite:http://www.flightstats.com/go/Home/home.do

Itisadvisablethattwoindividualsdotheairportpickup. Bringthetraineetotheirrespectivehousingarrangements.*ImportantNote:Uponthearrivalofthetraineeinthecountry,informtheTNAccountManagertoturnthestatusoftheforminto“Realized”

CommunityIntegration:ResponsibilityofSERVICEandRECEPTIONS

Thetraineeshouldbewellacquaintedtothemembersofthevariouslocalcommitteesinthecountry.Todothis,arrangewelcomedinnersforallthetrainees.Forthosewhosearrivalsareneareachother,ajoint‐dinnermaybeplanned.Alsocontactotherlocalcommitteesfortheirwelcomedinnerssoastoenticemorepeopletoattend.

Prepareawelcomekitinclusiveofthefollowingmaterials:o Mapofthecity(orareaoftheirwork)o PrepaidSimCardo Directoryofofficers‐in‐charge(LCP,VPICX,DirectorsunderICX)o PhilippineDelicaciesandSouvenirso Survivalmanual

Arrangeculturaltripsandcityorientationforthetrainee.o Visithistoricalplaceso TastePhilippineDelicacieso ExperiencePublicTransportation

ContinuousServicing:ResponsibilityofSERVICEandRECEPTIONS

During the stayof the trainee, Service andReceptions shouldassure that the traineesarehavinganoptimumAIESECexchangeexperience.Alwayscheckuponthe traineeof their statusandtheirneeds.Assurethat theirreasonableexpectationsaremet.

Serviceandreceptionsshouldattendtoallemergencies.Informtheteamandallthoseconcernedincaseofsuchfortuitousevents.

Invite the trainees to all the activities that theymay participate in: learning activities, cultural presentations,STAMM,andothereventsthat.Contactalsootherlocalcommitteesoftheirevents.

*Important note: Assign a buddy system (applicant/member and a trainee) to follow‐up on the trainees’developments ItisalsoimportantforServiceandReceptionstoassurethatthevisaofthetraineeisvalidthroughouttheirstay.

Theyareresponsibleforarranginganyprocessesthatmayberequiredtoextendthevalidityofthetrainees’stayinthecountry.

InternshipProgress:ResponsibilityofTNACCOUNTMANAGEMENT

TNAccountManagementshouldremainincontactwiththeTNPartner thateachtraineeisworkingfor.Assurethatalltheirreasonableexpectationsaremetduringthedurationoftheexchangeinternship.

In times that the trainee would have a chance to participate in an AIESEC event that may come against theschedule of their jobs,TNAccountsManagement should request for the TN partner to excuse them of theirdutiesduringtheparticulartimeduration.

Re‐IntegrationResponsibilityofSERVICEandRECEPTIONS

A farewelldinner,oranothereventthatmayreplacesuch,shouldbe inorder.Allmembers,applicants,officersandothertraineesshouldbeinvitedaswell(likethewelcomedinner).

ItisadvisablefortheLCtoprovideafarewellgiftforthedepartingtrainee. Airportservicingisalsoadvisedforthetrainees’departure.

Re‐signingcontract:ResponsibilityofTNACCOUNTMANAGEMENT

After the traineehas leftafter their internship,assesswith thehostingTNtheperformanceof the traineeandtheirexperience.Also,discusswiththeTNpartnerthepossibilityofhostingothertraineesintotheircompany.

DraftanothercontractandfillanotherTNjobquestionnaireifitisneeded.