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X_1_XPP-EP Document International President Meeting 2013, Serbia1

EXCHANGE PROGRAMME POLICIES

Exchange Participant Document

1. Definitions

Exchange programme Definition

1.1(EP) An AIESEC Exchange Programme is a practical working and learning experience for the EP to developtheir competencies of Global Mind-set , Entrepreneurial Outlook , Social Responsibility , EmotionalIntelligence and Proactive Learning in a foreign cultural environment.

1.2(EP) The Exchange Programme must aim to provide the EP with:a) A positive learning experience;b) Interaction with a different social and cultural environment with a view to gaining intercultural

competencies;c) Development of theoretical and practical leadership skills;d) Opportunity to apply personal and professional skills, knowledge, attitudes and values to work for

the organisation as well as the host communities;e) Develop awareness and knowledge of social issues and different practices of the sending and hosting

country;f) Opportunity to contribute to personal and professional life goals.

1.3(EP) The Exchange Programme cannot aim to:a) Solely provide an opportunity for the EP to earn money;b) Provide a holiday;c) Act as a permanent career placement or recruitment opportunity. If the organisation decides to

extend the programme on a permanent basis, AIESEC will have no role in facilitating this;d) Provide permanent residence in the hosting country;e) Be an internal AIESEC leadership position (such as MC/AI/CEED).

1.4(EP) An AIESECExchange Programme must fulfil/include the condition as its Counting Criteria :a) Minimum 6 weeks to maximum 78 weeks , extension must not be accepted for over a total 78

weeks with the same hosting organisation. If the hosting organisation and the intern agree to extend

the programme, AIESEC will have no responsibility or role in facilitating this;b) Meet the national and local legality in the both hosting and sending country. In case of anydifference or contradiction between the referred rules, it shall prevail the regulation which offersmore benefits to the EP;

c) Have a hosting organisation, that provides clear legal status for visa invitation and other conditionsin the hosting country as the TN taker, fulfilling all its responsibilities as described in the XPP;

d) An EP must be at the age of 30 or under, AND within 2 years after graduation from their lastuniversity degree at the time of match of the Exchange Programme.

1.5(EP) The AIESEC Exchange Programme conditions must be clearly explained in the TN form inmyaiesec.net. Thus, through the exchange of the Acceptance Notes, the EP is immediately accepting theQuality Standard specified by the TN he/she is accepting. The Quality Standard must include, but is notlimited to:

a) The amount and form of salary provided to the EP;


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b) Accommodation and its exact condition (such as single room, host family);c) Accommodation, transportation, insurance and visa cost payment responsibility;d) Other living conditions, if any, (such as providing food, internet etc.) and necessary costs for both

hosting organisation and the EP.

1.6(EP) All Exchange Programmes facilitated by AIESEC should fulfil the conditions set in the national andlocal labour regulations that are in force in the country and in the local area where the Exchange Programmetakes place. In case of any differences or contradictions between the referred rules, the regulation whichoffers more benefits to the EP shall prevail.

1.7(EP) For the purpose of this document we understand:

Global Exchange Programme or Exchange Refers to the AIESEC Exchange Programmes, including theGlobal Community Development Programme and Global Internship Programme.

Intern or Exchange Participant (EP) AIESEC members participating in the Global Exchange Programmes and

going through all stages of the Exchange process.

Organisation (TN Taker) A corporate, non-governmental or governmental entity hosting the EP during theExchange Programmes.

Local Committee (LC) Any local headquarter formally recognized as such by AIESEC International. An LCcan send its members abroad or receive EPs.

Sending AIESEC Entity official local or Member Committee chapter of AIESEC or AIESEC International whichcarried out the selection process of an EP, uploaded its form to myaiesec.net, and is or was responsible forits preparation, matching, and reintegration.

Hosting AIESEC Entity The official Local and Member Committee of AIESEC that carries out the ExchangeProgramme with an organisation by uploading the exchange form to MyAIESEC.net, matching it, andorganizing the EPs reception and integration.

Member Committee (MC) Any country or territory headquarter formally recognized as such by AIESECInternational. The Member Committee is the final responsible regarding the activities of any of its LocalCommittees.

Sponsor Member or Sponsoring Country A sponsor member is the Member Committee which issupporting the extension of AIESEC to a new country or territory.

AIESEC International (AI) Foundation administered by the Management Board of Stichting AIESECInternational, having its official office located at 126 Teilingerstraat, NL-3032 AW Rotterdam, TheNetherlands. It is the highest governing body of AIESEC looking over operations of the global AIESEC network.

Acceptance Note (AN) The official document contained in the appendices of the Exchange ProgrammePolicies; Appendix B EP Acceptance Note and Appendix C TN Acceptance Note. The AN form contains thefinal conditions of the particular exchange as agreed by all involved parties.

1.8(EP) TNs should be classified as Global Internship Programme (GIP) or Global Community DevelopmentProgramme (GCDP) based on the criteria defined in 1.9 (EP) and 1.10 (EP). EPs should be classified as GIP orGCDP based on the programme they have the highest interest in as outlined in 1.9 (EP) and 1.10 (EP).


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1.9(EP) A Global Internship Programme (GIP) experience is an opportunity for an EP to developentrepreneurial and responsible leadership by living a cross-cultural professional developmental experience.This programme should meet the following criteria:

a) Hosting entity provides an internship in a host organisation, through which an EP contributes to thegoals of the organisation, completes a job description requiring special expertise or skills, and

receives supervision and evaluation on his/her professional development;b) Practical skills and knowledge in a foreign environment to complement the EPs higher educationalbackground or field of career aspirations;

c) GIP hosting organisations are organisations that support AIESECs values and aim to enhance theirorganisation through involving global top talent, improving their processes or growing theirorganisational performance. With these organisations, AIESEC ensures legal state of the EP in thecountry and co-create opportunities for EPs to work, learn and contribute to the organisation s goals.The organisation can be from the public, private, or social sector which includes governments andNGOs. All TN takers must fulfil the TN taker responsibilities in the Exchange Programme Policies(XPP);

d) With this programme , an EP gains access to AIESECs value -based platform where he/she

experiences a cross-cultural living and working experience and a professional developmentexperience;e) A GIP realisation is counted on EPs first day at work. At the same time the status should be changed

as realised in MyAIESEC.net. An individual is counted as a GIP participant as soon as his/her GIP formhas been raised in MyAIESEC.net.

A GIP Exchange must also meet all criteria outlined below:f) The EP spends at least 35 hours a week working in a host organisation;g) The EP is supervised and evaluated by one or more full-time employee of the TN.

1.10(EP) A Global Community Development Programme (GCDP) experience is an opportunity for EP to

develop entrepreneurial and responsible leadership by creating direct positive impact through aninternational volunteer experience. This programme should meet the following criteria:a) Provide an international volunteer experiences through which EPs develop themselves while

empowering individuals, communities or organisations. Be focused on areas and issues with theneed for direct social impact and sustainable solutions.

b) GCDP TNs and partners are organisations which aim to create or support direct positive impact incommunities through their activities, initiatives or projects. With these organisations, AIESEC co-creates opportunities for EPs to develop themselves while providing direct positive impact. Theorganisation can be from the public, private, or social sector, or a project (which must involve one ormore organisations as the project sponsor, learning partner and/or as TN taker and ensure legalstate of the EP in the country). An AIESEC entity cannot solely deliver a GCDP experience without anyexternal involvement. TN taker must fulfil the TN taker responsibilities in the Exchange ProgrammePolicies (XPP). Other organisations involved in the exchange programme must respect XPP.

c) With this programme , an EP gains access to AIESECs value -based platform where he/sheexperiences a cross-cultural living and working experience,; has the opportunity for creating positivesocietal impact and personal development;

d) GCDP participants may have different types of volunteer experiences. EPs may be required to useprofessional skills as long as their experience contributes to their personal development and positiveimpact on the society;

e) A GCDP realisation is counted on the EPs first day at work. At the same time the status should bechanged as realised in MyAIESEC.net. An individual is counted as a GCDP participant as soon ashis/her GCDP form has been raised in MyAIESEC.net.

A GCDP Exchange must also meet all criteria outlined below:f) The EP spends at least 25 hours a week working in a host organisation;


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2. General Policies

2.1(EP) Rights for participation in an AIESEC Exchange Programme as an EP

An individual has the right to apply for the AIESEC Exchange Programme, where criteria in policy 2.1d(EP) isnot met, if:

a) At the latest within two (2) years after obtaining their last university degree AND at the age of 30 orunder, at the time of application; or

b) At the latest within three (3) years after completing a full time AIESEC position AND at the age of 30or under;

c) If an EP over the age of 30 was raised prior to the amendments in policies 2.1(EP) in February 2012,then this EP must be matched within one (1) year from the date of the aforementioned amendments.

An individual does not have the right to apply for the AIESEC Exchange Programme:d) If he/she does not have the capacity to enter into legal agreements in its sending country, cannot

legally travel abroad independently, with or wi thout parents formal authorization and withoutrequiring the Hosting AIESEC Entity to have legal power of attorney over the individual;

Other EPs rights: e) An EP has the right to take up a maximum period of 36 months of exchanges in total. These 36

months can be allocated whenever and in whichever order, so long as they follow the minimum andmaximum duration of AIESEC exchanges as outlined in Section 1(EP) and respect all of the policiesoutlined in the Exchange Programme Policies;

f) To apply for an exchange with any country or territory entity in which he/she has lived for aminimum period of six (6) weeks;

g) An EP has the right to have an exchange in any country with the exception of countries in which they

have lived for more than two years in the last ten years. The starting date of the last ten yearsshould be considered from the date that the EP applies to the exchange selection process.CEED/MC/AI terms may be excluded from this two-year period.

2.2(EP) Responsibilities of the EPa) The EP is responsible to follow at all times the policies outlined in this document as well as the local

policies of the sending entity. Failure to do so may result in forfeiture of some or all rights andprivileges afforded under the AIESEC Exchange Programme;

b) The EP is responsible to follow the privacy policy of myaiesec.net and refrain from exportinginformation about EPs/organisations to other platforms.

2.3(EP) Rights of the TN takera) The organisation has the right to select an EP according to procedure described in this policy and its

own selection criteria and procedure; provided they are mentioned in Job Questionnaire and TNform;

b) The organisation has the right to demand that the EP perform the full extent of requirements andduties stated in the Job Questionnaire, TN form and this policy;

c) The organisation has the right to receive support from AIESEC in dispute resolution in cases wherethere are complaints against the EP for violating any policy stated in this document, breaking anyinternal corporate code of conduct, or any other ethical/religious/cultural norm;

d) The organisation has the right to receive a replacement EP under the conditions stated in this policy;or if this proves to be unreasonable or impossible, to receive financial compensation.

2.4(EP) Responsibilities of the TN takerThe organisation is responsible to:


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a) Provide a job description that corresponds to the signed job questionnaire and corresponds to theAIESEC exchange definitions outlined in section 1(EP);

b) Provide a job role that does not put the EPs life at risk;c) Provide a sufficient salary that will allow the EP to live in the country and cover their basic expenses

including accommodation, food, transportation for working and living purposes and basic reception

activities for the duration of their exchange, unless prior mutual agreements for an alternatecondition has been made between the EP and the TN taker prior to Match. The organisation mayprovide this compensation in non-monetary format (such as offering lodging and food instead of asalary) as indicated clearly in the signed Job Questionnaire and in the TN form. Any extra costsincurring on the EP during the exchange must be communicated and agreed upon by all parties priorto match. The salary is not intended to cover travel or non-work related purposes, tourist holidayexpenses, or subsidize a lifestyle above that of the average graduate entry-level position;

d) Provide guidance, training and adequate working conditions according to signed Job Questionnaireand the TN form, for the EP to achieve the objectives agreed-upon. In all cases, the TN taker is thesole responsible for any damage or loss of any working material (as laptop, camera, cell phone, etc)unless otherwise agreed-upon with the EP;

e) Provide an adequate corporate environment to ensure the EP is not being discriminated by race,colour, gender, sexual orientation, creed, religion, national, ethnic or social origin, age, or wherethey would be sexually harassed;

f) Ensure that the EP is legally qualified to work in the offered exchange (legal residency requirementsand labour law exigencies);

g) Designate one representative in the organisation as responsible for coordinating the selectionprocess (interviewing and accepting/rejecting candidates) and subsequently supporting the EP forthe duration of the exchange.

h) Inform the hosting entity and the EP in case there are any intended changes to the job description orany contract. An agreement from all involved parties is required for the respective changes to comeinto effect.

2.5(EP) Rights of the AIESEC sending and hosting entitiesThe AIESEC sending and hosting entities have the rights to:

a) Demand from the EP and or TN taker that they follow their responsibilities and duties mentioned inthis document;

b) Remove and exclude an EP or organisation from the Exchange Programme in cases where they haveviolated any Exchange Programme Policy;

c) Not to be held liable for the cases and conditions mentioned in policy 2.7(EP) correspondingly.

2.6(EP) Responsibilities of the AIESEC sending and hosting entitiesThe AIESEC sending and hosting entities are responsible to:

a)

Fulfil any and all private agreements with EPs and TN relating to responsibilities of one party toanother;

b) Provide corresponding support and guidance to EP and TN at any stage of the AIESEC ExchangeProgramme (Selection, Accepting, Realisation of Exchange, Evaluation) and during any complaintprocedure;

c) Represent their stakeholders (EP or TN) at any stage of AIESEC Exchange Programme;d) Ensure that their stakeholders follow these policies and fulfil their responsibilities. AIESEC Entities

are also responsible to act in a way their stakeholders are able to follow these policies.e) Follow the Privacy Policy of myaiesec.net and refrain from exporting information about

interns/organisations to other platforms.

2.7(EP) Liabilities of the AIESEC entities


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The AIESEC International, AIESEC sending and hosting entities may only be held liable for their personalrespective responsibilities as described in these policies. In particular, the aforementioned entities shallnever be held liable:

a) In case of refusal from the authorities to provide a visa, work permit or any other legal document orauthorization needed by the individual to participate in the exchange;

b) In case of false, inaccurate or incorrect information provided by the EP or the TN resulting in thematch/exchange, when they were not aware of the information being false;c) In case of accident incurred by the EP during the exchange;d) In case of damages caused by the EP to the organisation or to any third party during the exchange;e) In case of damages or loss of any working material (as laptop, camera, cell phone, etc) provided to

the EP by the TN for work purposes;f) For any consequential or indirect damages, including loss of income or profits;g) Where the failure to fulfil their obligations has been caused by circumstances beyond their control.

3. Selection Policies

3.1(EP) The EP has a right to demand from the Sending Entity:a) Sufficient information about the AIESEC exchange programmemes to make informed decisions

throughout the exchange process;b) Education on basic AIESEC knowledge and Exchange Programmeme Policies (XPP). Basic AIESEC

knowledge includes (1) The AIESEC Way, (2) Myaiesec.net, and (3) AIESEC Ambassadorship;

3.2(EP) The EP is responsible to meet selection requirements and standards including the responsibilitiesto:

a) Participate in a Review Board organized by the sending AIESEC entity;b) Complete and sign all documentation necessary for participation in an AIESEC exchange. This

includes, but is not limited to: the Student Contract, Resume, an agreement regarding theprogramme fee and the EP form as will be uploaded on MyAIESEC.net;

c) Have written proof of the academic background (transcripts) and working experience (references) asspecified on the EP form;

d) Pass the language test(s) for all proficiency levels in non-native languages or have written proof of the language level(s) as specified in the EP form;

e) Pay the necessary application fees and/or deposits to their sending AIESEC entity;f) Attend preparation events and complete the preparation requirements of the country and territory;g) Provide true and accurate information relating to work experience, academic backgrounds or

language proficiency levels of the EP;h) Inform the sending AIESEC entity if he/she becomes unavailable for an exchange, or if the EP is

looking into other opportunities;i) Provide the required legal information to the hosting AIESEC entity and organisation so that they

may verify that the EP may legally travel abroad and work in the host country on an AIESEC exchange.

4. Matching Policies

4.1(EP) Responsibilities of the AIESEC sending entitya) Provide training and support through an EP Buddy/Manager during the matching stage to ensure

that the EP is familiar with the functions of myaiesec.net such as browsing for exchangeopportunities, viewing wikis/files section, and searching for contacts;

b) Provide training and support through an EP Buddy/Manager during the matching stage to ensurethat the EP is familiar with the Exchange Programme Policies (XPP);


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c) Provide additional details pertaining to the job description and work environment of any prospectiveexchange;

d) Ensure that the EP is matched to a TN by the age of 30.

4.2(EP) Responsibilities of the EP and supporting EP manager

a) Communicate constantly about matching status with sending entity;b) Keep all communication concerning the exchange only with the TN manager of the potential hostingcountry and not contact the organisation directly until an official match is made, at which time theorganisation may communicate freely with the intern;

c) Provide complete information about the EP, including the candidates EP form, letter of motivationand other information as requested by the organisation (telephone interview, detailed CV/resume,photos, academic transcripts or certificates, etc.) within reasonable limits. The informationrequested must also abide with the legal regulations of the host country.

4.3(EP) The EP has the right to send an Acceptance Note to any TN form on Available status on myaiesec.net considering the points below:

a) An EP may officially accept any TN form either by accepting the TN form on myaiesec.net andsending the link of an uploaded officially signed Acceptance Note (Appendix B EP Acceptance Note)to TN Manager, or alternatively by directly sending an officially signed Acceptance Note to TNmanager;

b) Acceptance of TN form automatically means the EP is accepting the particular exchange with all itsconditions, as described in the TN form available in myaiesec.net unless otherwise stated in theAcceptance Note;

c) Acceptance of TN form automatically means that the EP is guaranteed as available for the exchangewhile Acceptance Note is valid;

d) Acceptance is valid for ten (10) subsequent days after official acceptance of TN in accordance topoint 4.3a(EP);

e) Acceptances may be extended (e.g. for additional selection procedure) using myaiesec.net throughuploading a new Acceptance Note or after mutual agreement between parties. Both parties mustagree to the extension;

f) If the EP rejects the TN form after he/she has officially accepted the TN in accordance to point4.3a(EP) and the TN has accepted the EP, he/she will no longer be allowed to take part in exchangeprogramme through AIESEC;

g) Match between an EP and organisation is only considered official when both the EP and organisationhas fulfilled at least one of the requirements below:

Have accepted each other through myaiesec.net and uploaded their official AcceptanceNotes (please refer to Appendixes B and C).

Have been assigned a manual match and both have signed and sent their official Acceptance

Notes (please refer to Appendixes B and C).

4.4(EP) After having sent an official acceptance of a TN, the EP has the right:a) To receive TN Acceptance Note within ten (10) subsequent days after having sent official acceptance

of a TN in accordance with point 4.3a(EP);b) To officially accept the TN Acceptance Note as the final agreement of all conditions of the particular

exchange;c) To withdraw his/her application without consequence after acceptance expires in accordance with

policies 4.3d(EP) and 4.3e(EP).

4.5(EP) During the matching process, the EP is responsible:

a) To participate only in one selection process at a time if an Acceptance Note has been submitted. Thismeans accepting to present interview only for the TN for which he/she wants to be presented as acandidate and for which he/she can guarantee personal availability in case of a match. EP can start a


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new selection process once he/she is informed that the application was not successful, or if after 10subsequent days the EP does not receive any reply or update regarding the selection process;

b) To provide a valid and official Acceptance Note. Acceptance Notes (ANs) shall only be consideredofficial when the template used is the most recent version (Appendix B EP Acceptance Note); it iscompleted in full (including passport details block); signed validly by the authorizing party and signed

by a representative of the sending entity;c) To follow all selection requirements of a TN form while acceptance is valid, within reasonable limits.

5. Post-Match Policies

5.1(EP) Rights of the EP (provided all required passport details has been provided)a) To receive, within two (2) weeks, all the necessary documentation from the hosting AIESEC entity

(including the written acceptance note/invitation) required for application for a visa/work permit. If two weeks is an insufficient amount of time for the hosting AIESEC entity, the EP should be informedand agree with any alternative timeline for provision of any required documents;

b) To have all costs connected with invitation letters or other required documentation (includingpostage, government fee, etc.) covered by the hosting entity, unless otherwise agreed upon with thesending entity or EP Visa costs are not included in this standard.

5.2(EP) Responsibilities of the EPa) To update the hosting entity about his/her passport application within one (1) weeks of a match in

cases where an application for a passport has been initiated with the government officials uponacceptance, unless otherwise agreed-upon with the hosting AIESEC entity or organisation. An EPAcceptance Note may be deemed invalid if this standard is not met;

b) The EP is responsible for holding a valid passport, if not apply for a passport so that the validationdate covers the entire duration of the exchange;

c) To review the visa/work permit regulations for the host country prior to the purchase of a ticket totravel to the country (air/sea/land transportation). Hosting entity is expected to support the EP inthis procedure;

d) To submit the visa application within a period up to two (2) weeks after getting all the documentsmentioned in 5.1a(EP) policy unless an alternative timeline was agreed-upon with the hosting AIESECentity or the TN. The EP has to keep in touch with hosting AIESEC entity and provide regular updates;

e) To cover visa costs, unless otherwise agreed upon with the Hosting AIESEC entity or TN;f) To inform themselves about all information related to life conditions in the hosting country in order

to be aware of any potential risk in the country or local area, both by asking the hosting entity aswell as through independent research. The EP is the only responsible for assuming those risks, shallnot sue AIESEC or TN for any damage or prejudice caused by an event related to those risks, and

shall not break its match or end an exchange without accrued financial penalties;g) To review and understand the conditions under which he/she can withdraw from exchange without

financial penalties;h) To make proactive steps to resolve any issues faced by contacting the hosting entity, sending entity

and actively participating in negotiations with the TN.

5.3(EP) Rights of the EP for breaking a match or realisationA match or realisation can be broken by the EP if one of the following situations applies:a) The EP has not received all necessary documents required for application for visa/work permit from

the hosting LC (including invitation) within two (2) weeks, which has resulted in the EP not being ableto commence with the exchange; or the EP was not informed of the timeline for provision of any

required documents;b) In the case where the standard under policy 5.2d(EP) is met by the EP but a delay was caused bythird party (for instance, the visa office) and this delay fundamentally changes the conditions of the


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exchange (including significant changes in the job description or exchange start date). An EP may beasked to provide proof in order to validate the claim and break a match without penalty;

c) The EP has an emergency in his/her family. The EP may be requested to provide proof of theemergency. After breaking a match due to family emergency the EP is not allowed to put an EP formon Available or raise new EP form on myaiesec.net for the next 6 weeks;

d) The EP becomes ill and the situation can be dangerous for his/her health. The EP is required tosubmit a proof to the TN and organisation;e) The EP is in danger due to the area where he/she works being formally declared in emergency due

to war, natural disasters, people revolution, and terrorism attacks;f) The EP does not have an official working/living permit in the country of exchange upon arrival unless

other legal options have been agreed upon (e.g. legally changing Visa type after arrival);g) The exchange job is different to the description the AN form refers to and was not agreed upon by

the EP, where the change affects the nature/purpose of the job, or puts the EP in financially orphysically disadvantaged state. The EP is expected to try to resolve the issue first with the TN takerand hosting entity;

h) The EP is discriminated against race, colour, gender, sexual orientation, creed, religion, national,

ethnic or social origin, or age at his/her work place;i) The EP is sexually harassed at their work place. The EP is entitled to an immediate and automatic 3days off work if this case occurs in order to give time for AIESEC to sort out the claim. The hostingentity is obliged to react immediately to inform the TN taker and authorities. The match may bebroken immediately if the authorities confirm the sexual harassment case;

j) The organisation does not provide the basic work conditions or any main benefit offered to the EPthat the AN form refers to and the EP did not agree to the abolition. The basic work conditions orbenefits referred above must be of a nature that their abolition reasonably makes impossible or toodifficult the EPs job or living conditions in order for a broken match to be validated. The EP isexpected to make certain preliminary steps to resolve the issue, including contacting the hostingentity and actively participating in negotiations with the organisation to resolve any issues;

k) The TN taker does not pay corresponding salary to the EP for two consecutive months. The EP maystill claim accrued salary from the TN taker and hosting entity in case of a broken match.

5.4(EP) Compensatory policies for the EPa) No financial penalties can be claimed by any party under the circumstances stated in policies 5.3(EP)

b), c), d) and e). The EP is responsible for their own travel expenses.b) Under the circumstance stated in policy 5.3 (EP) a), f) a compensatory act can be claimed by a party

depending on which party has fulfilled the responsibilities stated in sections 5.1(EP), 5.2(EP) and 6.c) Under the circumstances stated in policies 5.3(EP) g), h), I), j) and k), the hosting entity must provide

a new exchange in the same country within the period that corresponds to 20% of the totalexchange duration but not longer than 1 month. This period may be extended upon written mutualconsent.

d) If either a suitable exchange cannot be found, or if the immigration/labour law of the hostingcountry/territory does not allow the EP to stay in the country or to change work place, then the EPhas the right to have compensated by the organisation or the hosting entity the full travel expensesto and from the hosting entity and other expenses caused by the violation of the relevant policies.Hosting entity can charge the compensation from the organisation.

e) EP and hosting entity should consider that if a minimum of three exchanges corresponding to thespecifications of the EP form are presented within the period stated in policy 5.4c(EP) and the EPrejects all of these, then the hosting entity is under no further obligation to the EP.

5.5(EP) Rights of the TN taker for breaking a match or realisationa) The EP has falsified information related to his work experience, academic background or language

proficiency, and is unable to fulfil his exchange job role as specified in the TN form.


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b) The EP is breaking a law of the hosting country or is continuously breaking internal regulations of theorganisation despite being warned or aware of them.

c) The organisation is within the labour laws of the host country to end the exchange early.

5.6(EP) Compensatory policies for the TN taker

a) In all circumstances in sections a) and b) policy 5.5(EP), the EP or the sending entity may be asked topay up to full amount of the Exchange programme fee (TN fee) paid by the TN taker or otherexpenses incurred on the EP by TN taker. The amount can be scrutinized or considered forreimbursement during complaint procedures. Compensation shall only be paid upon the request of the TN taker. The EP is responsible for the travel expenses to and back from the country of exchange.The EP is not allowed to participate in another AIESEC exchange programme.

b) If the TN fee mentioned on the TN form is (0) zero, there can be no TN fee reimbursement throughcomplaint procedures. However, if the hosting entity can provide evidence of expenses incurred onthe EP by TN taker, the amount can be scrutinized or considered for reimbursement duringcomplaint procedures.

6. Preparation Policies

6.1(EP) The following AIESEC entities are responsible for providing the following preparation services toEPs:

Entity that should provide the service

Sending Entity Hosting Entity Hosting MC

a) Provide Basic AIESEC Knowledge 1

b) Intern Goal-Setting

c) Culture Shock Preparation

d) Training on the Exchange Programme Policies

e) Send Link to Reception Wiki 2

f) Provide Visa Assistance in accordance withpolicy 5.1(EP)

g) Provide relevant visa and labour lawinformation

h) Urge EP to purchase health/travel insurance

i) Send key contact information/address 3

j) Send key information on TNs e xpectations

k) Keep an updated reception wiki Recommended

l) Arrival pickup and bringing the EP to the firstday of work 4

1 Basic AIESEC Knowledge includes coverage of (1) The AIESEC Way, (2) myaiesec.net, and (3) AIESECAmbassadorship.


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2 A good reception wiki on myaiesec.net will include key contact information and addresses, estimate of monthly EP budget, a summary of laws and cultural standards, visa application information, travel and safetyinformation, accommodation standards, history of the LC and country, and any other key information.Reception Wikis must be named ENTITY -NAME | Reception Wiki, and should be updated every year by theHosting Entity.

3This key contact information/address includes the TN manager/EP responsible / buddy person s contactnumber, LCP and LCVPICX contact number, TN taker s responsible person s number, LC and MC officeaddress and accommodation address.

4 This standard is MANDATORY unless the hosting entity can explain to the EP and sending LC, withreasonable justification, why this standard is impossible for the LC to meet AND receive the EP s agreement.In such cases, the hosting LC must send clear but detailed travel instructions for the EPs arrival at least10(ten) days in advance of the EPs arrival. Hos ting LC is not liable for pickup if arriving information is sentmore than 10 (ten) days before the date of arrival of the EP. The pickup responsibility is from the first pointthe EP arrives to the country/territory, not only from the hosting LC s nearest station.

6.2(EP) The EP is responsible for:a) Personal preparation on specific legal policies of the hosting country;b) Personal cultural preparation based on information from hosting country wiki in myaiesec.net.

6.3(EP) The following parties are responsible for safety management preparation:a) Hosting Entity to provide information on local specific safety for the areas of TN and accommodation

location, as well as the ways from the airport or other first arrival place of the EP to thecountry/territory of the HE, referring to the local authorities official statements, upon request of theEP and/or SE;

b) The EP and the Sending Entity to research on destination safety status. The EP is responsible for the

decision on going to the destination country/territory as his/her own choice.

7. Integration and Reception Policies

7.1(EP) Responsibilities of the TN takera) To assign one representative in the TN taker as responsible for the EPs workplace integration, so

he/she may integrate as best as possible into the new working environment;b) To set expectations with the EP regarding expectations of the exchange job role prior to the arrival

of the EP;c) To provide any additional information that the EP will needs to know during the whole period of the

exchange in terms of working and fulfilling the Job Description;d) To provide performance- related feedback on EPs performance on a regular basis throughout the

exchange.

7.2(EP) Responsibilities of the sending entitya) Access to platform (e.g. forum, mail group, phone number etc.) for the EP to be able to

communicate with sending LC during the whole period of exchange for feedback, evaluation,information sharing and general support.

7.3(EP) Responsibilities of the hosting entity

Minimum General Services:


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a) To have an individual responsible person (preferably TN manager) for providing overall services tothe EP throughout the exchange duration. They must facilitate the EPs reception and orientationduring the first month of the exchange, unless otherwise specifically assigned;

b) To have an access to platform (e.g. forum, mail group, phone number etc.) for the EP to be able tocommunicate with the hosting entity members during the whole period of exchange.

Minimum Logistical Services: c) To provide reasonable options for accommodation depending on the EPs interest and financial

situation but always in accordance to national safety conditions and minimal requirements foraccommodation on the host country. Details of the accommodation must be communicated to theEP prior to their arrival.

d) Arrival pick up (refer to the policy 6.1l(EP) )e) Assistance to open a bank account if necessary and assistance in converting money to the local

currency on EPs request.f) Provide information about location and guidance for use of general services such as medical systems,

use of emergency services, public transport, groceries and any other information that would be

necessary to allow the EP to successfully complete their exchange.g) Provide support on registration with relevant local authoritiesh) Provide assistance in obtaining essential service as electricity, water, gas, heating and provide a

communication platform (stated in policy 7.3b(EP) ) in case any inconveniences with these servicestake place.

i) Provide assistance in dealing with housing agreements and landlords if required by EP j) Provide specific safety information for the local city/neighbourhood that is common knowledge to

local residents.k) Provide assistance in the registration of each EP in the hosting country, within the timelines

mentioned by the country's law. The hosting LC shall communicate (including information oncountry wiki) the registration timelines and requirement to the sending LC and EP as soon as the EP

is selected.l) Provide common cultural manner and taboos for the EPs to adjust into the local culture withouthaving unsafe conflicts with local communities.

Minimum Work Related Services:m) Accompany the EP to work on the first day providing orientation of the TN taker and its work policies,

culture, and environment, unless otherwise agreed upon with the EPn) Setting expectations with the EPs supervisor regarding expectations of the exchange job role, unless

it is stated in TN form already.o) Inform all the stakeholders involved regarding the complaint and termination procedures (Section 5),

integration plans for EP and frequency of communication/evaluation between the organisation andAIESEC.

p) Receive performance-related feedback from the organisation or hosting entity on a regular basisthroughout the exchange.

Minimum AIESEC Integration Services:q) Introduction to the local AIESEC members, the LC reality and culture.r) Provide communication platform for the EP to connect with other members of the LC (e.g. Local

committee meetings/events).s) Provide opportunities for the EP to become involved in AIESEC activities related to their interests

and goals if EP is interested.

Recommended Country/Cultural Integration Assistance:t) Provide information about places of interest for the EP to visit (at least through country wiki in form

of website links)


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u) Provide information about local cultural norms, including those related to dressing, greeting,traditions and law policies (at least through country wiki in form of website links)

7.4(EP) Responsibilities of the EPa) Have sufficient funds to incur all expenses related to transportation to and from the host countryand territory.

b) Have sufficient funds to cover all living expenses for the first four weeks of the exchange. This periodcan be prolonged in case first salary is received after more than four weeks of exchange providedthis information is outlined in the TN form. The GCDP EP must have sufficient funds to cover all livingexpenses for the entire period of the exchange if he/she is not receiving any monetarycompensation from the TN Taker.

c) Officially register with the home embassy in the host country if their home country requires.d) Behave in accordance to cultural, religious, ethical norms, national or local law and other policies

that exist in the country of exchange.

e) Take a proactive role in informing hosting entity about any situations or requirements.f) Inform sending entity and take a proactive role if he/she intends to be involved in AIESEC activitiesduring the exchange.

7.5(EP) The following parties are responsible for safety management during the Exchange Programmeme:a) The Hosting Entity to check t he EPs location and safety at least once in a week;b) The Hosting Entity to check the EP s safety status until he/she depart from the country/territory with

the same visa status provided by the HE, even after the Exchange Programmeme duration hasended. If the EP decides to stay in the country/territory longer with his/her own coordination of thevisa or residential status, AIESEC is no longer responsible for his/her safety status;

c) The Sending Entity to constantly communicating with the EP including his/her location and thesafety at least once a week during the Exchange Programmeme. If the SE cannot reach the EP anylonger than 10 (ten) days without any notification from the EP and/or the HE, the SE is responsible tocoordinate with the HE to research and be updated about the EP location and his/her safety, and onSEs own judgment, contact the family/guardian of the EP in the SE.

8. Re-Integration Policies

8.1(EP) The sending entity is responsible for informing the EP about existing re-integration opportunitiesin AIESEC.

8.2(EP) The EP has the right to participate in existing re-integration activities of the sending entity. Re-Integration should include:

a) The opportunity to debrief the experience with AIESEC in the sending entity;b) The opportunity to evaluate and review the EPs goal and re-integrate into LC activities (if

applicable);c) The opportunity to share the exchange experience with other members of the LC, including outgoing

EPs;d) Information about reverse culture shock and how to cope with it;e) Information on how to utilize and position the international exchange experience in a professional

resume and in the local job market in general.

9. Complaints Procedure Policies


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9.1(EP) In cases where the EP is unsatisfied with the exchange or is not receiving adequate support froman AIESEC entity involved, according to these policies the EP has a right:

a) To raise the issue with the relevant party (TN taker or AIESEC entity) according to the disputeresolution mechanism described in policy 9.3(EP) and play a proactive role in resolving the situation.

The issue raised should be based on the AIESEC Exchange Programme Policies;b) To receive a quick and prompt response on grievances from any stakeholders involved.

9.2(EP) In cases where the TN taker or the hosting entity submits a grievance against an EP, the EP isresponsible:

a) To respond quickly and take a solution-oriented attitude toward the situation;b) To participate actively together with the TN taker and hosting AIESEC entity in discussions about

performance in cases where the EPs work performance comes into question.

9.3(EP) To raise an issue with the hosting entity or the TN taker, the EP must follow the dispute resolutionprocess in the order outlined below:

a) Step 1. (Internal Level): The EP should inform the hosting AIESEC entity and the TN taker and try tosolve an issue privately with them.b) Step 2. (Local Level): If Step 1 has been tried and failed, the EP should inform the sending entity,

while this entity will inform hosting entity to solve the problem in accordance with the ExchangeProgramme Policies.

c) Step 3. (National Level): If Step 2 has been tried and failed, the sending entity should inform sendingMC that will work together with the hosting MC to solve the issue. In addition, they may share theissue over the Global Network.

d) Step 4. If the parties involved cannot reach a mutual agreement within a two-week period, it isadvised that the situation be brought forth to the Internal Control Board for arbitration. Please referto Supporting Document G of the International Compendium - Internal Control Board for details.

IMPORTANTThe Exchange Programme Policies (XPP) was adopted by the Global Association at International PresidentMeeting 2013 in Serbia and starts taking effect on 1 st of March 2013. AIESEC entities must inform all theconcerned parties (including TN takers and EPs already participating in the exchange programme) about

the changes made for all that is affecting them.

If you have any feedback, please send these to [email protected]

For all appendixes mentioned in this document, please refer to the ICB wiki in the MyAIESEC.net
mailto:[email protected]:[email protected]:[email protected]:[email protected]

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