4 1 practicalities booklet

GLOBAL VOLUNTEER Preparation booklet | Practicalities

in the Netherlands

CONTENT p. 4

1

PRACTICALITIES CHECKLIST

p. 6

2

EXCHANGE STANDARDS

p. 8

3

FREQUENTLY ASKED QUESTIONS

“This summer slowed me down and showed me that I want to really have an impact on others.”

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“Every day felt like a little gift and I definitely didn’t want it to end.” > Joyce Grul [Turkey]

> Leah Becker [Costa Rica]

INTRO

DUCTI

ON

Dear EP,

Congratulations on your project! We are very happy that we can contribute to your own unique experience abroad. However, several practical tasks have to be taken in order to get the best out of your experience.

The goal of this preparation booklet is to provide an overview of how to optimally prepare for your experience. Also, what we expect from you in the

PROCESS OF PREPARATION process of preparation

and during your AIESEC project, how you should prepare yourself for living in a different culture, and matters you have to an explanation of the

ARRANGE YOURSELF . Additionally, it includes arrange yourself.

EXCHANGE STANDARDS Exchange Standards.

. These standards explain the

FREQUENTLY responsibilities of the home and host offices. Lastly, we have created a FAQ ASKED QUESTIONS

you might have with their answers.

Hopefully, this booklet will provide you with sufficient information to prepare yourself optimally. Of course, you can always consult different enquiries for more information and details. For instance, you can ask your student coach for experience stories of former Exchange Participants. You can contact the Local Committee of your project for information about your destination.

Good luck with your preparation and we wish you all best during your stay abroad!

On behalf of AIESEC the Netherlands, The Outgoing Global Volunteer Team

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1

PRACTICALITIES CHECKLIST There are quite a lot of formalities you have to handle before you start your journey. The list below can be used as a checklist of things you have to arrange before you leave.

THINGS TO DO

Passport expiry date

Check the expiry date of your passport/make an appointment to get a new one. Most countries require a passport that is valid up to 6 months after your scheduled departure from the country.

Flight ticket

Book your flight. Use a site as skyscanner.com to compare airline fares.

Visa

Check if you need a visa and arrange it.

Medications

If you use any type of medications: • Get a medicine passport at the pharmacy • Get enough medication for your entire journey • Get a prescription for your medication to take with you

Vaccinations

• Contact the GGD about vaccinations, malaria pills, etc.

• Get a yellow passport with your vaccinations

Health insurance

Check the coverage of your Dutch health insurance abroad

Travel insurance

Arrange your travel insurance.

• Check the coverage of this travel insurance and the maximum time you can be abroad • As a student, cheap travel insurances can often be obtained through your bank

Credit card

Get a credit card as debit cards are not always accepted

Extra debit card

Get a second debit card at your bank in case you lose your first one

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Paying worldwide

Check if the payment profile of your bank card(s) and credit card is on Worldwide instead of Europe

Bank account authorization

Authorize one of your parents on your bank & savings account to transfer money for you

Job absence

If you have a part-time job: contact your employer about the period you will be abroad

Study registration

Check if you have re-registered for your study in case you are traveling during summer holiday

Copies of important documents

Make copies of important documents & email the scanned versions of these documents to yourself: • Passport & visa • Medicine passport & yellow passport (vaccinations) • Credit card & bank cards • Proof of enrolment & student card of your university • Travel & health insurance policy • Health insurance card

Telephone numbers

Look up important phone numbers, save them in your phone and write them down • AIESEC: your AIESEC buddy abroad, the AIESEC office abroad, the person who will pick you up from the airport, your Dutch AIESEC student coach • Your parents • Health insurance company & travel insurance company • Credit card company & bank (they often have a special number for blocking cards abroad)

ICE phone contact

Put ICE in front of the name of the person you would want to be contacted In Case of Emergency

Sublet your room

If you are going abroad for a long time: sublet your room

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EXCHANGE STANDARDS

Standards & Satisfactions For EPs!

To ensure delivery of quality leadership This guide is for YOU to understand development experiences, AIESEC has a our Exchange Standards to know what set of standards to be followed for any to expect from AIESEC during your internship we provide. We call this the 16 internship!

Exhange Standards. They are grouped into To ensure delivery of quality leadership development experiences, AIESEC has a set of IN THE CASE ANY POINT IS NOT FULFILLED, 4 blocks, different responsibilities standards to be followed for anywith internship we provide.

We call this the 16 Standards & 1. Contact the AIESEC responsible from your host from AIESEC HOME HOST SaDsfacDons or SnS for short.the They are grouped into 4and blocks, with different responsibiliDes entity - report your experience 2. Contact the AIESEC responsible from your from the AIESEC HOME and HOST enDDes. entities.

This guide is for YOU to understand our SnS to know what to expect from AIESEC during your internship!

home entity - report your experience 3. Check our Experience Programmes Policy (XPP) in order to know which are the following steps that you/AIESEC needs to do

LOGISTICS 1

2

Visa & Work Permit AIESEC responsible from the HOST entity has provided in written format all the information required to arrange for any documents, visa or work permits that may be required. Ensure you also do your own research to double-check requirements.

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Departure Support

Arrival Pickup AIESEC responsible from HOST entity has to pick you up from the airport/ location of pickup from your destination. This needs to be agreed upon in advance of departure.

AIESEC responsible from HOST entity has to offer in written format information on how to depart from the country/territory two weeks before the end of the internship.

JOB 4

Job Description AIESEC responsible from HOST entity needs to make sure that your Job Description corresponds with the Job Description of the Opportunity you applied for.

Duration ¥ Global Talent: 6-78 weeks ¥ Global Entrepreneur: 6-12 weeks ¥ Global Volunteer: 6-8 weeks There are some instances Global Entrepreneur and Global Volunteer are longer. ConÞrm with the AIESEC Responsible from the HOST entity.

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First Day of Work AIESEC responsible from HOST entity needs to give you support in the Þrst day of work by introducing you to the company/ NGO supervisor and do the expectation setting together in person.

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Individual Responsibility & Goals

Working Hour ¥ Global Talent & Global Entrepreneur: 35 hours/week ¥ Global Volunteer: 25 hours/week For discrepancies, conÞrm with the AIESEC Responsible from the HOST entity.

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During your leadership development experience, AIESEC responsible from HOST entity together with the Enabler of your experience(company, NGO, institution,etc) ensures that you know your individual responsibility and goals and have it in a written format during the Þrst week of internship.

LIVING 9

Insurance

10

Basic Living Costs

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JOB 4

Job Description AIESEC responsible from HOST entity needs to make sure that your Job Description corresponds with the Job Description of the Opportunity you applied for.

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5

Working Hour

Duration ¥ Global Talent: 6-78 weeks ¥ Global Entrepreneur: 6-12 weeks ¥ Global Volunteer: 6-8 weeks There are some instances Global Entrepreneur and Global Volunteer are longer. ConÞrm with the AIESEC Responsible from the HOST entity.

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First Day of Work AIESEC responsible from HOST entity needs to give you support in the Þrst day of work by introducing you to the company/ NGO supervisor and do the expectation setting together in person.

¥ Global Talent & Global Entrepreneur: 35 hours/week ¥ Global Volunteer: 25 hours/week For discrepancies, conÞrm with the AIESEC Responsible from the HOST entity.

Individual Responsibility & Goals

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During your leadership development experience, AIESEC responsible from HOST entity together with the Enabler of your experience(company, NGO, institution,etc) ensures that you know your individual responsibility and goals and have it in a written format during the Þrst week of internship.

LIVING 9

Insurance AIESEC responsible from the HOME entity needs to ensure you have a valid insurance policy to cover basic medical costs for the duration of your internship before you buy your ßight tickets.

Basic Living Costs

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Accommodation AIESEC responsible from the HOST entity will coordinate accommodation for your stay. It should correspond with what was originally stated on the Opportunity.

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AIESEC responsible from HOST entity ensures your opportunity speciÞes if any Þnancial or non-Þnancial compensation would be provided during the internship and the actual conditions actually correspond with it.

EXPERIENCE & LEARNING 12

AIESEC Purpose AIESEC responsible from HOME entity has provided you information about AIESEC purpose, leadership development, inner and outer journey and role of exchange in it, in a written format.

Leadership Development Spaces by HOST

Expectation Setting

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AIESEC responsible from HOME entity has provided you with AIESEC standards and the ofÞcial exchange policies in written format. You acknowledge in a written format you’ve have received, understood and accepted them.

15

AIESEC responsible from HOST entity needs to provide you all the preparation, and leadership development spaces that you need before, during and after your internship. This includes Incoming Preparation Seminar once you arrive.

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Preparation AIESEC responsible from HOME entity has provided you with basic information regarding the country/territory of your internship in a written forma including: culture, political situation, safety, living standards, home and host contacts.

Leadership Development Spaces by HOME

16

AIESEC responsible from HOME entity needs to provide you with information in written format on what leadership development spaces that they offer before, during and after your internship. This includes Outgoing Preparation Seminar before going abroad.

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FREQUENTLY ASKED QUESTIONS > I ARRIVED AT THE AIRPORT, BUT THERE’S NOBODY TO PICK ME UP? This is an unfortunate way to start your journey and the reason why it’s important to have the contact details of the person who’s going to pick you up. If you arrive at the airport and there’s nobody holding a sign with your name on it, try calling the person who was supposed to pick you up. If not, call your AIESEC buddy or the local AIESEC office. If none of this works, just take a taxi from the official taxi stand to your accommodation. Make sure you have some cash money on hand. around this website for ideas.

> I LOST MY PASSPORT/IT GOT STOLEN, WHAT DO I DO? Contact the embassy as soon as possible. They can issue an emergency passport, so you can still travel around the country and go home. Make sure you have some copies of your original passport. It might also be a good idea to take a picture or make a photocopy of your visa or the stamp you received in your passport upon arrival. Contact your AIESEC buddy abroad or your AIESEC Student Coach in Delft if you need any help.

> MY BANK CARD DOES NOT WORK, WHAT DO I DO? Several things can be going on: • The ATM does not accept Maestro, the card standard Dutch banks use.

• This is why you should bring a MasterCard or Visa credit card as these are much more widely accepted.

• The fee you have to pay for getting cash with your credit card can often be refunded by your bank. Contact your bank to get more information about this.

• Your bank card is blocked or the chip is broken.

• This can occur when you have e.g. accidentally entered the wrong PIN. • This is a reason to get a second debit card at your bank before you leave.

• In case you do not have one or this does not work either, use your credit card.

• Your payment profile is still on Europe instead of Worldwide • Contact your bank about this.

> I LOST MY BANK CARD / IT GOT STOLEN, WHAT DO I DO? Another reason why you should bring a credit card and a spare debit card. There’s always the chance you get pickpocketed, or that your card gets swallowed by an ATM. In case this happens, call your bank or the credit card company as soon as possible to block your card so no misuse can happen. Most banks/credit card companies have special phone numbers for blocking your card abroad. Look these numbers up before you leave.

Tip: when going out to get money, only take one card (debit or credit card) with you, so you don’t lose all your cards at once in case you get pickpocketed.

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> THE ATM GIVES ME TWO OPTIONS FOR CONVERSION RATE, WHICH ONE IS BEST? ATMs abroad often give you two options for converting the local currency into Euros: either by the ATM with some kind of fixed conversion rate they tell you, or by your own bank in the Netherlands. The conversion rate the ATM offers is often not that good, up to 10% lower than the actual conversion rate. Most Dutch banks only charge 1-2% conversion rate, so it’s often better to let your own Dutch bank handle the conversion.

> HOW DO I PREVENT GETTING PICKPOCKETED? This is always a bit different per city and depending on where you are and at what time of the day. Ask your buddy abroad about this. Some general tips are: • When in public transport or waiting in a crowded area, hold your small backpack in front of you so people can’t open it without you noticing.

• Take as little valuable items with you as possible.

• If you are wearing a coat, keep your valuables in the inner pocket of your coat.

> MY PROJECT TASKS ARE NOT AS CLEAR AS I THOUGHT AND I HAVE A LOT OF FREE TIME, WHAT CAN I DO TO MAKE A LARGER CONTRIBUTION? As Dutch people, we are used to working in an organized matter with clear goals and tasks. However, other countries are not as organized as we are and therefore your tasks and goals in your project might not be as clearly defined as you had expected. To make sure you can really contribute something to the organization you are volunteering for, you might have to take some initiative yourself. You can set up an extra project for the organization by yourself or together with a couple of other volunteers. In case you experience this, contact your student coach in the Netherlands to check if he/she can help.

Take a look at the website www.letscreaid.com as well. This is a website for crowdfunding for volunteering ideas. A lot of people who have been abroad with AIESEC and made their contribution in an original way have posted their story here. Have a look around this website for ideas.

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Contact AIESEC in your city via Amsterdam Delft Groningen Leiden Maastricht Nijmegen Rotterdam Tilburg Twente Utrecht Wageningen

amsterdam@aiesec.nl delft@aiesec.nl groningen@aiesec.nl leiden@aiesec.nl maastricht@aiesec.nl nijmegen@aiesec.nl rotterdam@aiesec.nl tilburg@aiesec.nl twente@aiesec.nl utrecht@aiesec.nl wageningen@aiesec.nl

or contact your own contact person