AIESEC NZ 1314 | oGIP Selection Guidelines

oGIP Selection Guideline AIESEC New Zealand 13/14

Introduction Why is selection important?

There are a lot of students applying for our exchange programs. By conducting a good selection, you are able to find an EP with suitable characteristics and skills, of whom you are convinced that these are necessary for the position. Through the selection you get to know the EP and can determine whether he fits to AIESEC and whether he could be matched.

Also the selection process can be used to explain the applicant, what AIESEC is and how our processes work. In general it is a possibility to get to know each other and see, whether they fit and check both sides´ expectations.

What can I find in this booklet?

Application criteria • Hard factors • Soft factors Selection • Preparation to selection • Benefits of selection • Conduction Interview structure Sample questions If after reading the booklet you have further questions or doubts, feel free to contact Paulina (MCVP oGIP&MaC): paulina.helinska@aiesec.org.nz

Application criteria Hard Factors The pre-selection starts with a proper application. The applicant’s first step is to fill in the Global Talent online application form (available of your LC’s Podio workspace). Main minimum criteria are: 1. Duration: more than 4 months (more than 6 months is even better) 2. Region: Asia Pacific, Central Eastern Europe or Iberoamerica 3. Academic Background: 4 semesters or higher (bachelor degree preferred) 4. Professional Background: Relevant working experience for the desired internship 5. Working Field: Applicants who fit in the current segments of Global Talent are highly preferred.

Keep in mind that it’s possible that native english speakers from a background other than education can still go on an educational internship.

Region Duration

Academic

EP

Working Field

Background

Professional Background

If one of these criteria is not fulfilled, the applicant’s chances for a match decrease.

Application criteria Soft Factors When the hard factors are met, the applicant goes to the next stage and can be interviewed. The interview should provide an impression of the applicant’s soft factors.

These factors can usually not be defined by the application itself. Therefore the interview should focus on these factors.

Motivation

Expectations Towards JD

Soft Skills

Personal & Social Competencies

Motivation As experience has shown, suitable candidates usually have a strong motivation to find an internship abroad. Therefore it is important to find out, why the candidate wants to do an internship, why with AIESEC and why abroad.

Expectation towards JD As shown in the flow above, expectation setting starts at the first engagement with the product Global Talent. Therefore it is vital in the interview to check if the candidate’s expectations fit to our offered products.

Soft Skills The CV gives a rough impression of the candidate’s soft skills. The candidate’s past at school or previous jobs and also personal interests (such as extracurricular activities) should lead to questions. Has the candidate developed any interesting soft skills for the internship and how?

Personal & Social Competencies Similar as in soft skills, the candidate’s past can reveal more about his/her personal and social skills. This also includes cultural sensitivity social responsibility. However, not only interview questions alone, but also the candidate’s behaviour during the selection process can provide a general impression of these skills.

Selection Preparation for Selection A high-quality interview can be ensured, if the interviewers are prepared carefully. More detailed information about the candidate can be taken from application and the CV. The applicants have the opportunity to state their motivation in the online application form. All the other important background information can be extracted from the CV (as companies do it as well).

Information from the CV: 1. Overall impression of the document: Does it contain all the relevant information? How is the layout and formatting? Is the CV to short or too long?

2. Description of the study course 3. Professional experiences (such as internships) 4. Interests & hobbies With this information in mind think about which points lead to further questions. What part of the candidate’s past is especially interesting? A good interview connects the candidate’s background with questions concerning the soft factors.

Benefits of the selection Through a good selection you can prevent that EPs have a bad experience abroad. Mostly through setting the right expectations and finding out the expectations of the applicant. Also it is the first step to a high matching and realization rate.

If a proper selection is conducted carefully, the amount of EPs who can be matched more easily raises and the whole matching-process requires less resources. Furthermore the LC is more successful which leads to a better reputation on campus and boosts members’ motivation.

The selection is the beginning of reintegration as well – you can feel, whether the person might have problems during the reintegration process and find out, whether he/she would be interested in working for AIESEC after the internship. A good selection process is also marketing for AIESEC, as the applicants will most probably tell their friends about the interview, how it went and how it affected their internship.

Selection Conduction Minimum of two people are running the interview, if possible one experienced and one newbie to build up more members with experience in selection.

1. Professionally run • Practice with your interview partner beforehand • The interview is the applicant’s first personal contact with AIESEC. It is important to make a good impression • Take care of your dress code (it doesn’t have to be too professional, but the clothes should be appropriate to the situation) • Book / Arrange a separate room to run the interview. If it is in the LC’s office, keep it clean and empty. Create a quiet and nice environment • Ensure everything runs to a smooth schedule • Have CVs and letter of motivation on hand for reference 2. Ensure you are flexible enough to not just stick to a script but can ask questions based on their answers to “dig deeper” 3. Have a computer handy, in order to show some TNs from the pool 4. Have a candidate application form with you 5. Be friendly and smile

Interview structure The actual interview (or assessment centre) can be adapted to LCs preferences. Consequently, this part should be understood as a framework or guideline.

1. Introduction A short self-introduction of the interviewers and the candidate. And a little small talk.

2. Small talk about the hard factors Because the hard factors are already known to all parties before-hand, this section does not have to be too long. Mainly use this section to recheck possible deadlines or the candidate’s flexibility towards region, duration etc.

It should give the candidate (and interviewers) enough time to feel comfortable with the situation 3. Candidate’s background Here we check what the candidate has learned so far, with the prepared information from the application in mind: a. Previous working experiences b. Current studies c. Hobbies and interests

Interview structure 4. Motivation a. Refer to the motivation stated in the application b. Ask questions about the candidate’s motivation (e.g. is the internship mandatory for the studies) 5. Desired Internship In this section ask about the expectations towards the internship, e.g. duration, field, region, type of organisation.

6. AIESEC The candidate’s reason for choosing AIESEC and no other organisations or institutions and the expectations towards the sending and hosting entity.

Good Case Practice: Have a sheet handy which explains the whole process and costs.

7. Cultural Sensitivity Ask about previous experiences abroad and possible challenges in a foreign country 8. Candidate’s question This is open space for the candidate. Clarify any questions the applicant might have at the end of the interview. Generally this also tests, whether the candidate shows pro-activeness. A short pool check on myaiesec.net would also fit here.

9. Closing Sum-up the interview and explain the next steps and deadlines. Good Case Practice: have a sheet with all the important information for the candidate for take away. Thanks and good-bye.

Sample Questions These questions are meant as examples and input only! They are not complete and should exemplify. As the interview should be individualized for each applicant, please don't just ask these questions. Also don’t ask all the questions below if you don’t want your interview to last for hours. Ask based on the information you have and based on the answers of the candidate.

General Questions • Have you visited our website?

• What do you know about AIESEC?

Hard Facts pick 3-4 questions • How much earlier (or later) is it possible for you to go abroad?

• What would be a reason for you to extend your internship?

• When there is an internship you really would like to do, just … months longer than you stated.

Would you accept that?

• Why would you like to go for … months?

• You said you want to go to …, which others could you imagine to go to if you don't find an internships in your favourite one(s)?

• Why would you like to go to …?

• You are studying … in the … semester. How it going for you so far?

• Please tell us something about your professional experience. How did you like it?

• What did you learn in your previous internship? What challenges have you passed?

• You worked … at … you wrote in your CV. What were your main responsibilities there? What challenges did you encounter?

Working Field

pick 2-3 questions

•You applied for [GT Segment: Edu/Business/Tech]. Why exactly this? What qualifies you for that?

• What do you expect from your internship?

• What do you want to learn with this internship?

• What benefits does the company have in selecting you?

• What is more important to you, the country or the job description?

• What do your parents or friends think about your plans?

Cultural Sensitivity pick 1-2 questions • What does living abroad mean to you?

• How much comfort do you need?

• Have experienced any challenges abroad? What challenges do you expect?

Motivation

pick 2-3 questions

• You applied for [GT Segment] because [motivation of application]. Please let us a bit more. Why do you want to do an internship in this field?

• Why do you want to do an internship (at all)?

• Why do you want to go (to do an internships) abroad?

• Why would you like to go abroad (again)?

• There are different opportunities to do internships abroad. Why do you want to do this with AIESEC? • What does going abroad means to you?

• Is this internship a mandatory one for your studies? How is the procedure to make sure it fits into the universities internship guideline?

Soft Skills

pick 1-2 question

• Someone asks you :What is life like in New Zealand? – What would your answer be?(in 2 minutes).

• You did a training in … . What was the most important thing you took out of this?

• Have you ever organized a bigger project? / Have you ever worked in a team for a while? What were your tasks? How did it go? Which challenges did you encounter? How did you solve them?

• Please list 2 strengths and 2 weaknesses of yourself. How could they affect your search for an internship?

Personal & Social Competencies

pick 1-2 questions

• How do you handle a situation when people just speak [countries language] and nobody could translate?

• Have you ever been abroad alone? How did you feel?

• What do you think of when you hear the word "culture shock"?

• How do you think a cultural shock would affect you?

• How would you react if somebody abroad calls you a racist?

• You wrote in your CV/Application you went to [country]. What where uncomfortable situations (challenges you encountered) and how did you handle it?

Expectations (towards JD)

pick 3-4 questions

• You applied for [GT Segment]. What do you expect from this?

• How do imagine a usual day in your internship?

• Have you ever been in a situation when you wanted to quit? Describe that situation and what did you do.

• What (support) do you expect from AIESEC [New Zealand/abroad]?

• What challenges do you expect in the daily life in …?

• If you need to share a room with 2 other trainees, what would you say?

• Which cultural differences could you imagine you don't get along with and why?

• What do you want to learn during your internship?

• If you feel not comfortable with your internship after 1 month doing it, what would you do?

In a nutshell DOs

DON’Ts

• •

• • • • • • •

• • • •

Smile Have permanent visual contact with the candidate Be patient Pay attention to details Be polite, diplomatic, pay attention Be neutral, in body language, in the whole attitude

Be aggressive Show superiority Show lack of respect Look bored or sleepy Look on the walls Be anxious to finish Be too affirmative (don’t look like you approve or disapprove candidate’s answers)

Follow up If the candidate passed the interview…

That’s great, inform him about next steps (raising and payment) as soon as possible.

Make sure you provide a space for him to ask questions (either via email or helpdesk/info sessions.

If the candidate failed the interview…

Inform him about the reason as soon as possible. Be honest and give detailed explanation. Make sure you mention other possibilities of engagement with AIESEC.