AIESEC QUT
MEMBER HANDBOOK
© 2014 AIESEC QUT. All Rights Reserved. Disclaimer: AIESEC Sydney’s Talent Management Program (TMP) booklet, Valve© Employee Handbook and information from AIESEC INTERNATIONAL has been used as a reference. The contents of this document should only be used for internal purposes and its distribution is limited to AIESEC AUSTRALIA and its entities. This handbook is subject to change at any. First edition: March 2014 AIESEC QUT Brisbane, Queensland, AUSTRALIA http://www.aiesecqut.org Typeface: Adobe Garamond & Baskerville Old Face
Preface Devastation, turmoil, anger and despair. The world in which it all began in was not a pleasant one. Despite this, there was a burning need to bridge the gap across people and cultures as well as pressure for business schools to produce capable individuals to rebuild the economy. This brought individuals together in Liege, August 1946 and later in Stockholm during the last months of 1948, finally resulting in the first International Congress (IC) in March 1949; culminating into what we all now know and love; AIESEC.
Table of Contents Preface ......................................................................... 1 How To Use This Handbook ....................................... 4 The Contributors......................................................... 5 Your First Day ............................................................. 6 What is AIESEC? ......................................................... 7 The Executive Board (EB) ........................................... 7 The Portfolios .............................................................. 9 Outgoing Exchange ....................................................................... 9 Marketing and Communications ................................................ 10 Business Development ................................................................ 10 Finance and Operations .............................................................. 11 Talent Management..................................................................... 11
Settling In .................................................................. 12 Your First Few Weeks .................................................................. 12 Meetings ..................................................................................... 13
Choose Your Own Adventure..................................... 14 Programs, Tools and Systems ..................................... 15 Templates................................................................... 15 Glossary ..................................................................... 16
How To Use This Handbook This document isn’t about how to use Podio or where to find Job Descriptions for Exchange Participants. This document is mainly about how to not get freaked out about what we do here at AIESEC. This document is open for editing. Once you’ve read it, help us make it better for other new people. Suggest new sections, or change the existing ones. This document was recently introduced, so we’re open for feedback as well. Suggest things to add to the Glossary. We’ll collectively review the changes and add them into future revisions of this handbook. Suggestions, comments, and/or death threats should be either sent to Thinh or Faiz (death threats preferably to Faiz).
The Contributors Faiz Rahmansyah Writer (really just copied other peoples work) I wrote the content for this document (not really) and shoved it to Thinh to finish everything off (pretty much everything) and write the extra content like this page. It was a wise decision.
Lam Nguyen Proofreader My name is Lam, I am Vietnamese and Talent Management Member. I have a Masters in Linguistics (Portuguese) at Lê Chết University. My job is to check for spelling and grammar errors in this doceuments.
Thinh Ho Editor, Designer, and Finisher Off…er I made this handbook less bland (where I was allowed to) and inside jokes you won’t get.
Your First Day So you’ve filled out the application forms, gone through the interviews and now you’re here at AIESEC QUT. You know that one guy’s name, who happens to be either Faiz or your Vice President (VP) that contacted you to tell you that you’re now one of us. You’re even sure where the office is (hopefully… otherwise it’s at GP –Z Block Level 7 Room 744/745!). AIESEC QUT has a distinct way of doing things that will make this the best platform for you to develop, but it can take some getting used to before you even get in your groove. This booklet was written by people (well, someone… well people now since you’ve given it to Thinh to finish it off) who has been in your position and wishes that he or she had this in their possession to make their first few weeks as easy as possible.
Figure 1: Location of Offices
What is AIESEC? AIESEC is the global youth network impacting the world through leadership development experiences. Present in over 124 countries and territories and with over 100,000 members, AIESEC is the world’s largest youth-run organisation. We are run by youth, for youth, and we envision ‘peace and fulfilment of humankind’s potential’. AIESEC was founded in 1948 in postwar Europe where a group of young individuals from 7 countries, determined to create change, came together to create an organisation that aimed to “expand the understanding of a nation by expanding the understanding of the individuals, changing the world one person at a time”. In a world where we face many different global challenges at different times, we believe the solution is to develop responsible and entrepreneurial young leaders today who will choose how the world will be like tomorrow. The way we do things is unlike any other organisations in the world. We provide practical leadership experiences by living and delivering international exchange programs that develop leadership in others. In doing so, young people are exposed to a global learning environment where they have the confidence to learn and the freedom to fail. With 65 years of experience, AIESEC is committed to creating change agents that will make a positive impact on society. AIESEC has been present in Australia for 50 years and has been operating from QUT for more than 25 years.
The Executive Board (EB)
Nadine Mudalige
Anthony Lin
President
Finance and Operations
Nadine is currently studying Aerospace Avionics Engineering, but when her head’s not full of mathematics, she has a successful acting career appearing in hit TV shows like “The Office”.
Changed from Medicine to Accounting for the girls. An avid chef, still deciding on his signature dish, but suspects it will end up being packet noodles.
Faiz Rahmansyah
Joel Lim
Talent Management
Exchange Management
Handpicked for the role after becoming valedictorian in his certificate in History of Ice Cream at a local community college. Unfortunately a Manchester United Supporter.
Served 4 years for the Singapore Armed Forces in the Special Operations Task Force. Has conducted over a dozen Exchange Participant hostage extractions in his time in AIESEC.
Jason Tye
Thinh Ho
Business Development
Marketing and Communications
Unfortunately is also a Man. United Supporter. His family runs a monopoly on fly screen doors in South East Asia. He loves virtual executive board meetings because they run so smoothly.
He flies planes and runs his grandfather’s beet farm up in Gympie. He’s also the Dungeon Master when the EB plays D&D. Also designated driver of the EB as he does not drink.
The Portfolios Outgoing Exchange Exchange is AIESEC’s core program in developing and empowering youth leaders. Members of the Outgoing Exchange team facilitate and deliver AIESEC’s Go Volunteer and Go Teach programs, providing students the opportunity to develop their leadership by volunteering abroad and making a positive impact in developing communities. The main duties of the Outgoing Exchange team involve assessing and recruiting exchange participants, finding an exchange program that suits their preferences, and preparing them for the experience of a lifetime. Through this process, the Outgoing Exchange team ensures that our exchange participants make the most out of their experience. Being part of the Outgoing Exchange team allows you to develop your communication and interpersonal skills, develop a global network and gives you practical experience in customer relations. This portfolio allows you to engage with people who are passionate about making a positive difference in the world. Through facilitating exchange experiences, you are indirectly impacting developing communities around the world.
Marketing and Communications The Marketing and Communications (MaC) team is responsible for increasing AIESEC’s reach to a greater and wider audience on campus. Basically, the MaC team is responsible for getting the word about AIESEC out there! This means taking charge of various social media channels, dealing with public relations, designing brochures and managing online and offline campaigns – with or without previous technical experience. Core responsibilities undertaken by MaC members involve: creating and executing marketing campaigns, social media branding, communicating AIESEC to different stakeholders and researching for various advertisements opportunities on campus. Members of MaC gain numerous practical skills such as marketing and public relation experience, graphic design and effective communication skills, whilst also developing their teamwork ability. Business Development The Business Development team creates opportunities within Australia for overseas youth to come and develop their leadership and entrepreneurial potential through exchange. Business Development members develop and carry out the exchange for participants; this encompasses the incoming Global Internship Program (iGIP). The iGIP program provides Australian businesses with access to a global network of talented and passionate youth, adding diversity and innovation to their organisation. The Business Development team develops relationships with external organisations and companies to provide placements where these global youth can offer their skills and services, while also developing a responsible and entrepreneurial leadership in a global environment. Members, as business development officers, develop negotiation and communication skills to develop partnerships, as well as stakeholder and resource management skills to deliver the exchange experience.
Finance and Operations While most people would see Finance as an accounting and handling the financial side of the organisation, it is only a small part of the portfolio’s function. ‘Operations’ includes the critical analysis of an organisation’s operations and utilising the resulting data to make investments and functions more efficient and achieve better results. It is vital to the function of AIESEC QUT, and is responsible for the direction and growth of it as an entity Members in the Finance and Operations team will develop handful of skills by the end of their term. This includes budgeting, strategic planning and making investment decisions. Aside from that, the F&O team is also responsible for ensuring the high-quality customer experience for students going on an AIESEC exchange. Talent Management Talent Management (TM) is often likened to Human Resources. In some ways they are very similar, however HR is used to describe the individuals who make up the workforce of an organisation, whereas TM refers to the practises of attracting and integrating new members, developing and retaining current members to meet current and future objectives. Essentially, the role of TM in AIESEC QUT is to assist in the development of members on a personal and professional level through understanding the purpose of AIESEC. Members in TM will develop and understanding aspects of human resources including development, tracking, culture building and organisational behaviour.
Settling In Your First Few Weeks So you’ve survived your first week of being an AIESECer. You’ve attended your first Local Committee Meeting (LCM) and you’ve met people other than your VP. You’ve been to the office once or twice, but you probably still don’t remember the password to unlock the door. This section will guide you through what your initial engagement with AIESEC. Checklist: • Create myaiesec.net account o When you first meet your VP, it’s important that you get yourself registered onto myaiesec.net. This domain is the core of your AIESEC journey. Your VP will most likely guide you through this process. • Create AIESEC mail o Once you’ve created your myaiesec.net email, your VP will guide you through creating an AIESEC mail. This is essentially Google account, and you will be using this platform as your main channel for formal communications, both internal and external • Google Calendar o Now that you have created your aiesec.net mail, create your calendar and update with all your classes, work schedules, even when your gym session is. This helps your VP and others if they wish to set a meeting with you; all they have to do is look at your calendar and see when you’re free! • Registering for State Conference o If you’re lucky enough to have a State Conference after you’re recruited, run to your computer right now (if you’re not on one already) and register as soon as possible! Conference will be one of the best experiences you’ll have in your AIESEC journey with the new knowledge you will gain and number of new friends you’ll be making! Queensland State Conference will have both AIESEC QUT and UQ delegates. Regionalism! Or, should I say, Rhi-Gi-Nalism! (Our State Manager for 2014 is Rhi and UQ President is Ginevra)
Meetings In your AIESEC journey, one thing will make up the most of your weekly duties; meetings! This can range from Local Committee Meeting (LCM) to Individual Meetings (IM). What’s the purpose of each of these meetings?
Local Committee Meeting (LCM) LCMs are the biggest meeting in AIESEC QUT. This is a touch-point where every member of AIESEC QUT comes together. LCMs are unlike your usual team meetings; we don’t talk about the tasks our portfolio did last week, rather it is more focused on educating every member with the knowledge needed in that period. Not only that, we start off LCM with Roll Calls. LCMs are held on a weekly basis, and it is compulsory for you to attend this as well. *Roll Calls are dances that local committees or national entities have and is used as a way to break the language barrier at International Conferences.
Team Meetings Team meetings are probably more familiar with you, especially since you’ve most likely done a group project and have a weekly meeting with them. Team meetings are conducted by your VP and only you and other members from your portfolio sit in the meeting; don’t be surprised if you have visitors though for that cross portfolio synergy (woo buzzwords)! Your team meeting will generally start off with a check in on your personal life, followed by an update of your tasks and what action steps will the team take to move forward. Team meetings are held on a weekly basis, and it is also compulsory for you to attend this.
Individual Meetings (IM) Another meeting… again? Don’t let this bother you too much! IMs are generally held once in a while, or pretty much when you or your VP requires having one. Individual meetings are generally more personal between you and your VP and the topic of discussion will be more focused on your particular role and how you’re contributing towards it. Just like any other meetings, IMs are compulsory however it is not done as regularly as other meetings.
Choose Your Own Adventure Six months of your AIESEC journey has passed, and maybe you’ve decided that your role was too boring, didn’t align with what you want, or maybe you just wanted a different challenge. Does that mean you should quit AIESEC? Absolutely not! Here in AIESEC QUT, we aim to offer you with as many opportunities as possible. When specific opportunities are open, such as Organising Committee President (OCP), a Team Leader position or even a facilitator role, we encourage you to pursue these options. What if you don’t want to stay in the same portfolio and want to move to a different one? This is generally not an issue; however, the team which you would like to move is very dependent whether they have a specific role open or not. Just remember, not every role is the right role for you. If you ever feel that your role is not the way you expected when you first joined, or the role becomes less of a challenge to you, come to us (your VP) and be honest with how you feel. We want to help you as much as we want you to help us! I myself (Thinh) have been in 3 portfolios (External Relations, Finance and now Marketing) in just one year at AIESEC.
Programs, Tools and Systems This is just a quick rundown of some of the main programs/tools/systems that we use around AIESEC QUT that you will probably hear about. Most likely your VP (if they’re any good at all) will be responsible for education in these programs. myaiesec.net This is an internal website that acts as the international HR database as well as a database for exchange programs. This will be mainly be used by the Exchange Management team. It also acts a file depository and a wiki that provides information on several topics. Podio Podio is the national Customer Relationship Management tool. It can also be used for forms, data warehousing, team tracking, and a multitude of other things. Google Account Having an aiesec.net email account means you get a Google Account. This lets you use Google Docs and Google Calendar which are used quite a bit at AIESEC QUT in our daily operations. WordPress This is the content management system used for the AIESEC QUT website. It consolidates a lot of functions and includes our mass emailing tool (MailPoet), form creator (Gravity Forms), and blog. These are your main tools that a lot of the portfolios use. However, there are many not listed here such as social media accounts and whatnot, but these are more specific to each portfolio.
Templates To make your life easier (and not spend 20 minutes trying the line up the AIESEC logo to the edge of your document‌it actually happened I swear!), templates have been created for Microsoft Word documents and PowerPoint presentations. These can found at: http://www.aiesecqut.org/templates
Glossary These are just basic terms to get you started for now. Unfortunately, there are a lot more, but not as much compared to the amount in the aviation industry. BD F&O MAC OGX TLA TM EP GCDP GIP TN iGCDP iGIP oGCDP oGIP LCP MCP MCVP OCP PAI TL AI EB NST RB LC MC FACI MRB
Business Development Finance and Operations Marketing and Communications Outgoing Exchange Three Letter Acronym Talent Management Exchange Participant Global Community Development Program Global Internship Program Trainee Nominee Incoming GCDP Incoming GIP Outgoing GCDP Outgoing GIP Local Committee President Member Committee President Member Committee Vice President Organising Committee President President of AIESEC International Team Leader AIESEC International Executive Board National Support Team Regional Board Local Committee Member Commitee Facilitator Member Review Board