Outgoing Preparation Booklet: AIESEC

BOOKLET

Table of Contents 1. Congratulations

9. Health Information

2. Abbreviations 3. What is AIESEC 4. The Leadership Development Model 5. Expectation Setting 6. Cultural Preparation 7. Exchange Program Policies

10. Safety Information 11. Arrival Process 12. Pre-Departure Tips 13. Documenting your Trip 14. Mandatory Checklist

8. Procedures 15. Contact Sheet

You are officially going abroad this Summer on an AIESEC Exchange on a Global Volunteer Program.

Congratulations!

In this booklet you will find everything you need to know to prepare you for your experience abroad.Â

BUCKLE UP FOR

ABBREVIATIONS We’re big on abbreviations and you’ll see them mentioned frequently throughout the booklet. Here’s a guide for reference

EP: Exchange Participant Someone between the ages of 18-30 who goes on an AIESEC exchange (that’s you!)

EPM: Exchange Participant Manager An AIESEC member who is your point of contact for questions, concerns, help, and support!

LC: Local Committee

A committee of AIESEC members on the university level

MC: Member Committee A committee of AIESEC members on the national level

OP: Opportunity

The program you are going on this summer

OPM: Opportunity Manager The program manager from your destination country. They are the experts on your program and all details related to your experience abroad. Be sure to be in contact with them over WhatsApp!

LDM: Leadership Development Model LDA: Leadership Development Assessment

AIESEC WHAT IS IT?Â

After World War II, recovering European countries were in desperate need for leaders. The war had severely damaged relations between European nations, and many members of the community felt steps needed to be taken to address this problem.

AIESEC was founded in 1958 to address these concerns. Students from Belgium, Denmark, Finland, France, Netherlands, Norway and Sweden came together and composed a constitution for the new organization and defined its purpose as “to expand the understanding of a nation by expanding the understanding of the individuals, changing the world one person at a time.� In the first year of AIESEC's existence, 89 students were exchanged among the member nations.

AIESEC annually offers over 27,500 leadership positions and delivers over 500 leadership conferences to its membership of over 100,000 students. It is present in over 2,400 universities in its 127 member countries and territories across the globe and its international exchange program that enables over 27,500 students and recent graduates the opportunity to work or volunteer in another country. AIESEC is supported by over 8,000 partner organizations.

Learn more at http://aiesec.org/about-aiesec/story/

WHY WE DO WHAT WE DO It’s every young person’s responsibility to take a positive role shaping the future of our planet.

We believe every young person deserves the chance, and tools, to fulfill their potential.

Through self-driven global experiences. We enable them to see the world, make a real difference and discover what truly matters to them.

WHAT AIESEC consists of over 122 youth-led member committees around the world. They each manage and deliver exchange programs which are made possible by thousands of partner organizations and active volunteer and full-time members.

Each committee facilitates the running of AIESEC on a global, national and local level.

To this day, over 110,000 youth have developed their leadership abroad through AIESEC.

WHO WE ARE

our

LEADERSHIP DEVELOPMENT MODEL By delivering standards, AIESEC facilitates an Inner & Outer Journey that develops the leadership qualities of our members and customers.

The Leadership Qualities: Describes the leadership we develop. It consists of 4 qualities and 12 defining elements. The goal of each AIESEC experience is to provide opportunities for members and EPs to develop these leadership qualities.

SATISFACTION

INNER & OUTER Inner and Outer Journey JOURNEY

Standards and Satisfactions are delivered by AIESECers so that an EP can go through a fulfilling outer journey.

The Outer Journey is defined by: Individual responsibility and goals Challenging role and environments Interaction with multiple stakeholders Support System The inner journey is the personal growth of an EP as they experience the outer journey.

LDA RESULTS What do you notice about your results?

Do you think they are accurate?

What do you hope to improve, and what steps will you take?

Find your LDA results on your profile at opportunities.aiesec.org

 Developing clear expectations for your Individual Responsibilities and Goals experience is the best way to prepare, both mentally and logistically, for your time abroad.

Be aware of: Your Job Description Working Hours / Days Work location (School? NGO?) Responsibilities Goals Who you will be working with Language requirements Prior planning needed before arrival Materials you may need to bring Transportation to/from your place of work

Contact your Opportunity Manager with questions about expectations

know before you go!

1) Research the history and facts about your host country. Are there rules and regulations you might not be accustomed to, in regard to behavior, dressing, smoking, alcohol, etc?

2) Research the weather, food (common dishes), and language (common expressions), areas you want to visit while you are there, transportation 3) Communicate with the opportunity manager about your accommodation. Are you staying with a host family? In a hostel? Apartment? Shared rooms?  Or single? Accessibility to facilities (hot water, internet, washing machine?) Will food be provided or is it an extra fee?

Keep an open mind: AIESEC programs offer you a purpose for independent travel. Do not expect 5 star accommodation. You are putting yourself in another culture to experience that culture and country as the locals do for an immersive, challenging, rewarding, and life changing experience.

*Remember that you are an ambassador of the US and UNC Chapel Hill. Be considerate of others around you and open to the challenges of a new culture.

Culture shock might not just be one wave and then be over- it can be underlying in your entire stay. You might not notice that you have it, or you might never have it at all. It can last for a long time or a short time.

While culture shock is different for everyone, one experience is not more normal, good, or bad than another. If you experience culture shock it’s both natural and expected, and if you don’t, it doesn’t necessarily mean you didn’t explore the culture deeply enough.

Stages of Culture Shock Honeymoon Stage: The differences between the old and new culture are seen in a romantic light. Just having moved there, you love the new country - the food, the way of life, the language, and the people.

Negotiation Stage: Differences between your native culture and host culture become more apparent - what was charming at first might now cause anxiety, frustration, or anger. You might find yourself offended by things that would be offensive or not normal in your native culture. There is pressure on your communication skills to manage the transfer from one environment to another You might find it difficult to adjust to the food and drink, feel lonely or homesick, and find difficulty to creating meaningful relationships.

Adjustment Stage: You grow accustomed to the new culture and develop your own routines and come to know know what to expect.

You start accepting the culture and its ways with a positive attitude because it is all starting to make sense.

Outcomes of Culture Shock Rejection: You find it impossible to accept the new culture and integrate. You isolate yourself and only see return to your own culture as the way out. People in this stage generally have the biggest problem re-integrating upon going home.

Assimilation: Some people integrate fully and take on all parts of the host culture while losing their original identity. This is called cultural assimilation. They normally move to the host country permanently.

Blending: Some people adapt to the aspects of the host culture they see as positive, while keeping some of their own and creating their unique blend. They generally don't have major problems returning home or relocating.

You don't have to experience all of these to have culture shock, and still experiencing some of the symptoms like homesickness or irritability doesn't necessarily mean you have culture shock either. excessive concern over cleanliness feelings of helplessness and withdrawal irritability desire for home and old friends physiological stress reactions homesickness boredom withdrawal getting "stuck" on one thing Excessive sleep Stereotyping host nationals Hostility towards host nationals anger mood swings

This can happen when you return back to the U.S. after you've grown accustomed to the culture of the host country, and you can experience the same effects as in a regular culture shock. Â It can often be more difficult to deal with reverse cultural shock than regular culture shock.

Luckily, AIESEC Chapel Hill will host a reintegration seminar where you can reflect on your experience abroad with other and learn about ways to cope with reverse culture shock with other EPs.

The bylaws of AIESEC International are guidelines that all AIESEC local committees are expected to follow.

They are legal rights that EPs have and abide by. The  next few pages will cover EP rights and responsibilities.

Follow privacy policy Follow complaint procedure: actively participate in negotiation and resolution of issues Understand role as an ambassador of the USA Educate themselves on the country of exchange Must behave in accordance of: legal policies, life conditions, safety, cultural norms Inform Hosting Entity about personal situations or requirements: need to be talking to project managers in addition to EP Manager Inform Hosting Entity and take a proactive role if they intend to be involved in AIESEC activities during the exchange Submit a visa application within 2 weeks of being approved and cover visa costs Hold a valid passport Have sufficient funds to cover all transportation expenses to/from host country Must have sufficient funds to cover all living expenses for the entirety of the exchange

1) EPs can review the visa/work permit regulations for the host country prior to the purchase of a travel ticket to the country 2) EPs can participate in reintegration activities 3) EPs understand the conditions under which withdrawal from exchange can be done without financial penalties 4) EPs should be educated on The AIESEC Way and the Opportunities Portal

As a customer of our product, you are also given a right to report when something goes wrong.

Complaint Procedure International: Internal Control Board

National: Contact sending MC and ECB tries to resolve the problem Local: EP contacts sending LC about the problem and tries to resolve problem again Internal: EP tries to resolve issue with hosting LC and OP organization

levels of conflict resolution

Other Tips: 1) Always email. Email your EP manager and Vice President immediately about any problems or complaints you might have 2) Always tell your EP manager. Making us aware of problems earlier will help us solve them together more quickly.

We'd be sad to see you go but we understand if it is necessary.

Conditions I.EPhasnotreceivedallthenecessarydocuments 1.visa/workpermitapplication(includinginvitation)from hostingentitywithin2weeksofapproval II.EPwasnotinformedofthe2weektimelinetoapplyfor visa/workpermit III.Adelaywascausedbya3rdpartyinobtainingatravel ticket,andthisdelayfundamentallychangestheconditionsof theexchange(proofrequired) 1.visa/workpermitregulations IV.EPhasanemergencyintheirfamily(proofrequired) 1.Cannotreapplyfor6weeks V.TheEPbecomesillandthesituationcouldbedangerousfor theirhealth(proofrequired) VI.TheEPmaybeindangerduetotheareawheretheyare workingbeingformallydeclaredinemergency 1.Naturaldisasters,peoplerevolution,orterrorist attacks VII.EPdoesnothaveanofficialworking/livingpermitupon arrival

VIII.JobdoesnotmatchtheJobDescription 1.Changesthenature/purposeofthejob 2.PutstheEPinadisadvantagedstatephysically/financially 3.Episexpectedtotryandresolvetheissuewiththehostingentity andtheOPtakerfirst* IX.EPisdiscriminatedagainstintheworkplace, 1.Race,color,gender,sexualorientation,creed,religion, nationality,ethnicity,socialorigin,orage X.EPissexuallyharassedattheirworkplace XI.OPTakerdoesn’tprovidebasicworkconditionsorimportant benefitsincludedintheapplication 1.TheirabsencemakestheEP’sjoborlivingconditionstoo difficult/impossible 2.EPisexpectedtotakestepstoresolvetheissue,including contactinghostingentity,andparticipatinginnegotiationswiththe OPtakermeanttoresolvetheissues

Refund Criteria: (EP stands for “Exchange Participant” and TN stands for “Traineeship” - the volunteer program) (a) The EP’s visa application is denied: (i) the next Exchange Fee shall be free if the match happens within 12 months of the opportunities.aiesec.org after the match is broken online; or (ii) the EP can apply for a refund for Exchange Fee. (b) The Hosting Organization with which the EP is matched to withdraws from the TN: (i) the next Exchange Fee shall be free if the match happens within 12 months of the opportunities.aiesec.org after the match is broken online; or (ii) the EP can apply for a refund if no suitable alternative TN can be found. (c) The EP becomes ill and completing the Traineeship could be dangerous for their health; or (d) The EP has an emergency in their close family (meaning the parents, grandparents, children and siblings of the EP). (e) AIESEC US reserves the right to withhold payment of a refund on fulfilment of the criteria set out above where: (i) an EP has rejected a match and AIESEC US, at its sole discretion, decides that the match is in fact a suitable one, taking into account the requirements outlined by the EP on their CV and preferences; or (ii) AIESEC US, at its sole discretion, deems that the reason for there being no match is due to weaknesses in the EP's application; or (iii) AIESEC US, at its sole discretion, deems that the reason for there being no match is due to a lack of pro-activeness on the part of the EP in searching for and applying for suitable TNs.

Refund Process: Application Process 1. Applicant needs to fill out an application form 2. Application needs to be submitted within 90 days from the day exchange fee is charged; 3. Attach any supporting document that helps us understand the reason of refund with the application form (e.g.: email threads, photos, description of the case, etc.)

Review Process: - AIESEC US National Committee will review your application and decide on whether to distribute a refund.

- If the application is rejected, AIESEC US national staff will send the applicant an email with reasons of rejection.

- If the application is approved, AIESEC US will send the applicant an email to request the following information to process the refund: credit card number, name on credit card and date of expiration of credit card.

- If no response is received after 10 days, no refund will be processed and your refund application will be rejected.

Refund Application: The application needs to be submitted at bit.ly/aiesecusrefund All supporting documents such as email threads, receipts of payment, or photos etc. should be sent along with the application.

If you have any questions, please email:

Rosie, MCVP oGV rosief@aiesecus.org

Remember to leave a testimonial after the end of your exchange! You will be asked to rate the Local Committee and opportunity of your program via a survey that sent out after your exchange.

Health Information Check out CDC's site for info on vaccines, medication, and country-specific advice Be aware of your health background in context of your destination Bring all your prescription medications/inhalers -Pack extra -Carry medications in their original labeled containers -Pack them in your carry-on bag -Get generic equivalent name from your doctor, in case you need to purchase additional medication abroad -Get a letter from your physician in case you are questioned about your carry-on medication Write down the following emergency contacts: -Host Family -AIESEC at LC Abroad -EP Manager -Family Emergency Contacts Health Insurance -Check to see if your current insurance provides travel coverage -We recommend 7 Corners: https://www.sevencorners.com/#start

In case of... a medical problem: See a doctor your host family is familiar with Look up doctors in the city you are traveling to that have experience treating US citizens Contact AIESEC in the host country Inform emergency contacts and EP manager

a medical emergency: Get to the nearest hospital Call the number on your travel insurance card Contact local and emergency contacts and EP manager Put us as an emergency contact

*Upon arrival, visit local hospitals and confirm that your health insurance card will be accepted there

Safety Information ***MANDATORY : Register your trip with the U.S. State Department STEP programtravel.state.gov Read ALL the info about your country on travel.state.gov Register with US Embassy here and abroad, and keep that information with you while you travel International SOS -Cost is covered by your program fee with AIESEC in the United States - Services are available to you: +Pre-Travel +During travel or assignment +In an emergency -Travel Risk Mitigation Process -Q&A: Learn more about how your medical and security membership can assist you -Register at https://www.internationalsos.com AIESEC Membership Number: 30BYCA089648 -Find out more at: https://www.scribd.com /doc/264404825/aiesec-international-sos-signup-guide

Safety Information cont'd Passport- Make sure it is valid!

Make multiple copies and put one in each of your belongings As a foreigner, must always keep passport on you (virtually or printed copy) Leave the original at your host home Always keep ID with you Contact info -On note cards, write down all relevant local contact info and distribute them in your belongings -Include phone numbers and addresses -Information about where the U.S. Embassy is, nearest hospital is, postal information, etc Money -Use ATMs only where safe -Have at least some local currency before arrival -Call your bank and tell them you will be abroad* -Don’t keep a lot of cash or valuables on you -Get 5 $20 of the host currency and distribute in belongings -Have backup money options -Don’t keep all your money in one place

More Safety Information Safety in your Host Country -Be aware of safety and security threats specific to your host country -Visit travel.state.gov -Avoid dangerous activities and situations -If going out at night, go with a friend -Don’t break laws!

-U.S. passport won’t help you avoid arrest/prosecution -U.S. Embassy cannot get your out of jail

Documents Email a copy of passport and flight information to your host program manager.

Send safety documents to AIESEC Chapel Hill at bit.ly/EPdocuments

General Safety Tips Hold on to your things Walk with a purpose Let someone know where you’re going Don’t pet the strays Don't display money or valuable items Always have a buddy at night Keep your ID / copies of your passport on you at all times Avoid sketchy areas Don’t drink too much Ask your AIESEC buddy about areas to avoid Pay attention & Trust your instincts

Recording your trip Journal Blog Photos Videos *EPs are expected to record their experience abroad through at least one medium for AIESEC showcasing in the fall.

Arrival Process 1) Buy a cell phone (not necessary but recommended), or get a local SIM card 2) Input all your emergency phone numbers and emergency addresses and local contacts to your EP Manager 3) Email your Local Committee your local cell number and local address 4) Come up with an emergency contact and plan with your LC and host family

Traveling Tips What to pack Make a packing list, including medications,documents, toiletries, weatherspecific clothes .

This site can help you get started: http://www.studentsabro ad.com/handbook /packing.php?country=P eru

Language Learn some common phrases before you go DuoLingo is a helpful app for learning the language

Plane Tickets Double check with the OP manager about start/end dates Check prices at STA Travels Tip: book flights between 2-3pm on Tuesdays Forward flight info to EPM and OPM, so that LC in host country can arrange for airport pick-up

Food & Money Do some research and ask your OPM about prices of food and general items so that you can budget accordingly

AIESEC Exchange Participant Checklist Trip Preparation ❏ Check passport expiration date ❏ Recommendation: If this is your first passport or if you need a renewal, check to see if your university provides the service ❏ Make photocopy ❏ Apply for a VISA if necessary. ❏ Check https://www.travisa.com/Visa_Search to see if you need one ❏ Dependent on the program, your VISA should be prepared NO LATER than 2 months prior to your trip. ❏ Student Flights ❏ Check out STA Travel for cost efficient flight information at http://www.statravel.com/cheap-flights.htm ❏ You can create a payment plan if you can’t pay for it all at once ❏ Take screenshot / download flight info PDF ❏ Travel & Health Insurance (mandatory) ❏ You must have travel and international health insurance ❏ We recommend Seven Corners' Student Express Package: https://www.sevencorners.com/student-express#/quote ❏ Your domestic insurance provider might carry to the country you’re going to, but not always, so please check with them first before you decide not to purchase ❏ International SOS (mandatory) ❏ Once your ticket is booked, log in to International SOS via https://www.internationalsos.com/ using the AIESEC account number 30BYCA089648 otherwise they will have to pay. The price is included in the program fee. ❏ This is used only IF there is an emergency when you are abroad ❏ Take screenshot of confirmation

❏ STEP (mandatory) ❏ Register your trip on https://step.state.gov/step/ ❏ This is a federal requirement for students who are US citizens traveling abroad ❏ It is free and used in case of emergencies while you’re abroad ❏ Take screenshot of confirmation ❏ Attend Outgoing Preparation Seminar (mandatory) ❏ Banking ❏ Tell bank/credit card company you will be traveling ❏ Upload documents ❏ Upload flight, iSOS, STEP, and passport info to bit.ly/EPdocuments

Go Abroad ❏ Keep track of your experience abroad by keeping a journal, taking photos, videos, or postcards! ❏ Keep in mind the Leadership Development Model – self-aware, solution oriented, world citizen, empowering others.

Return ❏ Attend the AIESEC Reintegration Preparation Seminar (mandatory)

EP CONTACT SHEET EP: Name: Phone #: Country Cell #:

Host Family Name: Address: Phone #:

AIESEC in Chapel Hill EP Manager: EPM #: EPM Email: LCP:

Lucy Banny

LCP #

+1 704 315 9190

LCP Email:

chapelhill-president@aiesecus.org

AIESEC in _____________ OP Manager: OPM #: OPM Email: Buddy: Buddy #: VP: VP #: VP Email:

U.S. Embassy Address: Phone #

Emergency #s: Ambulance Police

Have an amazing journey!

Send any questions to your manager or to: chapelhill-president@aiesecus.org