AIESEC Ateneo de Manila University INCOMING EXCHANGE DEPARTMENT
GEN X: MECHANICS ‐ ‐ ‐ ‐
Each team is composed of 5 members They shall be responsible for RAISNG, MATCHING and REALIZING a TN They shall be in constant communication with their respective TNs and the ICX team They shall be constantly coached and mentored by ICX and ER Officers through out the X process
REWARDS SYSTEM ‐
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For every non‐DT (MT, ET,TT) Realization, your team gets P1,000. You can utilize this amount for all AIESEC initiated activities, which is subject to the approval of the Executive Board. You may use this for conferences, plane fare for conferences or internships, service and reception activities, etc. The first team who gets to RAISE, MATCH and REALIZE will get a P500 additional for their funds.
COMMUNICATIONS SYSTEM ‐ ‐
The ICX department will have their weekly meetings with all the teams. At least one member of each team should be present. Your team may address concerns and challenges during this time. If there should be no meeting, the team should send a weekly update to the VP for ICX.
TIME LINE NOVEMBER‐ DECEMBER DECEMBER‐ JANUARY JANUARY‐ MARCH
RAISING (Marketing, contract signing) MATCHING (Promotions, interviews, pre‐arrival preparations) REALIZATIONS
AIESEC X JARGONS TN/EP
STATUS
TN: Trainee Nominee EP: Exchange Participant
The partner company/organization of AIESEC which will be accepting foreign interns to work for them.
RA: Raise
The trainee who will be sent out from their country to work with the partner companies/organization of other AIESEC countries.
MA: Match
RE: Realize
Once a contract has been signed with a partner company/organization, they answer a job questionnaire in which they specify the trainee that they would need for their company. This form is considered to be RAISED when it is uploaded in MyAIESEC.net. A TN is considered to be matched, when a suitable foreign trainee has agreed to work for the organization/company. All foreign trainees are also subject to the approval of the TN. A TN is realized once the foreign trainee sets foot on Philippine soil.
Traineeship Type
DT: Traineeships around community development issues Development Focused on social sciences and voluntary work Traineeship NGO’s, CSR’s The only traineeship that does not require organizations to pay for their trainees ET : Traineeships around education issues Education Focused on teaching languages and cultures Traineeship TT: Traineeships around technology issues Technical Focused on IT, electronic and communications engineering Traineeship MT: Traineeships around management issues Management Focused on marketing Business Administration Traineeship Accounting, Finance and Human Resources
INCOMING EXCHANGE PROCESS FLOW
MEASURABLE RESULTS
*Refer to the succeeding pages for more detailed explanation of each process
Companies contacted TNs Raised TNs re‐raised Amount of income Number of members participating in exchange
TNs Realized TNs re‐raised Number of members participating in exchange Quality of Exchange for TN Partners
TNs Realized LC Partnerships Promotions created Number of members participating in exchange
Trainee events Number of participants per event Learning Activities Number of members participating in exchange Quality of Exchange for Trainees
Internal Market Research and Segmentation: Responsibility of MATCHING • Research on the availability and trends of the trainee pool available on AIESEC.net. o What types of traineeships most in demand? o How long do trainees prefer to stay in the country? o When are the trainees interested in arriving in the Philippines? o Are there local committees who are interested to do pocket recruitment? • Foster partnerships with different local committees who are willing to send their trainees to the local committee. • All results of this research must be communicated with the whole incoming exchange team, especially to the TN Sales and Marketing. The information drawn from this is useful in targeting companies and organizations to participate in the exchange program. External Market Research: Responsibility of TN SALES AND MARKETING • Given the information that the Director for Matching has passed over regarding the internal market of the organization, the Director for TN Sales and Marketing is responsible for surveying the companies and organizations that AIESEC Ateneo de Manila University may partner with to serve the potential matches and realizations. Marketing: Responsibility of TN SALES AND MARKETING • Once targeted companies and organizations have been established, create connections with these entities through: cold calls, electronic mail, conversations, seminars and all other available mediums. It is important to creatively sell the exchange program at this stage. o Always utilize the available connections (with the alumni, officers, members, applicants and other stakeholders) o Work with the External Relations Department (more specifically, the Director for Corporate Relations) in creating these connections o Send out marketing proposals to various entities • Once contact has been made, set‐up an appointment with them to further expand on the discussion of the exchange program. • Individuals doing the company call should have an adequate knowledge about exchange. Bring a confident and professional attitude, and dress appropriately. One should have at hand the following: o Hard copy of the Marketing Proposal o Hard copy of the TN Job Questionnaire (with the TN Contract) o TN Presentation o Other necessary promotional materials (i.e—brocuhure) • If the company or organization remains to be unsure of the program, be aggressive in always following up with the developments of the process in establishing the partnership. Contract Signing: Responsibility of TN SALES AND MARKETING • Once matters have been discussed, establish a clear contract with the organization—the needs, demands and expectations of both parties should be clarified, and agreed upon by those concerned. Ask from the company a point person who shall be responsible in facilitating the partnership with AIESEC. • Ask the company to fill the TN Job Questionnaire. Assess whether their form is easy to match. Advise the company to alter some preferences if this is not so. • Turn over the accomplished TN Job Questionnaire, and the contact number of the point person in the company to the TN Account Management. Assure that this transition process is clear with all those concerned. Upload TN form: Responsibility of TN ACCOUNT MANAGEMENT Upload form in the system (use an e‐mail address which is frequently checked). Inform the Director for Matching of the new form that is available in the system.
Matching: Responsibility of TN ACCOUNT MANAGEMENT and MATCHING Both TN Account Management and Matching should also assure that the form of the company is matchable and meets quality standards to the available trainees on the system. TN Account Management Matching The TN Accounts Manager receives The Director for Matching searches the applications from various trainees who are interested system (tracker forms, website, etc.) for eligible in applying for the program in the e‐mail address that trainees for the TN partner. Once potential trainees s/he used for the form. It is under the discretion of have been found, contact these trainees and offer the director of whom which he/she deems to be them the program which they are compatible with. eligible for the program. Reply to all applications that All trainees who accept and have agreed upon the will be received—even if it means sending a letter of terms of the TN partner, forward all necessary regret. documents and contact information to the Director for Accounts Management. Both the TN Accounts Manager and Director for Matching are responsible screening the potential trainees for the TN partner. Assure that these trainees are of quality and are able to meet the demands and expectations of the TN. Matching is also supposed to utilize all mediums available (AIESEC.net wiki and classifieds) in promoting the exchange opportunities with the local committee. S/he is responsible for maintaining and updating these avenues for promotions. Furthermore, s/he should also foster partnerships with other local committees so as to maximize the availability of exchange participants. TN Account Management then compiles all the necessary documents (Curriculum Vitae, Resume, Motivation Letter, Letter of Recommendation, EP Form, etc.) of the potential trainees. These are then to be forwarded to the contact person of the TN partner at a regular basis (weekly, bi‐monthly etc.) An initial screening will be done by the TN partner through the review of their documents. The results of this selection should be communicated with TN Account Management. It is the responsibility of the said officer to constantly follow‐up regarding this. All results should be communicated with the eligible trainees. Once the TN has selected trainees they would wish to have a second interview with, the TN Account Manager is going to be responsible for setting the appropriate time and medium for both parties to have the meeting. Once the TN has decided on accepting a particular trainee— TN Accounts Management ask from him/her or his/her EP manager to send their Exchange Participant Acceptance Note. When the EP AN has been received—send also the Trainee Nominee Acceptance Note to the EP manager and the EP. Remember that the TN AN requires the signature, organizational stamp and registration number of the contact in the company. Indicate in the Acceptance Note the following details: timeline, visa processing, accommodations, cost of living, culture, and other important details of the arrangements of the traineeship. Once AN’s have been exchanged, clarify again with both the EP his/her EP Manager is absolutely certain about the exchange opportunity they have applied for. Once this clarification has been communicated, change the status of the form to “matched”. Once the trainee has been officially matched, turnover the communications with the trainee to Service and Receptions. *Important note: the TN Account Manager should also, at all times, document all files and communications with both the TN and the EP. In case of any breech of the contract by any of these entities, these documents may serve as evidence.
Pre‐ Arrival Preparation: Responsibility of SERVICE AND RECEPTIONS Once a trainee has been officially matched to the local committee, it is the responsibility of Service and Receptions to prepare the trainee for his/her upcoming traineeship. Send an initial e‐mail introducing what the trainee should prepare for: o Visa application and Working Permits (send in all documents that the trainee would need) o Arrival (Ask for the time, date and flight number of their arrival. Also, remind the trainee that upon arrival, there should be two waiting areas, and they should go to the one situated on the ground floor, and not the upper floor) o Accommodation (will it be provided for? If not, how much will it cost? State also the living conditions that the trainee should expect in this environment) o Cost of living (it is advisable for the trainee to bring $ 1,000.00 USD per month, if housing is not provided for) o Clothing (suggest for the trainee to bring in attires appropriate for the nature of work and the weather in the country) o Culture (introduce common cultural practices in the Philippines) *Important note: It is recommended that Service and Receptions have a standardized toolkit that they may send to the trainee. There should also be a standardized form for the trainee to fill in their answers to the LC’s inquiries Accommodate all inquiries of the trainee about his/her traineeship. Consult with the TN Manager all job details. Also, ask the trainee of their expectations of their experience for their traineeship. Assure that all details have been ironed out before the arrival of the trainee. Airport pick‐up and accommodations should be primarily ready for the arrival of the trainee. Airport Pick‐Up: Responsibility of SERVICE and RECEPTIONS Given the date and time of the arrival of the trainee, be there at around 30 minutes after the arrival of their flight. Track the progress of the flight on this website: http://www.flightstats.com/go/Home/home.do It is advisable that two individuals do the airport pick up. Bring the trainee to their respective housing arrangements. *Important Note: Upon the arrival of the trainee in the country, inform the TN Account Manager to turn the status of the form into “Realized” Community Integration: Responsibility of SERVICE and RECEPTIONS The trainee should be well acquainted to the members of the various local committees in the country. To do this, arrange welcome dinners for all the trainees. For those whose arrivals are near each other, a joint‐dinner may be planned. Also contact other local committees for their welcome dinners so as to entice more people to attend. Prepare a welcome kit inclusive of the following materials: o Map of the city (or area of their work) o Prepaid Sim Card o Directory of officers‐in‐charge (LCP, VP ICX, Directors under ICX) o Philippine Delicacies and Souvenirs o Survival manual Arrange cultural trips and city orientation for the trainee. o Visit historical places o Taste Philippine Delicacies o Experience Public Transportation
Continuous Servicing: Responsibility of SERVICE and RECEPTIONS During the stay of the trainee, Service and Receptions should assure that the trainees are having an optimum AIESEC exchange experience. Always check up on the trainee of their status and their needs. Assure that their reasonable expectations are met. Service and receptions should attend to all emergencies. Inform the team and all those concerned in case of such fortuitous events. Invite the trainees to all the activities that they may participate in: learning activities, cultural presentations, STAMM, and other events that. Contact also other local committees of their events. *Important note: Assign a buddy system (applicant/member and a trainee) to follow‐up on the trainees’ developments It is also important for Service and Receptions to assure that the visa of the trainee is valid throughout their stay. They are responsible for arranging any processes that may be required to extend the validity of the trainees’ stay in the country. Internship Progress: Responsibility of TN ACCOUNT MANAGEMENT TN Account Management should remain in contact with the TN Partner that each trainee is working for. Assure that all their reasonable expectations are met during the duration of the exchange internship. In times that the trainee would have a chance to participate in an AIESEC event that may come against the schedule of their jobs, TN Accounts Management should request for the TN partner to excuse them of their duties during the particular time duration. Re‐Integration Responsibility of SERVICE and RECEPTIONS A farewell dinner, or another event that may replace such, should be in order. All members, applicants, officers and other trainees should be invited as well (like the welcome dinner). It is advisable for the LC to provide a farewell gift for the departing trainee. Airport servicing is also advised for the trainees’ departure. Re‐signing contract: Responsibility of TN ACCOUNT MANAGEMENT After the trainee has left after their internship, assess with the hosting TN the performance of the trainee and their experience. Also, discuss with the TN partner the possibility of hosting other trainees into their company. Draft another contract and fill another TN job questionnaire if it is needed.