EP Booklet AIESEC Sagrado
Made by: Cristina J. Bailey, VP OGX 2011-2012 AIESEC Sagrado
Topics Congratulations!
Brief AIESEC history
AIESEC Sagrado
AIESEC Dictionary
Programs: GIP & GCDP
Stages of Exchange
EP Process: Step by Step
Payment Procedure
Traveling Tips
During the EXCHANGE
After the EXCHANGE
Congratulations! Hi EP!
Once more, I would like to congratulate you for taking a big step in your life with the Internship Experience in AIESEC! Now that you have been officially accepted as an Exchange member, you need to know some basic information about this program itself and AIESEC in general. This EP Booklet is going to be a useful guide to help you with your EP process: documentation, TN search, traveling tips, and many more things. Even though you have this, remember to contact your VP OGX if you have any further question or doubts.
AIESECly,
Cristina J. Bailey Col贸n VP OGX, AIESEC Sagrado 2011-2012
Brief history of AIESEC
AIESEC (Association Internationale des Étudiants en Sciences Economiques et Commerciales) started in 1948. Is a global, non-political, independent, not-for-profit organization run by students. The vision of AIESEC is peace and fulfillment of humankind’s potential. The organization develops the leadership potential of their members by different leadership opportunities, like: international internships and conferences, and also by the global network. AIESEC is the largest student organization in the world. Is established in more than 1,700 universities in the world, has around of 55,000 members in 110 countries and territories. AIESEC organizes more than 350 conferences each year in the whole world, offering more of 10,000 internship opportunities and 4,000 leadership roles.
AIESEC Sagrado The current state of AIESEC Sagrado is an OE (Official Extension), but with great potential to do bigger things! With that in mind, we always like to give quality service. We’ve had EP’s going to different countries for their internships, such as: Poland, India, Panamá and México.
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AIESEC Dictionary This dictionary is going to be very useful for you to understand how AIESECers talk. At this moment you might have experienced the AIESEC “slang” or the acronyms. We use acronyms to abbreviate all the long words or terms that we have, and more important, is a better way to talk with other AIESEC members around the world. This “AIESEC language” is universal, so we can all understand each other.
So, welcome to the AIESEC XP…learn it, use it, talk it, live it and love it!
International
AIESEC Experience
AIESEC Programs
AI PAI
President of AIESEC International
EwA
Engagement with AIESEC
ELD
Experiential Leadership Development
LLC
Long Life Connection
TMP
Team Member Program
TLP
Team Leader Program
GCDP
Growth Networks
AIESEC International
Global Community Development Program
GIP
Global Internship Program
GN
Growth Network
WENA
Western Europe-North America
MENA
Middle East-North Africa
Africa
Middle and South Africa
CEE AP
Central and Eastern Europe Asia Pacific
National
IGN
Iberoamerica Growth Network
MC
Member Committee
MCP MC VP
Functional
Local
National Support Team
ICX
Incoming Exchange
OGX
Outgoing Exchange
TM
Talent Management
COMM
Communications
FL&A
Finance Legal And Administration
LC
LCVP IC
Local Committee Local Committee President Local Committee Vice President International Congress
LDS
Leadership Development Seminar
RIS
Regional Induction Seminar
NATCO ILC XPRO Random
Member Committee Vice President
NST
LCP
Conferences
Member Committee President
National Conference Iberoamerica Leadership Congress Exchange Pro
@
AIESEC
TN
Traineeship
CEED
Cultural Envoy for Exchange Development
EB
Executive Board
XP
Experience
Programs: GIP & GCDP We have two kinds of Internship Programs. GIP that stands for: Global Internship Program, and the GCDP program that stands for: Global Community Development Program. The difference between both is that the GIP has education, technical and management oriented internships. And the GCDP has social work oriented internships. Each EP has to decide in which program wants to have their Internship Experience. AIESEC offers different duration periods depending of the program selected and the TN itself. For example, the GCDP program can last from: 6 weeks to 3 months, and the GIP can be from: 6 months, to a year or year and a half.
Another point is that AIESEC is currently is in 110 countries around the world. But the internship opportunity depends by: country, season, TN dates, committee, type of TN, etc.
The important thing is to be open-minded and be flexible with the selection process.
*Here is the AIESEC cycle. In the Experiential Leadership Development part is the GCDP (blue), and the GIP (orange).
Stages of Exchange 1. RA= Raised *This is when your CV is raised to the platform, and when you already have the EP Id. Also there different status when you are already in the platform: 1. NEW
2. AVAILABLE
3. MATCHED
4. REJECTED
*NEW, is when you are raised to the platform (myaiesec.net) and you have updated your profile information and have already a CV (curriculum vitae). *AVAILABLE, this is the part when you are visible to the other countries and you can apply for the TN’s available in the platform. For you to be able to get the AVAILABLE status, you need to have a valid passport and all the required documentation. This process has to be done fast, because to put you AVAILABLE, OGX needs to do an audit. *MATCHED, when you have a TN. And you are not going to be available anymore for other TN’s because you already have one. *REJECTED, this happens when you don’t complete the process or don’t have a MATCH during the stipulated amount of time.
2. MA= Matched *This is when you have exchanged AN’s (Acceptance Note), and have officially an internship.
3. RE= Realized *This stage is when the EP is in the internship country.
EP Process: Step by Step 1. EP Interview The purpose of this interview is to know basic information about the EP in general, like: studies, hobbies, country preferences, internship details, etc. This will allow the VP OGX or Internship Manager to know what the EP likes and dislikes, for a better search of internship opportunities. 2. Signing student contract + Paying 1st EP Fee of $150.00 After the interview you will have to sign the Student Contract. The contract will be explained to you part by part. If you are under 21 years old, your parents have you sign the contract. And also you have to pay the first part of the EP Fee that is of $150.00. With this Fee you will receive access to the platform (myaiesec.net), were you can search for internship opportunities and for that you will be given an EP Id. that is used as an identification code for each Exchange Participant in AIESEC. At the moment of signing and paying, you will receive a copy of the contract and a receipt of the payment. It’s very important to be sure to go on exchange, because the Student Contract has an expiration period. If the contract expires you will have to pay the EP Fee again and sign a new contract. *All the above is stated in the Student Contract.
3. Start searching for TN’s for internship Now that you have access to the platform (myaiesec.net), you can start searching for TN’s that match with your interests, studies and professional background. Accumulate many TN’s and contact your VP OGX or Internship Manager so they can help you with the selection process.
But before you start this TN search, you need to update your profile in the platform and then upload your CV (curriculum vitae) in PDF. The CV is like a resume, but more specific, including a professional and academic background.
4. Documents to VP OGX or Internship Manager This is the list of documents that you need to hand to the VP OGX or Internship Manager: -Copy of passport -Copy of identification -Flight itinerary (when you book it) -AN (Acceptance Note) of the EP & TN -Copy of the Health Insurance
The AN or Acceptance Note is a document were you are accepting that you are going to the selected internship. And as well the TN has to send an Acceptance Note, also affirming that the EP is going to work on their internship. *If any other document is required, the VP OGX or the Internship Manager will inform you.
5. Keep searching for TN’s! Are you still searching for TN’s? Not a problem. We know that this process requires hard work and effort, but think that this is a step to get to an awesome experience! You have to search many internships as possible, start analyzing them until you have less choices, and then decide what will be your options for your internship. Contact your VP OGX or Internship Manager for assistance if needed.
6. Making contact with TN When you already have decided the internship that you like, you have to make contact with the Internship Manager of that TN. This first approach is really important because you are going to present yourself as a possible candidate for that position.
Let’s remember that every internship opportunity is like a job opportunity. You have to write a letter via e-mail, introducing yourself and the most important part is telling that you are interested in the internship and why. If the TN Manager doesn’t answer fast you have to keep track of this situation by sending other emails. We don’t need to sound aggressive in a letter. But we need an answer or response ASAP (As Soon As Possible), so we can know if this opportunity has a possibility. And if not, we can search others internships. An EXAMPLE of that e-mail can be: Dear TN Manager (name), My name is (your name) from OE Sagrado in AIESEC Puerto Rico, my EP Id is: (EP-In-PR-RC-201x-xxxx). I am very interested in your TN! I'm looking forward to receive an answer concerning my application as soon as possible. Thank you! *You can add more things if you want, but the important thing is to be optimistic!
7. Online Interview
If the TN Manager is considering you for the internship you will have a virtual interview. In AIESEC most of the interviews are done by Skype. If you don’t have an account you will need it for this and other communication with your LC, TN, committee or functional area meetings, etc. So Skype is going to be a very useful tool, and it’s FREE! Getting back to the interview, the day and time will be set by you and the TN Manager. In this interview is very important to be on time and to be clear about the time.
Remember the hour differences between countries and time zones! Recommended page:
http://www.timeanddate.com/worldclock/
8. MATCHED + 2nd EP Fee $150.00
If you’re accepted in the internship then you are
officially MATCHED!!!
After a MATCH you have 15 days or less to pay the second part of the EP Fee of $150.00. If you decide after the MATCH to NOT go on Exchange, you still have to pay the 2nd EP Fee of $150.00, and this is not refundable. *All the above is stated in the Student Contract.
9. Already MATCHED, and what do I do next???
You need to start preparing yourself for the internship experience! -Check if you need a VISA to stay in the host country, and start the process. -And also, you will definitely need to purchase a (health insurance/seguro médico) for the time you will be on internship. This is REQUIRED! *If you don’t know where to buy a health insurance, please contact the EP Manager or VP OGX.
Payment Procedure There are two possible forms of payment of the EP Fee:
1.
Check, payable to AIESEC Puerto Rico, Inc. Deposited at Doral Bank (Check account: 2740013335).
EXAMPLE
-The EP should write his name in a visible space on the check or money order paper. EP Fee- First Name, Last Name.
2.
Money Order, payable to AIESEC Puerto Rico, Inc. Deposited at Doral Bank (Check account: 2740013335).
EXAMPLE
*
*You have to do the payment at the specified date and bring a copy -receipt of the bank(legible and clean) of the Check or Money Order to: the current Internship Manager or VP OGX of AIESEC Sagrado.
Payments allowed only by check or money order. Make sure that you have a copy too as proof of your payment, it is your responsibility. The MC or AIESEC Sagrado can request at any moment digital or physical copies of these receipts. *The EP Fee is not refundable under any concept.
Traveling Tips To any country that you’re going on Exchange you need to know a few tips that can help you to be prepare for the exciting journey. Remember, this are just “tips”, you can modify them at your convenience or search for other options.
You can put socks inside your shoes. That makes more space in the luggage.
Please, pack light!
NOT like this! This is just an exaggeration, but it can happen if you don’t prepare yourself with time and patience. Combine pieces of clothes, and colors that you could use many times without stressing out.
Pack at least one set of formal clothing, you never know when you can be invited to a gala dinner or a formal party.
Always check the weather of the host country. This is going to help you decide on clothes and other issues.
Don’t bring expensive jewelry, you can lose it.
Pack only the necessary things, remember you can always buy at your host country. Very important: Remember to pack your medicines, if you use them regularly. Depending of the host country remember that you will probably need a travel electricity converter.
Dress comfortably for long traveling hours.
Remember the traveling politics (airport and airline).
Check on the internet your flight status: if it is on TIME, if isn’t DELAYED or CANCELLED.
Always have a set of clothes in your hand bag in case of lost luggage.
Make sure that the luggage has a tag with your name and contact information, in case it gets lost in the airport or in the host country.
Be at the airport at least 3 hours before your flight, on international flights.
Photocopy your passport and important documents. This helps in case you lose the original. Be careful! Also a highly recommended and great option is to leave an extra copy of your important documents with your family.
Copy direction and phone numbers of US embassies in case that you have lost or been stolen your Passport.
*Have always an ID (identification with photo).
Before your travel you can buy the International Student Identity Card (ISIC), with this card you could have STUDENT DISCOUNTS in many places in the world where applies.
Check before hand if you need any visa or required vaccines. Have the information of your emergency contacts. Study before traveling local laws, security and health warnings, language and traditions of the host country. Never leave your luggage alone. Buy a travel guide or download one from the internet. Check the weather and temperature of the host country, and prepare yourself for it. Check the currency of the host country, and how you can exchange it with yours.
And last, but not least. You should always have a map! You don’t want to be lost in the middle of nowhere.
During the EXCHANGE During your internship experience you will have to send to the EP Manager or VP OGX:
*1 minute Video: Not a long and complicated video, just 1 or 2 minutes max. sharing your Internship Experience. You can show your work place, views of host country, new friends, and also you can add pictures & music if you want.
*Pictures: Send us pictures of your experience.
*Weekly journal: Write week by week your experiences and then send them to your EP Manager or VP OGX with pictures. This “weekly experiences” are going to be posted in a blog of AIESEC Sagrado, so the committee members and AIESECers in general can see your journey!
*Communication! We want to be sure that you’re doing well on your internship. It’s very important to maintain communication with your committee. For that reason the EP Manager or VP OGX are going to be communicating with you through: Facebook, Skype, AIESEC email, etc.
After the EXCHANGE After your Exchange we want you to continue with us, sharing your experience and motivating others to go on this amazing opportunity! You can participate on info-booths, info-sessions, give trainings of a specific topic, share stories of your experience on GMM’s (General Members Meeting), apply for leadership roles such as: VP, LCP, NST, OC, etc.
And last but not least, don’t forget that you can participate on other exchanges as well!
Enjoy your Exchange Experience! -AIESEC Sagrado