ECBooklet  2016.2
Hello! THIS DOCUMENT AIMS TO EDUCATE ITS READERS ABOUT THE ROLE OF THE ENTITY CONTROL BOARD IN AN ENTITY AND EXPLAIN HOW TO USE IT IN THE LC ROUTINE. FURTHERMORE, ECBOOKLET ALSO PROVIDES IMPORTANT INFORMATION ABOUT CASE SOLVING FLOW, STANDARDS & SATISFACTIONS AND GUIDANCE ON THE PROCEDURES RELATED TO EXPERIENCE BREAKS. IF YOU WOULD LIKE SOME FURTHER INFORMATION IN THE FUTURE VERSIONS OF ECBOOKLET, PLEASE TELL US VIA ECB.BRAZIL@GMAIL.COM! HAVE A GOOD READING!
About the ECB
What does the ECB do? THE ECB (ENTITY CONTROL BOARD) IS THE LAST DECISION-‐ MAKING BODY ON A NATIONAL LEVEL REGARDING THE EXCHANGE PROGRAMME POLICIES AND THE NATIONAL QUALITY REGULATION PRINCIPLES. FURTHERMORE, WORKING DIRECTLY WITH THE MC (MEMBERS' COMMITTEE) AND THE ICB (INTERNAL CONTROL BOARD), THE ECB ENSURES THAT ALL OF OUR STAKEHOLDERS ARE LIVING A HIGH-‐QUALITY EXPERIENCE.
About the Specialists THE ECB SPECIALISTS ARE RESPONSIBLE FOR SEVERAL ACTIVITIES AND THEIR JD INCLUDE: • • • • • • •
LC COACHING AND LC ANALYSIS; NETWORK EDUCATION; RESPONSIBILITY FOR OPS&IPS CHECKLISTS; COMMUNICATION BETWEEN THE ECB AND THE ICB; CASE SOLVING, SPECIALLY IN CASES ECB–ECB; BREAK OF APPROVALS AND REALISATIONS; DEVELOPMENT OF MONTHLY REPORTS.
About the Chair THE HEAD OF THE TEAM HAS TO PERFORM ACTIVITIES RELATED TO LC COACHING, LC ANALYSIS, ECB-‐ECB CASE SOLVING AND OPS&IPS CHECKLISTS. HOWEVER, THE CHAIR HAS OTHER OBLIGATIONS, SUCH AS: • • • • • •
MANAGEMENT OF THE ECB; ASSISTANCE IN THE CASE SOLVING; COMMUNICATION BETWEEN THE ECB AND THE MC; COMMUNICATION BETWEEN THE ECB AND THE ICB; MANAGEMENT OF THE RELEVANT INFORMATION; DEVELOPMENT OF A TECHNICAL REPORT PER QUARTER.
About the Specific JD
Coaching and Analysis AS MENTIONED BEFORE, THE ECB IS RESPONSIBLE FOR LC COACHING AND ANALYSIS: THEREFORE, THE CHAIR AND THE SPECIALISTS ARE IN CHARGE OF HELPING SPECIFIC LCS ON THEIR DAILY ROUTINE, ASSISTING THE ENTITIES ON THE DEVELOPMENT OF THEIR LOCAL PROCESSES AND FOSTERING A CUSTOMER-‐CENTRIC ORGANISATION. IF YOU HAVE ANY QUESTIONS OR REQUIRE ANY FURTHER INFORMATION, PLEASE DO NOT HESITATE TO CONTACT YOUR COACH!
NST and MC Support SOME OF THE MAIN ACTIVITIES OF THE ECB WILL FOCUS ON EDUCATION AND VISIBILITY, SO IT IS NECESSARY THAT THE TEAM PROVIDES THE NETWORKS WITH THE ADEQUATE INFORMATION, SUPPORTING THE MC/NST AND DEVELOPING STRATEGIES WHICH CAN HELP AIESEC IN BRAZIL ENHANCE ITS RESULTS AND THE QUALITY OF ITS EXPERIENCES! THEREFORE, EACH NETWORK WILL HAVE THE SUPPORT OF A MEMBER OF THE ECB!
About ECBeat ECB Brazil 2016.2
About ECBeat VISION GUARANTEE THE DEVELOPMENT OF PEOPLE BY BUILDING AN ENTITY WHICH IS A REFERENCE IN CUSTOMER EXPERIENCE!
MISSION BE A REFERENCE IN QUALITY CONTROL TO ALL OF OUR STAKEHOLDERS, ENSURING VISIBILITY AND EXCELLENCE THROUGH THE EDUCATION OF OUR NETWORK!
VALUES PASSION | ETHICS | RESILIENCE | EXCELLENCE | EMPATHY | RESPONSIBILITY
About the ICB
What is the ICB? THE ICB (INTERNAL CONTROL BOARD) IS A GLOBAL CONTROLLING BODY WHICH ARBITRATES CASES OF EXCHANGE QUALITY AND ER & PARTNERSHIP PRINCIPLES OF THE AIESEC ENTITIES. THE ICB IS RESPONSIBLE FOR FOLLOWING SOME CASES UP AND ARBITRATING SOLUTIONS WHEN NECESSARY! IF YOU HAVE ANY QUESTIONS, PLEASE VISIT THE RESOURCE HUB (HTTP://INTERNALCONTROLBOARD.WIXSITE.COM/RESOURCE-‐HUB).
XPP Global Compendium Supporting Document, page 42 HTTP://MEDIA.WIX.COM/UGD/4F22F3_C769A55C96F54D60B73A3C84EDFB8149.PDF
What is the XPP? THE XPP IS THE MAIN SET OF REGULATORY DOCUMENTS FOR THE EXCHANGE PROGRAMMES DEVELOPED BY AIESEC. IT OUTLINES THE ROLES AND RESPONSIBILITIES OF ALL PARTIES INVOLVED IN THE EXCHANGE PROCESS (BOTH GT/GE AND GV) AND DESCRIBES THE CORRECT ATTITUDES DURING THE EXPERIENCE. PLEASE NOTE THAT ALL THE PARTIES INVOLVED IN THE EXPERIENCE (EPS, SE, OP TAKERS AND HE) SHOULD KNOW THE DOCUMENT AND PAY ATTENTION TO ITS GUIDELINES!
Case Solving Flow HTTP://MEDIA.WIX.COM/UGD/4F22F3_187FBA7C5ED14F618EDACFE2F56A3976.PDF
Case Solving Flow? THE CASE SOLVING FLOW IS A DOCUMENT WHICH SHOWS THE STEPS THAT THE PARTIES INVOLVED IN THE EXCHANGE SHALL FOLLOW IN CASE OF A PROBLEM. THUS, IT SHOWS THE GUIDELINES THAT MUST BE RESPECTED FROM THE MOMENT THAT AN ISSUE IS RAISED TO THE FINAL SOLUTION REGARDING THE SITUATION. PLEASE NOTE THAT THE STEPS SHOWN IN THE CASE SOLVING FLOW SHOULD BE RESPECTED SO THAT THE PROBLEMS CAN BE SOLVED AS SOON AS POSSIBLE! FURTHERMORE, THE GUIDELINES CAN HELP YOU SOLVE MOST OF THE ISSUES AT LOCAL LEVEL.
Standards and Satisfaction
Logistics HOSTING ENTITY VISA&WORK PERMIT | THE EP CAN LEGALLY ENTER AND STAY IN THE COUNTRY/TERRITORY AND PERFORM THE ACTIVITIES STATED IN THE TN FORM. AIESEC HAS PROVIDED IN WRITTEN FORMAT ALL THE INFORMATION REQUIRED TO GET ANY DOCUMENTS, VISA OR WORK PERMITS THAT MAY BE REQUIRED. ARRIVAL PICKUP | THE EP IS PICKED UP BY A REPRESENTATIVE OF AIESEC. THE HOSTING ENTITY WILL STATE IN THE TN FORM WHERE THE EP WILL BE PICKED UP OR OPTIONS ON WHERE THE EP WILL BE PICKED UP. BEFORE REALISATION, THE HOSTING ENTITY HAS PROVIDED WRITTEN INFORMATION TO THE EP ON ANY DOMESTIC TRANSPORTATION REQUIRED TO ARRIVE TO THE POINT OF PICKUP. CONDITIONS AND COSTS OF ARRIVAL PICK UP SHOULD CORRESPOND TO THE INFORMATION PROVIDED ON THE TN FORM. DEPARTURE SUPPORT | THE HOSTING ENTITY HAS OFFERED IN WRITTEN FORMAT INFORMATION ON HOW TO DEPART FROM THE COUNTRY TWO WEEKS BEFORE THE END OF THE INTERNSHIP.
Job HOSTING ENTITY JOB DESCRIPTION | THE JOB DESCRIPTION EXECUTED BY THE EP HAS TO CORRESPOND TO THE JOB DESCRIPTION OF THE TN FORM. CHANGES NEED TO BE IN WRITTEN FORM AND AGREED UPON BY OP TAKER, EP AND THE HOSTING AIESEC ENTITY. DURATION | THE INTERNSHIP LASTS FOR A MINIMUM OF 6 WEEKS TO A MAXIMUM OF 78 WEEKS FROM THE FIRST DAY TO THE LAST DAY OF THE INTERNSHIP. WORKING HOURS | THE ACTIVITIES RELATED TO THE JOB DESCRIPTION LAST FOR A MINIMUM OF 35 HOURS/WEEK FOR GIP AND 25 HOURS/WEEK FOR GCDP. THE MAXIMUM IS OF 45 HOURS/ WEEK FOR EITHER GIP OR GCDP. FIRST DAY AT WORK | A REPRESENTATIVE OF AIESEC ACCOMPANIES THE EP TO THE PLACE OR ORGANISATION OF WORK ON THE FIRST DAY OF THE INTERNSHIP. INDIVIDUAL RESPONSIBILITY AND GOALS | THE HOSTING ENTITY HAS PROVIDED THE EP OR HAS ENSURED THAT THE EP KNOWS INDIVIDUAL RESPONSIBILITY AND GOALS IN A WRITTEN FORMAT LATEST ONE WEEK AFTER THE START OF THE INTERNSHIP. THE EP ACKNOWLEDGES TO HAVE RECEIVED, UNDERSTOOD AND ACCEPTED IT.
Living SENDING ENTITY INSURANCE | THE EP HAS A VALID INSURANCE WHICH COVERS BASIC MEDICAL COSTS FOR THE DURATION OF THE EXCHANGE.
Living HOSTING ENTITY ACCOMMODATION | THE ACCOMMODATION STANDARDS, CONDITIONS AND COSTS DURING THE INTERNSHIP CORRESPOND TO THE INFORMATION PROVIDED ON THE TN FORM. AIESEC ARRANGES THIS ACCOMMODATION FOR THE EP. BASIC LIVING COSTS | THE TN FORM SPECIFIES IF ANY FINANCIAL OR NON-‐FINANCIAL COMPENSATION SHOULD BE PROVIDED DURING THE INTERNSHIP AND THE ACTUAL CONDITIONS CORRESPOND TO IT.
Experience and Learning SENDING ENTITY AIESEC PURPOSE | THE SENDING ENTITY HAS PROVIDED MINIMUM INFORMATION TO THE EP ABOUT AIESEC PURPOSE, INNER AND OUTER JOURNEY AND ROLE OF EXCHANGE IN IT, IN A WRITTEN FORMAT. EXPECTATIONS SETTING | THE SENDING ENTITY HAS PROVIDED THE AIESEC STANDARDS AND THE XPP IN WRITTEN FORMAT TO THE EP, WHO ACKNOWLEDGES IN A WRITTEN FORMAT TO HAVE RECEIVED, UNDERSTOOD AND ACCEPTED THEM. PREPARATION | THE SENDING ENTITY HAS PROVIDED THE EP WITH BASIC INFORMATION REGARDING THE COUNTRY OR TERRITORY OF THE INTERNSHIP IN A WRITTEN FORMAT, INCLUDING, AS A MINIMUM, INFORMATION ON CULTURE, POLITICAL SITUATION, SAFETY, LIVING STANDARDS AND CONTACTS OF THE SENDING ENTITY AND OF THE HOSTING ENTITY (*PHONE NUMBER AND EMAIL). HOME FACILITATED LEARNING | THE EP HAS BEEN PROVIDED WITH INFORMATION IN WRITTEN FORMAT ON WHAT PERSONAL DEVELOPMENT SPACES AND OPPORTUNITIES ARE OFFERED BY THE HOSTING ENTITY BEFORE, DURING AND AFTER THE INTERNSHIP. THE DELIVERED SPACES HAVE TO CORRESPOND TO THE INFORMATION PROVIDED. AS A MINIMUM STANDARD, THE SENDING ENTITY MUST OFFER ONE FACILITATED SPACE ON PERSONAL GOAL SETTING BEFORE EP LEAVES FOR THE INTERNSHIP.
Experience and Learning HOSTING ENTITY HOST FACILITATED LEARNING | THE TN FORM HAS TO STATE WHAT PERSONAL DEVELOPMENT SPACES AND OPPORTUNITIES ARE OFFERED BY AIESEC BEFORE, DURING AND AFTER THE INTERNSHIP. THE DELIVERED SPACES HAVE TO CORRESPOND TO THE TN FORM. AS A MINIMUM STANDARD, THE HOSTING ENTITY MUST OFFER ONE FACILITATED SPACE ON LEADERSHIP DEVELOPMENT OF THE EP DUE TO THE INTERNSHIP TOWARDS THE END OF INTERNSHIP BEFORE EP RETURNS HOME.
Timeline SENDING ENTITY
HOSTING ENTITY
Inner and Outer Journeys
A GOOD DELIVERY, WHICH FOLLOWS THE STANDARDS&SATISFACTION GUIDELINES, FACILITATES THE DEVELOPMENT OF THE INNER AND OUTER JOURNEYS AND CONTRIBUTES TO ACHIEVEMENT OF OUR VISION AS ORGANISATION. THUS, DO NOT FORGET THAT THE QUALITY OF THE EXPERIENCE IS CONNECTED TO LEADERSHIP DEVELOPMENT!
Breaks HTTPS://PODIO.COM/WEBFORMS/5068976/397622 Â
General Guidelines IF YOU HAVE TO BREAK AN APPROVAL OR A REALISATION, PLEASE: STEP 01 INFORM THE COUNTER ENTITY OF THE BREAK, MENTIONING THE REASON AND CLARIFYING THE CLAUSES OF THE XPP! STEP 02 SAVE ALL THE PROOFS RELATED TO THE BREAK AND CONVERT THEM TO PDF FILES. DO NOT FORGET TO SAVE THE E-‐MAIL SENT IN "STEP 01" AS A PDF FILE! STEP 03 FILL IN THE FORM AND PROVIDE RELEVANT INFORMATION! UPLOAD ALL THE DOCUMENTS MENTIONED ABOVE!
Frequently Asked Questions WHAT IF ECB DOES NOT ACCEPT MY REQUEST? IF A BREAK DOES NOT FULFIL THE REQUIREMENTS MENTIONED BEFORE, THE LC WILL BE CONTACTED BY ECB BRAZIL AND YOU WILL HAVE THE OPPORTUNITY TO ADD THE RELEVANT DOCUMENTS. HOWEVER, WE KINDLY REQUEST YOUR ATTENTION DURING THE PROCESS!
WHERE SHOULD I ASK FOR A BREAK? ALL BREAKS MUST BE REQUESTED VIA FORM! AS SOON AS ECB BRAZIL APPROVES THE REQUEST, THE TEAM WILL INFORM YOUR OPERATIONS COACH, THE MC VP RESPONSIBLE FOR YOUR AREA AND THE LCP OF YOUR LOCAL COMMITTEE!
WHY DOES A RE-BREAK TAKE LONGER THAN A BREAK OF APPROVAL? IN CASE OF A BREAK OF REALISATION, ECB BRAZIL WILL HAVE TO CONTACT THE ICB: THEIR APPROVAL IS ESSENTIAL DURING THIS P R O C E S S . T H E R E F O R E , W E K I N D LY R E Q U E S T Y O U R UNDERSTANDING: AS SOON AS WE HAVE NEWS, YOU, YOUR OPERATIONS COACH, THE MC VP RESPONSIBLE FOR YOUR AREA AND THE LCP OF YOUR LOCAL COMMITTEE WILL BE INFORMED!
SHOULD I SEND A MESSAGE TO MY OPERATIONS COACH? NO! ECB BRAZIL WILL INFORM YOU, YOUR OPERATIONS COACH, THE MC VP RESPONSIBLE FOR YOUR AREA AND THE LCP OF YOUR LOCAL COMMITTEE ABOUT THE BREAKS!
FERNANDA PINA | ECB CHAIR FERNANDA.PINA@AIESEC.NET ALDENICY MALCHER | ECB SPECIALIST ALDENICY.MALCHER@AIESEC.NET
Questions? Contact us...
ALINE VASCONCELOS | ECB SPECIALIST VASCONCELOS.ALINE@AIESEC.NET ARTUR ZANELATTO | ECB SPECIALIST ARTUR.ZANELATTO@AIESEC.NET HENRIQUE SENA | ECB SPECIALIST LUIZ.SENA@AIESEC.NET STAEL CAMPOS | ECB SPECIALIST STAEL.CAMPOS@AIESEC.NET