INTERNATIONAL EXCHANGE PROGRAM GUIDELINE

International Exchange Program Guideline EXCHANGE PROGRAM

IAAS INDONESIA 2017/2018 UPDATED AUGUST 2017

PUBLISHED BY SYUGA EUGENIA INVICTA VICE DIRECTOR OF EXCHANGE PROGRAM IAAS INDONESIA 2017/2018

GUIDELINE EXCHANGE PROGRAM 2017/2018

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Contents

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Chapter 1 Profile

Chapter 2 International Exchange Program

Chapter 3 Sending Procedure

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Chapter 4 The Driving Force: Exchange Coordinators

Chapter 5 Application Process

Chapter 6 Internship Preparation

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GUIDELINE EXCHANGE PROGRAM 2017/2018

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Abbreviation

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IAAS International Association of Students in Agricultural and Related Sciences

EQB Exchange Quality Board

ExCo Exchange Coordinator

Expro Exchange Program

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EP Exchange Participant

Lexco Local Exchange Coordinator

VDE Vice Director of Exchange

Expronas Exchange Program Nasional

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GUIDELINE EXCHANGE PROGRAM 2017/2018

Syuga Eugenia Invicta • Vice Director of Exchange Program IAAS Indonesia What’s on your mind if you hear about IAAS National Exchange Program? Agricultural internship program? Gaining a lot of new experiences?

Having a new friend and family? Yes, all those things you have imagined is what IAAS Exchange Program has! IAAS International Exchange Program is always being the main project of IAAS Indonesia which is held annually. Exprointer accommodates both members and non-members to explore more knowledge and implement their learning by having internship program in IAAS Local Committee members.

This Exchange Program Guideline is addressed to everyone that has interest to be involved in IAAS Exchange Program (Expro).

By reading this guide, I hope it will be useful for everyone and can help you understand more about IAAS Exchange Program. Let’s gain experiences to the things that can’t be learned from any course books. Don’t be afraid to take a journey and learn new things. BRACE YOURSELF and AIM HIGH! Any questions and problems just contact us on exproiaasindo@gmail.com or exchange@iaas.or.id

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GUIDELINE EXCHANGE PROGRAM 2017/2018

Our Boards

Hayunda Lail Zahara Creative Digital

Amira Razan Zafira Creative Digital

Hasna Uti Creative Digital

Idul Adjie H. Managerial

Meet our boards!

Putut Ismu Widjanarko

Exchange

Kristafera Feriadi Exchange

Unsa Arifa Exchange

Rauda Alfadila Managerial

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GUIDELINE EXCHANGE PROGRAM 2017/2018

Our LEXCO!

Zahwa Aisah IAAS LC Unbraw

Revita Elfrina Putri IAAS LC IPB

Wilhelmina Sudjono IAAS LC UGM

Imlan Siddiq IAAS LC Unpad

Mira Apriliani IAAS LC UNS

Nurul Widya A. IAAS LC Undip

Meet our LEXCO!

Ni Made Windy IAAS LC UNLAM

Hikmatul Amni IAAS LC UNRAM

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1.1 IAAS

CHAPTER 1 PROFILE

Profile

GUIDELINE EXCHANGE PROGRAM 2017/2018

IAAS (International Association of Students in Agricultural and Related Sciences) is founded in 1957 in Tunis by 8 countries and headquartered of IAAS World in Leuven, Belgium. At the moment, The Association is one of the world's biggest student organizations and leading agricultural student associations. IAAS gathers students studying, majoring or researching in agriculture and related areas like forestry, food sciences, landscape architecture, fishery, agroindustry, etc. The committees are spread widely in universities of 40 countries. The aims of IAAS are to promote the exchange of experience, knowledge, and ideas and to improve the mutual understanding between students in the field of agricultural and related sciences all over the world. To do accomplish the aims, we organize activities like seminars, working camps, international meetings, exchange weeks, an international exchange program, small-scale development projects etc. To cut a long story short, IAAS is a place where agricultural students from all over the world meet each other, experience new mentalities and cultures, travel and see new places and learn about all aspects of agriculture together with their future colleagues.

In Indonesia IAAS known as Non-Governmental Organization (NGO). This is not related to government with its practice political and any international board. IAAS Indonesia itself has been approved as full member since 1992. It gives an opportunity to student in order to look for solution from every case in agricultural world, while facilitating information exchange. Based on basic idea of IAAS, it was aimed to increase the quality of agricultural students in developing their self capability within community service through actively participation on world food development and cooperation among students in agricultural and related sciences worldwide.

GUIDELINE EXCHANGE PROGRAM 2017/2018

Today, National Operational Office (NOO) IAAS Indonesia headquarters in Bogor Agricultural University, Bogor. Its member includes 8 Local Committee (LC), which are LC Bogor Agricultural University, LC Padjadjaran University, LC Diponegoro University, LC Brawijaya University, LC Sebelas Maret University, LC Gadjah Mada University, LC Lambung Mangkurat University, and LC Mataram University.

IAAS Indonesia has experienced to build several international events, such as The 39th IAAS World Congress and International Seminar “Tropical Agriculture in The Global Market” at 1996; The 53rd IAAS World Congress under theme “The Power of Local Resources to Support Food, Energy and Trade” at 2010; Asia Pacific Regional Meeting under theme “Agriculture in Globalization”; International Science and Artand and The 59th World Congress, International seminar,Talkshow, and conferences with tour in 5 LCs (IPB, UNPAD, UNDIP, UGM, UB) Festival in 2013. On the other hand, there are also several national events, namely National Scientific Paper Competition on Agriculture, National Congress. Other IAAS activities stand on IAAS Orientation Program (IOP). Building on Success (BOS), seminar, field trip, training, exchange program, village concept project (VCP), etc.

GUIDELINE EXCHANGE PROGRAM 2017/2018

CHAPTER 2 INTERNATIONAL EXCHANGE PROGRAM (EXPRONAS) 2.1

Introduction

The main activity of IAAS World, on international level, provided by local committees in IAAS Country members all around the World

2.2 Exchange Program’s Aims According to the IAAS World’s mission, the International Exchange Program of IAAS Indonesia is aiming to develop the members’ experiences and knowledge. Also to enhance the understanding between students in the field of agriculture and related sciences.

Mission statement of

IAAS

GUIDELINE EXCHANGE PROGRAM 2017/2018

“To promote the exchange of experience, knowledge and ideas and to improve the mutual cultural understanding between students in the field of agricultural and related sciences, all over the world” Organizing the International Exchange Program is one of the ways to accomplish this mission statement. With the International Exchange Program, IAAS wants to provide intercultural learning opportunities for young generation that contributes positive actions in the field of agricultural and related sciences. Also, trough engagement, IAAS offers leadership opportunities by applying their knowledge to corporate with people during the internship.

The aim of the internship shall be to provide the outgoing exchange student with the following: • • • • •

• •

A positive learning experience.

Practical skills and knowledge in a foreign environment to complement their higher educational background.

Interaction with a different social and cultural environment with a view to gaining intercultural competences.

Development of theoretical and practical leadership skills Opportunity to apply their personal and professional skills, knowledge, attitudes and values to work for the organization as well as the host communities.

Develop the students’ awareness and knowledge of social issues and different practices of the sending and hosting region Opportunity to contribute to student personal and professional life goals

The aim of the internship is not: • • •

To provide an opportunity for the purpose of earning money To provide a holiday Intended to be a permanent career placement or recruitment opportunity. If the organization decides to extend the internship on a permanent basis, IAAS will have no role in facilitating this

2.3 Exchange Program’s Categories

Ceres Program Ceres internship is the most common IAAS internship, organized in farms either crop production or livestock. This kind of program mainly focus on practical training on farms.

GUIDELINE EXCHANGE PROGRAM 2017/2018

Archimedes Program Archimedes internship unlike the Ceres program, it involves working in research institutes, laboratories and so on. There are four types of Archimedes program: Archimedes’ Research, the member will have a direct interaction while working in the field of research (i.e., taking part in a scientific project). Specific skills can be required.

Archimedes Education, the student will have an assignment to teach a subject in a foreign environment. This subject can be a language, or can be connected with the academic background of the student.

Archimedes’ Management, Like the Archimedes Education, the Archimedes is still yet to be introduced to IAAS Expro. The student will gain experience with administrative tasks.

Archimedes’ Engineering, the students is more involved in technical processes, ICT development)

Libertas Program Libertas internship the type of volunteering internship. This program focus on collaborating with village concept project. It involves with village development and empowerment in the field of education, environmental and agricultural, dan community development.

GUIDELINE EXCHANGE PROGRAM 2017/2018

Ceres internship is the most common IAAS internship, organized in farms either crop production or livestock. This kind of program mainly focus on practical training on farms.

Ceres Program

GJD: a. Students learn the basics of planting, harvest, soil type or animal husbandry. b. Students could be trained in the dairy field or work alongside seasoned farmers. c. Students might be placed in an industry that will expect them controlling the process, packing products, and so on according to the regulation in each industry.

Requirements: a. University student aged 17 to 30 or the fresh graduate b. Good organizational and time-management skill. c. Good attitude and behaviour. d. Strong desire to learn and cope with new people. e. Complete all documents of enrollment. f. Complete payment and other administration stuff.

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GUIDELINE EXCHANGE PROGRAM 2017/2018

Archimedes internship unlike the Ceres program, it involves working in research institutes, laboratories and so on. There are four types of Archimedes program: GJD: a. Archimedes’ Research, the member will have a direct interaction while working in the field of research (i.e., taking part in a scientific project). Specific skills can be required. b. Archimedes Education, the student will have an assignment to teach a subject in a foreign environment. This subject can be a language, or can be connected with the academic background of the student. c. Archimedes’ Management, Like the Archimedes Education, the Archimedes is still yet to be introduced to IAAS Expro. The student will gain experience with administrative tasks. d. Archimedes’ Engineering, the students will be more involved in technical processes.

Archimedes Program

Requirements: a. University student aged 17 to 30 or the fresh graduate b. Good organizational and time-management skill. c. Good attitude and behaviour. d. Strong desire to learn and cope with new people. e. Complete all documents of enrollment. f. Complete payment and other administration stuff.

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GUIDELINE EXCHANGE PROGRAM 2017/2018

Libertas internship the type of volunteering internship. This program focus on collaborating with village concept project. It involves with village development and empowerment in the field of education, environmental and agricultural, and community development.

Libertas Program

GJD: a.

This type of exchange is similar to volunteering program in a village. Students are expected to build up good communication with people in the village by holding any activities that involve directly to village development and empowerment in the field of education, environmental and agricultural, and community development. b. Students might get the opportunity to learn the basics of planting, harvest, soil type and products management.

Requirements:

a.

University student aged 17 to 30 or the fresh graduate

b. c. d. e.

Good organizational and time-management skills.

Good attitude and behaviour.

Strong desire to learn and cope with new people.

Complete all documents of enrollment.

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GUIDELINE EXCHANGE PROGRAM 2017/2018

2.4 Exchange Destination All local committees' hosting places in Indonesia available for Exchange Program.

You can find updated hosting place list of hosting places in Indonesia by clicking bit.ly/ExchangeProgramCatalogue2017 while other IAAS member countries in iaasworld.org

2.5 Exchange Program Requirements • • • • • • •

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Active as a student, either in High School or University, aged 17 up to 30. Especially for High School students, they only get the chance to choose the nearest local committee for their destination.

Good organizational and time-management skills.

Good attitude and behaviour.

Complete all documents of enrollment.

Strong desire to learn and cope with new people.

Complete payment and other administration stuff.

There must be at least one person from the Archimedes Expro place who is officially responsible for the professional development of the student.

Each Receiving committee and individual member has to fulfill the basic requirements of the exchange, which are: ✓ Accurate filling in application forms that reflect the academic and working backgrounds of the student ✓ Clear and accurate job description from the organization in the offer ✓ Efficient and prompt communication with all the stakeholders that are involved in the Exchange Program

GUIDELINE EXCHANGE PROGRAM 2017/2018 Sending is the activity of delivering students for getting exchange program. For the simple explain, below you can see the diagram for doing exchange:

Chapter 3

Sending Procedure for Indonesian Student

GUIDELINE EXCHANGE PROGRAM 2017/2018 Sending is the activity of delivering students for getting exchange program. For the simple explain, below you can see the diagram for doing exchange:

Sending Procedure for International

Student

CHAPTER 4 THE DRIVING FORCE : EXCHANG E COORDINATORS

GUIDELINE EXCHANGE PROGRAM 2017/2018

Two exchange coordinator of two local committees from two different countries

1. The sending exco : This person has to first contact the student (candidate trainee). He/she is in charge of helping the student to succeed the internship by helping to fulfill required documents and do promotional contacts, related to Exchange Program. This person should meet individually every candidate trainee for interview selection. For indonesian to go for internship, the excos involved are local exco and national exco. For international student that interested for internship in Indonesia only need to contact national exco.

2. The receiving/hosting exco: this person will receive the application of trainee and match their time also job with the hosting places.

3. The student may contact the receiving lexco to ask about the internship program in his/her local committee by themselves under the permission of the sending lexco. The students are allowed to ask detail information about the hosting place.

GUIDELINE EXCHANGE PROGRAM 2017/2018

CHAPTER 5 APPLICATION

PROCESS

Internship starts with by filling the application form that is provided by exchange coordinator (exco).

The document that should be attached for completing the requirements: 1) Official Application Form 2) Curriculum Vitae 3) Internship planning Schedule Application form can be accessed in bit.ly/ExchangeProgramTools for Indonesian student While international student for having internship in indonesia DOESNT NEED to fill the official application form in that link. Only need to send Curriculum Vitae and Internship Planning Schedule AFTER WHITE STATUS. *follow sending procedure for international student

GUIDELINE EXCHANGE PROGRAM 2017/2018

Chapter 5

Application Process for Indonesian Student

Internship starts with by filling the application form that. The document that should be attached for completing the requirements:

a. Official Application Form b. Curriculum Vitae c. Internship planning Schedule

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5.1. Application as an Outgoing Trainee (Student)

GUIDELINE EXCHANGE PROGRAM 2017/2018

The student who applies for the national exchange program should fill the following application completely:

GUIDELINE EXCHANGE PROGRAM 2017/2018

GUIDELINE EXCHANGE PROGRAM 2017/2018

GUIDELINE EXCHANGE PROGRAM 2017/2018

GUIDELINE EXCHANGE PROGRAM 2017/2018

5.2. Preparing

For

The

Interview

After completing the application form you should prepare for the interview selection. The interview will be conducted by Local exchange coordinator (lexco). How to prepare?

Preparation of the candidate trainee: • Read the exchange guideline. Make sure you can explain all the procedures, and make sure you understand the goals and the aims of the IAAS exchange program.

• Prepare a copy of your support documents • 24 hours before your interview, your application should be perfect and complete. Your CV and motivation letter should be filled out as well.

GUIDELINE EXCHANGE PROGRAM 2017/2018

5.2 Selection

The Selection Process The Selection Process will be conducted with Lexco, both document review and interview process. The duty detail such as: -The Local Exchange Coordinator will: ✓ Check and review the documents ✓ Interview the candidates of exchange participant -The exchange participant candidates should focus on objective criteria: ✓ The motivation, consistency to join National Exchange Program ✓ The preparation before National Exchange Program The main idea behind the interviews is to support receiving Exco colleagues, and assure they can “blindly‟ trust the information that is available on the application forms. If any problems or questions about the interview remain unsolved, please do not hesitate to contact exchange.@iaas.or.id

GUIDELINE EXCHANGE PROGRAM 2017/2018

F E E

*Indonesia is at B country category Not all hosting place will give the salary or free accommodation. VDE will give you the details for the extra payment through the invoice letter when you are in “Black Status�.

For more information about which Hosting Place will give the salary or free accommodation you can go and check bit.ly/ExchangeProgramCatalogue2017 (link catalogue)

GUIDELINE EXCHANGE PROGRAM 2017/2018

5.4 Payment and Student Contract

Goal: The contract defines the agreement that is made between IAAS and the exchange students. The sending exchange coordinator acts as IAAS representative and keeps two originals (one for the local committee and one for the national exchange coordinator) + copies of all documents. Two other originals + document copies are kept by the students. In case it is necessary later on, he/she can send copies upon request to future employers. And it will be explained in the attachment of expronas tools.

GUIDELINE EXCHANGE PROGRAM 2017/2018

Chapter 5. 2

Application Process for International Student

If you interested in our internship please contact exco in your country and us (exchange@iaas.or.id) to guide you further. a) The process start by filling online form in iaasworld.org b) Choose option ExPro Internship then click Apply Now. You are now in black status. c) Then do payment as the invoice sent to you. right after you pay, your status will change from black to white. d) We will do matching and we29will

CHAPTER 6 INTERNSHIP PREPARATION

GUIDELINE EXCHANGE PROGRAM 2017/2018

After you received a place as an outgoing trainee, you need to prepare your internship. ✓ Contacting to destination local exchange coordinator for the internship preparation (acceptance letter, accommodation, informations that related to internship) ✓ Contacting the destination hosting place if necessary ✓ During your internship, you will also have other expenses, depending on your activities in the hosting Local Committee. Every trainee has to assure to take enough money to provide these costs.

VISA

GUIDELINE EXCHANGE PROGRAM 2017/2018

EP In Indonesia Indonesia Visa can be made in Indonesia Embassy of each country

EP from Indonesia Visa of destination country can be made in Embassy of each country (e.g. Mexican Visa can be made in Mexico Embassy) or embassy of union country pointed by the destination country (e.g. in Indonesia, European Union (Schengen) visa can be made in Netherland Embassy) Most of the Embassy located in Jakarta, Surabaya, and Bali.

IAAS Indonesia will provide the document needed for making visa as follows: 1. Invitation Letter 2. Invoice 3. ID of Nexco

GUIDELINE EXCHANGE PROGRAM 2017/2018

Language EP In Indonesia Most Indonesian people speak in Indonesian Language. For exchange program hosting, we use English Language as the global language EP from Indonesia For exchange program sending, exchange participant must be to communicate using English, as the international language

able

GUIDELINE EXCHANGE PROGRAM 2017/2018

Closing After reading this guideline, I hope you all understand about IAAS’s exchange procedure and all of the requirements. If you want to expand you’re experiences for being more professional and competence as a college student, IAAS National Exchange Program is your chance. Let’s broaden the knowledge and make unforgettable moments with IAAS!