ST
CONTENT STANDARDS & SATISFACTION
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PRE-DEPARTURE: MUSING
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PRE-DEPARTURE: GOAL SETTING
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BUDGETING FOR MONEY
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FINANCIAL PLANNING TIPS
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VISA
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TRAVEL INSURANCE
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INTERNATIONAL SOS
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JOURNEY STARTS!
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COMPLIANCE AND PROCEDURE
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ETHICAL TOURISM
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TANDARDS & SATISFICATION These 16 standards and satisfaction act as quality assurance for an exchange participations (EP). These are 16 minimum standards that need to be delivered to an EP.
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4. Job Description
LOGISTICS 1. Visa and Work Permit The EP can legally enter the country/ territory and perform the activities stated in the TN form. AIESEC has provided in written format all the information required to arrange for any documents, visa or work permits that may be required.
2. Arrival Pick Up The host entity will state in the TN form where will the EP be picked up/options on where will the EP be picked up. Before realization the host entity has provided written information to the EP on any domestic transportation required to arrive at this point of pickup.
3. Departure Support The host entity has offered in written format information on how to depart from the country two weeks before the end of the internship.
The job description ex has to correspond wit of the TN form.
5. Duration
The internship lasts fro weeks to a maximum first day to the last da
6. Working Hour
The activities related e Description are a min week for GIP and 25 h GCDP.
7. First Day of Work
A representative of A the EP to the place/o on the first day of the
8. IND Goal
The host entity has pro sured that EP knows in ity and goals in a writt week after the start o the EP acknowledges understood and acce
LIVING
xecuted by the EP th the Job Description
om a minimum of 6 m of 78 weeks from the ay of the internship.
executing the Job nimum of 35 hours per hours per week for
AISEC accompanies organisation of work e internship.
ovided the EP or enndividual responsibiltten format latest one of the internship and s to have received epted it.
9. Insurance The EP has a valid insurance policy to cover basic medical costs.
10. Accommodation The accommodation standard, condition and costs during the internship correspond to the information provided on the TN form. AIESEC arranges this accommodation for the EP.
11. Basic Living Costs The TN form specifies if any financial or non-financial compensation would be provided during the internship.
JOB 5
Experience & Learning 12. AIESEC Purpose The home entity has provided minimum information to the EP about AIESEC purpose, inner and outer journey and the role of exchange in it, in a written format.
13. Expectation Setting The home 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.
14. Preparation The home entity has provided with basic information regarding the country/territory of their internship in a written format including as a minimum information on culture, political situation, safety, living standards, home and host contacts (phone number and email).
15. 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 with the TN form. As a minimum standard host entity must offer one facilitated space on leadership development of EP due to the internship towards the end of internship before EP returns home.
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16. Home Facilitated Learning The EP has been provided with information in written format on what personal development spaces and opportunities are offered by the home entity before, during and after the internship. The delivered spaces have to correspond with the information provided. As a minimum standard home entity must offer one facilitated space on personal goal setting before EP leaves for the internship.
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PRE PRE--DEPARTURE MUSING Do you have confidence in yourself that you will make a positive impact? _______________________________________________________ _______________________________________________________ _______________________________________________________ What impact do you want to make? _______________________________________________________ _______________________________________________________ _______________________________________________________ What do you want to do at your destination? _______________________________________________________ _______________________________________________________ _______________________________________________________ What goals have you placed on yourself? _______________________________________________________ _______________________________________________________ _______________________________________________________ What obstacles do you think will come along the way? _______________________________________________________ _______________________________________________________ _______________________________________________________
Comple on Rate
Started 8
In Progress
CHECKLIST Do you have a visa? Is arrival pickup sorted? Will you have anyone to support you before your flight? Do you now your job description? Do you know your working hours? Do you know the duration of your program? Do you have a clear goal or vision? Is insurance covered? Have you worked out your accommodation? Have you budgeted your expenses? Do you have an AIESEC purpose? Do you understand what is expected out of you? Have you prepared for the program? Is your host LC supportive? Is your home LC supportive?
Almost There
Completed 9
PRE PRE--DEPARTURE SETTING YOUR GOALS Why do we set goals ? Goal setting encourages us to look at ourselves and understand: - Where we are - What we want - Where life is taking us
Setting Your Goals Your Goals should be set based on your Inner and Outer Journey!
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What do you want to achieve from this experience? What social impact do you want to create? What do you want to do/try at your destination? What challenges do you think will be faced? What is your project goala? 11
BUDGETING FOR MONEY To create your budget, here are some questions you need to ask yourself: 1) 2) 3) 4) 5) 6)
Which country am I going to? How much are visa and flights there? What is the cost of living? How much will meals, transport and accommodation cost? Do I plan to do any extra activities or travel after my project ends? How much/ long? What necessities do I need to pay for pre-departure? Travel insurance etc. How much emergency money should I budget? By how much should I over budget my expenses?
Travel cards Travel money cards are specially designed debit cards that you load up with foreign currencies prior to travelling. The advantage of pre-loading the card with your choice of currency is that you can do so when the exchange rate is at its most favorable.
Ah pr m v
ev t ry o r s n u o c one rying ing to o g to car s r g e in ll h e t v est For tra ent next b e h t . Differ s is e is u h q t eral, ut they r’s che b e ll s e ie v c r t ra r ren an, cash o en t c u r e f ars, Y u if ll d o r d e f f n o merica cards gst oth A n r o e f m f rs, a ially o t dolla h essent a B i nd Tha Euros a You can preload ers. a single currency or several, according to your travel plans. You’ve then got fo reign currencies at your fingertips. Onc e abroad, you ca n reload your card or change the curre nn cies around via th tralia e s in te u rn et or A yo ur moful of bile phone. You ca vel a r n t hand us e r yo ur card to ffe withdraw cash fro e rs o each d n m AT rovid Ms, shop for souverds a nirs, pay for restau a s ey ca ’ it n ra o nt meals or book ac m y so g lightl co s n i m m s h od at e io c i n r on lin a e. var e res r er of t t s you a t i m u s rd h ca sche can So m whic mes d we e ba n a e f s o . nks h o trav r uni at h t e purp h ave v t l i e m w rsity one u o y m ( p y on w e.g. card hel ealt Free s for h Ba den C omts) so nk u nive mak ban r s i e su k wh re to ty stuethe sche ask r the me your y ha for y ve a ou. 13
FINANCIAL PLANNI
Pre-Trip Checkl 1. Online banking
4. Inform your ba
Set up your internet banking. It will make it easier to manage your spending while you’re away.
Check the expiry date on your credit, debit or prepaid card and make sure it’s valid for the whole trip.
Your financial institu some good security and may put your a when they are une foreign location. G theft, not so great w pay for your paella in the lurch, let them when you're travell
3. Make copies
5. Phone numbe
Photocopy your credit, debit or prepaid card(s) and passport details, and keep the copies in a separate place to the originals.
Your financial institu vice number will be different in diffe numbers for the co your phone or write you go.
2. Check your cards
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ING
list
TIPS
ank
utions probably have y measures in place accounts on hold expectedly used in a Great for preventing when you’re trying to a. To avoid getting left m know where and ling before you leave.
ers
ution’s customer ser-
erent countries. Put the ountries you're visiting in e them down before
6. Get a PIN European merchants prefer PIN transactions, set up a 4-digit PIN with your financial institution for your credit, debit or prepaid card before you go.
7. Bring USD change on you Not all money exchange places carry AUD and small USD notes are very commonly accepted by shops in many countries (e.g. Cambodia). Also, remember bring your passport with you when you do money exchange.
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During Trip 1. Carry less cash Travelling with cash on hand is often a necessity, but what happens if you get pickpocketed / swindled by a beautiful beach babe / drop your wallet into the Grand Canyon and lose the lot of it? Sadly, you can’t replace lost cash, but you can replace cards. Use your credit, debit or prepaid card for things like hotel bookings and car rentals to avoid carrying large sums of cash.
2. Know your numbers Reservations and rentals usually require a card number, so keep yours handy.
3. Withdraw with care When withdrawing cash at ATMs, withdraw odd amounts, large notes can be hard to break.
4. Store cards separately Store your credit, debit, or prepaid cards in separate places, so you have a backup if you lose one.
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5. Download an offline money converter app Be aware up the most up to date exchange rates by having an offline money converter. Take a look at XE, a smartphone app recommended by some of our returned EPs.
6. Confirm transaction costs Golden rule with transactions - confirm the cost and arrangement beforehand, pay afterwards. Make sure there are no misunderstandings or misinterpretations with any transactions.
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Visas Most countries will require a visa to enter the country and stay for the duration of your project. You always should check the consulate or embassy website of the country for the most up-to-date information on visa requirements.
Visa Upon Arrival or through the embassy? Some countries will allow you to obtain an entry visa upon arrival at the border checkpoint (e.g. Cambodia, Thailand, Vietnam). Generally, these visas will be cheaper too. Do thorough research beforehand and talk to your hosting entity to determine the legitimacy of these visas and visa arrangers. In some countries, the paperwork for VOAs need to be processed weeks before your actual arrival! If VOA, make sure to have the right currency in the exact change, an extra passport photo and in the exact change to smoothen the process.
What type of visa? Don’t apply for a visa until you’re matched! Your hosting entity should send you visa information within 2 weeks of being matched. Generally, Global Citizen EPs will use a tourist visa and Global Talent EPs will be using a working visa. Always make sure to check with your hosting entity before arranging your visa as having the wrong visa may lead can lead to fines and some countries have specific AIESEC visas that you can apply for. 18
IMPORTANT! Make sure your passport has more than 6 months validity and at least 1 blank page left. If not, you will not be allowed to depart Australia until you renew your passport.
Note: Some LCs will tell Global Citizen EPs not to mention AIESEC or volunteering on your visa application or at immigration. This is often to simplify the visa processing and limit the chance of immigrations in that country confusing you for an illegal job seeker on the wrong visa.
Travel Insurance All AIESEC exchange participants are legally required to purchase travel insurance prior to departure on exchange. Whilst it may seem like a costly investment, buying insurance is essential for ensuring that even in case something goes wrong, you know you’re covered. 19
“My airline lost my check in luggage during a transfer between Singapore and Taiwan, meaning that I had nothing on me asides from my passport and a bit of cash. My travel insurer covered delayed and lost luggage so I was able to go and buy all my basic personal necessities (e.g. underwear) and claim my money back. It sucked to begin my trip with a negative experience but because I had travel insurance, I was able to have a peace of mind about it.�
BUYING TRAVEL INSURANCE Make sure to buy travel insurance that covers all the minimum needs (e.g. emergency medical costs, personal liabilities, flight delays and loss of personal items). Check peer reviews of the insurer and carefully read over all the terms and conditions, coverage, excess and the claims process for your insurer before finalising your purchase to ensure that your level of cover suits you.
MAKING A CLAIM Different insurance companies have different claim procedures. All of them would have an excess fee (a fee charged for making a claim) and require thorough documentation to support your claims. Make sure to keep all receipts and ask for official report for an incidents, as according to your insurer. With some insurance companies, you can choose to cancel the excess by paying a bit more during the purchase. 20
Note: See if you have membership to any clubs or organisations that can provide student or membership discounts. You can trying ask your university’s international office too!
INTERNATIONAL SOS What is International SOS International SOS is the world’s leading medical and travel security services company. Operating from more than 700 locations in 76 countries, AIESEC is pleased to partner with International SOS in protecting our exchange participants. AIESEC’s comprehensive membership with iSOS provides all our EPs with 24/7 global medical and security advice, assistance and evacuation services.
MyTrip To begin your iSOS coverage, register your travel plans to MyTrip as soon as you’re matched. You will receive a PreTravel Advisory from iSOS with information on the membership and links to the scholastic e-learning and Travel Ready checklist. Make sure to spend some time on the e-learning before departure to ensure you have the most up to do date information on your country and iSOS procedures. Country specific health and security information can be found on the iSOS website. 21
Assistance Centres Find your nearest assistance centre here. When calling your nearest iSOS assistance centres, make sure to state that you are on an AIESEC exchange and your sending entity, AIESEC in Australia. You can ask them to call you back if call charges are a concern. Download the assistance app to have iSOS’s information at your fingertips. Turn on geographical location on your phone and important information on the country you’re in will be sent to you.
Important note! AIESEC’s partnership with iSOS does NOT cover travel insurance. You must buy your own travel insurance separately. You need to go to an iSOS clinic, you are expected to pay for your own expenses. This is where your travel insurance will be very handy. When contacting iSOS, have the following details ready: Your name, age, sex, location & nationality
AIESEC International SOS membership number: 30BYCA089648 Telephone number from which you are calling
Name, location & telephone number of the hospital or clinic you are at (if applicable)
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JOURNEY STARTS! About to arrive in your host country and excited to start your project? We’re excited for you too. Here’s a checklist of things that need to be completed in the first few weeks of your exchange:
MOVING TO A NEW COUNTRY Attend the AIESEC Incoming
Preparation Seminar arranged by your host local committee. This seminar will cover essential local information. It will also provide you a chance to meet local AIESECers and other EPs. Exchange your money to the local currency. Register with local police if needed Locate the Australian embassy in your destination country. Get local sim card. Learn how to add credit and check your balance. Send the number to your hosting and sending EP buddies, family and friends. Get a map and mark your address, where you are working, and other key locations. 23
Learn which public
transport routes to take, and get a pre-loaded bus/train card if possible. Learn basic phrases in the native language. Locate the nearest ATM. Check with your insurance provider for coverage. If possible, get a local travel city guide at first. Secure all of your personal belongs and important documents in one safe area. Contact your sending entity EP manager upon arrival and at least once a week! Not only do we want to check how your experience is, a quick check in will allow us to gauge your safety and welfare.
STARTING YOUR PROJECT
Seek your EP Buddy for support Familiarise yourself with your project site location and
surroundings Check with your project coordinator about the work
load requirements Seek the most convenient transportation method from your accommodation to your project site Locate the nearest grocery shopping store in your area Make sure you are prepared to fulfill your project activity. If you are teaching a class, make sure your lesson fully is planned out before hand. It’s best to create a brief education plan before your project starts and bring some props from Australia to assist you with teaching. Complete the Goal Planning journal to track your own development. Check that your project and activities, accommodation, food and travel detail are aligned with your signed job description. If there’s a discrepancy, immediately follow the complaint structure and talk to your hosting organisation or OC about it! Take photos and videos to remember your time and experience! This project won’t last forever so make sure to capture those unforgettable moments.
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POTENTIAL COMPLIANCE & PROCEDURE
To raise an issue regarding AIESEC Exchange Program, any party must follow the dispute resolution process in the order outlined below:
STEP 1 INTERNAL LEVEL The complaint party should inform the Hosting AIESEC Entity and the response party and try to solve an issue privately with them.
STEP 3 NATIONAL LEVEL If Step 2 has been tried and failed, the both sending and hosting entity should inform their MC that will work together to solve the issue. In addition, they may share the issue over the Global Network.
STEP 2 LOCAL LEVEL If Step 1 has been tried and failed, the complaint party should inform and involve the Sending Entity, while this entity will inform and communicate with the hosting entity to solve the problem in accordance with the Exchange Programme Policies.
STEP 4 If the parties involved cannot reach a mutual agreement within a two-week period, it is advised that the situation be brought forth to the Internal Control Board for arbitration. Your sending entity will guide you in your application. 25
Problem: what if the organisation doesn’t follow the job description? Solution (Check XPP): The Host LC will have to find and offer the trainee 3 TNs that correspond to their EP form within a week (the period can be extended upon written mutual consent). Failing to do so, the Host LC will cover the travel and visa expenses. However, should the trainee reject the three internships despite a minimum of 3 TNs being offered within this time period, the HE is no longer obligated towards the EP.
ETHICAL TOURISM Ethical tourism is geared towards encouraging both the consumer and industry to avoid participation in activities that contribute or support negative ethical issues, such as social injustice, human rights, animal welfare or environmental issues. Mindful travel’ brings both personal and global rewards. Where we choose to go and what we choose to do has economic, political, social, and environmental reverberations that reach far beyond our personal experience. 26
HOW TO BE AN ETHICAL TRAVELLER? 1)
2)
3)
4)
5)
Before you arrive, research the social, political, and environmental issues faced by the people you are visiting. Be aware where your money is going. By spending locally, you’re giving back to the community and getting a better sense of the country and the people who live there. Be wary of the the environmental and social footprint that you leave whilst travelling and on exchange. It is better to hold onto your rubbish and preserve the beautiful places you visit for the future or refrain from supporting certain animal entertainment acts. Take time to learn your pleases and thank-yous (and as much of the language you can handle). Courtesy can go along way and helps to break down barriers :) Remember the economic realities of your new currency. Don’t get all bent out of shape that a foreigner who earns 100 times a local’s salary might be expected to pay a few more pesos, bahat or rupees it’s not going to break your bank.
6) Learn and respect the traditions and taboos of your host country. Tourism is the world’s largest industry, and many countries rely on tourism as a crucial source of income. By “voting with our wings” - choosing our destinations well, and cultivating our roles as citizen diplomats - we can act as a positive force upon the world by promoting international goodwill and helping to change the world for the better. 27