OGX GIP SOP [GIPrecious]
1. Application Form process a. Application from price : IDR 30.000 b. Submit date is 10 days after take date c. If applicant did not submit the application form on the deadline time so the application will be rejected/ expired, and if the applicant would like to continue his/her step he/she has to take the new form. NB : if the applicant confirms about her/his late submission before the deadline of submission, so the deadline of application form submission will be extended at lot 5 days after the first deadline. d. The application form submission has to attach : - CV - Motivation Letter If the applicant cannot attach the print out document, they are allowed to submit the soft by send email to: ogxgip.uaindonesia@aiesec.net . At least at 23.59 PM in the same day with the application form submission date. If the applicant did not attach the document mentioned, so the application form automatically rejected Note: if the applicant is the expansion applicant (out of Padang area) the applicant must send the video introduction, the content is: personal information, motivation join the GIP program, and explain about the applicant skill. e. Application form screening result The manager of OGX GIP department has a responsible to: Collect all of application form on the deadline set. Screening for application form and announce the screening result twice in a month, which is in the last day in week 2nd and 4th every month, in OGX GIP’s/ AIESEC UNAND’s official website, with SRB applicant interview schedule option attached. f. Follow up the passed application form. The applicant has to confirm about the SRB applicant interview schedule chosen by applicant to the OGX GIP manager’s. The confirmation of this has done at least one day before the nearest schedule. g. SRB applicant interview process SRB applicant interview process was set by OGX GIP manager. And attend by both OGX GIP managers (Promotion and market maintaining & process and EP maintaining manager). Which is the manager has to give at least two option schedule and at much three option schedule for one applicant.
h. SRB applicant interview result The announcement of SRB applicant interview has to publish in OGX GIP’s / AIESEC UNAND’s official website at least two days after interview. i. SRB process SRB process is set by OGX GIP manager, and the schedule is come from one direction, which is following the external interviewer’s schedule. But the applicant is allowed to propose the schedule for SRB, to be consideration for OGX GIP manager when contact and discuss with external about SRB schedule. SRB is has to be conduct at least 7 days after the internal interview result announced. In the SRB process manager OGX GIP has to provide two bottle mineral water (one bottle for interviewer and one bottle for applicant), and snack for interviewer. During the interview process, the OGX GIP representative is not allowed to enter the interview room, he/she only allowed to enter when the interview still not start to discuss everything about applicant and when interview finished discussing the result. The OGX GIP manager has to provide following document for the interviewer: - Applicant’s CV - Applicant’s motivation letter - RB evaluation sheet - RB approval letter - RB guideline (*optional) NB : in case of EP come from another city and cannot come to Padang, and the last way is the SRB could be conduct via online. j. SRB result SRB result is announcement in the same day at least at 23.59 PM, in the OGX GIP’s / AIESEC UNAND’s official website. And also attach the exchange participant selection interview schedule. k. Exchange participant selection interview The applicant has to confirm the exchange participant selection interview schedule chosen to the OGX manager at least one day before the nearest exchange participant selection interview schedule. The exchange participant selection interview will be attended by OGX GIP promotion and market manager and one of TM representative. l. EP selection interview result The result of EP selection interview will be announce officially in OGX GIP’s / AIESEC UNAND’s website at least two days at 23.59 PM after interview process conducted, by attach : - Link of parent permission letter draft - Invoice of first payment for exchange fee raise as exchange participant of AIESEC LC UNAND.
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ďƒ° Regulation: the invoice is issued by finance department and the content is the EP information, fee amount, deadline, AIESEC UNAND bank account, and legalization. Pass letter for applicant from overall selection. Exchange booklet XPP
2. Raise process a. Sign contract The sign contract process has to do by applicant following the date that mentioned in the invoice of first exchange fee payment after the applicant show the transaction letter from bank (if they pay via bank) and after they pay the first exchange fee (if they pay directly). In the sign contract process, the OGX GIP manager has a responsible to explain about XPP, regulation, and has a responsible to give the applicant one of copy from payment letter as a prove for the exchange participant itself. b. Input to the system, myaiesec.net process After the applicant finish their sign contract process mean they are already be exchange participant of AIESEC LC UNAND, but still not official because she/ he must have an account as member in myaiesec.net. The OGX GIP manager has to input the EP’s data to the system at least 2 days at 23.59 PM after the sign contract process. And the applicant will be officially being AIESEC LC UNAND’s exchange participant and has a same right like mentioned in the MoU. The EP ID’s account manager of EP in system myaiesec.net will be change to be ogxgip.uaindonesia@aiesec.net directly when the status changed to be available, to make the information and delivery flow in department is controlled (There is no special treatment for any EP). if there is any email from TN manager to your account, we will directly forward to your personal email. The EP only has the right to stay in myaiesec.net system for 6 months in available status. If the EP already stays in system for 4 months then the EP has to do their self matching (and the OGX GIP managers have a right to not help the EP anymore). 3. Match process a. Delivery Delivery process of EP is being responsible of OGX GIP process and EP maintaining manager, and this delivery process is has to do by manager by cc all of email sent to OGX GIP email group. b. Education day This education day is purposed to give education for the EP, to make they can promote their selves and do the personal matching to help the OGX GIP manager. Because however the EP will understand their own skill and plus point. This education day is being responsible of OGX GIP process and EP maintaining manager, and this education day has get by EP at least 7 days after sign contract. c. Integration Integration purposed to involve EP to the LC’s activities, and it’s being OGX GIP process and EP maintaining manager.
d. Document needed After the EP match, the OGX GIP manager has a responsible to complete all of document needed, ex. Visa endorsement letter from rector, internship letter from OGX GIP, etc. this letter has to given to the EP at least two weeks after the EP’s status changed in the system. NB : In case of urgent, this letter completing process could not follow the regulation. e. OPS
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The OPS process has to conduct during last week before departure date/ realize date. The content of this OPS is the evaluation from selection process which given by external interviewer, and internal interviewer to be watch out by EP in their internship latter. Farewell The farewell party has to conduct during last week before realize date, and it is allowed to conduct together with ICX or OGX GCDP farewell/welcoming party. In case of EP come from out city so the welcoming party could be conduct via skype or any other online media.
4. Realize a. Survey filling (3 times) The EP has a responsible to fill three surveys for their internship, which is first survey (expectation survey) which fill by EP in the first week of internship, second survey (internship adaptation survey) which fill by EP in the middle of internship, and third survey (satisfactory survey) which fill by EP in the last week of internship. b. Story report The story report is an overall internship story which reported by EP to the OGX GIP manager in the last week of the internship. NB : if the EP did not fulfill both of this, so the EP will not get the certificate from OGX GIP AIESEC UNAND, which given in the welcoming party time. c. Story Content - Video Name, faculty and univ, internship to, internship time, TN, situation when work, say something about your internship. - Picture Picture in the working place, picture when doing some work, etc - Story The story that receive is story which tell all about internship, and its percentase is at least 70:30 (70 % talking about work and 30% talking about the country and interesting place) 5. Re-integration a. Welcoming party Welcoming party is has to conduct at least one week after the EP arrive to Indonesia. In case of EP come from out city so the welcoming party could be conduct via Skype or any other online media. b. Role evaluation Before EP go for internship she / he was allowed to take opportunity in AIESEC, and after they back from internship if it’s fulfill as TMP or even TLP, we will evaluate and give the recognition as normal.
Other Detail 1. Exchange Fee policies Exchange fee policies in OGX GIP UA department are: a. Exchange fee for EP from Padang area The total amount is IDR 3,500,000. For Padang area EP, we implement the discount so we cut the fee become IDR 2,500,000. The fee explanation is: - For normal EP : 2,500,000 The payment rules : first payment (MoU) IDR 1,000,000 Second payment (match) IDR 1,500,000 -
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For AIESECer LR non EB : 2,250,000 The payment rules : first payment (MoU) Second payment (match) For AIESECer EB The payment rules
IDR 1,000,000 IDR 1,250,000
: 2,000,000 : first payment (MoU) Second payment (match)
IDR 1,000,000 IDR 1,000,000
b. Exchange fee for EP from out Padang area The total amount is IDR 3,500,000 The payment rules : first payment (MoU) Second payment (match) Third payment
IDR 1,000,000 IDR 2,000,000 IDR 500,000
2. Status change time The status change time from new to available is at least two days (48 hours). The available to match and match to realize is will be change depend on ICX team in country destination. 3. Self-matching policies In the matching process, the EP also responsible to match their self to a TN. After the EP accepted as exchange participant in AIESEC LC UA, then the manager has to conduct a matching process, how to getting match with TN and how to face the interview. In this case, the applicant has to CC/forward their delivery email to: ogxgip.uaindonesia@aiesec.net. If the OGX GIP VP and/or managers found the applicant did not CC/forward the email delivery to department email, so the VP and/or managers have a right to not process the needed letter for the TN.
4. Break Match policies In case of break match, the EP is still has the right to get the available status again. In this case the AIESEC UA part will not charge any fee (but if the TN asking for it, so it out of our (OGX GIP UA) authority). [AgusDidiEka]