AIESEC UI OGX GCDP 14/15
1.0 RAISING
Hello EP Managers! Welcome to the raising guideline! -With this guideline, we hope that you can have clear direction on handling your EPs during the raising process. And I hope it can ease your EP’s journey in our Global Youth Ambassador ProgramIf you have any questions, kindly contact Inez, LCVP OGX GCDP. E-mail: inez.wardhani@aiesec.net
THE EP FLOW Pass interview
Submit CV, parents letter, pay 1.5jt
Induction+Sign Contract
Search project
Sign up internships.aiesec.org
Meeting w/ EP Manager
Mentoring + LEAD Session
Accepted in Project
Preparation
Reintegration- EP Returnee Day
Going Abroad
Outgoing Preparation Seminar
1. EP PASSED INTERVIEW: DOCUMENTS NEEDED •When EP passed interview, you will be assigned by your team leader to handle few EPs •1. Curriculum Vitae (CV) Ask your EP to submit the softcopy file of their CV (based on our template)
•2. Parents Permission letter To ensure that your EP get full support from their parents. EP should submit it (softcopy) to your e-mail, or if EP have hardcopy please ask them to scan/ you help them scan the file
1. EP PASSED INTERVIEW: SIGNING CONTRACT •What your EP should do: •1. Read the contract file that we sent through e-mail carefully. •2. Pay 1.5 million rupiahs as the contract fee to AIESEC UI Bank Account: Mandiri, 1-570-000-940636. collect the payment proof (hard or softcopy) !
•3. Make sure EP got the copy of the contract after signing it (without materai) •4. Remind your EP: Once he/she signed the contract, the money isn’t refundable and they cannot move to other exchange time unless they didn’t get any project/ other things that is considered valid by AIESEC UI.
2. EP INDUCTION An event to introduce EP to AIESEC, clarity of the GYAP & signing contract session. What EP will get in induction:
•1. AIESEC Knowledge Contains of what is AIESEC, our vision, our value, programs, history, etc., also about AIESEC UI.
•2. Clarity of GYAP & XPP Explanation about what is GYAP, EP role as an ambassadors, the behaviors and explanation of every process that EP will take. Also explanation about XPP. eXchange Program Policies (XPP) is a basic regulation or fundamental rules for Exchange Program .
2. EP INDUCTION •3. Fee Clarity EP will pay a total of 2.5 million rupiah to AIESEC UI. 1st payment (1.5 million) is when EP are accepted, and want to do sign contract for raising. 2nd payment (1 million) is when EP are matched (Accepted in project). All payment have to be made through bank transfer (no cash).
•4. Signing Contract Session At the end of the session, your EP will sign contract with AIESEC UI. Make sure EP have paid the 1st payment and bring or give the proof.
WHAT IF EP DIDN’T COME INDUCTION AND HAVEN’T DONE SIGN CONTRACT?
It’s your responsibility as EP Manager to contact the EP personally and meet them to do sign contract. During meeting, you have to deliver the materials in induction to the EPs aswell •The materials of induction is in our PODIO “documents” “EP Files”
SIGN CONTRACT FLOW
SIGN CONTRACT INFO
•AT THE SAME TIME….EP HAVE TO
•SIGN UP TO: •internships.aiesec.org ALL EP have to use the password: exchange , when they sign up, and don’t forget to upload your CV! Also important: EP have to fill the “earliest start date” in the preferences column based on availability of the EP! It is the date when the EP can go for exchange
AFTER EP SIGN UP IN INTERNSHIPS. AIESEC.ORG
1. Directly contact LCVP or team leader to assign you as the EP manager 2. After that, click the “paid” and “interviewed” box so EP can apply project 3. Ensure the EP program is GCDP!
RAISING •Is when when EP completed all the steps above : submit all documents, induction, sign contract (pay 1.5 million), meet EP Manager to discuss expectations.
RAISED Is when EP signed up in internships.aiesec.org profile, and when you as EP Manager has checklist your EP status in profile to “paid” and “ interviewed”
•After your EP are raised, they are ready for searching & applying for projects (matching)!!
PODIO GUIDELINE FOR RAISING When all the process have been done, another important thing is to update the process in PODIO. Why? - To ensure that our EP has been processed, and no one left behind - To help EP in matching (VP and team leaders can know the EP profile, preferences of country/ project), this can help to make partnerships with other LC ď Š
EP POOL
RAISED
“EP POOL” To be put in “EP POOL”: All of your EPs, that can go this summer or postponed to winter
“RAISED” To be put in “RAISED”: All EPs who have signed up in system and do sign contract
1. Fill all the data needed, & fill these first things first!! EP link profile, region & country preferences 2. Upload all files in Google DRIVE: "OGX GCDP Reborn"--> Raising Files--> put based on the file type--> create new folder for each EP; follow the example to name the file. Direct link: https://drive.google.com/folderview?id=0Bxpiw84e JqIpZHpKakdZVnhCWTQ&usp=sharing
“RAISED” Documents needed to be uploaded in google drive: 1. CV 2. Parents permission letter 3. Scan or photo of payment proof 4. Agreement of expectation
ADDITIONAL INFO If you spent your own money for: printing sign contract, buying materai, scan files, or any other acivities for OGX, please keep the payment receipt, so I can give you reimbursement!
That’s all!
happy raising! Don’t forget to remind your EP to read their EP guideline aswell! You can give the file from “documents in our PODIO, or In this link: http://issuu.com/outgoingexchangeaiesecui/d ocs/ep_guideline_1.0-raising
NEXT: EP MANAGER GUIDELINE 2.0 MATCHING
OUR TEAM TEAM LEADER ANGELA N. (angela.noviyanti@aiesec.net)
TEAM LEADER ALDILA F. (fabiola.aldila@aiesec.net)
Members
Members
Lazuardi C.
Orgea B.
Emil I.
Aisha A.
Guspita A.
Indira P.
Budiasti (Ola)
Yusanne
Ibnu A. (T.F)
Nurul (T.F)
Usha A. (T.F) TEAM LEADER
TEAM LEADER
FARISZA N. (farisza.nadya@aiesec.net)
T. HAZBI (teuku.faizasyah@aiesec.net)
Members
Members
I. Ghalih
N. Syiffa
Nurrizka
Elmyra
Hilmi (T.F)
Chrysanty (T.F)
Erika
Jordan (T.F)
Aulia
Najwa
Andrew E.
EP DEVELOPMENT COORDINATOR INDIRA A.(indira.adha@aiesec.net)
•LCVP OGX GCDP •Inez Arie Wardhani (inez.wardhani@aiesec.net)