AIESEC UI OGX GCDP 14/15
2.0 MATCHING
Your EP has finished the 1st process which is raising. Now
it’s MATCHING TIME!!! THIS GUIDELINE WILL HELP YOU IN EVERY STEP OF MATCHING PLEASE PAY ATTENTION Also, don’t forget to remind your EP to read the EP guideline for matching: http://issuu.com/outgoingexchangeaiesec ui/docs/ep_guideline_2.0-matching
If you have any questions, kindly contact Inez, LCVP OGX GCDP. E-mail: inez.wardhani@aiesec.net
THE 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
Matching, HERE WE GO! Matching is the process of EP to get matched by sending application or applying projects in system and/or doing interview selection
1. EP TO SEARCH FOR PROJECT EP Sign in to internships.aiesec.org They will be directed to a homepage that contains many opportunities
FILTER THE OPPORTUNITIES! Filter based on issue interest, or based on region preferences or country preferences. Or they can filter all the points to have specific opportunities! Make sure EP filter the region etc based on the agreement they have with you IMPORTANT: filter your earliest & end date, and deselect “show all durations”
2. EP TO APPLY FOR PROJECT EP click the name of the opportunity, example “dream beyond language” After the description of the project appears, always CHECK: -start & end date -location -description of project -skills etc required
After everything seems to suits them, click apply button on the right side EP cannot click apply? Check their “paid” and “interviewed” box! Ensure you have click it!
3. CHECK APPLICATION EP can apply for more than 1 project, (maximum around 15) so make sure to check all of their applications! The application status and what you should do: 1. Open EP has applied for project You have to send e-mail to TN Manager of project and mention your EP has applied. Include your EP link aswell 2. Matched, EP AN pending: EP hasn’t sign AN Tell your EP to sign the acceptance note 3. Matched, “EP approved” box open EP has signed EP AN, and need your approval Ensure EP can really go on the project date and then ceklist the “EP approved” box 4. Matched, EP “paid for realized” box open: TN has sign AN, EP need your approval You have to click the “paid for realized” box, and ask your EP to pay matched fee (1 million), max. 2 weeks after your EP sign AN
4. EP TO BE MATCHED THE FLOW TO BE MATCHED 1. TN approved EP application 2. EP sign acceptance note 3. EP Manager approved the AN 4. TN sign the acceptance note 5. EP manager ceklist the “paid for realized” After those steps are done, your EP are OFFICIALY MATCHED! Becareful! After your EP sign acceptance note and TN apporoved, your EP cannot withdraw and have to continue to match with the TN. So please ensure EP can go for exchange for the project.
WAIT! WHAT IF THE TN WANTS: 1. TO DO INTERVIEW WITH EP? 2. EP MAKE APPLICATION VIDEO? Make sure your EP are prepared!! 1. INTERVIEW Give them the interview guideline. It contains of tips ‘n trick to help EP during interview!! Get the file in “PODIO” Documents EP Files
Or open link:
http://issuu.com/outgoingexchangeaiesecui/docs/in terview_guidebook_14-15_1d143ee4b03ff5 2. APPLICATION VIDEO -Ask TN about the video requirements -Make it as interesting as possible -Example of Video :
-http://youtu.be/g6Xt9BuGNZ0
5. AFTER MATCHED 1. Ask EP to pay the 2nd administration fee (1 million rupiahs) to AIESEC UI Bank Account: Mandiri, 1-570-000-940636, maximum 2 weeks after they sign the acceptance note. ASK the payment proof!
2. Contact TN Manager to send your EP invitation letter, so they can apply VISA directly (Ask what type of VISA they should apply for)
5. AFTER MATCHED 3. EP have to apply for VISA! (they aren’t allowed to BUY flight ticket before they get VISA. Just book it first! ) Give them VISA guideline here (softcopy in PODIO): http://issuu.com/outgoingexchangeaiesecui/docs/c ee_visa_booklet http://issuu.com/outgoingexchangeaiesecui/docs/a p_visa_booklet 4. EP have to apply for travel insurance to cover during exchange! (this is obligatory). We have partnership with AIG, if they want to. Contact Vemi for the info: 085719119474
UPDATED REGULATION TO ENSURE STANDARD & SATISFACTION FOR EP EP Manager have to ask clarity of these things during EP matching / matched. (ask whether TN will provide or not ). If they don’t provide, please discuss this with TN.
1. Fixed Job description & working hour 2. Booklet (not only about the project, but also explanation about country, living cost, transportation, direction when arrive in country etc.) 3. Accomodation (will they provide? Should I pay?) 4. Other expenses you need to cover 5. LEAD during project 6. IPS (incoming preparation seminar, or mini incoming conference) 7. Webinar before EP arrive (to discuss EP expectation setting and more info or guidance for the preparation before you go) 8. Will they accompany EP in first day of work? 9. Provide EP buddy 10. Provide Arrival pick up or information about that
UPDATED REGULATION TO ENSURE STANDARD & SATISFACTION FOR EP The things mentioned previously is the minimum standard that our EP has to get. So ensure you have all information about those things!
-To help you ensure the points, simply give “TN Information Form” to the TN, so TN Manager can fill it directly. -Give TNs the deadline (usually 1 week) to fill all the data in that form.
“TN Information Form” is in our PODIO DOCUMENTS TEMPLATES
Direct link: https://podio.com/aiesecglobal/ogx-gcdp1415-reborn/apps/documents/items/3
PODIO GUIDELINE FOR RAISING
When all the matching process has done, please update everything in PODIO. Why? - To ensure that our EP has been processed, and no one left behind - To check all the documents that EP needed are fulfilled during matching
MATCHED
“MATCHED” in PODIO To be put in “MATCHED”: All EPs who have signed the acceptance note and approved by TN and you 1. Fill all the data needed, & fill this, first things first!! Matched Date
2. Upload all files in Google DRIVE: "OGX GCDP Reborn"--> Matching 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/drive/u/1/#folders/0Bxpi w84eJqIpZHpKakdZVnhCWTQ/0Bxpiw84eJqIpcn dqaDBId1RFbjQ
“MATCHED” in PODIO Documents needed to be uploaded in google drive: 1. Invitation Letter 2. Project Booklet 3. Matched Fee Payment Proof 4. TN Information Form
ADDITIONAL INFO If you spent your own money for: scanning files, or any other acivities for OGX, please keep the payment receipt, so I can give you reimbursement!
That’s all!
happy matching! 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/outgoingexchange aiesecui/docs/ep_guideline_2.0matching
NEXT: EP MANAGER GUIDELINE 3.0 PREPARATION & REALIZATION
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)