AIESEC India Compendium

AIESEC India Compendium

AIESEC INDIA COMPENDIUM

Sahil Dewan President 2011-2012 AIESEC in India

Focus Commission AIESEC in India

Last Updated

July 2011

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AIESEC India Compendium

TABLE OF CONTENTS I – CONSTITUTION .....................................................................................................................................

1.1 1.2 1.3 1.4 1.5 1.6 1.7 1.8

Name ...............................................................................................................................................

AIESEC Way...................................................................................................................................

Membership .....................................................................................................................................

AIESEC in India .............................................................................................................................

The legislative meeting of members ................................................................................................

Finances ...........................................................................................................................................

Amendments to the Constitution & Dissolution ..............................................................................

Registered office ..............................................................................................................................

II - THE STANDING ORDERS OF AIESEC 2.1 2.2 2.3 2.4 2.5 2.6 2.7 2.8 2.9 2.10 2.11 2.12

Chair ................................................................................................................................................

Roll Call...........................................................................................................................................

Quorum ............................................................................................................................................

Voting ..............................................................................................................................................

Minuting ..........................................................................................................................................

Representation .................................................................................................................................

Motions ............................................................................................................................................

Amendments ....................................................................................................................................

Order of Precedence ........................................................................................................................

Points of Order ................................................................................................................................

Conduct of meeting .........................................................................................................................

Standing Orders ...............................................................................................................................

III - ORGANISATIONAL STRUCTURE ...................................................................................................

3.1 3.2 3.3 3.4 3.5 3.6 3.7

Members ..........................................................................................................................................

General Body ...................................................................................................................................

Powers and Duties of the General Body ..........................................................................................

Powers and Duties oif the Governing Body ....................................................................................

Member Committee President .........................................................................................................

Member Committee Finance Controller ..........................................................................................

Board of Advisors ............................................................................................................................

IV - PROGRAMMES ....................................................................................................................................

4.1

General ............................................................................................................................................

V - ELECTION AND SELECTION PROCEDURE. ..................................................................................

5.1 5.2 5.3 5.4 5.5 5.6 5.7 5.8

Member Committee President Elections ..........................................................................................

Local Committee President Elections ...............................................................................................

Local Committee President...............................................................................................................

Executive Body ................................................................................................................................

Members Applying for the Member Committee ..............................................................................

Members attending National/ International conferences ..................................................................

Exchange ..........................................................................................................................................

Alumni ..............................................................................................................................................

VI – MEMBERSHIP ......................................................................................................................................

6.1 6.2 6.3 6.4 6.5 6.6

AIESEC in India Membership ........................................................................................................

Application to be Member ................................................................................................................

Membership Criteria .........................................................................................................................

Procedure for Membership review ...................................................................................................

Removal of membership ...................................................................................................................

Regions .............................................................................................................................................

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AIESEC India Compendium

VII - OTHER BODIES WITHIN THE ORGANISATION ........................................................................

7.1 7.2 7.3

National Board of Advisors .............................................................................................................

Local Board of Advisors ..................................................................................................................

Board of Directors ...........................................................................................................................

VIII - FINANCIAL REGULATIONS ..........................................................................................................

8.1 8.2

Financial Regulations for the MC .....................................................................................................

Financial Regulations for the LC ......................................................................................................

IX - NATIONAL MEETINGS ......................................................................................................................

9.1 9.2 9.3 9.4 9.5 9.6 9.7 9.8 9.9 9.10 9.11 9.12 9.13 9.14 9.15

Definition ..........................................................................................................................................

National Congress (NatCong)..........................................................................................................

June National Conference (JNC) .....................................................................................................

National Leadership Development Seminar (NLDS) .......................................................................

National Strategic Conference (NSC) ...............................................................................................

National President Meeting ..............................................................................................................

Meeting Standards ............................................................................................................................

Hosting of a naional meeting ............................................................................................................

Contents of a feasibility report .........................................................................................................

OC Responsibilities ..........................................................................................................................

General .............................................................................................................................................

Finance of national conferences .......................................................................................................

Discharge of OC...........................................................................................................................

Penalties.......................................................................................................................................

Conference Guidelines................................................................................................ .................

MC-LC Contract ..............................................................................................................................

X - EXTERNAL RELATIONS .....................................................................................................................

XI - APPENDIX 1) AIESEC Abbreviations ................................................................................................................................

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AIESEC India Compendium

PART I: CONSTITUTION

Last Updated

January, 2011.

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AIESEC India Compendium

I – CONSTITUTION 1.1

Name

Art. 1

The name of the society shall be ‘AIESEC’.

1.2

The AIESEC Way

Art. 2

What is AIESEC? AIESEC is a global, non-political, independent, not-for-profit organization run by students and recent graduates of institutions of higher education. Its members are interested in world issues, leadership and management. AIESEC does not discriminate on the basis of race, colour, gender, sexual orientation, creed, religion, national, ethnic or social origin.

Art. 3

Our VALUES: Activating Leadership We lead by example and inspire leadership through actions and results. We take full responsibility for our role in developing the potential of other people.

Enjoying Participation We have a dynamic environment created by active and enthusiastic involvement of individuals. We enjoy being involved in AIESEC. Striving for Excellence We aim to deliver the highest quality performance in everything we do. Through creativity and innovation we seek to continuously improve our results.

Living Diversity We seek to learn from the different ways of life and opinions represented in our multicultural environment. We respect and actively encourage the contribution of every individual.

Acting Sustainably We act in a way that is sustainable for our organisation and society. Our decisions take into account the needs of future generations.

Demonstrating Integrity We are consistent and transparent in our decisions and actions. We fulfil our commitments and conduct ourselves in a way that is true to our identity.

Art. 4

What we envision?

Peace and fulfilment of humankind's potential.

Art. 5

Our Impact Our international platform enables young people to explore and develop their leadership potential for them to have a positive impact in society.

Art. 6

The way we do it AIESEC provides its members with an integrated development experience comprised of leadership opportunities, international internships and participation in a global learning environment.

Art. 7

English is the sole official language of the society

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Art. 8

The logo approved at Presidents Meeting 1990 (Hong Kong) is the official logo of the society.

Art 9.

AIESEC India adopts the Code of Ethics along with its supportive structures as mentioned in the Global Compendium Appendix 13.

1.3

Membership

Art. 10

The Society shall consist of associations of students and recent graduates of institutes of higher education who are interested in world issues, leadership and management in a specific geographical area, which shall be defined by the National Plenary under the guidance of the Member Committee, AIESEC India.

Art. 11

The society and all its entities shall be represented nationally by one common global name and trademark. That name shall be AIESEC and the trademark is(under registration)

Art. 12

Admission of membership and subsequent updating the statuses shall be done at every Legislative meeting in accordance with the compendium.

Art. 13

Admission, expulsion or removal of the membership shall be decided through the procedures set out in the compendium. All decisions will only be valid upon ratification of at least two-thirds of the voting members at any Legislative Meeting

Art. 14

A member who is expelled/ removed shall forfeit the right to any part of the assets of the society. The member shall also return all assets belonging to the society at their cost to the MC. The management of such a LC falls under the purview of MC from the point of expulsion.

Art. 15

A member who resigns or is expelled/ removed may not utilise the AIESEC name for any purpose, activities or communication.

1.4

AIESEC India

Art. 17

The society shall be administered by AIESEC in India’s Member Committee (MC) consisting of a President, a number of Vice-Presidents & support staff, all physical persons.

Art. 18

If AIESEC India Member Committee is incomplete it still retains all of its powers.

Art. 19

The President is appointed through elections by the Local Committees at the annual National Congress- Nat Cong.

Art. 20

The MC members are first confidenced by the general body and then appointed by the President independently.

Art. 21

Individuals can be re-appointed through elections or appointed by the MCP but shall not serve for more than: 1) One term in the role of Member Committee President 2) Two terms on the MC for all positions other than MCP

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Art.22

In the case that individuals are to apply to be reappointed through elections/ reappointed by the MCP to serve for additional terms (more than stated in Art. 21), this application must be authorised by the AIESEC India Board of Directors and ratified with 2/3rd majority by the plenary.

Art. 23

Within the MC each member shall have one vote. Hence majority of the members of the MC shall constitute quorum for a decision-making forum (for the MC) of AIESEC India. In the case of a lack of consensus the MCP has executive powers.

Art. 24

AIESEC India’s MC shall have full power of management and administration, subject to the prerogatives of the legislative meeting.

Art. 25

AIESEC India’s MC shall delegate the day-to-day management of the society to the President.

Art. 26

All the deeds committing the society shall, except for special proxies, be signed by two members of AIESEC India’s MC of which one must be either VP F or the Member Committee President.

Art. 27

The President of AIESEC India (MCP) shall be responsible for carrying out the decisions of the legislative meetings and for co-ordinating the work of AIESEC India.

Art. 28

The President will cease to hold office: a) b) c) d) e) f) g)

By his/her death; By his/her resignation Impeachment; Because he/she applies for a temporary moratorium; By the appointment of a guardian over him/her by the court; By removal from office by the court in the cases provided for in the law; At the end of his/her term.

Art. 29

Any member of AIESEC India MC shall cease to hold office as set forth under Art. 28 or by dismissal by the MCP.

1.5

The legislative meeting of members

Art. 30

Members admitted to voting statute shall together constitute the legislative meeting of members of AIESEC India, which come together on the occasion of the society's annual legislative meetings being NatCong and June National Conference. These two are the legislative conferences.

Art. 31

Additional legislative meetings may be convened by the MCP of AIESEC India in communication with AIESEC India Local Offices.

Art. 32

The legislative meeting of members shall have all powers for the performance and execution of the purposes of the society.

Art. 33

Any appropriate question or business may be brought before the legislative meeting of members without prior notice thereof.

Art. 34

Legislative meetings shall validly be held if at least two-thirds of the society's voting members are present or represented by proxy.

Art. 35

Only members shall be entitled to vote at legislative meetings. Each member shall have one vote (refer to section 5).

Art. 36

A member may be represented at the legislative meetings by another member. No member shall hold more than one proxy.

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Art. 37

The decisions of the legislative meetings shall be carried by a simple majority vote of all voting members present or represented, except if the Constitution or Standing Orders provide otherwise.

Art. 39

National Meetings (NMs) shall be presided over by a Chairperson selected by the MC and ratified by members. The Chairperson shall neither vote nor take part in the discussions of the meeting.

1.6 Art. 40

Finances The capital of the society will be formed by contributions of members, subsidies, gifts, legacies and other contributions.

Art. 41

All assets and liabilities are the financial responsibility of the society and members shall not be personally liable.

Art. 42

The use of funds and the bookkeeping of the MC shall be governed by the society’s financial regulations. The use of these funds may be amended by a two-thirds majority vote at a legislative meeting. Book keeping should always adhere to the regulations of the Society’s Act.

Art. 43

The financial year of the society shall extend from 1st April to 31 st March..

Art. 44

Annually AIESEC India’s outgoing MC shall submit the accounts of the closed financial year at June National Conference. The budget review would be presented by the incoming MC at Nat Cong.

Art. 45

AIESEC in India shall keep filed records of its financial operations for a period of ten years.

1.7

Amendments to the Constitution & Dissolution

Art. 46

Any proposal regarding amendments to the constitution and dissolution shall emanate from AIESEC in India’s MC and one of the society’s members.

Art. 47

AIESEC India MC shall advise the members of the society at least two weeks in advance of the date of the legislative meeting that will deliberate on such a proposal.

Art. 48

AIESEC India Members is charged with the executive authority of amending the Constitution and dissolving the society.

Art. 49

Amendments to the constitution can only be made with the prior consent of the Focus commission. These can be passed in the Focus commission in the form of a motion, which is subsequently put to vote.

Art. 50

Approval for the society to be dissolved shall be granted by a three quarters majority vote of all members of the society in a complete meeting.

Art. 51

Art. 52

Approval for an amendment to the Constitution shall be granted if it receives a 2/3-majority vote of the members of the society in meeting where ¾th of all voting and non voting members are physically present.

If a meeting is not complete whereby a resolution to alter/dissolve is discussed, a second meeting shall be convened not earlier than two and no later than 4 weeks after the first meeting. This meeting, irrespective of the number of AIESEC in India’s voting members present or represented may adopt a lawful amendment to the constitution as per article 50 & 51.

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1.8

Registered office

Art. 53

The registered office of the society is: AIESEC India C/o Godrej Industries Ltd., Gate # 2, Eastern Express Highway Vikhroli(East) ,Mumbai- 400079 It may be relocated to any other address by a decision of AIESEC India’s MC if there is a need to do so. In the event of such a scenario all members shall be informed of the change before it takes place and a confirmation should be sent once the change takes place- prior consent of the focus should be taken.

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AIESEC India Compendium

PART II: COMPENDIUM

Last Updated

January, 2011.

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AIESEC India Compendium

II - THE STANDING ORDERS OF AIESEC in India

2.1. Chair 2.1.1.

If the official ordinarily entitled to take the Chair is so affected by or interested in any motion as to render it advisable, in the opinion of the members, that he/she vacate the Chair during the discussion of that motion. It shall be permissible for members to move, second and vote upon a motion that he/she vacates the Chair during the discussion. If the motion is carried, the MCP shall temporarily conduct the meeting.

2.1.2.

The Chairperson shall be the sole interpreter of the Standing Orders. The AIESEC India MC shall be the final interpreter of the provisions of the Compendium, apart from the standing orders and except in cases where they are interested parties. The chair shall once again be the final interpreter in such a scenario.

2.1.3.

The Chairperson shall neither vote nor take part in the discussion of the meeting.

2.1.4.

At the start of the first session, the Chairperson shall inform delegates of those procedures related to the functioning of the meeting.

2.2. Roll Call

2.2.1. In order to avoid confusion during voting, a Roll Call shall be taken at the commencement of all Sessions of Meetings.

2.2.2. Further, should delegates subsequently join / leave the session, they shall inform the Chairperson of their presence / absence and this shall be recorded in the minutes.

2.2.3. At the start of the first session, the Chairperson shall inform delegates of these procedures.

2.3. Quorum 2.3.1. The quorum for Plenary Session at any legislative meeting shall be two-thirds (2/3) of the voting Local Committees.

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2.4. Voting 2.4.1. Voting shall be by full members & members on probation for MCP elections. Each member shall be entitled to one vote. Voting for all Legislations shall be only by voting members. Each Voting member shall be entitled to one vote.

2.4.2. Proxy voting at Legislative Meetings shall be permitted. Such proxy representation shall be in writing and submitted to the Chairperson of the meeting. The proxy shall be signed by two members of the LC. 2.4.3. If a local committee present leaves during the course of such a meeting, a proxy needs only be signed by 1 LC member and submitted to the Chairperson.

2.4.4. Should the LC issuing the proxy wish it to be valid on only certain questions, such limitations are to be contained in the proxy. Disagreement concerning the interpretations of such limitations shall be settled by MC. 2.4.5. Proxies shall not be used to propose or second a motion.

2.4.6. Only voting members can receive a proxy vote. No LC may receive more than one proxy.

2.4.7. Voting, motions shall be carried by a simple majority, unless the Constitution or Standing Orders provides otherwise. The casting of votes shall be in the following order: Votes for, against, abstentions. If the numbers of votes for and against a motion are equal, the motion shall be regarded as not carried. Members abstaining shall be considered as non-voting except in the case of election procedures, or if otherwise specified.

2.4.8. For the purpose of the Compendium simple majority shall be defined as follows: Simple majority is when more votes are in favour of the motion than against it.

2.5. Minutes 2.5.1. Minutes must be taken during all plenary sessions of legislative meetings.

2.6. Representation 2.6.1. All MC members shall be allowed to attend and speak at all sessions of the Legislative Meeting.

2.6.2. Observers and guests of the legislative meetings shall only be heard with the permission of the meeting.

2.7. Motions 2.7.1. No Motion or Amendment shall be open for discussion until it has been seconded, but the proposer shall have the right to speak on a Motion in order to find a seconder.

2.7.2. No matter shall be discussed unless it concerns an approved subject on the Agenda, except at the discretion of the Chair.

2.7.3. Legislations which have been proposed in working groups and sub-committees or tracks shall be circulated in writing at least 24 hours before the matter can be voted upon, where this is not possible, there must at least be ample opportunities provided for discussion by all delegates.

2.7.4. A Motion shall only be open for discussion or Amendment after the proposer and seconder have been given the opportunity to speak in support of the Motion.

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2.7.5. No Motion or Amendment, which has been accepted by the Chair, shall be withdrawn without the consent of the meeting. Neither shall any addendum be added to a Motion once accepted without consent.

2.7.6. The following forms of legislation shall be allowed at legislation meetings: 2.7.6.1. Motions - which remain indefinitely in the Compendium unless amended or deleted by subsequent legislative meetings.

2.7.6.2. One Year Motions - which are binding until the legislative meeting one year from the one at which the motion is passed.

2.7.6.3. Two Year Motions - which are binding until the legislative meeting two years from the one at which it is passed.

2.7.6.4. Mandates - to a recognised body of the Association binding for a specified period of time, to perform a function outside the ordinary course of duty. The mandate must be discussed with and accepted by the body.

2.7.7. Voting members shall have the right to propose or second motions and amendments.

MC shall have the right to propose motions and amendments subject to their being seconded by one voting member.

2.8. Amendments 2.8.1. No Amendment shall be moved which, by the Chairperson's ruling, rescinds, negates or destroys the original motion.

2.8.2. No other Amendment shall be moved until the first Amendment has been disposed of, but notice of further Amendments may be given.

2.8.3. If an Amendment is rejected, other Amendments may be moved on the original motion.

If an Amendment is carried, the Motion as amended shall become the motion and shall be the question to which any further discussion may be moved or upon which the final vote is taken.

2.8.4. The proposer of the Motion, but not amendment, shall have the right to reply directly before a vote is taken.

2.9. Order of Precedence 2.9.1. That the Chairperson shall allow the following Procedural Motions to be put when there is already a proposition on the floor, in the following order of precedence: a) That the motion now be put. b) A Motion to postpone or adjourn the matter to a specified later meeting. c) A Motion to refer matter to a committee or sub-committee for investigation for report. d) A Motion to limit the debate to a certain specified time period. e) That a matter lies on the table. f) A Motion of no confidence in the Chair. g) A Motion to adjourn the meeting to a later specified date.

Motions provided for by clause a), e), f) must receive a majority of two thirds (2/3) of the votes cast i.e. excluding abstentions.

2.9.2. If the motion "That the Motion now be put" has been seconded, no further discussion of the original question shall be allowed but a member may give notice of his/her desire to speak further on the original question. If the Motion is carried, only the proposer of the

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original question under discussion shall be allowed to speak before the original question is put to the vote.

2.9.3. If the Motion "to limit debate to a certain specified period of time" is carried, the Chairperson shall draw up a list of those wishing to make their first speech on the subject and allot each one an equal proportion of the specified period. The proposer shall be allowed five minutes to sum up before the original Motion is put to a vote.

2.9.4. Should any procedural motion under Section 2.9.1 be defeated, twenty minutes (20) shall elapse before such a motion may be proposed again, unless the Chair is of the opinion that the circumstances have materially altered in the meantime.

2.10. Points of Order 2.10.1. In addition to a discussion on a Motion, the Chairperson shall allow the following points in order of precedence: a) Point of Order. b) Point of Personal Explanation. c) Point of Information to Somebody. d) Point of Information from Somebody.

2.10.2 A point of order must be heard at all times and the Chairperson shall give his/her ruling before the Motion is further discussed. Points of order shall deal with the conduct of procedure of the debate. The member rising to put the point of order shall prove one or more of the following: 1.

2.

3.

That the speaker is addressing an issue that is not relevant to the current topic.

That he/she is using unparliamentarily language.

That he/she is infringing upon the Constitution or Standing Orders.

2.11. Conduct of meeting 2.11.1. A speaker shall direct his/her speech directly to the Motion or Amendment under discussion. If no definite Motion or Amendment is before the meeting, the speaker shall direct his/her speech strictly to the point on the agenda under discussion.

2.11.2. Every member shall address himself/herself solely to the Chair.

2.11.3. The Chairperson shall have the right to make a speakers list and close it according to his/her discretion.

2.12. Standing Orders Standing Orders may be changed at any Legislative Meeting provided there is a 2/3 majority of quorum at the meeting.

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III -Organizational Structure 3.1

The following Local Committees are designated as full member and member on probation: Full Members i. Bangalore ii. Baroda iii. Chandigarh iv. Delhi University v. Hyderabad vi. Mumbai vii. Delhi IIT Members on Probation i. Ahmedabad ii. Chennai iii. Indore iv. Jaipur v. Jalandar vi. Kochi vii. Kolkata viii. Lucknow ix. Manipal University x. Pune xi. Surat xii. IIT KGP Official Expansions i.

Amity University, Rajasthan ii.

Bhuvaneshwar iii.

Goa iv.

Hyderabad Deccan v.

Navi Mumbai

3.2.

General Body The General body shall consist of the Member Committee, full members and members on probation.

3.3.

Power and Duties of the General Body The General Body has powers to carry out the aims and objectives as set out in the constitution. The General Body may form a special committee directly responsible to it, to undertake a specific task. The General Body should specify the powers and duties of such a committee. The person in charge of this committee shall be directly responsible to the Member Committee President for its day to day functioning.

3.4

Power and Duties of the Governing Body

3.4.1

The Member Committee shall have full powers of management and administration, subject to the prerogatives of Legislative Meeting.

3.4.2

The Member Committee shall regulate finance, accounts as it may think proper and in the best interests of AIESEC India.

3.4.3

The Member Committee shall put all finances belonging to AIESEC INDIA; in any Reserve Bank/recognized Bank except such sum by way of interest as may be fixed by the Member Committee from time to time.

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3.4.4

The Member Committee shall appoint a special committee for the execution of functional duties as it deems fit.

3.4.5

The Member Committee may invite any person, in view of their standing, knowledge and experience as special invitees, to attend National Legislative Meetings. This is applicable to host Local Committees on approval of the Member Committee.

3.4.6

The Member Committee shall seek legal opinion on matters connected with the welfare of the society and appoint advocates/attorneys to file or defend any suit or other legal proceedings whenever necessary and to fix remuneration of such services.

3.4.7

The Member Committee shall take necessary steps in case a legal suit is filed against a particular LC, and the expenses for the same shall be borne by the LC.

3.4.8

The Member Committee shall be responsible for presenting the relevant output of all international legislative meetings in the Legislation Meeting just after it. Further, a detailed report shall also be presented with the Member Committee year plan updates at National Meetings.

3.4.9

The members of the Member Committee will be full time. A full time member is a person who is currently not employed. His home city could be any city but his base city must be Mumbai.

3.5

Member Committee President The Member Committee President shall be the chief executive officer of the association. He shall carry out the decisions and policies of the General Body Meetings and shall exercise a general control and supervision over the affairs of the association.

3.6

Member Committee Finance Controller - VPF

3.6.1

The Individual of the Member Committee in charge of financial matters shall deposit all money and other assets of the society in the name and to the credit of the society.

He/she shall have charge and custody of the books of accounts and shall be responsible for the keeping them in consistence with the laws governing the society.

He shall perform such other duties pertaining to this office as may be required by the Member Committee. He shall carry out financial decisions and supervise the financial affairs of the local offices of the entity

3.7

Board of Advisors

3.7.1

The Board of Advisors shall be composed of members who are prominent personalities in the field of management and socio-economic development.

3.7.2

The Member Committee nominates members to the National Board of Advisors. The role of the Board of Advisors would entail that of an advisory nature, financial nature and/or both.

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IV - PROGRAMMES 4.1

The Administrative fee for GIP (Corporate Sector) forms is fixed as follows: TN Pricing

LCs

DT Pricing

ET Pricing

Above 52 Weeks

6-12 Weeks

12-24 Weeks

24-52 Weeks

LC

MC

LC

MC

LC

MC

LC

MC

LC

MC

LC

MC

Tier 1

4,500

3,500

8,500

6,500

10,000

8,000

12,000

10,000

1,500

5,00

2,000

2,000

Tier 2

3,500

2,500

7,000

5,000

9,000

6,000

11,000

9,000

1,500

5,00

2,000

2,000

Tier 3

3,000

2,000

6,500

3,500

7,500

4,500

9,500

5,500

1,500

5,00

2,000

2,000

EP

GEP

WAP

Duration

LC

MC

LC

MC

2-3 Months

9000

4000

9000

4000

4-12 Months 12-16 Months

9000

4000

15000

5500

9000

4000

18000

8000

X+L

GEP

Duration

LC

MC

LC

MC

2-3 Months

3000

4000

3000

4000

4-12 Months 12-16 Months

3000

4000

6000

5500

3000

4000

7500

8000

WAP

Tier 1

DI

DU

Mumbai

Hyderabad

Bangalore

Chennai

Tier 2

Pune

Chandigarh

Jaipur

Tier 3

Ahmedabad

Baroda

Kolkata

Kochi

Lucknow

IIT KGP

Indore

Goa

Manipal

Surat

Bhubaneswar

EP (DT) WAP (MT, TT, ET) EP (DT) WAP (MT, TT, ET 4.2 All internships raised with the Member Committee company list will be subject to the NEP pricing model. This applies to companies, which have agreed to a National Exchange Partnership, even if there are internship opportunities raised in one city only.

4.3 The administrative fees for GIP (Development Sector) is fixed at Rs. 2000 for NGOs & CBO’s and other organisations raising DT internships For NGOs: Receivable by LC Rs. 2000 at time of signing the TN form

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Payable to MC Rs. 500 at time of realising the TN form For NGOs in adjoining districts, LCs can charge Rs.500 more as service charge from these clients, based on the minimum quality standards set.

The administrative fee for GIP (Education sector) is fixed at Rs. 4000 for formal, non-formal and international schools & other educational & language institutions.

4.4 The fees for all forms must be paid by cheque or demand draft in favour of AIESEC. Cash receipts are strictly prohibited.

4.5 The AIESEC India Member Committee will operate the AIESEC India Bank Account 4.6 In the event that an exchange is not realized 100 % refund will be given to the company minus the raise amount which will be carried forward to look for another traineeship, else the amount will be returned.

4.7 Any student to be eligible for a traineeship under AIESEC`s Exchange programmes must be under 35 years of age as on 1st January of that year and must pass the Assessment Centre Test.

4.8 An Exchange is defined according to the global definition of exchange/internship in the IXQPS as updated from time to time.

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V - ELECTION AND SELECTION PROCEDURE 5.1

MCP

5.1.1

Elections to the posts of the MCP shall be held at the annual National Congress.

5.1.2

Elections will only be held for the post of MCP

5.1.3

Eligibility

5.1.3.1

To apply for Member Committee President all applicants must be AIESEC India voting members for a minimum period of two year.

5.1.3.2

Applicants must have a leadership experience comprising of either a LCP term or a Member Committee term and cannot be away from AIESEC for more than 2 years prior to the time of application.

5.1.4

Nominations

5.1.4.1

All candidates must submit an application to AIESEC in India MC at least two weeks before the first day of the election meeting to the MC.

5.1.4.2

All member candidates must submit three endorsement letters from member LC’s with their application. One of the endorsement letters must be from their home LC.

5.1.4.3

All alumni candidates must submit four endorsement letters. Three letters must be from member LCs of which one must be their LC. The fourth endorsement must be from the Member Committee.

5.1.4.4

The MC will send out all the applications and endorsement letters to the LCs within 2 hours after the deadline through e-mail and the global information system existing at the time for the purpose of communication

5.1.4.5

Candidates for the post of MCP shall stand for elections without a team.

5.1.4.6

Nominations for MCP, duly proposed and seconded by voting members, shall be submitted to the chairperson by the first plenary of National Congress.

5.1.4.7

The deadline for withdrawal of nominations is opening plenary of National Congress for MCP candidates.

5.1.4.8

The above nominations shall be taken up for approval at the plenary immediately after the expiry of the deadline for withdrawal of candidature.

5.1.5

Election Procedure Each candidate will participate in the election process at NatCong outlined by the election officer within 2 days post the deadline for submitting the applications. The election officer is the MCP or someone who is nominated by the MCP.

Session 1: Each candidate will give a 10-minute opening speech to the plenary.

Immediately after all speeches, each candidate will participate in a question and answer (Q&A) session. The time for the Q & A session as well as the time to answer each question shall be decided by AIESEC in India MC and shall be communicated to the candidates immediately after the deadline of the application.

The MC will also decide any other session.

Session 2: There will be a 45 minute hard talk with all the candidates and a compere which will be chosen by the MC.

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Session 3: Each candidate will participate in a LC Q&A session. Each LC will have 10 minutes per candidate.

Session 4: Immediately after all the above sessions, ballot papers will be distributed and voting conducted.

When a result is achieved for MCP, the Chair shall call all candidates before the general plenary and declare the result.

5.1.5 A.

Voting BALLOT PAPER 2.12.1. All candidates are listed in alphabetical order by surname with boxes beside Each name.

B.

VOTING PROCEDURE 2.12.1.1. Each voter has 4 options for voting: a) b)

c) d)

number all candidates in order of preference number some candidates in order of preference; place an "A" beside those candidates that the voter wants to abstain on; and/or, place an "N" beside those candidates that the voter definitely does not want for the position place an "A" beside all candidates place an "N" beside all candidates

2.

Explanation of each option:

a)

If voter feels all candidates are capable of fulfilling the job, they must rank the candidates (starting from "1" for most preferred candidate) in order of preference (ending with the last number of candidates' running).

All boxes must be numbered.

b) If the voter does not have an opinion on some candidates, or does not care if those candidates are elected or not, the voter may abstain by placing an "A" beside those candidates' boxes.

If the voter feels that some candidates are not capable of fulfilling the job, they should place an "N" beside those candidates' boxes. This is counted as a vote of noconfidence in those candidates.

All other candidates that the voter feels can fulfil the job are the ranked in order of preference starting from "1" and ending at that number of candidates who do not have an "A" or an "N" beside their name. c)

If the voter feels they are unable to decide on any of the candidates, or if the voter does not care who is elected or if the voter does not want to take part in the election, they may abstain by placing an "A" in all candidates' boxes.

This is to be greatly discouraged.

Abstentions reduce the total pool of votes, and thus reduce the figure for the simple majority needed to reach a result.

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d)

If the voter has no confidence in any candidate, then an "N" should be placed in all candidates boxes.

3.

Collecting the ballot papers:

C.

INCORRECTLY FILLED OUT BALLOT PAPERS

     

D.      

 E. 

  

Any ballot paper that is left totally blank shall be counted as an abstention.

Any box that is marked with a number that is greater than the number of candidates on the ballot paper shall have those boxes counted as abstentions.

Any ballot paper that numbers some candidates boxes and leaves other candidates boxes blank shall have those unmarked boxes counted as abstention votes for those candidates.

Any ballot paper that does not contain the initials of the Chair shall be treated as an abstention vote.

Any ballot paper that does not number all or some of the candidates' boxes in consecutive number order shall have the blank boxes treated as abstention votes against those candidates and all other boxes shall be treated as the prioritised ranking of the candidates.

Any ballot paper that has numbered 2 boxes with the same number shall be considered valid for all the numbered votes above the "mistake". If the redistribution process means that either of the two candidates where the "mistake" occurred are now the preferred choice, the vote for that candidate shall be considered an abstention.

COUNTING THE VOTES Before votes are counted, cards bearing the name of each candidate, "abstention", and "no-confidence" shall be laid out on a table.

The vote counters look at each ballot's number 1 preference and place the ballot paper in the according pile, or in the "abstention" or "no-confidence" pile.

If a candidate receives a simple majority of the total number of non-abstention votes that candidate is the winner.

If there is no result, the candidate with the least amount of number 1 votes is eliminated, and the number 2 preferences are distributed to the other candidates.

Continue this process until a candidate receives a majority of the votes.

If there are 2 candidates remaining, and a ballot paper votes: a. "N" for one candidate, and "A" for the other, then the ballot paper is counted as a negative vote against the first candidate. b. "A" for one candidate and a number for the other candidate, then the vote shall count as a vote in favour of the second candidate. c. If the "no-confidence" result receives more votes than the final remaining candidate, then there is no result. d. The MC casting vote shall be kept separately from the other ballot papers, and may be used only when the voting is at the stage where there is a dead lock, between the last candidate and the "no-confidence" vote, or to break a tie between two candidates who must be eliminated.

Counting of the votes shall be conducted by the Chair and the Returning Officer.

ELIMINATING A CANDIDATE If at any stage of the counting, two or more candidates have an equal number of votes and one has to be eliminated, the vote counters shall arrange all votes (excluding abstentions) in piles under each candidate by placing the ballot papers in piles according to which candidate is the least preferred on each ballot paper.

An "N" vote counts as the lowest vote on a ballot paper.

Only in the elimination process: if a ballot paper has an "A" for one candidate, and a number for the other candidate, then the ballot paper is counted as an abstention.

The candidate who receives the most number of least preferred votes is eliminated.

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F.        

ANNOUNCING THE RESULT If no-result is achieved, then the chair should declare this without calling the candidates to the plenary room.

The Chair shall show the vote distribution for all candidates for each round of the counting.

Therefore, the secretary must record on a ballot paper the result at the end of each round of counting.

The Chair shall not declare if the MC casting vote was used.

Instead, the Chair shall announce the winning candidate as having one vote more than the tied number of votes, and the losing candidate as having one vote less than the tied number of votes.

For example, if the result is a 25 to 25 tie, the MC vote will be used to break the tie.

The Chair will announce the result as 26 to 24.

This way the total number of member votes remains at 50 and no one will know that the MC casting vote was used.

5.1.5.8

VICE PRESIDENT NOMINATION AND SELECTION

5.1.5.8.1

Each Vice President candidate will participate in the selection process outlined by the election officer at NatCong.

Session 1: Each candidate is required to submit an application in the required format to AIESEC in India MC prior to/at NatCong as per the deadline set.

The application should be accompanied by two endorsement, one from own LC and the other from a member LC. Session 2: Each candidate will make a presentation to AISEC India GB. There will be a round of voting to confidence the candidates.

Session 3: A selection committee comprising of the MCP, MCP (elect) and a third person (if so desired) will conduct interviews for the applicants at/Post NatCong.

Session 4: The results of the selection will be announced at the conference.

If specific positions are left vacant it is the ownus of the MCP to fill the same.

5.2

Local Committee President Elections

5.2.1

Elections for the post of LCP shall be held at the Annual Election Meeting. Elections shall be held latest by 31st December every year.

5.2.2

The LCP or person(s) discharging the duties of the LCP must call for elections for the post of LCP. The candidates should be announced within 24 hours on myaiesec.net or at a general body meeting after the deadline.

5.2.3

A minimum of two weeks notice must be given for elections of the LCP to the GB. The deadline for the submission of the manifestos must be at least 7 days prior to elections

5.2.4.

A chairperson shall be appointed and ratified a minimum of 3 days before elections.

5.2.5.

Elections will be held for the post of LCP only.

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5.2.6.

Eligibility

5.2.6.1

All LCP candidates should have been voting members of their LC for a minimum period of one year. The Member Committee reserves right to allow a candidate not meeting the above criteria to apply in an extraordinary scenario.

5.2.6.2

All LCP candidates should be voting members of the LC at the time of application.

5.2.7

Nominations

5.2.7.1.

Nominations for LCP duly proposed and seconded by full members shall be submitted at least one week before elections. The application should be in the prescribed format given by the election officer.The election officer is the LCP or a person nominated by the LCP.

5.2.7.2

Candidates shall distribute their manifestoes to the entire GB at least one GBM (week) prior to the elections. The manifestoes shall contain the standard set of questions along with other questions that the LCP may add.

5.2.7.3.

Candidates for the post of LCP shall stand without a team.

5.2.7.4.

Candidates for LCP elections can withdraw their nominations anytime before 24 hours of the election meeting by submitting it in writing to the chairperson.

5.2.7.5.

The above nominations shall be considered valid on expiry of the deadline of withdrawal of nominees’ candidature, if there is no application for withdrawal of nominations.

5.2.8.

Voting

5.2.8.1.

While voting, ballots shall be dropped into the ballot box by the full members present and full members holding a maximum of one proxy.

5.2.8.2

In case more than 50% of the votes being declared invalid, the round shall be deemed void and there shall be a fresh round of voting.

A.

BALLOT PAPER 2.12.1.1.1.1.1. All candidates are listed in alphabetical order by surname with boxes beside each name.

B.

VOTING PROCEDURE

1. Each voter has 4 options for voting: a) number all candidates in order of preference b) number some candidates in order of preference; place an "A" beside those candidates that the voter wants to abstain on; and/or, place an "N" beside those candidates that the voter definitely does not want for the position c) place an "A" beside all candidates d) place an "N" beside all candidates 2.

Explanation of each option:

a)

If voter feels all candidates are capable of fulfilling the job, they must rank the candidates (starting from "1" for most preferred candidate) in order of preference (ending with the last number of candidates' running) All boxes must be numbered.

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b) If the voter does not have an opinion on some candidates, or does not care if those candidates are elected or not, the voter may abstain by placing an "A" beside those candidates' boxes.

If the voter feels that some candidates are not capable of fulfilling the job, they should place an "N" beside those candidates' boxes. This is counted as a vote of no-confidence in those candidates.

All other candidates that the voter feels can fulfil the job are the ranked in order of preference starting from "1" and ending at that number of candidates who do not have an "A" or an "N" beside their name. c)

If the voter feels they are unable to decide on any of the candidates, or if the voter does not care who is elected or if the voter does not want to take part in the election, they may abstain by placing an "A" in all candidates' boxes.

This is to be greatly discouraged.

Abstentions reduce the total pool of votes, and thus reduce the figure for the simple majority needed to reach a result.

d) If the voter has no confidence in any candidate, then an "N" should be placed in all candidates boxes.

C.      

D.      

INCORRECTLY FILLED OUT BALLOT PAPERS Any ballot paper that is left totally blank shall be counted as an abstention.

Any box that is marked with a number that is greater than the number of candidates on the ballot paper shall have those boxes counted as abstentions.

Any ballot paper that numbers some candidates boxes and leaves other candidates boxes blank shall have those unmarked boxes counted as abstention votes for those candidates.

Any ballot paper that does not contain the initials of the Chair shall be treated as an abstention vote.

Any ballot paper that does not number all or some of the candidates' boxes in consecutive number order shall have the blank boxes treated as abstention votes against those candidates and all other boxes shall be treated as the prioritised ranking of the candidates.

Any ballot paper that has numbered 2 boxes with the same number shall be considered valid for all the numbered votes above the "mistake". If the redistribution process means that either of the two candidates where the "mistake" occurred are now the preferred choice, the vote for that candidate shall be considered an abstention.

COUNTING THE VOTES Before votes are counted, cards bearing the name of each candidate, "abstention", and "no-confidence" shall be laid out on a table.

The vote counters look at each ballot's number 1 preference and place the ballot paper in the according pile, or in the "abstention" or "no-confidence" pile.

If a candidate receives a simple majority of the total number of non-abstention votes that candidate is the winner.

If there is no result, the candidate with the least amount of number 1 votes is eliminated, and the number 2 preferences are distributed to the other candidates.

Continue this process until a candidate receives a majority of the votes.

If there are 2 candidates remaining, and a ballot paper votes: a. "N" for one candidate, and "A" for the other, then the ballot paper is counted as a negative vote against the first candidate. b. "A" for one candidate and a number for the other candidate, then the vote shall count as a vote in favour of the second candidate. c. If the "no-confidence" result receives more votes than the final remaining candidate, then there is no result.

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d.

 E. 

   F. 

The LCP casting vote shall be kept separately from the other ballot papers, and may be used only when the voting is at the stage where there is a dead lock, between the last candidate and the "no-confidence" vote, or to break a tie between two candidates who must be eliminated.

Counting of the votes shall be conducted by the Chair and the Returning Officer.

ELIMINATING A CANDIDATE If at any stage of the counting, two or more candidates have an equal number of votes and one has to be eliminated, the vote counters shall arrange all votes (excluding abstentions) in piles under each candidate by placing the ballot papers in piles according to which candidate is the least preferred on each ballot paper.

An "N" vote counts as the lowest vote on a ballot paper.

Only in the elimination process: if a ballot paper has an "A" for one candidate, and a number for the other candidate, then the ballot paper is counted as an abstention.

The candidate who receives the most number of least preferred votes is eliminated.

ANNOUNCING THE RESULT Results are to be announced without announcing the vote count.

5.2.8.6. (a)

In the voting round in which there are only the first and second placed candidates remaining or in the event that only one or two candidates are contesting the elections, a simple majority will suffice. In case of a tie the LCP has a casting vote in the LCP elections.

5.2.8.6. (b)

The casting vote is always preferential.

5.2.8.7.

The casting vote of the LCP should be cast and duly submitted to the chairperson before the voting commences.

5.2.8.8.

Counting of votes shall be done by the Returning Officer in the presence of the Chairperson. The final tally shall not be disclosed.

5.2.8.9.

In case there are no nominations or candidates are defeated for the posts, LCP elections shall be called within a maximum period of one month.

5.3

Local Committee President

5.3.1

The LCP shall hold office for a period of one year, from the date of ratification to the date of discharge.

5.3.2

The LCP cannot hold the same post continuously for more than two terms.

5.3.3

The Local Committee President will cease to hold office: (i) By his/her death; (ii) By his/her resignation (iii) Impeachment (iv) Because he/she applies for a temporary moratorium (v) By the appointment of a guardian over him/her by the court; (vi) By removal from office by the court in the cases provided for in the law (vii) At the end of his/her term

5.3.4

In case the office of the LCP becomes vacant by death, the EVP (VP F or MC director) shall discharge the duties of the LCP for one month within which time elections must be called. In case of the LCP resigning or his removal by a noconfidence motion, the EVP shall discharge the duties of the LCP.

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5.3.6

IMPEACHMENT

5.3.6.1

To impeach an LCP an impeachment motion has to be passed in the GBM with absolute majority. A case has to be presented by the proposer and seconder of the motion.

5.3.6.2

An Extraordinary GBM has to be convened for a special notice of two weeks. The LCP concerned shall have an opportunity to present his/her case at such a meeting

5.3.6.3

The LCP can be impeached by 2/3rd majority of full members. Subsequent to their removal they shall remain full members of the LC.

5.3.7

The LCP shall be responsible for carrying out the decisions of the GB and for cocoordinating the work of the LC. The LCP shall depute an Executive Vice-President who shall carry out his/her responsibilities in his/her absence.

5.3.8

The VPs shall assist the LCP in his duties. In case of absence or disability of the LCP, the EVP shall exercise his/her powers and perform the duties of the LCP.

5.4

Executive Body

5.4.1

The members of the EB of the LC shall be selected by the LCP.

5.4.2

The term of the members of the EB, except that of the EVP shall be the same as that of the LCP.

5.4.3

The LCP can expel the members from the EB. No prior notice has to be given to the GB. An explanation has to be given to the GB for the same.

5.4.4

Any member of the EB may resign from the EB by submitting a resignation to the LCP and in case of the LCPs’ resignation, to the EVP, subject to the acceptance of the resignation by the GB. Non-acceptance of such a resignation by the GB would amount to the same consequence as in the case of non discharge. – Not fully met up with all responsibilities in that role. At the time of resignation, the member concerned should provide proof of no financial obligation to AIESEC.

5.4.5

The member ceases to be a member of the EB from the time of tendering of the resignation or removal by the LCP. Officers and OCPs may resign from their posts during their term. In the event of resignation of an officer or OCP, the GB must approve it. Officers who are ratified have to be discharged of their duties.

5.5

Members applying for the Member Committee

5.5.1

In case there is any member in the LC who wishes to stand for the post of MCP or wishes to be a part of the MC team, he/she must inform the LCP in writing.

5.5.2

All members of the MC cease to be members of the LC from the date of their ratification.

5.5.3

Before being ratified on to the MC, the member has to be discharged from the LC.

5.6

Members Attending National/ International Conferences

5.6.1

All delegates of the LC to national meetings will be chosen by the LCP.

5.6.2

All members of the LC attending an international meeting must be approved by the EB and prior permission must be given by the MC. mandate fine if doesn’t happen.

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5.7

Exchange

5.7.1

No member of the EB will be allowed to go for a traineeship during his/ her term of office.

5.7.2

Any member going for a traineeship will have to have passed the assessment center tests.

5.8

Alumni

5.8.1

To be eligible to become an alumni member, the applicant should have been a member of AIESEC for a minimum of 1 year and must have been a full member at the time of resignation. The alumni status being granted is subject to the approval of the EB.

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VI – MEMBERSHIP 6.1. AIESEC India Membership 6.1.1 I. II. III. IV.

There will be 4 kinds of members: Full Members Members on Probation Expansion LC Initiative Group

I) Full Members: The following criteria must be met for Local Committees to be considered as full members of AIESEC in India: City Based LCs: a. Exchanges: ICX-60, OGX-30. b. All mandate fines to be cleared by the end of the year. c. No LC Dues to the MC. d. Not more than one QMB case in a year which needs to be resolved within the same year. e. All LC must have a minimum of 1 FD of Rs. 1,00,000 f. LC should have completed their conference discharge within six months. g. LC should be externally audited. h. Minimum 4 members of the Board of Advisors. i. LC Year Plan and Budget to be sent to the Member Committee within seven days after AGM, which needs to be conducted before the 28th of February. j. To have, as a minimum, one representative at all National Conferences k. To have a BOA with whom they meet at least twice per year. l. Compulsory elections each year University Based LCs: a. Exchanges: 90 or at least 60 OGX b. All mandate fines to be cleared by the end of the year. c. No LC Dues to the MC. d. Not more than one QMB case in a year which needs to be resolved within the same year. e. All LC must have a minimum of 1 FD of Rs. 1,00,000 f. LC should have completed their conference discharge within six months. g. LC should be externally audited. h. Minimum 3 members on the Board of Advisors of which at least one must be from the university administration. i. LC Year Plan and Budget to be sent to the Member Committee within seven days after AGM, which needs to be conducted before the 28th of February. j. To have, as a minimum, one representative at all National Conferences k. To have a BOA with whom they meet at least twice per year. l. Compulsory elections each year II) Members in Probation: If the above criterion is not met, Local Committees are downgraded to members on Probation.

Criterion for LC to be on the probation status City Based LCs Exchanges – ICX:20, OGX:10 in 1 year of the existence, failing which the LC will go on ALERT status. After this the LC has 6 months to achieve this further failing the LC will be shut down. b) An FD of a Minimum of Rs.50,000 c) Not more than one QMB case in a year which needs to be resolved within the same year. d) LC should have completed their conference discharge within six months. e) LC should be externally audited a)

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f)

Minimum 3 members of the Board of Advisors of which at least one must be from the University administration. g) LC Year Plan and Budget to be sent to the Member Committee within seven days after AGM, which needs to be conducted before the 28th of February and minutes of the same to be uploaded on myaiesec.net within three days after AGM. h) To have, as a minimum, one representative at all National Conferences i) Compulsory elections each year Note: MEMBER ON PROBATION IS SUBJECT TO AN EVALUATION BY THE MEMBER COMMITTEE AS VARIOS OTHER FACTORS SUCH AS SUSTAINABILITY, LEADERSHIP PIPELINE ETC. NEEDS TO BE EVALUATED University Based LCs a) b) c) d) e) f) g)

h) i)

Exchanges – OGX:20 in 1 year of the existence, failing which the LC will go on ALERT status. After this the LC has 6 months to achieve this further failing the LC will be shut down.

An FD of a Minimum of Rs.50,000 Not more than one QMB case in a year which needs to be resolved within the same year.

LC should have completed their conference discharge within six months.

LC should be externally audited Minimum 3 members of the Board of Advisors of which at least one must be from the University administration.

LC Year Plan and Budget to be sent to the Member Committee within seven days after AGM, which needs to be conducted before the 28th of February and minutes of the same to be uploaded on myaiesec.net within three days after AGM. To have, as a minimum, one representative at all National Conferences Compulsory elections each year

Note: MEMBER ON PROBATION IS SUBJECT TO AN EVALUATION BY THE MEMBER COMMITTEE AS VARIOS OTHER FACTORS SUCH AS SUSTAINABILITY, LEADERSHIP PIPELINE ETC. NEEDS TO BE EVALUATED If a Member on Probation LC does not meet the criteria as per LC Audit submitted at NatCong, they shall be reviewed by the Member Committee on the basis of Pipeline, Leadership and given a 3 month ALERT Status with certain goals to be met, not meeting them would lead to Expansion Status III) Expansion LC a)

Only a full member Local Committee can start an expansion initiative. The Parent LC should submit a report to the membership subcommittee .The feasibility report should comprise of the following  Recruitment plan  Induction & involvement/ engagement plan  Endorsements from a. A minimum of one university b. A Non Governmental Development based Organization c. A Corporate

b) The extension initiative will be recognized as Extension Initiative of AIESEC India if and only if all the below additional criterion are fulfilled    

c)

If there are 10 registered (on myaiesec.net) members at any legislative meet.

A detailed plan (of a maximum of 18 months) for becoming a member on probation.

An EXTENSION INITIATIVE coordinator needs to be selected by the parent local committee.

The first EXTENSION INITIATIVE coordinator’s term should at least be a minimum of 6 months.

Bank Account;

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An expansion Initiative can open a Bank Account at any point after it has been legislated.

The parent LC would need to transfer a minimum of Rs. 25,000 to the Expansion Initiatives Bank Account.

There will have to be a minimum of 2 signatories out of 3 from the parent LC in the Bank Account, of the Expansion Initiative, till it is a Member on Probation

Note:What we look for here is a vibrant student population with preferably more than one top quality university where potential members and trainees can be gotten from.

Possibility of university support will also be an advantage if the chapter is to be established in good time.

Appendix: The role of the EXTENSION INITIATIVE coordinator is i. Key spokesperson of the EXTENSION INITIATIVE ii. Aligning EXTENSION INITIATIVE to the National Directions through representation at national conferences. Best case practice and resource sharing. iii. Coordinating EXTENSION INITIATIVE activities. Defining roles and responsibilities for members. iv. Facilitating the EXTENSION INITIATIVE Planning and Review to achieve member on probation status. v. BOA management and other important partnerships development vi. Identifying the network opportunities of the LC with the networking organization fostering in the local environment vii. EXTENSION INITIATIVE Management – includes Finance, HR, Core work, communication, brand management etc. viii. Creating and enabling clear channels of communication within the EXTENSION INITIATIVE. ix. Information and systems management x. Creating a shared vision and a unified purpose and direction. xi. Encouraging a healthy, value driven organizational culture, inspiring members. xii. HR Management - Coordinating recruitment & other processes. d) Financial Commitment from the partner local committee towards the EXTENSION INITIATIVE needs to be specified clearly .It should at least cover all the costs of the EXTENSION INITIATIVE coordinators travel, accommodation, food and all other work related expenses and recruitment and induction costs. e)

The Membership Sub Committee will review the status before every legislative meeting and recommend accordingly for granting the status of Extension Initiative through legislation.

f)

There needs to be 2/3rd majority for the legislation to be passed.

g) The Member Committee of AIESEC India can also take up extension initiatives.

IV) Initiative Group a)

A Local Committee with the following criterion can take forward an extension initiative in another city or within the city itself. i.

Average Bank Balance of Rs 1 Lakh for 3 months before the point of application ii.

Assets over liabilities worth at least Rs 30,000 iii.

The year plan should have a plan for the extension (This Local Committee will be referred to as a partner Local Committee here on)

b)

LCs on probation status can initiate entities and not expansions.

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6.1.2 Membership Subcommittee needs to be formed at every National Leadership Summit through legislation.

Membership subcommittee needs to comprise of  

3 LCPs 1 MC member

6.2

Application to be Member of AIESEC India

6.2.1

Any Body of Students can run AIESEC activities in co-operation with a member even if it is not a member.

6.2.3

Any member that has lost its membership may not be reconsidered as a member before all debts owed to the Association are paid.

6.3

Membership Criteria

6.3.1

The membership criteria defined the minimum criteria for an association to join and keep in AIESEC in India’s network. These minimum criteria shall coexist with a national accountability system, with a national performance tracking system, and a member support framework, to ensure constant growth of AIESEC nationally.

6.4

Procedure for Membership review

6.4.1

AIESEC in India shall select a membership Ad-Hoc for each year until National Congress every year, with the following representation: -

Chair (Member Committee Representative) 2-4 AIESEC in India members

The Ad-Hoc is responsible to track member performance, as well as all membership criteria, and perform the membership review.

6.4.2

The membership subcommittee has the right to call a member that is not in alert for review, if it considers that the member has stagnated performance.

6.5

Removal of membership

6.5.1

The membership Ad-Hoc at National Leadership Summit will review the situation of all members and make a decision regarding removal of membership.

6.5.2

The decisions of the membership Ad-Hoc to downgrade a member shall be ratified by two thirds of all voting members only at National Leadership Summit, but up gradation can happen at JNC and NLS.

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VII - OTHER BODIES WITHIN THE ORGANISATION

7.1 National Board of Advisors: 1.

National Board of Advisors consists of prominent business and society leaders with a keen interest in AIESEC’s activities and its broader objective of developing tomorrow’s leaders.

2.

Each BoA Member is appointed on the basis of their leadership, vision and set of values that closely align with those AIESEC develops among the membership. They are drawn from all sectors and areas of society.

3.

This group shall be convened to give input and advice to AIESEC in India, using their professional experience for the growth and development of the association. It’s role will be:  To ensure a degree of accountability from AIESEC in India in delivering its objectives to the association and being financially sustainable;  To serve as a think tank on various global and national trends and issues;  To optionally underwrite the salary of AIESEC in India’s Member Committee;  To provide AIESEC in India with increased continuity in building from one year to the next;  To support AIESEC in India in planning, direction, and strategy

7.2 Local Board of Advisors 1.

This group shall be convened to give input and advice to AIESEC in an LC, using their professional experience for the growth and development of the association. It’s role will be:  To ensure a degree of accountability from AIESEC in an LC in delivering its objectives to the association and being financially sustainable;  To serve as a think tank on various global, national and local trends and issues;  To support AIESEC in an LC in long-term planning, direction, and strategy;  To provide AIESEC in an LC with increased continuity in building from one year to the next.

7.3 Board of Directors 1.

Each member of the Board of Directors will serve a three-year term that can be renewed.

The Board of Directors will consist of up to eight people, each representing themselves individually, with the following profiles: Any member of past MC's - Any past MCP - Any other alumni who would be relevant to provide required legal/financial or operational input to the MC - A chairperson will be decided every year by the MCP and the board which can also be a rotating responsibility 2.

The following is the role of the Board of Directors To keep be a governing body for AIESEC India's MC with respect to finances and operations - To provide AIESEC in India MC with increased continuity in building from one year to the next.

To support AIESEC in India MC in long-term planning, direction, and strategy To provide advice and assist the MC in decision-making.

3. Functioning The BOD will be divided into 2 subcommittees: Finance and Operations

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- Each of the subcommittees will meet physically or advise the MC virtually on their respective areas every quarter - 2 BOD meetings will happen during the MC term - one to be held prior to JNC and one prior to NatCong 3.

Governance Functions - The Budget of the incoming MC must be presented to the board of Directors at least 2 weeks prior to JNC - The budget has to be presented for approval to the focus commission along with the recommendation by the Board of Directors - The Budget will be sent for review to the BOD at least 2 weeks prior to NatCong for review

VIII - FINANCIAL REGULATIONS 1.

The revenue of the society shall consist of membership fees, sponsorships, advertisements, traineeship fees, project income, bank interest and other sources the society may decide.

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2.

The Society Act’s financial responsibility shall be limited to assets and members shall not be liable personally.

3.

The use of funds and the bookeeping of the MC shall be governed by the society’s financial regulations. These use of these funds may be amended by a two-thirds majority vote at a legislative meeting. Bookeeping should always adhere to the regulations of the Society’s Act.

4.

Every year the Member Committee shall submit audited accounts of the closed financial year for the approval of the legislative meeting immediately.

8.1. FINANCIAL REGULATIONS FOR THE MC a.

Members Financial Obligations: Members shall be responsible for contributing funds to AIESEC in India under the following categories: 1.

Membership Fees 2.

Exchange & Management Fee 3.

AIESEC Development Fund 4.

Membership Fees: All LCs including Interest Groups are liable to pay a membership fees to the Member Committee. The amount payable is Rs. 3000 per Year 5.

Exchange & Management Fee: : The exchange and management fees shall cover the cost of AIESEC in India’s services cost and the exchange fees payable by each LC to the MC. a. The amount payable to MC by all LC shall be allocated to the respective LCs every quarter. b. The reconciliation of the allocated amount shall be done bi-monthly

b.

AIESEC Development Fund (ADF) An ADF shall be set up as a source of income for the development budgets and support to LC’s 1.

2.

3.

c.

AIESEC in India MC shall review any claim for ADF sanctions before allocating them.

All payments to the member committee shall be made in the form of Bank drafts only.

All Mandate fines will be credited to the ADF

National Emergency Relief Fund (NERF) •AIESEC In India entrusts the Member committee with the management of a National Emergency and Relief Fund.

•This will be used to cover losses arising from high risk projects based on specific criteria and conditions.

The Local committees shall contribute to the NERF from their budget annually.

1. Formation of NERF: • NERF will be paid as an amount of Rs.3333 in 6 instalments along with recon statements.

•LCs not contributing to the NERF shall not be allowed to claim from it for a period of 3 years.

•The MCP and MC VP Finance shall be signatories to the NERF. 2. Claiming from NERF: •All claims have to be submitted in the form of a proposal to the Finance&Legal Subcommittee.

•Once the feedback on the report is sent to the Focus, the Focus shall decide by a secret ballot of full members whether this claim shall be accepted.

•Claims cannot exceed above 70% of the value of the NERF.

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d.

AIESEC in India Financial management 1.

The financial regulations rule the employment of the funds and fees of AIESEC in INDIA 2.

The MCP is responsible for the funds and fees of the MC within the limits of the budget and the decisions taken by AIESEC in INDIA The MCP is also responsible for daily expenditure incurred by the MC. 3.

The MCP shall be responsible for maintaining complete records of financial transactions of the MC 4.

The financial year of AIESEC IND and all LCs shall be from 1st April to 31st March of the following year.

5.

The MCP elect must present budget information for the following year general Body of AIESEC in India at JNC. The plenary will discuss and pass the budget taking into consideration the detailed explanation and recommendations given by the MC elect and AIESEC in India GB.- ratification at JNC

e.

AIESEC in India Budget 1.

The budget is the basis for the administration of all income and expenditure and for the audit.

2.

AIESEC India present budget information for the period June to May at JNC every year.

3.

The final budget shall be presented to the AIESEC in India GB at JNC. This will require ratification with 2/3 majority.

4.

The budget will be reviewed and the required changes shall be made at NATCONG every year.

f.

AIESEC in India reports 1.

AIESEC in India shall present an up-to-date financial report at JNC and NatCong each year. The report has to be distributed at the start of the conference.

2.

This report should contain: The Balance Sheet and The Income and Expenditure Statements for the year ended 31 st March shall be presented to the AIESEC in India GB at JNC for Discharge.

g.

Internal Audit.

1.

The objectives of the internal audit shall be: To check that the objectives and priorities of the year-plan match with the resources spent or budgeted to be spent To make sure that all compendium requirements with regard to finance are fulfilled 1. To ensure that the limited resources of LCs are expended in optimum manner 2. To give advice to the VPF on book-keeping principles, aspects of financial management and any other related advice.

2.

All LCs shall conduct quarterly Internal Audit and the MC and a report must be sent across to the Member Committee.

3.

The Internal Audit team shall consist of, the VPF of the Concerned LC (automatic selection), LCP and an EB member. The consolidated report must be presented to the general body for verification 4.

The VP-F must carry all books, vouchers, statements and contracts and meet the MC VPF at the national office twice a year to review the LC’s finances and also check the authenticity of their practices.

h.

External Audit 1.

AIESEC in India must have its books formally audited annually by a qualified external auditor.

2. Every LC has to pay the amount allocated to the LC for conducting external audits in coordination with the MC every six months 3. Deadlines for External Audits: The external audit must be held before JNC and presented there for discharge.

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8.2. FINANCIAL REGULATIONS FOR THE LC a.

No minimum qualification for the post of VP Finance is applicable.

b.

Programme Fees: 1.

Payable on Raising -

2.

Global Internship Program (Corporate Sector): Rs. 3000 Global Internship Program (Corporate Social Wings): Rs.3000 Global Internship Program (Development Sector): Rs.1500 Global Internship Program (Students): Rs. 7000 (5000 security deposit + 2000 non-refundable service fess)

Payable on Realisation -

-

Global Internship Program (Corporate Sector): Rs. 9000 in LCs Delhi IIT, Delhi University, Mumbai, Bangalore Rs. 7000 in LCs Baroda, Chennai, Hyderabad, Jaipur, Pune Rs. 5000 in LCs Ahmedabad, Chandigarh, Kolkata Global Internship Program (Corporate Social Wings): Rs. 5000 Global Internship Program (Development Sector): Rs. 0 Global Internship Program (Students): o Technical Traineeships & Management Traineeships: Rs. 11500 o Development Traineeships: Rs.9500

3. Monthly surcharge A monthly surcharge will be collected for all incoming traineeships in the corporate sector. The surcharge will differ from LC to LC. Rs. 500 in LCs Bangalore, Delhi IIT, Delhi University, Mumbai Rs. 250 in LCs Baroda, Chennai, Hyderabad, Jaipur, Pune Rs. 100 in LCs Ahmedabad, Chandigarh, Kolkata

c.

All LCs must have the post of LCVPF on their EB and any LC not possessing an LCFC for more than one month will forfeit voting rights for the next National Meeting, which would however not affect the quorum of the meeting.

d.

For discharge of LC EB at AGM being held before 28th of February, audited accounts up to 31st December of the previous year must be submitted.

e.

All mandate fines will be Rs 5000

f.

Externally audited accounts for the year ended 31st march must be submitted latest by the 30th of April. Non compliance shall lead to a Rs.25000 and the LC shall be liable to pay for the costs incurred by the MC to complete the audit.

In the the LC is left out of the national consolidated audit it is SHUT DOWN. A half yearly externally audited statement should be submitted by 20th October. Non compliance shall lead to a per day fine of Rs.1000.

There will be no transfer of money between LC’s unless ratified by the Director and MCVPF

g. h. i.

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j.

k. l.

m. n.

o.

Reconciliation of accounts of all LCs shall take place on a bi-monthly basis and all MC recon amounts must be paid through DD or in Cheque in the name of AIESEC and must reach the MC within 14/30 days of the date of the invoice.

Reconciliation of accounts of all LCs shall take place on a bi-monthly basis and all MC recon amounts must be paid through DD or in Cheque in the name of AIESEC and must reach the MC within 14/30 days of the date of the invoice.

•After this period, a deadline will be set for the LC (based on current reality) to pay their dues.

•Post this the MC shall either block myaiesec.net access or levy a mandate fine on the LC (or one leading to the other) •If the MC deems fit, it may also levy a daily fine not exceeding Rs.10,000 per day on an LC that has delayed paying exchange fees.

The LCs shall be informed about the amount due to the member Committee for reconciliation within 14 days of the quarter ending.

All LC’s must submit a bi-monthly financial report and Internal Audit to the MC by the end of every 2 months. These reports must reach the MC office by the 2 nd of month succeeding the end of 2 months.

All LC’s will have to All LCs must submit external audit reports to the MC which must reflect the following Income and Expenditure a/c Balance sheets.

Auditors Comments stating the flaws Bank Statements Fixed Deposit Receipts Payment and receipt vouchers and bills External Sources of Income 1.

The MC may approach local committee’s sources of funds only after having agreed with the LC concerned and shall send copies of all related correspondence to the LC. 2.

The Income side of the budget shall consist of Advertisements, membership fees, traineeship fees, project income, bank interest miscellaneous income, general sponsorship, and donation.

3.

The MC and all LCs shall issue receipts of all payments made to them within a month of the payment

p.

Accounts 1.

Book Keeping Procedure I. The accounts of AIESEC in India and all LCs are kept under the accrual and actual, double entry system of book keeping.

II. Fixed assets in the financial statements must be broken down under the following headings: Cost, accumulated depreciation and net value.

III. All reimbursement in the association shall be done on the basis of a claim sheet.

Every claim sheet must have proper documentation for proof of its validity.

IV. All money received must have a receipt and all payments made must have a voucher.

V. The MC shall furnish details of the foreign contributions as and when received.

VI. All members follow the SCOA and the internal audit guide as prescribed by the MC

q.

Regulation for Non-Fulfilment of mandates 1.

If a financial mandate is not fulfilled by a LC or the MC, or if they fail to present audited accounts on the mandated date, their case will be reviewed by the representatives of the LCs/MC. I. In case of non-fulfilment of a non-recurring mandate a fine of Rs. 20000/- shall be levied except when otherwise decided. The period of recurrence of a recurring mandate will be specified subject to a minimum of 10 days. In case of nonfulfilment, a fine of Rs. 20000 will be levied for the first break, and Rs 20000 will be levied for each subsequent break, until the mandate is fulfilled.

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II. If the MC fails to present audited financial statement on the mandated date a fine up to Rs.20000/- can be levied on it.

III. All amounts collected by way of fines will be credited to the ADF.

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Format of the Budget and Income and expenditure account.

All the heads have been divided in 5categories: Expenses

Income

National Conferences Trophies and Medals(M)

TN/DT/OGX Raises TN/DT/OGXInflow

Local Conferences

TN/DT/OGXIncome

LCP Travel Subsidy(M) LCP Delegation Fee Subsidy(M)

TN/DT/OGX Realization TN/DT/OGXInflow

GB Subsidy(M)

TN/DT/OGXIncome

EB Subsidy(M)

TN/DT/OGXSavings+Corpus(S+C)

Office(A)

Sponsorship

Rent

Events

Phone

Projects

Internet

Exchange Projects

Stationary and Supplies

Other Income

Postage and Courier

Miscellaneous Income

Furniture and fittings

Financial Income

Printer cartridges and toner Maintenance Business Cards Legal Expenses Office Assistant Auditor/Accountant Fee Electricity Water Website Equipment Computer Printer Scanner Fax Machine Phone Skype Phone/cameras Projector Modem/Router Exchange Expenses Trainee Reception(T) Trainee Integration(T) Department Meetings(A) Exchange Competitions(M) Events(T) Department Souvenirs(A) Travel & Conveyance(A) Printing(A) Stationary(A)

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Internet(A) Postage and Courier(A) Phone(A) Trainee Flat Items(T) EP Preparation(T) EP re- Integration(T) Events Venue Printing & Publications Transport & Conveyance Onsite Logistics Projector Lights Sound systems Stalls Media Coverage Stationary and Supplies Souvenirs Promotion Material Food and Beverages

IX - NATIONAL MEETINGS 9.1. DEFINITION AIESEC in India shall have the following National Meetings every year.

1. Legislative meetings which shall includes at least the annual National Leadership Summit (NLS) and JNC. 2. Planning, strategy development conference, which is the National Strategic Conference.

3. AIESEC India will host regional conferences; these are need based conferences as well as regional conferences. The need based conferences are Follow up regional conferences to JNC and NSC and may be included in the conference calendar if the MC deems it required. RLDCs (Regional Leadership Development Conference) will happen after both recruitment cycles for induction of members and LCs may be mandated to host this conference in all three regions of AIESEC India (as defined by the MC) 4. Additional meetings include a National President’s Meeting. Other and additional meetings may be convened upon a four-week notice by the Member Committee at the request of at least two thirds of the voting members at a Legislative meet.

5. The dates for the Meetings will be decided 2 months in advance to the commencement of the conference. Additional Meetings can be called for by the Member Committee subject to two thirds majority of the Voting Members.

The Member Committee will be responsible (along with the hosting LC) to finalize the exact dates of any National Meeting. These dates shall be communicated to the remainder of the LCs at least 2 months in advance.

9.2. National Leadership Summit (NLS) The objectives of NLS shall be 1. The Annual National Congress shall be the election meeting of AIESEC in India.

9.3. June National Conference (JNC) The objectives of JNC shall be

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1. The Discharge report and the accounts of the outgoing MC shall be presented for evaluation at this meeting.

2. The Budget shall be presented to the General Body of AIESEC in India and approved by the same.

9.4. National Strategic Conference (NSC) An annual planning/strategy development meeting shall be held every year in the month of October/ November. This shall be a legislative meeting.

9.5. Regional Conferences  

As a follow up to JNC or NSC if deemed required by the MC RLDCs after both the recruitment cycles.

9.6. National Presidents Meetings This shall not be a legislative meeting, unless specified in a specific year.

9.7. Quality standards for National Meetings 1. Quality Standards of the Plenary a. The plenary 420 feet * 150 feet for a 400 people conference. Use ratios for finding size. b. There must be sufficient lighting and ventilation within the plenary. c. There must be an efficient sound system with at least 2 microphones, which Enables the music and voice of the session facilitator to be heard within all parts of the plenary. d. There must be a back-up generator to enable functioning of the LCD system and the sound system during any point of time.

2. Quality standards of Room and Accommodation a. Every room must have at least 1 bed/mattress per person. b. There must not be more than 5 persons accommodated per room for delegates.

Each Local Committee must have minimum one room allocated exclusively for maximum 5 members of the Executive Body. c. There must not be more than 4 per room for facilitators. d. There must not be more than 2 per room for external guests/speakers and the chair of the conference. e. The Member Committee (facilitators) must have 1 exclusive room as an office. f. Every room must have sufficient and exclusive toilet and bathroom facilities.

3. Quality Standards for food, water and general hygiene a. Pure vegetarian & hygienic food must be served at the venue during the duration of the conference.

Non-Vegetarian food is optional. b. Filtered water must be available at all points of time within the venue, free of cost to the delegates.

There must be arrangement for water outside the plenary. c. Proper sanitation facilities must be available at the venue – One toilet outside of plenary. d. A minimum of 3 edible meals must be provided per day and one tea break.

4. Infrastructure requirements – The following is required for every NM. a. No data cards, but Wi fi in the lobby area and plenary. b. 2 Printers – at least 1 laser Printer with all the Driver CDs c. LCD Projector (preferably with a backup) d. Photocopier with extra toners and realms of paper (at least 100 papers per day) e. Audio/ Sound System with 4 microphones. 1 wired, 2 wireless and 1 collar mic

5. Stationery requirements a. Delegation Kits – Folders with conference brochure, writing pads, pens & copy of agenda of the conference, emergency exit map in case of emergencies b. Flip Charts c. Markers

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d. Chart Paper e. Scissors/ Paper Cutter f. Post it notes exact g. Staplers and pins h. Punching Machine i. Duct tape, scotch tape and glue 6. Miscellaneous facilities that must be made available a. Delegates may be charged for any usage of internet. b. On-site medical facilities must include a fully equipped first-aid kit, a doctor on call for all 24 hours of the day. The nearest hospital should be identified.

Note: The Hosting LC should Get in touch with Member Committee for requirements depending on Conf.

9.8. Role of NM AD Hoc and Hosting of National Meetings 1. Conference Bids need to be opened 6 months in advance. At the end of 4 months the bids will close

and an LC can be mandated to do a conference by the MC by recommendation from the National Meetings SC. The LC however has a right to refuse to host the conference 3 months not later than 3 months before the conference.

2. The term of the Ad Hoc shall be one year. A new NM Ad Hoc will be selected at every successive National Congress.

3. Every NM Ad Hoc will be responsible for the allocation of National Meetings (JNC, NLDS, NSC, and NLS) to an LC for the next year as per the MC cycle (i.e. NM AdHoc 05 will allocate Hosting LCs up till NatCong 07).

While allocating a national meeting to an LC the AdHoc will take into account: a. The duration from the time the LC hosted their last national meeting b. Capacity of the LC to host the national meeting (Finances and Human Resource) c. Other activities that the LC members may be involved in during the prospective Dates of the national meeting (e.g. Exams, etc.) d. Weather conditions at the prospective venue(s) at that point of the year.

4. The LC will be required to present Feasibility Report of the national meeting at minimum 7 months in advance.

5. Within 2 weeks of receiving the bids the venue should be visited by a member of the NM AdHoc,

only if no conference has been hosted there in the past and if that not possible by a MC or Focus member and the bidding LC’s will fund the travel. A report needs to be submitted within one week of the visit highlighting feasibility of the venue. Post which the bid will be decided in a online or physical meeting of the NM AdHoc. 6. An update report must be presented to the NM AdHoc 2 months before the Conference.

It should include a. The exact dates of the conference b. Address of the Venue (include website if any) c. Address of the Pre and Post Stay. d. Transport Information e. Delegate Fees f. Weather conditions at the venue, what kind of clothes to carry 7. The NM AdHoc would be responsible for reviewing and passing the national meeting feasibility report. In Case the feasibility report is deemed unsatisfactory by the NM AdHoc an additional one month period will be given to the hosting LC to make modifications. At the end of the month a new feasibility report will be submitted, and if this is also deemed unsatisfactory another LC would be asked to host the national meeting.

8. Any deviation from any information given in the feasibility report must be communicated to the AdHoc immediately along with reasons for the same (this includes, among other things, shifting of the venue of the conference from the primary to the secondary venue). This would make the previous Feasibility Report void and it would have to be reviewed by the Ad Hoc again.

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9. The NM Ad Hoc would also be responsible for discharging of an LC it had allocated a national meeting to.

Conference Discharge will now be done virtually and has to be done within 3 months of hosting the conference.

10. The host LC for a conference must submit conference discharge reports to the National Meetings Sub-Committee a week to a legislation fair for them to recommend a discharge.

11. There will be a conference responsible from the National Meetings SC at every conference assigned to hold the host LC accountable to the Feasibility Report Submitted in the bid and will coordinate between the National Association and the Hosting LC in terms of delivery along with the MC responsible for the conference.

9.9. Contents of Feasibility Report: The FR for a national meeting must contain: 1. Written confirmation for a primary venue, adhering to the quality standards (There must be written proof for each quality standard mentioned) mentioned in National Compendium Section 8.7, with photographs of venue, plenary hall and a venue brochure.

2. Written confirmation for a secondary/back up venue, adhering to the quality standards (There must be written proof for each quality standard mentioned) mentioned in National Compendium Section 8.7, with photographs of venue and a venue brochure. The confirmation of the secondary venue can be on an availability basis. (The LC does not need to pay any money in advance) 3. Budget, clearly stating cost of food and accommodation and travel for both primary and back-up venue.

4. A marketing plan for the conference of the LC, clearly stating what the fundraising strategy will be, what partnerships the LC planning to leverage from this conference, based on the raising amount for the conference.

5. A clear plan as to how the LC is going to manage its human resources for the conference, without affecting the core-work of the LC. The OC must work independently from the LC members and it must be ensured that LC members do not get involved in work for the conference. An explicit requirement of the minimum Number of Onsite OC required for the conference must also be mentioned.

6. The Feasibility Report must explicitly state confirmations of adherence to all Rules mentioned in the National Meetings Section of the National Compendium.

9.10. Organizing Committee Responsibilities: 1. A presentation must be made at every national conference after the Feasibility Report is approved; preceding the one that is being hosted by the local committee; publicizing the conference.

2. There should be a compulsory Organizing Committee Finance Controller, and this person cannot have other responsibilities during the conference.

3. The Organizing Committee will be responsible for covering Delegation fees for the MC. MC tabs should be cleared by the end of the conference (post closing plenary), should be paid by cash or cheque and not cut by recon.

4. The Local Committee hosting the National Meeting must get discharged within 3 months of conference being completed.

5. The LC remains accountable to the National Association till the time its discharge report is accepted by the NM AdHoc. 6. The MC before announcement must approve the final selection of the onsite organizing committee.

7. If the MC requires extra resources for a conference, the Organizing Committee for the conference

must be intimated 2 weeks prior to the conference and the MC will have to bear the expenses for the same.

9.11. General 1. The MC assigns slots to each LC one month prior to each conference. An LC has to confirm its slots

2 weeks prior and pay for the confirmed number of slots irrespective of the delegates of the delegates they bring to the conference. If after 2 weeks the LC can’t meet its delegate slots, the slots are transferred from the MC to interested LCs and the revenue generated goes to the first LC.

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2. Every LC of AIESEC India will transfer 50% of their delegation fee to the Hosting LC 2 weeks prior to the conference. This amount will be balanced and settled with the delegation fees and Security Deposit at the conference venue, prior to Opening Plenary.

3. The delegation fee per person for a National conference is Rs.600 and for a regional conference can be upto Rs.650.

4. In case the number of delegates attending the conference from any Local Committee is less than the number of delegates committed that particular Local Committee shall be liable to pay for the number of delegates committed.

5. The caution deposit shall be charged per local committee, and the amount is not to exceed Rs. 5000 per local committee per national meeting. This amount must be returned by the hosting LC to the remaining LCs of AIESEC India, minimum two months from the completion of the conference.

6. The Hosting LC must provide necessary information to LCs that need a period of pre stay and post stay.

The details provided must include cost and quality of the venue of pre stay / post stay. The Hosting LC however is not responsible for any delegation for the duration of their pre stay / post stay.

7. All delegates must pay the entire delegation fee irrespective to the duration of stay through the conference

9.12. Finance of National Conferences1. Maintenance of Books: The Basic books of accounts to be maintained are: a. Receipts and Payments vouchers with documentary proof of bills in the case of payment vouchers. b. Ledger accounts of all accounts maintained. c. OC Stall Stocks and daily sales records.

2. Auditing Procedures: All accounts - income and expenditure statement of the conference, with break-ups of every expenditure and notes to the complete budget is to be made, and presented at the time of discharge.

3. 15% of profit made above Rs50,000 should be contributed to NERF and the Organizational Development Fund (50-50) and transferred before the Conference Discharge.

9.13. Discharge of Hosting LC A discharge report has to be made which will include.

1. An Income and Expenditure Statement of the conference, with the break-ups of every expenditure and notes to the complete budget.

2. All the receipts and Payments vouchers, with proof of bills in case of payments.

3. A Final marketing report stating who the supporters of the conference were, and what Benefits were offered to them in return.

4. All books of accounts maintained should be available for the reference at any point of time.

5. Damages to the venue (if any) and the delegation(s) responsible for the same.

6. A comprehensive report on how the OC functioned, what the learning the OC has, made from hosting the conference and what recommendations the OC has for the future OCs. 7. A hosting local committee that is not discharged of its duties as host of a national conference cannot bid/host another national conference until it is discharged of its duties as host of its previous conference.

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9.14. Penalties 1. Non presentation of the initial feasibility report by the LC at least 7 months before the actual conference will be fined Rs. 5000/2. In case a revised feasibility is asked for by the NM AdHoc, and the report is not presented within 30 days of presentation of the first feasibility report, the LC will be fined Rs. 5000/3. If the revised feasibility is not passed, the LC will be fined Rs. 5000/-.

4. If the LC has presented information in FR which is not true at the time of the conference, the LC will be fined. Rs. 25000/- and will be relieved of membership status.

5. During the presentation of discharge of the conference, the NM Ad hoc will carefully analyze the execution, management, quality and working of the OC. The LC can be fined Rs. 6000/- , Rs. 9000/- or Rs. 12000/-. The final decision will be of the NM AdHoc. 6. Non presentation of discharge report by the LC maximum 6 months after the actual Conference will be fined Rs. 25000/7. The penalty amount, collected by the MC shall be transferred to the AIESEC Development Fund.

8. If OC stall sells above MRP all revenue made via selling goods at the conference goes to NERF.

9.15 CONFERECE GUIDELINES Following are the guidelines for AIESEC India national conferences for coordination between AIESEC India national committee and local committees.

1. Selling of Agenda time will be split 60-40 in favour of MC and the opening ceremony and any other non agenda related selling completely belongs to LC. 2. AIESEC India National Committee as a part of its benefits can sell brochure ads in grey scale for national conferences.

3. Promotional benefits like banners, stalls and other benefits of a similar nature of National partners must be positioned at appropriate positions in plenary as instructed by the MC ER Cell during presentation time of partners and at all other visible spots during the rest of the conference.

4. AIESEC India National Committee is responsible for all external partner related costs such as accommodation, meals, and transportation (If venue is more than 25km from the airport). OC coordinators shall only communicate with AIESEC India ER Cell for partner payment, and not communicate with partners directly.

5. AIESEC India National Committee shall have a meeting with the OC or person responsible for the conference prior to the conference and shall set down guidelines and terms for the upcoming conference with regards to externals which will be reviewed during the course of the conference.

6. Any competition to AIESEC India’s current partners shall not be approached by the Local committee for the conference. If approached in special situations the MC ER Cell can be approached.

7. AIESEC India National committee is willing to help find raise for specific national conferences and help in garnering support from the MC List for the same.

8. The hosting local committee can sell items to the MC on a cost to cost basis only, the limit being the MRP. 9. The hosting local committee cannot approach any company on the national committees list for any local/national/international conference. If approached without permission from the national office a mandate fine of up to 25000 rupees is applicable on the local committee.

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10. The hosting local committee must sell all items of the Organizing committee stall at MRP only. If found breaking this rule a mandate fine decided by the focus is applicable on the hosting local committee

ANNEXURE I Contract between AIESEC India and Hosting LC

1. General 1.1 This contract is between the Hosting LC, represented by LCP of hosting LC and Member Committee President, AIESEC in India, The contract concerns the organization of conference being hosted and does not include any possible parallel events. The Member Committee President of AIESEC in India confirms this contract.

2. Dates of organizing 2.1 The dates of conference are as follows: 2.2. For delegates arriving earlier or staying after the conference pre stay will be charged on per day basis. Transportation costs to the venue will be borne by the delegation.

3. Delegates 3.1 In case the number of delegates attending the conference from any Local Committee is less than the number of delegates committed that particular Local Committee shall be liable to pay for the number of delegates committed.

3.2 The minimum number of delegates coming to the conference will be confirmed at least 1months prior to the conference.

3.3 The maximum number of delegates will not exceed xnumber as per the capacity of the venue.

4. External Guests 4.1 The MC will pay for transportation and stay of the guest invited by them.

4.2 The LC pays for the expenses of the guests it has invited for the conference.

5. Finances 5.1 Delegates fees for conference shall be: 5.2 The damages will be told to the MC by the end of the conference by the hosting LC within 15 days the conference post which the hosting LC should receive the damages from the LC’s within 1 months of the conference.

5.3 AIESEC India shall be held responsible for all additional costs of external guests (invited by MC) that were not agreed between MC and the Hosting LC. 5.4 AIESEC India and the hosting LC shall settle all outstanding bills to each within one month of the conference ending, subject to up to date information and original invoices being provided by both parties.

5.5 All AIESEC India extra bills, for example: extra photocopies, phone bills, etc. will be paid by AIESECIndia within one month of the conference. Subject to receiving full detailed information at least 2 weeks before the given date in this clause.

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5.6 The MC shall pay for the delegate fee of the chair(s) for the conference 5.7 Pre stay of the MC will also be borne by the hosting LC. Maximum 2 days.

5.8 The hosting LC will reimburse the costs of transportation of the AIESEC India MC (2 nd class train travel) 5.9 Any additional expenses caused as a direct result of AIESEC India changing arrival ordeparture times will be borne by AIESEC India.

5.10 15% of profit made above Rs 50,000 should be contributed to NERF and the Organizational Development Fund (50-50).

5.11Charge will be applied for all photocopies above the number confirmed by the MC 2 weeks in advance of the conference at Rs 50 p per photocopy.

5.12 ER in agenda time split will be 60-40 in favour of MC and the opening plenary and any other nonagenda related selling completely belongs to LC. 6. Delegates responsibilities 6.1 The deadline for delegate applications is one month before the conference 6.2 The Hosting LC provides AIESEC India with a list of all applications at latest by 2 weeks before the conference.

6.3 The Delegates are personally liable for all additional costs they cause in the hotel during their stay.

This includes, but is not limited to: hotel phone bills, mini bar consumption, hotel copy costs, hotel laundry services and other additional services. Neither AIESEC in India or the hosting LC are responsible for these costs.

7. AIESEC India responsibilities 7.1 AIESEC India is the sole responsible for selecting the chairperson of the meeting.

7.2. AIESEC India is the sole responsible for the agenda of conference.

7.3 AIESEC International will be responsible for setting a tentative agenda with equipmentrequired for particular session before 2 weeks of the conference.

7.4 AIESEC India and the Hosting LC shall keep each other informed of guest speakers invited by either party. This should be taken on a case-by-case basis, once each speaker is being considered.

8. Congress Committee responsibilities 8.1 The Hosting LC has the right to look for partners for the Opening Ceremony and anything other than agenda time at the conference. Agenda time if sold with coordination with MC the ER split will be 60-40 in the favour of the MC 8.2 The Congress Committee shall provide the venues and equipment as listed in Annex 1.

9. Discharge of Hosting LC A discharge report has to be made which will include.

9.1 An Income and Expenditure Statement of the conference, with the break-ups of every expenditure and notes to the complete budget.

9.2 All the receipts and Payments vouchers, with proof of bills in case of payments.

9.3 A Final marketing report stating who the supporters of the conference were, and what Benefits were offered to them in return.

9.4 All books of accounts maintained should be available for the reference at any point of time.

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9.5 A comprehensive report on how the OC functioned, what the learning the OC has, made from hosting the conference and what recommendations the OC has for the future OCs. 9.6 A hosting local committee that is not discharged of its duties as host of a national conference cannot bid/host another national conference until it is discharged of its duties as host of its previous conference.

9.7 Discharge of the hosting LC should happen within 6 months post conference.

Annexure 1, Venue and Equipments needed In terms of plenary equipment, Task force rooms, AIESEC India office, Standard materials, Printing, Dining Hall, Party Hall, Delegates Accommodation As per MC requirements decided in consultation with the hosting LC

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X – Brand Standardization and Partnership Principles

10.1 Introduction- What is it?

The Brand Protection Subcommittee was set up at All India AIESEC Presidents Meet 2011 as a way to help ensure consistent strengthening & protection of AIESEC India's brand.

The role of the Brand Protection Subcommittee is to 1) strengthen and protect our brand by showcasing good case practices as well as to deal with brand harming activities – those that are not in line with the Brand Experience.

2) support AIESEC India in trademarking/patenting/copyrighting of its intellectual assets.

In the case of harmful activities, the Brand Protection Subcommittee works with the MC and/or LC in question to solve the case and furthermore gives recommendations to the National Association on the cases received and proposed next steps. : 10.2 – Who forms the Brand Protection Subcommittee?

The Subcommittee is made up of representatives from the national association:  

1 MC Member 3 LCPs

10.3 – Principles for Partnership

10.3.1 PRINCIPLES FOR PARTNERSHIP Principles 1. We shall not partner with organizations that directly promote war or violence.

2. We shall not partner with organizations that discriminate on the basis of race, colour, sex, sexual orientation, and creed, and religion, national or ethnic origin.

3. Partnership relationships should not affect our ability to act independently1.

4. No partnership should commit us to a direct political agenda2 5. AIESEC seeks to partner with those organizations who can assist us in developing characteristics in individuals that we believe are critical in creating change agents 6. We shall not partner with organizations that affect our image negatively in the external environment.3 10.3.2 – GUIDELINES FOR PARTNERSHIP 1. We expect our partners to take into considerations the needs of the future generations.

2. We are partnering with all sectors. (Private, government, NGOs etc.)

3. We expect our companies to be quality conscious.

4. Partnerships should explore as many opportunities for stakeholder involvement as possible.

5. All our partnerships have mutual benefit and they draw maximum out of it.

6. We expect all our partners to understand our nature and The AIESEC Way clearly.

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7. We expect all our partners to be honest, legal, transparent and engaged in just (fair) activities.

8. Our partners should care about the development of their employees.

10.4 AIESEC Logo

10.4. 1 AIESEC Long Logo

10.4.2- AIESEC Short Logo

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Introduced in 1991, the AIESEC logo remains a relevant and important component of the AIESEC brand identity.

The logo Design shows • Young people gaining definition as they come out of the blue Mass • Young people forming themselves as individuals for the future

In short, it represents how AIESEC enables young people to discover and develop their potential and head towards their future with a clearer and stronger vision for themselves.

The logo should not be modified in anyway and should always be used according to the guidelines in this section.

• The Logo symbolizes • Young people shown through carrying of book • Walking forward represents walking towards the future • Increasing definition represents forming/developing as individuals • Emerging from the blue mass represents building your own path or moving towards your personal vision

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XI - EXTERNAL RELATIONS

External Relations i. ii. iii. iv. v. vi. vii.

There will be an exclusive MC Company List which will include NEP companies, foundations, funding agencies and development houses All companies mentioned on the MC list cannot be approached by any LC unless directed by the MC All Global Partners are automatically part of the MC company list All subsidiaries of MC companies should also be taken to be as part of the MC company list LC’s can approach MC Companies based on need after running them through the MCVPER who will accompany the concerned LC All NEP forms will be assigned to an exclusive MC ID Any breach of the above mentioned points will result in a mandate fine of Rs 5000

XII - Appendix 1 AIESEC ABBREVIATIONS AAB ADF AI BoA CC CCP DT EB GBM GIP IC ILM Insight

Alumni Advisory Board AIESEC Development Fund AIESEC International Board of Advisors Congress Committee Congress Committee President Development Traineeship Executive Body General Body Meeting Global Exchange Program International Congress International Legislative Meeting Web based online system for the management of AIESEC’s activities.

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ITEP JNC LC LCong LDS LTS MC MCEC MCP NatCong NLDS NM NSC NSM OC OCP PAI IPM TDP VPER VPF VPX WG XMI XQB

International Traineeship Exchange Programme June National Conference Local Committee Local Congress Leadership Development Seminar Local Training Seminar Member Committee Member Committee Exchange Controller Member Committee President National Congress National Leadership Development Seminar National Meetings National Strategic Conference National Services Manager Organising Committee Organising Committee President President of AIESEC International International Presidents' Meeting Technical Development Traineeship Programme Vice President External Relations Vice President Finance Vice President Exchange Working Group Exchange Marketing Information Exchange Quality Board

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