Aiesec_jaipur-im Policies and Procedures 2013

7/28/2019 Aiesec_jaipur-im Policies and Procedures 2013

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AIESEC IN JAIPUR

INFORMATION MANAGEMENT

POLICIES AND PROCEDURES 2013/2014



45

INFORMATION MANAGEMENT POLICIES AND PROCEDURES

2013/2014

Information Management Policies

Membership

All team members must be registered on

myaiesec.net.

All team members must be on the Facebook

group.

All team members must have paid their

membership dues at most 14 days after joining

the team

All team members must have job

descriptions and specific roles and job titles

Revision of Policy

The IM policies and procedures must be

reviewed every year by the VPIM

Access codes

Passwords to virtual accounts must be kept

secret by members of the IM team

Login details for the bulk SMS service shall

be known only to the and the Executive

Board.

Team Structure

IM is broken down into three sections:

IT Support

Knowledge Management

Internal Communication

Chain of Command

The Vice President Information

Management shall be in charge

of operations in the IM team

In the absence of the VP IM, the

Brand Manager shall be in charge.

In the absence of the VP IM, the

Brand Manager, Operational Support

Manager shall be in charge.

In the absence of VP IM, the BrandManager, Operational Support

Manager; VP Marketing shall be in

charge.

In the absence of VP IM, the Brand

Manager, Operational Support

Manager, VP Marketing; the Local

Committee President shall be in

charge.

Reports All activities in each section of IM

shall be documented

Monthly reports shall be delivered to

the VPIM by the three managers on

the first of each month, via email in

PDF format

A final report shall be delivered to LC

by VP IM at the end of the month.



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2013/2014

Quarter Evaluation Meeting (QEM)

The Quarter Evaluation Meeting shall be

done on the last Saturday of the Quarter or

otherwise stated.

The dress code for all quarter evaluations

shall be strictly formal

The meeting shall not exceed 2 (two)

hours

The meeting shall focus on:

Reports from the entire quarter

Goals achieved

Evaluation

PowerPoint presentations shall be

presented by the three managers

Team members shall be given the

opportunity to express their opinions on the

team and its management.

An external shall be present to give

professional advice

The external shall be brought in by the

VP IM

Quarter Planning Meetings (QPM)

These meeting shall be held on the first

Saturday of each quarter or otherwise stated.

The meeting shall focus on the goals for the

new quarter and the strategies for

implementation.

Job rotations and creation of new

roles shall be done

The dress code for this meeting

is casual

All current managers must bepresent

This should not exceed 1 (one) hour

IMathon

The event shall be organized once

a month in order to:Upload videos, pictures &

files

Carry out team bonding activities

Collectively work on

virtual platforms.

Watch a movie

Be trained and run simulations

All members of the IM team must

be present at the event

The agenda shall be drafted by the Vice

President Information

Management and sent to all

members at least 24hours before

the expected time.

The event shall not exceed 4 (four)

hours.



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2013/2014

Team meetings

The IM team shall meet once a week

All members of the team are expected to be

present for all meetings

The meetings shall be chaired by the various

managers and supervised by the VPIM

The agenda for each meeting shall be

sent to all members via email by the VP IM at

least 24 hours before the meeting

Meeting venues shall be different for

consecutive meetings

Each team meeting should not exceed

1(one) hour

Parties

All parties which are to be held would be

fundraised by the team

All members must be present for all parties

Communication

Emails shall be used to send critical

information and attachments

The Facebook IM group shall be used to

send less critical information

The Facebook IM group shall be used

to prompt members to check their

emails

Financial Policies

Request for funds from the

Financial Manager at least 72 hours

before intended usage.

Write a report on the expenses stating:

The items paid for

The number of items paid for

The date the items were bought

Use it in financial report (this report

would be different from other IMsection report)



Information Management Procedures

Archive Management

Database continuity

At the end of the AIESEC year each of the

databases files should be:

Downloaded

Zipped into one file and named:

“AIESEC Jaipur Database 2011/2012”

Uploaded to myaiesec.net

At the beginning of the AIESEC year:

Forms should be sent to members, alumni and

interns to update their data in the database

Updating database

Data to be entered must be gotten from filled

forms provided by the Information

Management team.

When entering forms with JDs, ensure the JD

is uploaded first.

Links to JDs should be directed to files on

myaiesec.net

Use of Dropbox

The LC Dropbox account shall be managed by

Knowledge Management responsible.

All official files and documents of LC shall be

sent to LC Dropbox account.

The Knowledge Management Team shall be

responsible for assisting in the retrieval of

information from the Dropbox account.

The account details would be regarded as

classified information, and as such only the IM

Team managers and EB would have access to

that account.

Scanning Documents Handwritten documents must be

scanned to make it possible to be

archived

After documents are scanned, they must

be uploaded to myaiesec.net

Uploading files to myaiesec.net

All LC related files must be uploaded to

myaiesec.net

Appropriate key words must be used to make

it easier to search for files

The appropriate filters must be used for

each file

For training on how to use myaiesec.net toupload files contact the VP IM

Critical documents must be uploaded within

48-hours of receiving them while non-critical

documents can be uploaded during the next

IMathon.



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2013/2014

Reviewing content

Before contents are posted, they must be

reviewed by the Brand Manager and if they passthe review, they can be posted.

Pictures and Videos:

Check for any signs of negative

branding.

Make sure the picture or video is in line

with AIESEC values and principles.

If they pass the review, send all the

pictures to virtual management to be

uploaded on virtual platforms.

Proposal and Newsletter:

Proof read

Check for any signs of negative

branding.

Ensure that the grammar and

the presentation are of

professional standard.



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2013/2014

Intel Management

Sending emails Emails to be sent to members

Copy emails from Membership section of

Make the content catchy and straight forward

Make the keywords of the mail large

Add background and foreground color to keywords

Send basic information in mail into

LC Facebook group

Newsletter Creation

From the beginning of the month, note important eventsSource for information of current events in LC

Always have sections for:

LCP’s Address

Intern Experience

Member Experience

Events

Project Update

Create using News section of myaiesec.net.

Sending newsletter

Publish news on myaiesec.net

Publicize news on all virtual platforms

Send news to all members

Send news to all alumni

Post information on it on Facebook page and groups



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abase forms

Membership Forms

Print out forms

Distribute during general meetings for thosewho are not in database

Collect forms

Send forms to TM Manager

Team Member/Team Leader Forms

Print out forms

Send copies of form to team leaders

Collect forms

Send forms to TM Manager

Alumni Forms

Send the forms via email to alumniOnce they resend the filled form, send the

form to the AR Manager

Intern Forms

Within 24 hours of the arrival of interns into

Jaipur:

print form

fill with them

For interns who have left:

Search for them using exchange

database or Facebook Get their emails

Send form to them via email (TN and

EP ID not necessary)

Partner/Sponsor/Marketing Call

Evaluation Forms

Within 48 hours of signing MoU

with partner/sponsor:

Print out form

Send forms to External

Relations or marketers

Collect filled forms

Communicating with other LCs

Use national/international LC

Facebook group created by Virtual

Management team

Promote events and opportunities

on group

Use group as a channel to get

information on occurrences in other LCs

Taking pictures

Use LC camera if availableIf there is no LC camera, designate

an official camera bearer within

the team who would provide

camera access when needed.

Within 48 hours after pictures have been

taken:

Filter through for unnecessary ones

Send necessary ones to Brand

Manager for review

Recording videos

Use LC camcorder if available

If there is no LC camcorder, designate an

official camcorder bearer within the team who

would provide camera access when needed

Camcorder bearer must be different

from camera bearer

Record videos during meetings,

conferences and events of:

Sessions being runRoll calls

Presentations

Simulations




2013/2014

Virtual Management

Updates during LC meetings and events

Use LC modem to provide live updates toFacebook groups.

Tweet updates.

Live stream event if possible

to get good internet

connection.

Liking pages

Like pages using the LC page

instead of the account

Like only pages which reflect

the AIESEC values and principles

Changing profile pictures

Change pictures based on season

and upcoming events

Pictures of Pages, Groups and

account should be changed

Pictures should not reflect personal

interest but general interest of LC

Managing groups

Post information to the appropriate group

Make sure the appropriate members

are on the groups

Groups shall be created for:

The LC members

Alumni

National LCs

International LCs/MCs

All posts should be made using the LCFacebook account

Using Official Page

Post promotional information on LC

on page

Upload pictures to page albums

Paste links to other virtual

platforms at the end of each post

Use page to like other LC pages

Upload pictures of all member

Upload individual pictures of

members into the Member Year

album.

Creating & Using Project Page Once a project begins, create a

page for it and name it AIESEC

Jaipur <Project Name>

Link the page to twitter account

by going to

www.facebook.com/twitter.



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Twitter

Who to Follow Search for other LCs and follow them

Search for members using

information from database and follow

them

Getting Followers

When following people, request to be

followed

Uploading pictures

Upload pictures periodically to makecontent dynamic

Tweeting

Tweet information on current events in the

LC

Updating profile information

Ensure the information on the

account are valid and properly

represent the LC.

Replying messages Direct the information in the

message to the appropriate

portfolio or person e.g. ICX

YouTube

Uploading videos Use appropriate tags

Add an appropriate description

After upload successful:

Paste link on all

Facebook walls

(pages, account,

groups) with a

catchy message

Tweet the link.

Do a similar upload to a

corresponding Facebook

page

Adding to favorites

Search for videos which

have similar brands to

AIESEC values and

principles

Getting more views

Publicize the link to each

video on all Facebook and

Twitter

Publicizing the channel on all

Facebook and

Twitter



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2013/2014

MyAIESEC.net Wikis

Project & Event Wikis

Wikis shall be created for each

project after they end with:

Links to session files

Links to Facebook

pages

Link to budget file

Link to report files

Stream video of project or

event from YouTubeImpact of project as stated in

report

LC Wiki

A wiki shall be created for

the LC with information

on the LC for others to

view

The information will

cover

LC house

Members

Projects

EB

BOA

Aiesec_jaipur-im Policies and Procedures 2013

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