AIESEC_OGX Education Handbook (old)

HANDBOOK

© AIESEC UM OGX 2011/2012

AIESEC in MalaysiaAIESEC in University Malaya (LC UM)

Outgoing Exchange Department (OGX)

O G X

E D U


Preface

This Outgoing Exchange Education Handbook is conceptualized and is particularly written for new Junior Executives (J.E) and above to understand the current value chain, implementation, initiatives and showcase Good Case Practices in Outgoing Exchange Department (OGX). This is a user-friendly handbook to give you the resources to take OGX processes into your own hands and make an impact in providing life changing experiences to every youngster. In addition this handbook encompasses the essential OGX knowledge which aims at enhancing members’ understanding of OGX department, particularly OGXers, thus to improve the quality and efficiency of the department. Moreover, this will ensure good pipeline management also.

With AIESEC UM continuously delivering more AIESEC experiences each year to young people, this handbook also marks the start of continuous documentation, review, reflect and inspiration process for OGXers in Local Committee of University Malaya (LC UM) to solve current issues, anticipate new one and reflect back upon our achievements and growth from the past. It is hoped that each year, this guidebook will continue to evolve in its contents and impact, thus to boost the quality of OGX workforce. Ultimately, we want to deliver quality exchange for people.

In AIESEC UM, we believe that every single members should be entitled to and be offered a holistic development which is in line with national and LC focus term 2011/2012 that. Subsequently, we endeavour to understand our members’ needs and deliver the AIESEC experience accordingly. Inside this Education booklet contains step-by-step clear and concise instructions which would ease the tasks of OGXers. This handbook will serve its purpose to the fullest for members who used it to its maximum capacity.

Best Regards,


Lee Chia Chun (Max)Vice President of Outgoing Exchange term 2011/2012

Table of ContentsHistory of AIESEC: A Glimpse to the Origin............................................................................................6

What is AIESEC?.....................................................................................................................................7

What we envision?................................................................................................................................7

Our Impact.............................................................................................................................................7

The Way We Do It:.................................................................................................................................8

Our Values:............................................................................................................................................8

Our Motto:.............................................................................................................................................9

LC History............................................................................................................................................10

LC Structure.........................................................................................................................................11

AIESEC TERMINOLOGIES & ABBREVIATIONS.......................................................................................12

(i) OGX.............................................................................................................................................12

(ii) LC................................................................................................................................................13

Expectations........................................................................................................................................15

Cultures in OGX Department...............................................................................................................16

What is OGX?.......................................................................................................................................17

Our Products: Life-Changing Internships A. Global Community Development Programmes (GCDP) (formerly known as Development Traineeship <DT> )........................................................................18

B. Global Internship Programmes (GIP) (formerly known as MT)....................................................19

Fees.................................................................................................................................................20

The OGX Mechanism...........................................................................................................................20

Summary of Ra-Ma-Re Process............................................................................................................21

Exchange Participant Recruitment Drive.............................................................................................25

Types of EPRD..................................................................................................................................26

EPRD Process Flowchart..................................................................................................................26

(i) EPRD [out-campus].................................................................................................................26

(ii) EPRD [In –campus], Graduation............................................................................................27


(iii) Tag-Along EPRD....................................................................................................................27

Exchange Participant Review Board....................................................................................................28

How does Exchange Participant Review Board (EPRB) work?.............................................................29

Understand Raising..........................................................................................................................30

Steps on Raising:..............................................................................................................................30

Functions and Uses of myaiesec.net: The Powerful Tool for Matching EP......................................30

(a) TN Form & TN ID....................................................................................................................30

(b) TN/EP Lookup........................................................................................................................31

How to Search for TNs’ Opportunity? A General Guide...................................................................31

(c) View Internship Opportunities..............................................................................................31

(d) Search For TNs: Available Forms Trackers............................................................................31

(e) Search For TNs: Supply and Demand Management..............................................................32

(f) Browse Internships.................................................................................................................32

(g) Assign Quick Match...............................................................................................................32

(ii) EP ID...........................................................................................................................................32

(iii) Edit EP Form..............................................................................................................................33

Relationship between EP & the Buddy............................................................................................34

EP Manager’s (Buddy) Roles (more specific guidelines)..................................................................34

EP Matching Tracking Tool...............................................................................................................35

Sample Email sent to a TN Manager (For reference only)...............................................................36

EP Tracking Tool (Refer to EP Tracking Tool doc.)............................................................................36

Matching.............................................................................................................................................38

1. Establish Contact with TN manger...............................................................................................38

2. Interview......................................................................................................................................38

3. EP Acceptance Note.....................................................................................................................38

4. TN Acceptance Note....................................................................................................................38

Sending EP Acceptance Note...........................................................................................................39

Response From and Action to Take on TN Manager........................................................................39

Matching Processes & Methods of Matching..................................................................................40

Claims by VP FA, Nina.....................................................................................................................41

Outgoing Preparation Seminar (OPS)..................................................................................................41

Re-integration......................................................................................................................................41


A. Reintegration Night.....................................................................................................................42

B. EP Sharing....................................................................................................................................42

C. Short Term Membership (TMers Job Scope)...............................................................................42

Specialized Position: The Job Description (JD).....................................................................................43

Initiatives.............................................................................................................................................47

A. OGX Education Booklet...............................................................................................................47

File Naming Protocol...................................................................................................................47

How to write a minute?...............................................................................................................48

B. Better EPRB..................................................................................................................................49

C. Better OPS...................................................................................................................................49

D. Partnership (led by Partnership Team Leaders)..........................................................................50

E. 1 Member 1 EP............................................................................................................................50

F. Reactivates Re-integration...........................................................................................................50

G. Pipeline Sustainability.................................................................................................................50

H. Student Market Research Survey Form.......................................................................................51

I. Session to Promote AIESEC Short Term Membership to be inserted into Info Session................51

J. OGX New Structures.....................................................................................................................51

K. Intern Evaluation Forms..............................................................................................................52

L. Business Model & Balanced Score Card Incorporated.................................................................52

M. EP Matching Tracking Tools........................................................................................................52

N. EP Buddy System.........................................................................................................................52

O. EP Manager = Buddy...................................................................................................................52

P. OGX Cultures...............................................................................................................................52

P. Facebook Group to add UM EPs..................................................................................................52

Q. Review and Appraisal (Members Evaluation)..............................................................................53

T. OGX Checklist...............................................................................................................................53

Question and Answer (Q & A)..............................................................................................................53

Appendix.............................................................................................................................................55


History of AIESEC: A Glimpse to the Origin

WW II has brought huge devastation to the economy. Many great leaders were killed during the wars

There was a need to bridge the gap across people and cultures as well as for businessschools to produce capable individuals to rebuild the economy

This brought individuals together in Liege, Aug 1946, then in Stockholm inDec 1948, finally resulting in the first International Conference (IC) in March 1949,culminating into what we all known: AIESEC

Exchange activities were deemed as endeavours to nurture cooperation among countries.

Exchange activities under Association Internationale des Etudients en Sciences Economiqueset Commerciales (AIESEC) consisted of traineeships, study tours & the exchange ofinformation on studies

In the quest of finding relevance in the world, AIESEC Experience was presented duringthe International Congress 2005 in Agra, India and was later adopted as AIESEC’s uniqueapproach to impact the world. Read more about AIESEC History

Now, AIESEC Xperience 2015 has succeeded AIESEC Experience.

107 countries

50 000 members

1 600 universities

10 000 international internships

11 000 leadership opportunities

470 conferences

4 000 partners

800 000 alumni


What is AIESEC?

What we envision?

Our Impact


The Way We Do It:

Our Values:


Our Motto:

Engage and Develop Every Young Person … … In the World


LC HistoryFounded: 1968

Category: Non-Profit Organizations

Address: No. 74, Jalan Universiti, Seksyen 13, 46200 Petaling Jaya, Malaysia

History: In 1968 , James Callaghan , the United States of America Coordinator of AIESEC , visited Malaysia to propagate the idea and it attracted the attention of Mr. Yap Kun Tiat , the President of Universiti Malaya Economics Society (UMECS) . AIESEC started as a subcommittee of UMCES before it detached itself as an independent organization. Mr. Yap Kun Tiat , was selected as the first president of AIESEC in Universiti Malaya.

Websites:(a) The Book: https://www.facebook.com/groups/thebook.aiesecum/(b) AIESEC M’sia: https://www.facebook.com/groups/aiesecmalaysia/(c) OGX: https://www.facebook.com/groups/171451469570506/(d) LC OGX: https://www.facebook.com/groups/ogxer/(e) myaiesec.net: http://www.myaiesec.net/

http://www.myaiesec.net/

https://www.facebook.com/groups/ogxer/

https://www.facebook.com/groups/171451469570506/

https://www.facebook.com/groups/aiesecmalaysia/

https://www.facebook.com/groups/thebook.aiesecum/


LC Structure

James Callaghan


AIESEC TERMINOLOGIES & A BBREVIATIONS

(i) OGX@ XP: AIESEC Experience [@ = AIESEC]XP: ExperienceCV: Curriculum Vitae (Resume) GCDP: Global Community Development ProgrammeGIP: Global Internship Programme (management and technical traineeships)X + L: An initiative of OGX to offer both leadership role & exchange experiences to peopleCEED: Cultural Envoy for Exchange Development; involvement of an experienced member in another AIESEC entityET: Education TraineeshipPEP: Potential Exchange Participant, a person who might be interested in @ Exchange ProgrammeEP: Exchange Participant, AIESEC member going on exchangeEP Form: on myaiesec.net; contains information about your skills, academic background, working experience, preferred location of the TN; you also add your CV EP ID: Identification number of your EP form (ex: EP-In-US-CH-2010-1111) EP Manager (buddy): an OGXer who is assigned to an EP to help matching the EPRa: Raise. A process which is to be completed by EP Manager to insert EP’s data into the myaiesec.net database.New: Status of EP Form in myaiesec.net. This status is to be changed by MC VP of OGX to Available.Available: Status of EP Form in myaiesec.net. This status means the EP is ready to be matched.Match (Ma): Matched. Status of EP Form in myaiesec.net. This status means the EP and the company/organization have signed an agreement with each other and the traineeship is finalized.Realized (Re): Realize. Status of EP once an EP has completed the exchange programme.Rejected: EP is rejected by the system.On Hold: A status in which an EP is stopped temporarily from participating exchange programme. This maybe requested by the EP him/herself.Expired: A status. An EP’s status expires when his/her name is inside the myaiesec.net database over a year.


Matching Fee: the matching fee is the fee that is paid after the EP matches. The Matching Fee for GCDP in the Malaysia is RM400 whereas the fee for GIP is RM600. TN: Traineeship/Internship opportunity (an EP would be trying to match with a TN)TN Form: on myaiesec.net; contains information about job description of the TN, desired skills in good candidates, and salaryEP_JQ: Exchange Participant_Job Questionnaires (a document)AN: Acceptance Note (a document)TN ID: Identification number of the TN (ex: TN-In-US-CH-2010-1111) TN Manager: AIESECer who is responsible for the TN in the other country and is the contact between the company/organization and AIESEC (TN Managers are part of the ICX team and are the people you will be emailing to ask questions about specific TNs)

(ii) LCLC: Local CommitteeAI: AIESEC InternationalGN: Global NetworkIG: Initial GroupWednesday Daily: A weekly newsletter sent to all current term AIESECer.Episode: Weekly activity/gathering/event held by LCXcapade: A LC seminar held once annually. Attendance to the seminar is required to fulfill one’s membership requirement.MyLDS: Malaysia Leadership Development Seminar. A national seminar held once annually. Attendance to the seminar is required to fulfill one’s membership requirement.NatCon: National Conference. Only EBs take part in this conference.MNC: Mid-National Conference. Only EBs take part in this conference.GCM: Global Competency Model.EB: Executive Board. EB consists of LCP, VPs and Directors in a LC.LCP: Local Committee PresidentVP: Vice President (implies at LC level)OC: Organizing Committee. A group of elected member who plan certain events.OCP: Organizing Committee President. An elected group leader who leads his/her team to make an event happens.MC: Members Committee (National Board Team)MCP: Members Committee PresidentMCVP: Member Committee Vice PresidentDirector: Part of the EBs who is assisting VP in a specific departmentSM: Senior Member. An AIESECer who has joined AIESEC for more than a term and possesses the fundamental knowledge of AIESEC.TL: Leader


ICX: Incoming Exchange; the part of AIESEC responsibility to bring in trainees and generating traineeships with companies/organizations. You will be sending emails to ICX members of LCs in other countries. ICX can be subdivided into two categories: ICX (GCDP) and ICX (GIP).OGX: Outgoing Exchange. The department that responsible in matching and sending EP abroad for internship.COMM: Communication. The department that is responsible in promoting AIESEC leadership products such as exchange programmes and projects.ER: External Relation. A department that is responsible in finding sponsorship and raising funds for projects.TM: Talent Management. Its job scope is similar to that of a Human Resource in a company.PM: Project Management. The department that manages projects.RR: Red Ribbon. It is an initiative of PM to increase HIV/AIDS awareness among the students.FA: Financial Administration. A department that responsible for the cash flow of the organization.

Abbreviations in AIESEC are not even our second language- it’s a major dialect. KNOW THEM!

Welcome to OGX!!


Expectations1. Spend some time in checking & replying emails on daily basis. Reply email within 48 hours.

2. Read motivational/self-help book at least 1 page daily, then apply it =)

3. Always discuss whenever encounter with problems, questions and doubts over any issues

4. Obey deadline

5. If you should face any problem, share it among us; if you think you can’t take the task, you should quickly inform your superior and give valid reason

6. Mark your calendar with AIESEC activities

6. Be a responsible & contributive player in the team

7. Be daring to voice out your idea

8. Be punctual when attending any meeting or episode


AIESEC Culture

Mark-your-

calendar practice Punctuality

No procrastinatio

n

Kay-poh

Square Dance

Dare to express yourself

Professional

DrivenConcern

world issues

English Creative

Responsible

Initiative

9. Try to wear AIESEC shirt whenever you are attending a team meet unless you are told not to do so [Dress code]

10. Understand the role of an OGXer is to impact other’s life by offering them the life-changing exchange programme. Be proud of being one, and thus be aspired to inspire. Our stakeholders’ satisfaction is our satisfaction.

Cultures in OGX Department

Firstly, have Square Dance session led by Afiq =)Music & speaker are prepared by Max Lee

After Sq. Dance has over, Mun Yoke will lead the team to make a roll call =) (10 min allocated)

~END~ Meeting starts (50 min allocated)

Purpose: To enliven the meeting, to expose members the fun part of being an AIESECer, to

energize members, to let members familiarize with roll calls & Sq. Dance.


What is OGX?Outgoing Exchange (OGX) is a department that manages the processes of sending people abroad for AIESEC internship programmes. The Exchange programmes provide students and recent graduates the opportunity to be part of GCDP or professional internship (GIP) in more than 107 countries for duration from 6 weeks to 1.5 years.

X LI.S

EPRBOPSRa

Ma

EPRDRe

GCD GIP CEED



Our Products: Life-Changing InternshipsA. Global Community Development Programmes (GCDP) (formerly known as Development Traineeship <DT> )

Cultural UnderstandingBe a global citizen! Share your cultural awareness and understanding with people worldwide. Run trainings and cultural road shows in countries such as Ukraine, Poland and Russia and stand a chance to be hosted by a foster family.

Teach a LanguagePlay your part in education for the betterment of tomorrow! Design and execute learning syllabuses for educational institutions and universities or teach your favourite languages like English, Chinese, Spanish and many others in countries such as China, Taiwan and Korea.

Environmental SustainabilityBe a green agent! The key to lasting environmental sustainability is to instill environmental awareness in the younger generation. Save the earth by getting involved in organizing awareness campaigns and activities in developing countries such as India and China.

HIV/AIDSBe an HIV champion! End the stigma of HIV/AIDS by organizing and conducting learning events and awareness campaigns in countries that are battling the spread of HIV/AIDS such as Indonesia, China and Philippines.

Social DevelopmentMake a difference! Lend a helping hand to better improve the quality of life of locals of countries such as Vietnam, Cambodia and Philippines. Be part of an NGO or project to make a difference in alerting social issues such as children rights, women rights and rural area development.


Management Traineeship (MT)Set yourself ahead of the rat race! Work for a multinational company in one of over 107 countries for duration of 6 months to 1.5 years in the field of accounting, economics, finance, human resource or marketing and build your global professional network!

Technical Traineeship (IT/TT)Challenge yourself and solve highly challenging IT projects! Be part of web development, software programming or system designing projects in one of over 107 countries for duration of 6 months to 1.5 years and be a globally connected IT professional!

EducationPractice your educational theories in an international environment! Create and carry out educational modules and learning materials for educational institutions or corporate sectors to gain valuable international teaching experience.

B. Global Internship Programmes (GIP) (formerly known as MT)


Ra Ma

FeesExchange internship programme is open to interested students or recent graduates. The interested individual is required to pay the LC for a total amount of RM 400 for GCDP whereas RM600 for GIP. EBs, ex EBs and students who go exchange for 2nd time are given 70 % discount of the fee.

Item GCDP GIPEPRB Fee (pay before

interview)RM 10 RM 10

Registration Fee (successful candidates only)

RM 40 RM 40

Admin Fee (successful candidates only)

RM 100 RM 200

Matching Fee (pay after being matched)

RM 250 RM 350

Re-integration Seminar Fee (Refundable)

RM 50 RM 50

****Read Refund Policy for further clarification

The OGX MechanismRa = Raising, Ma = Matching, Re = Realizing

All of the processes found in OGX are governed by 3 major mechanisms: raising, matching and realization. Each of the components is best represented by gears that are interconnected. Raising is the beginning of the whole processes, which is also responsible in moving the rest of the gears. Matching is a crucial part of the “engine”. Most of the problems are found to happen at this section. The problems can be in the EP who has changed his/her mind after sign up for our programme. Cases such as EPs could not find a suitable time to go for exchange and requested for refund while pulling out from the programme are very common. All these problems would contribute to “malfunction” of this gear. That’s why we


need to “grease” these problems with good solutions. The last gear is Realization, which has much to do with post-internship activities which aim at reintegrating them into AIESEC. We shall go to more in-depth contexts for each gear. Enjoy reading!

Summary of Ra-Ma-Re Process

Process Description Tasks

Raising (Ra)

A. EPRD - a way to reach out and inform the students/fresh graduates in 6th form institutions or any college/universities

- Can be in virtual and physical form- Can be in the form of exchange fair/Info Session- Target specific [marketing segmentation]

Tools/preparation: DAAL Files (e.g Aug 11’ DAAL Files), Available Form Tracker (e.g Oct Edition), Sales pitch training, presentation skills, Identify the students profile, EPRB slot allocation, EPRD Contact List

1) Distributing flyers/lecture bash/poster/promotion via social networking sites

2) Presentation of Info Session slides3) Get the students’ name, email,

course pursued & contact no.4) Send [1]AIESEC Experience

Application Form, [2]Info Session slides, [3]EP Contract (in PDF) , [4]

EP Refund Policy (in PDF) and [5]Interview Preparation Booklet to the students. Inform the students to send back the AIESEC Experience Application Form and a [6]not-more-than-2-page CV (Resume) before the deadline set.

5) Review their CV. If OK, then call or email to inform the candidates following things:

i. Congratulation for being shortlisted

ii. Students are required to sign up SKYPE

iii. Bring along the printed EP Contract for interview

iv. Inform them the timeslot, date and venue of the EPRB via a spreadsheet. [Permission changed to ‘Anyone’ + ‘not editable’, then share the link to candidates]


B. EPRB- A process to select a suitable candidate in terms of

mindset and flexibility level- Can be in virtual or physical form- Duration of interview for each person:o GCDP = 20 min Interview + 10 min Reviewo GIP = 30 min Interview + 10 min Review

- GIP and GCDP EPRB is separated- Global Competency Model (GCM) is used to

assess a candidate. Sample questions are found in Interview Assessment Kit.

- An AIESECer needs to have interview training to become an interviewer.

- One external panellist would join another AIESECer as interviewer for GIP EPRB

1) For GIP EPRB, the external panellist needs to be informed a week earlier

2) Set up laptop, collect interview fee RM 10 from a candidate prior to the interview

3) A timekeeper needs to hint the candidate he/she is left with last 5 minutes. [Take a Laminated ‘5 min’ card]

4) Issue receipts with stamp to the candidates

5) Briefing to the candidates on EP Contract, EP Refund Policy

6) Successful candidates are required to pay RM 190 (GCDP) and RM 290 (GIP) and sign and return EP Contract to us on the spot

7) EP Manager (Buddy) allocation8) Buddy helps EP to sign up

myaiesec.net account & NOTIFY me so that I can approve them

9) Buddy to have Expectation Settings with respective EP(s)

10) Send ‘How to create myaiese.net account?’ & ‘Self-matching’ slides to the EPs

11) Update AIESEC in Malaysia Search Tool spreadsheet after the EP has taken GCDP / GIP prog.

12) Add EPs into FB group [LC UM EP Facebook group] & inform them about OPS

mailto:[email protected]


Matching(Ma)

A. Matching- A process to match EP to his/her desired project &

country- If an EP is interested in a particular project, a virtual

interview will be arranged by the TN Manager

1) Make sure the EP’s status is changed from ‘New’ to ‘Available’ already before start matching

2) Ways to inform EPs about TN opportunities:

i. Browse internship in myaiesec.net

ii. Attach TN forms/video/promotional materials (in JPEG format) on EP Facebook Group

3) Rmb your matching deadline is max. 2 months

4) Ensure your EPs got approach TN on a daily basis

5) Update EP Matching Process Tracking Sheet

6) Use OGX Checklist to help your understanding of the tasks

B. Outgoing Preparation Seminar (OPS)- A seminar specially designed for all of the Exchange

Participants to prepare them culturally and have expectation settings with them before going abroad for internship. The EPs are inducted so as to familiarize and behave like an AIESECer.

- Inform VP FA to sell T-shirts during OPS- Inform VP ICX to give TN promo materials to us- Led by OPS Team Leader of OGX

1) EP Manager informs the EPs about the date, time & venue of OPS via email and FB group

2) Invite the returned EP (Returnee) to conduct EP Sharing Session during OPS

3) Brief EPs about IXPQS (XPP), ICB & introduction to AIESEC

4) Conduct ice-breaking games & cultural simulation games

5) Understanding yourself: Psychometric Test

6) Educate EPs about Cultural Shock & Malaysia Ambassadorship through video

Virtual Interview

If succeed, EP Manager (Buddy) requests TN AN form from TN Manager, then inform EP to

pay the balance (Matching Fee)GCDP: RM 250

GIP: RM 350

EP Manager prepares EP_AN and send to EP and TN Manager

EP shows proof of payment to the EP Manager.EP Manager needs to inform VP FA

EP Manager informs TN Manager to change EP’s status from ‘Available’ to ‘Match’


presentation/multimedia presentation/presentation slides

7) Selling AIESEC shirts8) Activates Learning Circle: EPs are

divided into groups to present cultures/issues of Malaysia

9) EPs are given ICX’s TN promo materials so that they can promote during their exchange prog.

Realization(Re)

A. IAAA [I Am An AIESECer]- EP Manager is required to get feedback and a photo

taken during exchange prog. from EPs

1) EP Manager is required to get feedback and a photo taken during exchange prog. from EPs by sending them IAAA template. Failing to do so won’t get RM 50 refunded

B. Intern Evaluation Form- To gauge EP’s satisfactory level towards AIESEC

service

1) EP Manager sends Intern Evaluation Form to EPs after they have returned and collect back within 3 days. Failing to do so won’t get RM 50 refunded

C. Reward & Recognition Night (R & R)- Reintegration Night is incorporated into R & R night

to enliven the night and encourage interaction between AIESECers & returnees.

- A ceremony to award the returnees AIESEC certificate

- Refund RM 50 to the EPs- Reintegration Team Leader is responsible in

designing the session/agenda together with TM

1) EP Manager informs the date, time & venue of R & R Night. Attendance is compulsory so that to get the certificate and RM 50 (in

envelop) refund

EPRDExchange Participant Recruitment Drive

A process to promote AIESEC Exchange Programmes/Internships to the University students and recent graduates.

Outcomes: 1. Learn the types of EPRD 2. Learn the EPRD process flowchart 3. Learn to sell AIESEC exchange programme

4. Understand the format to create event page on Facebook


EPRDHow to do it?-Have EPRD List to collect PEP info-Follow up via email-Announcement of Info Session via email-Send GEP Application Form & EP_JQ to the PEPs


Types of EPRD

**EPRD can be conducted in the form of fair for both in campus and out campus. e.g X! Fair year 2011 was held in UM.

EPRD Process Flowchart

(i) EPRD [out-campus]

Identify School

Sending letters/proposal

EPRD

In campus Out campus

6th Form Colleges/Uni

Tag Along (ensued after PM activities)

Get Timeline for each sch

Get Approval from school

authority

Preparation (arrange transport, flyers,)

COMM provides promotional


(ii) EPRD [In –campus], Graduation

(iii) Tag-Along EPRD

(iv) Creating Facebook Event

The participation of UM AIESECers in promoting exchange in the event of grad. day

COMM-OGX Synergy in educating members’ selling skill and providing practical selling skills

-Training provided to EP.-Get the PM Calendar to identify which day has project.-Identify and educating the members of promoting exchange in the school.


OGX events can only be created by Communication Department. Hence, information such as date, time, venue and an event photo are to be sent by us to the COMM Dept.

EPRBExchange Participant Review Board

A process to select the suitable candidates based on the criteria set in the Scorecard through interview.

Outcomes: 1. Understand how EPRB works 2. Understand the mechanism of Raising

3. Expose to the functions and uses of myaiesec.net4. Understand the importance & how to maintain good relationship with Exchange Participant (EP)5. Understand the role of an EP Manager (buddy)6. Learn to use EP Tracking Tool

Purpose of having EPRB: The purpose is to access PEPs’ education and work experience to evaluate their suitability as an AIESEC trainee. It also serves to highlight their expectations concerning the exchange and give them an idea about the whole process. Basically, we are evaluating two key areas: 1) Personal Attributes and Experience, and 2) Flexibility.The first criteria personal attributes and experience evaluates whether they have the personality and proven leadership experience in the past that will guarantee that they represent AIESEC UM in a positive manner, as well as guaranteeing that they provide to the company/organization “top talent” which is what we promise to the organizations.


How does Exchange Participant Review Board (EPRB) work?

1. Assign someone responsible in: A. checking the attendance of the coming PEPs B. Inform External

panelist a week earlier. C. collecting fees and issuing receipt D. Giving door gift & light

food/beverage & entertaining them D. Timekeeper E. Sign up myaiesec.net acct. for EP

F. Briefing on Contract & Refund Policy

Briefing on regulations and duration of the interview, Contract & Refund

policy.

1st round of EPRB starts…

Similar briefing happens to the next group of incoming PEPs as they are told

to come 45 min earlier than the interview time

Once EP knew his/her result,

If fail, wish him/her to try again. Good luck & good

bye.

If succeed…1. COLLECT FEE 2. Sign up [email protected] (see Appendix)

account 3. Lucky Draw for your EP 4. EP goes to meet his/her EP Manager (Buddy) for the first time (if the Buddy is

on the task (collecting money? Conducting interview etc), then

just make a very short communication.)

Inform Potential Exchange Participants (PEPs) via EMAIL the date and time (their timeslot) of EPRB after receiving all of the GEP application forms. Inform the PEPs to

bring along the printed EP Contract

mailto:[email protected]


Referring to issue on how to sign up myaiesec.net account for EP :

Refer to “How to Sign Up myaiesec.net” slides

Understand Raising-is a process creating a EP Form in myaiesec.net.-CV is requested from the EP by respective EP Manager-The CV is attached inside the EP Form-EP Form contains EP’s particulars and preferences

Steps on Raising:1. Complete the steps in “How to Sign Up myaiesec.net”, Click “Take

Global Community Development Programme” for GCDP EP whereas “Take Global Internship Programme” for GIP EP. Complete the particulars and attach your CV. After that, inform the VP OGX to get approval.

2. Once Approved by VP OGX, the EP’s status is “New”3. Fill in your EP’s particulars in the Google spreadsheet that is

provided here: GCDP Exchange Participant Searchtool: https://docs.google.com/a/aiesec.net/spreadsheet/ccc?key=0ApxlHrdBv3F1dENSSUp6YnJpU2xwV3BKZUFEUTRBLWcGIP Exchange Participant Searchtool: https://docs.google.com/a/aiesec.net/spreadsheet/ccc?key=0ApxlHrdBv3F1dE9NNXl5U1ItOHNKNEd5Z195Xzlsbmc

4. Lastly, inform VP to change your EP’s status from “New” to “Available”

Functions and Uses of myaiesec.net: The Powerful Tool for Matching EPYou may be shocked or rather intimidated when looking at the interface of myaiesec.net website for the first time. The myaiesec.net has abundant tabs and functions which waiting you to explore its usefulness.

The following points would show you some of the common tabs or functions that you will need to use very frequently in the course of raising & matching forms.

(a) TN Form & TN IDEach TN Form gives all the information about the specific TN:

https://docs.google.com/a/aiesec.net/spreadsheet/ccc?key=0ApxlHrdBv3F1dE9NNXl5U1ItOHNKNEd5Z195Xzlsbmc

https://docs.google.com/a/aiesec.net/spreadsheet/ccc?key=0ApxlHrdBv3F1dE9NNXl5U1ItOHNKNEd5Z195Xzlsbmc

https://docs.google.com/a/aiesec.net/spreadsheet/ccc?key=0ApxlHrdBv3F1dENSSUp6YnJpU2xwV3BKZUFEUTRBLWc

https://docs.google.com/a/aiesec.net/spreadsheet/ccc?key=0ApxlHrdBv3F1dENSSUp6YnJpU2xwV3BKZUFEUTRBLWc


TN Manager: the email of the AIESECer in the other country who is in charge of selecting an EP for this opportunity. Be very nice to this person as they decide whether your EP is accepted or not.

Organization Name: the name of the TN Taker which is the company or organization

Status: See status below Exchange Type: See “TN Types” above TN Fee: this is a fee between AIESEC and the organization, NOT the

salary that the EP receives NOR an extra fee that the EP has to pay to apply to that TN

Payment: the salary that the EP receives Working Hours: the hours of each day the EP would be expected

to work Job Description: the description of the job that this opportunity is

for Details of Working Details: the description of what will be

provided at the workplace. At times, this line will also show information about accommodation provided etc.

Internship Earliest Start Date: the earliest date that the traineeship could start

Backgrounds and Skills: this is what the TN is looking for in an EP in terms of education, skills, and knowledge

Languages Preferred: If it only says (preferred) for languages that you don’t know, still considering contacting the TN Manager. If it says (required) for languages that you don’t know, they probably wouldn’t accept you.

Regions: The area of the world that the company wants the EP to come from. If it says the “United States”, you have a good chance of being selected. If it doesn’t say the “United States”, that doesn’t mean that they wouldn’t be interested in you.

The status explanations of TN Forms are:New The TN form has just been put on the

systemAvailable

The TN is available and looking for applicants

On Hold

The TN is currently reviewing all the applicants or has had an issue with the TN

Matched

The TN has already accepted another EP (they haven’t started the TN yet)

Realized

The TN has already accepted another EP (they have arrived and started the TN)


(b) TN/EP LookupIf you are ever given a TN ID (ex: TN-In-XX-XX-XXXX-XXXX) and want to extract information from the TN Form, copy the TN and paste it into “MyAIESEC.net> Exchange> TN/EP Lookup”.

How to Search for TNs’ Opportunity? A General GuideIn order for the EP to be able to apply to specific TNs, you/or the EP must first have to find the TNs that interest them. The system updates continuously with new opportunities so it is important to be proactive in your search. Your initiative will be the source of your success. There are SIX ways to search for TNs, so they are outlined in the following sections.

(c) View Internship OpportunitiesRefer to “Self-matching” slides

(d) Search For TNs: Available Forms Trackers “Available Forms Tracker” is a downloadable excel document that has all the traineeships in an easy format to search offline. This is a great tool for searching that is put out every month. You will need a zip file downloader to be able to open this file. They are downloadable free here:

· http://www.winzip.com/index.htm

· http://www.izarc.org/

Good for: Seeing every single TN in an easy to search Excel documentBad for: Only updated monthly (it only shows the TNs on the system for when it was published so use only when first published

(e) Search For TNs: Supply and Demand Management“Supply and Demand Management” is a good tool to see urgent to match TNs in a specific region. This means that they are looking for an EP to realize the TN very soon. This search tool will not show all the TNs available, rather it will show only urgent to match TNs. To see this search tool, go to “Self-matching” slides

Good for: Seeing all the TNs available for a certain regionBad for: Searching TNs by duration

(f) Browse Internships “Browse Internships” is a tool to search for very specific skill sets. It is NOT good for a general search. To see this search tool, go to “Self-matching” slides

http://www.izarc.org/

http://www.winzip.com/index.htm


Good for: Seeing very specific skills set TNsBad for: General searches/seeing all the TNs available

(g) Assign Quick Match Go to AIESEC Program > Click ‘Team Leader’ > Under ‘Manage Exchange Experiences’ tab > Click ‘Assign Quick Match’ > Click TN > Click ‘Local’ > Input the suitable date > Click ‘Search’

Good for: Seeing random Urgent to Match TNs looking for AmericansBad for: Seeing all the TNs available

(ii) EP IDIt is very important that the EP know their EP ID. The EP ID is the identification number that they are given as an EP of AIESEC (ex: EP-In-MY-UM-2010-1111). Each LC has a different EP ID formation: “EP” means “Exchange Participant;” “In” means, literally “in;” “MY” is the country; and “UM” stands for the LC. It is also very important that you know how to find the EP ID for your EPs. They must always include their EP ID in messages to AIESEC TN Managers in other countries. If you are emailing other AIESECers about your EP, you must also include their EP ID in that email.

To find the EP ID of a particular person you go to “myaiesec.net>AIESEC Programme>Under Global Community

Development or Global Internship (depending on which category your EP applied) >Click ‘My Form’ > Click My EP Forms > ” This shows an EP search tool.

Just select “AIESEC UM” in the dropdown box and enter in the EP’s first and last name.

In the “Date to/from” section, plug in one year earlier from today’s date (ex: April 20, 2014) for “Date from” and today’s date (ex: April 20, 2015) for “Day to.”

The status of the EP is also very important. Here is an easy guide to what each status means:

Incomplete

The EP form isn’t complete

New The EP form was just put online, it needs to be put on “available”

Available

The EP is currently looking for a traineeship

On Hold The EP is currently not looking for a traineeshipMatche The EP has sent in the acceptance note and they’ve received


d the TN acceptance noteRealized

The EP arrived in the host country and started working

Rejected

The EP is no longer interested in AIESEC

(iii) Edit EP FormIf for some reason, you need to edit your EP’s form here’s how (or EP wants to EDIT her/his form):

Go to “AIESEC Program > Click at the suitable category (either Global Community Development or Global Internship > Click ‘My Form’ > Click at your profile, then click Edit

Relationship between EP & the BuddyIn an age of self-matching, does the role of an EP Manager (Buddy) still relevant?


The Buddy is still needed to provide guidance and support to the EP. Here are some responsibilities:

- Initiate a meeting with EP: Set clear expectations for your relationship and how you want to work together. Discuss the EP’s preferences honestly.

- Train the EP to match: EPs who are doing self-matching need training on the system no matter how long they’ve been in AIESEC (unless they were using the system very recently).

- Read through the International Exchange Policies and Standards: Make sure you and your EP have clear understanding of roles and responsibilities of AIESEC entities, the TN organization, and EP.

- General assistance: The Buddy is the EP’s first source of support in issues pertaining to matching and is the pillar of strength to the EP, etc. The Buddy is supposed to help the EP throughout process! Creating new ideas and processes to raise the chances of matching. The Buddy is the best friend of the EP throughout the AIESEC Exchange process!

- Permanent communication: Keep in touch with your EP throughout the process, even after he/she has gone abroad. The Buddy has the responsibility to track AIESEC service in the host country!

Sometime, your EP might find it hard to match himself or herself, so as a Buddy, motivate him or her, let him or her grab you to release frustration. You know, Buddy and EP are a dynamic DUO! XD

So, my dear OGXers, have you get the idea of what is EP Manager = Buddy about? It simply involves more human touch and make it sounds more fun and friendly for the EP.

EP Manager’s (Buddy) Roles (more specific guidelines)

1. Assist the EP to get a suitable internship

o Do an expectation setting with your EP on how you going to help him/her in getting the internship. Let them know your working style and how often you expect them to check their email and how quick they should reply you.

o You will get the suitable internship for your EP or you can actually educate them to do matching themselves by letting them know how to


access to the aiesec.net system. Let them know they can actually look for the experience they want themselves very easily through the system.

o Let them know that they are going for 'GCDP or GIP' under AIESEC.

o Answering their queries whenever they encountered problems. If you can't answer that questions, let the VP or the directors know and they will guide you on how to explain to the EP =)

2. Educate your EP to get the right Malaysia culture and what is Malaysia to them before they go for exchange.

• Before your EP going for exchange, let them prepare a slide about Malaysia to let them to present about it when they are in the other country. This presentation is normally requested by the AIESECer in the other country to actually understand more about other culture.

• The slides can be made by the EP him/herself or you can invite all of your EPs out and produce a cool slides or even video to be presented in the other country! Format is not fixed, it’s up to your creativity =)

• Make sure they send out the correct info to other county.

3. Prepare the EP for handling all the culture or non culture shock when they are in the other country,

• Get the details about what is provided in the accommodation for the interns and what they should prepare before they go there.• What weather or season is it in the other country. Does the EP need to prepare more thick clothes or any clothing will do? Voltage difference? • If the EP is a Muslim, try to help to request for halal or vegetarian food if possible.• Get the TN Manager to set expectation for the EP before they going for preparation.• Ask them to buy some souvenir from Malaysia that actually show the uniqueness of Malaysia =)

EP Matching Tracking ToolEP Tracking tool is used to track EP’s progress of matching. This tool is updated by the respective EP Managers.Link: https://docs.google.com/a/aiesec.net/spreadsheet/ccc?key=0Ak7jvxMp6aDPdGVQVGRzaERtVmdmMEE3azVDVC1yVHc&hl=en_US#gid=0

https://docs.google.com/a/aiesec.net/spreadsheet/ccc?key=0Ak7jvxMp6aDPdGVQVGRzaERtVmdmMEE3azVDVC1yVHc&hl=en_US#gid=0



Sample Email sent to a TN Manager (For reference only)

Hello, dear Mr. Ranjit (this is TN Manager’s name)

Good day, I am Soh Boon Kit (EP’s Name) from University Malaya, Malaysia.

My EP-ID is EP-In-MY-UM-2011-1540 (EP ID)I am interested in your project with the TN code: TN-In-TW-YZ-2011-1263 (TN ID)My preferable starting date of internship would be 1of June 2011 and

preferable duration would be 6-8 weeks. (Ask more questions to clear your doubts)I need some clarification on my inquiries to this project:May I know whether the aforementioned project is still available?Do you provide food and accommodation?Does your country need a Visa?Can I have a friend tag along with me in your project? His/Her EP ID is ________________.

Hope to hear from you soon and have a nice day!

Thank you.Best regards,Soh Boon KitLC UM (must state which Local Committee you’re from)Malaysia (must state country)

EP Tracking Tool (Refer to EP Tracking Tool doc.)

Steps: Each EP Manager (Buddy) sends the EP

Tracking sheet to all of his/her EPs daily.

EP needs to find and EMAIL at least 3 TN daily. Each EP needs to fill in the EP Tracking tool then send back to his/her


Matching

A process to match EP to his or her desired internship programme

Outcomes: 1. Understand the process & flowchart of Matching 2. Learn different ways of matching EP 3. Learn the significance of EP AN & TN AN

Compound & update the compounded EP Tracking Tool doc. daily.




4. Ways to interpret TN Manager’s response

Matching1. Establish contact with TN manager

2. Skype Interview

3. EP Acceptance Note (EP AN)

4. TN Acceptance Note (TN AN)

1. Establish Contact with TN mangerOnce the EP finds a TN they are interested in, they should email that TN manager. In this email, they need to include their EP ID and the TN ID. They should also attach their CV (resume). They need to introduce themselves and express their interest. Similarly, you can teach your EP to compose the email and send to the TN Managers and MAKE SURE THEY CC YOU every email they sent.

2. InterviewOnce the TN manager responds that they are interested in your EP to fill their job opening, the TN manager is going to request an interview with that candidate. Usually the interview is conducted via skype. For GIP case, the TN manager usually conducts it with questions from the company. They need to take the interview seriously but encourage them not to stress too much.

3. EP Acceptance NoteSo once the EP finds a TN that they want to commit to, and have established contact with the TN manager via email AND the interview, the EP is ready to send their AN. This AN is their work contract. They must know that this document is binding and it is their agreement to absolutely participate in the TN if the company/organization accepts them. Once sending EP AN to the TN Manager, an EP must not refuse later, otherwise, this would be considered as BREAK MATCH, and such an irresponsible act would tarnish reputation of LC UM.

Sometime the company will ask for the EP AN prior to the interview with the company. They may do this if they understand that if they pass the interview and are accepted, they are bound to this internship.


4. TN Acceptance NoteAfter they send their AN, they must wait 10 days to receive the response from the organization/company regarding their denied acceptance BEFORE they can send another AN. If the TN manager does not respond within that 10 day period, the AN is void. The following table shows example situations and the result in the event that they send their AN to the TN manager.

The Match Fee as explained in the contract on aieseconline.net will be charged in the event that they send in an Acceptance Note and are accepted by the organization. You need to talk to the EP about the Acceptance Note before they do it just to make sure that it’s in their best interest.

Sending EP Acceptance Note EP Manager must edit the EP AN template according to EP’s

particulars

Get your EP’s scanned signature, then paste it on the EP AN and send to EP in PDF format.

Response From and Action to Take on TN ManagerResponse from TN Manager EP Action

Rejects them between 1 & 10 days after they sent their AN

Their signed AN is void and they can send another AN to other TNs

Sends the TN AN between 1 & 10 days after they send their AN

They are obligated to carry out that TN

Verbally accepts them after between 1 & 10 days after they send their AN

A verbal AN does not mean anything until they receive the TN AN from the TN. If they don’t get one, they should

email and request one.

NOTE: A MATCH IS NOT FINAL UNTIL THEY HAVE RECEIVED THE TN ACCEPTANCE NOTE (CONTRACT) FROM THE TN WITH THE SIGNATURE OF THE COMPANY/ORGANIZATION. A VERBAL AN FROM TH ETN MANAGER DOES NOT FINALIZE A MATCH AND DOES NOT MEAN ANYTHING


Matching Processes & Methods of Matching Method A Method B: Self-Matching Teach your EP to self match

and how to compose a courteous email to show

his/her interest in TN opportunities. (Refer to self-

matching slides & sample of a

Receive TN Ads emails from ICX of certain LCs

Refer to the email, copy the TN ID and search for the

forms in myaiesec.net, then DOWNLOAD the form as

PDF. Save your doc. as (see appendix):

AIESEC UM_Type of Exchange<space>Name of Project_Country_EP’s name

(optional)

Reply the sender’s email with courtesy,

state your appreciation and the

potential of matching.

Attach the forms and send to your EPs. The subject of your

email should starts with [AIESEC Xperience]

PS: U cn attach several files then send to many EPs if u like.

progress, then report to VP

(Refer to EP Tracking Tool)




Claims by VP FA, NinaADMINClaimable from VP FA on every Thursday by showing the receipts of purchaseExpenses are photocopy, printing and faxing. But I strongly discourage faxing as it’s expensive and we can ask HEP to fax for us.Photocopy are at the rate of RM0.05/page B/W print : RM0.10/pageColour print : RM1.00/page

Claimable via receipts only.

TRANSPORTATION1. Mileage, tolls and parking to and from UM, without detours.2. Frequency multiplied with an example RM10 per trip. 3. Applies to appointments, TN servicing, intern servicing (find houses, reception), outcampus, workshops and shelter visits. Note to Afiq: Record your mileage whenever you want to travel from destination A to destination B.

COMMUNICATIONS

Cold calling, calling EPs and EPRB panel (OGX)Only I-talk cards are claimable, unless state otherwise. Present upon claiming after finsih using.E.g One call : 5 minutes, I-talk : RM10 (60 minutes)

progress, then report to VP

(Refer EP Tracking Tool)


Outgoing Preparation Seminar (OPS)The OPS is meant for EPs who are going to go abroad for AIESEC internships. The contents of the seminar aim at equipping the EPs with necessary knowledge and expectations.

-Refer to OPS Docs that contains Ambassadorship, Cultural Shock, Expectation Setting, IXPQS slides etc-OGXers need to learn and understand all of the documents-Presenters/speakers are to be delegatedInitiatives: 1. Use less wordy slides (modify the existing slides) (to be delegated) 2. Replace Cultural Shock Slides with Multimedia Presentation (to be delegated) 3. Have indoor activities/games that has relation to cultural differences across the globe, ambassadorship (be proud of being a Malaysian).

Re-integrationReturning EPs are cordially welcomed to join us back as an AIESECer. He or she is expected to join the episodes, conferences and taking responsibility in the organization. Returning EPs are going to be integrated into AIESEC activities in three aspects as shown below:Besides, EP Managers (Buddy) need to get EP’s testimonial

A. Reintegration Night-Incorporated into R & R Night (TMers & FA kindly take note)-Returnees or interns join us this night to associate closely with AIESECers-Story telling contest is held (whose story which touches most of AIESECers’ heart claimed as winner of the contest. The story narrated by EP must encompasses AIESEC values)-Best Photo Competition-Most well dressed competition-Lucky draw-Certificates are given to returnees/interns-EPs need to complete and return the EP Evaluation Form to OGXer at the end of the Re-integration Night

B. EP Sharing-EP/Returnees are invited to conduct a sharing session during Info Session and OPS (by sms or by email)-EP/Returnee is elected as Buddy (officially taking up the role of an EP Manager, thus would help matching EP & preparing EPs mentally).

C. Short Term Membership (TMers Job Scope)-EPs are offered to be an OGX or involved in PM activities (email invitation to short term members composed by TMers/PMers)


OGX COMM Team Leader

Team Member

-EPs are given R & D tasks such as “how to improve our OGX service?”, “How to conduct our Info Session or OPS in a more lively way?” (by OGX)-Enjoy the chance of attending talks/conference held by our LCs or any AIESEC entity (TMers)-Enjoy the fun of Episode “AIESEC constantly inviting great speaker to inspire the audience, why not join us?” TMers TAKE NOTE.

Specialized Position: The Job Description (JD)[Extended to both Short-term Members and Junior Executives (J.E)]

Position: Communication Team Leader

JD: 1. Work closely with COMM to come up with flyers, multimedia presentations, slides & videos.

2. Lead a team to create multimedia to replace certain OPS slides which are too wordy

Requirements: 1. Open to senior members, short-term members and JEs.2. Keen to learn Adobe Photoshops softwares, After Effect, Max 3D, MS Power Point, Illustrator, Windows Movie Maker/Sony Vegas or similar softwares (applicants with experiences are preferred.)3. Creative and driven to learn.


OPS Team Leader

Emcee Speakers Game Master

Position: Treasurer

JD: 1. Held the receipt books, stamp pad & stamp. Issue receipts to EPs in the event of EPRB, OPS etc.2. Responsible for monthly reimbursement by making claim form and send to VP FA.3. Work closely with VP FA to bank in Exchange Fees and follow up with EP Refund matters.4. Track EPs who have not paid and send reminder to them.5. Prepare financial statement at the end of every event and send to VP FA.6. Devise a promotion plan or method to attract more people to go for exchange.

Requirements: 1. Open to JEs only2. Has careful & honest personality3. Keen to learn or has basic knowledge of drawing accounts. Currently pursuing Bachelor of Accountancy, Business Administration or Economics are preferred.

Position: OPS Team Leader

JD: 1. ensures the success of OPS, secure a place to conduct OPS2. Inform EPs about the event via email3. Draw the Agenda for OPS4. Invite returned EPs to lead the “EP’s Sharing” Session5. Sell AIESEC T-shirt/souvenirs to EPs6. Prepare light meals for the amount of attendees7. Improve the delivery method of all forms of education/inputs given to the EPs8. Work closely with OGX COMM & Treasurer9. Discuss with VP & Directors of your plans to improve OPS

Requirements: 1. Open to short-term members and JEs 2. Keen to learn to manage an event


Reintegration Team Leader

emcees(informal)

game master

KPI Team

Leader

RAMA Board

Members Evaluation

Board

Long Term Member

Short Term

Member

Position: Reintegration Team Leader

JD: 1. Ensure the success of Reintegration Night (which is held together with R & R Night)2. Invite the returned EPs for the events3. Obtain testimonies from the returned EPs and send to COMM4. Inform the Treasurer to refund RM 50 to the EPs who attended the Reintegration Night5. Collaborate your plans with TMers6. Come up with ideas that can enliven the night7. Work closely with Treasurer for any claims to do. Keep the receipts as proof of purchase8. Discuss with VP & Directors frequently

Requirements: 1. Open to Short-term members only2. Has completed AIESEC Exchange Programmes (internship)3. Responsible person

Position: KPI Team Leader

JD: 1. Understand the KPI and objectives of OGX2. Track the number of EPs raised, matched and realized by using analysers found in myaiesec.net3. Track the matching progress by interpreting data found in the EP Tracking Tool into percentage, figure or chart4. Measure the efficiency of OGX internal processes and presented into chart, figures or percentage form5. Conduct Review and Appraisal on each and every OGXer once in a semester5. Keep a good record of the number of people attended Info Session, OPS and Reintegration,

Requirements: 1. Open to senior members and JEs only2. Able to translate the obtained data into useful forms such as chart, figures and percentage forms.3. Possesses analytical thinking4. Good at mathematics and knowledge management

MENA=Middle East & North Africa, WENA= Western Europe & North America. IGN=Iberoamerican, CEE=Central Europe & Eastern Europe


VP

MENA TL

WENA TL IGN TL CEE TL Africa

TL

Asia Pacific

TL

Position: Partnership Team Leader (TL)

JD: 1. Check on the performance of the LCs before forming partnership2. Form partnership with other LCs outside Malaysia3. Contact the ICX of other LCs, monitor the progress of building afirm partnership with the LCs4. Rate the quality of the LCs based on the Intern Evaluation Form5. Acquire promotional materials, information of the exchange programmes/internships offered by the Partners and send to VP, directors & EP Managers6. Discuss with VP and Directors regularly

Requirements: 1. Open to Short Term Members only2. Active Internet users and check mailbox on a daily basis3. Able to communicate well with the ICXers abroad through email/SKYPE/MSN video conversation

Position: Research Team Leader

JD: 1. Using Business Model and Balanced Score Card to enhance quality of the service provided by OGX2. Discuss and devise strategies to increase X + L & increase the chance of GIP EPs to secure an internship (Current topic)3. Finding ways to enhance the chain values of OGX


Research Team

Leader

X + L Board

GIP Board

OGX Edu

Documentation-File naming

protocol, Report Writing, useful links

Training-EP Managers

Training, Practical selling skills,

presentation skills, giving speech, art of

convincing

Requirements: 1. Open to senior members, short-term members and JEs2. Possesses good presentational skills and communication skills3. Possesses analytical thinking, careful and result-oriented4. Good at using MS Power Point

Initiatives

A. OGX Education Booklet


File Naming ProtocolDocument or attachment must be saved and named according to the standard set by Members Committee (MC).

The file name must follow one of the following structures depending on the contents of the documents. Department Specific Documents (Internal documents)Department_Term_Event_Content_(date if needed) E.g. OGX_2011/2012_EP Tracking.doc OGX_2011/2012_GCM_Template.xls OGX_2011/2012Financial Report_EPRB_20102011

Sending document/attachment to other parties (External documents)LC<space>Department_Term_Event_Content_(date if needed)Eg. UM OGX_2011/2012_EP Manager Allocation

Time Specific Documents (for minutes of meeting, and periodic report and updates)Department_Term_Content_DateE.g. OGX_1112_MonthlyReport_June.doc

How to write a minute?

Your minute should look as below:

Snap a photo of all the people who attended the team meet

Date :Time : Venue :


EPRB

Ways to Conduct-interview, one candidate, few

panelists. (TM,OGX), VIRTUAL via SKYPE

Questions-Include situational

prob., pictorial question (on cultural und.

questions)

COMM may conduct the practical selling skills training.TM may provide presentation skills or other relevant workshops.OGX can consolidate OGXers through team meets and practically doing the tasks.

B. Better EPRBDuration: 25-35 min/session

Date :Time : Venue :

Insert team meet photo

Save your report as OGX _2011/2012_Team Meet_date, then send to directors’ & VP’s email.


OPS

Induction

GEP form to be centralized. Skype, matric number, home address and T-shirt size to be included

in the application form. Conduct EPRD & EPRB 4 times. Contract & Refund Policy is given to the successful candidates

before payment (GCDP-RM200, GIP-RM250. Contract is signed and then submitted to us on the spot. Refund Policy is assumed to be read and agreed once contract is signed by EP.

Note that EPs are allowed to change things in their CV if they want to during EPRB.

C. Better OPS OPS will be combined together with Induction. Contents of OPS:

1) Introduction2) International Exchange Policies3) Statement of Understanding4) Complaint Procedures5) Exchange Process Standards6) Annual Revision Process7) Ambassadorship8) Cultural Shocks (& Expectation Settings) [A World Without Strangers]9) Personality Test (MBTI)10) EP Sharing Session11) Topics to be devised by Research TL12) X+L Completion Ceremony13) Prepare GIP EP (Organizational Behavior, Business Generation Model, Simulation)14) How to pack your luggage?15) Vaccination


Daal Files (check

timeline)Contact LCs

Send Partnership Agreement

Collecting EPs's +

Recruiter's database

Info sessionProceed to

EPRB till Realization

16) Potential disease17) Short Term Membership

Delivery Method:1) Pictorial Slides (Direct and specific keywords)2) Multimedia presentation3) Slides Presentation3) Simulation4) Activities/games

AIESEC T-shirt (compulsory) & “The lah-troop” T-shirt are available to be sold.

“X + L” Completion Ceremony. This is to motivate the EPs to join AIESEC back after internship.

OPS Initiatives: Refer to Outgoing Preparation Seminar (OPS), initiatives section

D. Partnership (led by Partnership Team Leaders)

Discuss about the terms of agreement. E.g.: we propose to prioritize LC’s TN and offer them our EPs. At the same time, we will send our TN advertisement to them in cooperation with our ICX.

**Refer to “Potential Partnerships” MS Excel file

E. 1 Member 1 EP

F. Reactivates Re-integration Return EP Sharing Session during Info Session and OPS. Return EPs can take up OC roles or leadership roles. Organize EP Night. (EP sharing contest) Combining A&A Night with EP Night. Provide opportunities to the return EPs to engage in AIESEC. E.g.: YV

Weekly activities, Intern Servicing, Return EP guidance to EP. Set up a FB Group for our very own EPs.

G. Pipeline Sustainability OGX Education Handbook (which is itself)


OGXOGX COMM TL

OPS TL

KPI TL

Reintegration TL

Treasurer

Partnership TL

Research TL

Pipeline Booklet Case Studies Collected: We will record any special/rare cases or

problems that arise and the solutions to it so that all these information can be passed down to the following term

H. Student Market Research Survey FormThis initiative would be COMM-OGX synergy. This survey forms is used for several purposes:

Increase AIESEC existence Let students know AIESEC as an internship provider AIESEC offers leadership opportunities, conferences etc AIESEC is one of the best international platforms Create the appetite for students to sign up AIESEC Exchange

programmesStudents who has completed and returned the form would get discount if he or she were to go for exchange under AIESEC.**FA needs to decide for us how feasible this plan would work

I. Session to Promote AIESEC Short Term Membership to be inserted into Info SessionThe IS slides will have one topic on how to become an AIESECer, entered as a Team Member (internally, we regard them as Short Term Members).

J. OGX New StructuresTo increase number of X + L, short term members are given JD, JEs will has more choices to learn stuffs other than Rasing-Matching OGX routine. Refer to Specialized Position. The new structure of OGX implemented is able to accommodate more than 20 members as OGX has enough JDs for each and every of the members.


K. Intern Evaluation FormsThe evaluation form contains 4 categories: One Month Evaluation, Midterm Evaluation, End Term Evaluation and Post-Internship Evaluation. This evaluation form will be sent to the EP by EP Manager once the EP returned and has completed the internship. Only EPs who have completed the survey and come for Reintegration Night (integrated into R & R Night) are entitled to be refunded RM50.

L. Business Model & Balanced Score Card IncorporatedBoth models are used: 1. by KPI team to gauge OGX performance

2. to share with the GIP EP to boost their critical thinking.3. by OGXers to solve departmental problems

M. EP Matching Tracking ToolsEP Tracking Tool is a google spreadsheets shared among the UM OGXer. It is used to track the progress of matching and is updated by EP Managers on a daily basis. https://docs.google.com/a/aiesec.net/spreadsheet/ccc?key=0Ak7jvxMp6aDPdGVQVGRzaERtVmdmMEE3azVDVC1yVHc&hl=en_US#gid=0

N. EP Buddy SystemApart from conducting EP Sharing Session and experiencing Short Term Members AIESEC Experience, the returned EP get the chance to meet and guide the EPs who are going to go abroad. This initiative would serve as a platform to foster good relationship among the OGXers and EPs and also to instill the sense of belonging among the Short Term Members, thus retain members in AIESEC.

O. EP Manager = BuddyIf the EP is lucky enough, he or she would have two Buddies, one deals more on technical sides such as sending Acceptance Note etc, whereas another one would be more on human interaction. There’s a reason an EP Manager is replaced by the name of Buddy, that is to create a more friendly interaction between the EP Manager and the EP. Refer to “Relationship Between a Buddy and an EP”.

P. OGX CulturesRefer to OGX Cultures

P. Facebook Group to add UM EPsThe group serves the following purposes:

I. Let EPs get to know each other (see if they are going to the same country or not)




II. An optional alternative to promote TN opportunities other than email. However, email remains the proper way of interacting with EPs.

III. Get updates from EPs when they are abroad for internshipIV. To inform the returnees of AIESEC

activities/conferences/opportunities (email remains the proper way of sharing activities---done by TM)

Q. Review and Appraisal (Members Evaluation)In line with LC objectives, members’ learning curve and personal development would be the term focus. The members are evaluated on their knowledge, ability to use myaiesec.net for raising, matching purposes, service given to the EPs (feedbacks from EPs in Intern Evaluation Form), 1 M 1 EP performance & attendance for meetings. This appraisal is done once per semester. The template of Appraisal is currently under revision and would be evaluated together by KPI TL, Directors and VP.

T. OGX ChecklistA checklist is given to OGXers (EP Managers) to ensure he/she has completed the tasks. Refer to the actual document.

Question and Answer (Q & A)These are questions your EPs may ask you so!

WHAT IF A TN MANAGER DOESN’T RESPOND WHEN I EMAIL HIM/HER?There are a number of possibilities. It could be that the TN Manager has received so many applicants for one specific TN that he/she just hasn’t had time to respond to everyone. It could be that they have had a busy week at the university; after all they are students as well. We recommend that if the TN Manager hasn’t responded within 4 days, go ahead and send another email reminding him/her that you wanted to apply for their TN.

HOW DO I KNOW IF HOUSING OR FOOD IS PROVIDED BY THE TN?That is something you would have to ask directly to the TN Manager. Some TN Forms will have it written in there, but most will not. To find out all that’s provided, you just have to ask the TN Manager.

ARE THE QUOTED SALARIES IN THE TN FORM A STIPEND AND THEREFORE EXEMPT FROM TAXATION BY THE GOVERNMENT?


In terms of taxation by the country in which the AIESEC UM Exchange Participant (EP) would be doing their internship, it entirely depends on the country. This would be a question to ask directly to the TN Manager of the specific TN that they are interested in. They would know the answer.

DOES THE TN ACCEPTANCE NOTE COME FIRST, OR DOES THE EP ACCEPTANCE NOTE COME FIRST?In short, the answer is that it depends.

A TN Acceptance Note would come first only the event of DT that hardly provides anything and is not competitive at all. In this case, they would only send the TN Acceptance Note first if the TN Manager was really interested in matching it as soon as possible and was not getting other applicants. This scenario is very rare and not something you should count on.

An EP Acceptance Note is sent first in the large majority of the situations. You should NOT expect that the TN send their TN Acceptance Note before you send your EP Acceptance Note. If there is more than 1 applicant to the TN (which is very common), they are going to select the EP that sends in their EP Acceptance Note over the one that doesn’t. For MT and TT TNs, you will NEVER receive the TN Acceptance Note first.

WHAT SHOULD I EXPECT BEFORE SENDING IN MY EP ACCEPTANCE NOTE?Never send in your EP Acceptance Note before getting every single one of your questions answered and talking in person (through skype) to the TN Manager. If you have not done this, DO NOT sends in your EP Acceptance Note. You should NOT expect to have an interview with the organization/company before sending in your EP Acceptance Note. The TN Manager will generally only allow you to interview with the organization/company if you have committed to doing that TN by sending in your EP Acceptance Note.

THE TN MANAGER CONTINUES TO ASK FOR MY EP ACCEPTANCE NOTE EVEN THOUGH I HAVEN’T HAD AN INTERVIEW WITH THE ORGANIZATION. DO I SEND IT OR NOT?Please don’t lah. You should always get every single one of your questions answered and have an in-person interview with the TN Manager (by skype) if possible before you send in your EP Acceptance Note. TN Managers will generally not allow you to interview with the company/organization until you have sent in your EP Acceptance Note, so don’t expect to be able to do it.


Appendix

Figure 1: Example of the form in PDF format

AIESEC_OGX Education Handbook (old)

Education

Transcript of AIESEC_OGX Education Handbook (old)