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Implementation Handbook AIESEC Romania | 2016

Why Discover? Because we believe in the potential of children and we want to provide them the space in which they can grow beyond their school curricula. The children of today will feel connected to the world and self aware to constantly learn from every experience they live, and thus they’ll become the best version of themselves. With this project, we genuinely contribute to the UN SDG #4: Quality Education.

How should we run Discover? Discover is ran in the LCs as project based and it should take place twice a year: during the summer peak and the winter peak.

There are 3 branches of Discover and they are:

For Schools For Camps For Community

Discover for Schools Find a partnering school (classes 1st-8th) which has 4 classes/year (ex: 1A, 1B, 1C, 1D) and assign 2 EPs for each class for the project’s duration. With this methodology, you would be able to have 64 realizations with only one school. The trainees will have to deliver trainings to the children from the national curricula (which is customized for the classes). The main issues that the trainings will deliver are: language illiteracy, cross-cultural dialogue and soft skills.

Discover for Camps For this branch, the main objective is to find one or more camps (the fewer the easier to keep track) which will accept interns from AIESEC to work in their camp for the summer or winter. There are 2 kinds of camps:

which are owned and organized by the Ministry of Youth and Sport. Having a partnership with such a camp requires that the LPM together with the Logistics & Finance Manager go to DJST and present the concept of the project and its value proposition. Afterwards, they have to ask as many questions as possible to see if the conditions of the camp(timeline, accommodation, schedule, etc) is in accordance with our XPP.

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organized either by NGOs, companies or families. Creating a partnership with this type of camp might be easier, as it doesn’t require so much bureaucracy and the expectation setting might be more flexible.

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Firstly, you need to create a market research and find the camps that are closer to your city, so that you won’t spend a lot of the project’s budget on transportation of the intern to the camp.

Afterwards, establish a meeting with the camp’s organizers and make sure that you have all the information you need about the project and about that specific camp.

Set clear expectations with the organizers of the camp and do not over-sell (For instance, a camp might need only native speakers in their camp. We, as AIESEC members, cannot offer that because it would slow down our matching operations). More than this, make sure that the interns will have a clear JD in that camp and good living conditions.

Create the timeline of the project together with the organizers of the camp. Example: some camps might be organized from June to September. This means that you can create up to 3 editions of 6 weeks the project growth in exchange realizations on only one branch of this project.

Set clear expectations with the interns on their work schedule and conditions before selecting them.

Discover for Community The procedure to run this project is somewhat similar with Discover for Camps, the only difference being here that you don’t have to set expectations for the accommodation and living standards, as for this branch, AIESEC team will be final responsible. Another thing specific to this branch is to make sure with the orphanages/placement center of the skills that the interns need to have or what are the documents that the institutions require so that they can receive international EPs. The LC is free to create the content and the schedule of the agenda (as long as it goes hand in hand with the general national guidelines) and the number of trainees it brings/school.

The project needs to have an team in each city which will make sure that the project is going well in all of its phases and it should contain:

The final responsible for all of the processes that happen before, during and after the project’s implementation. He is also responsible for choosing, guiding and leading its team which is generally comprised of:

LPM – Local Project Manager

Matching Manager

Delivery Manager

Finance & Logistics Manager

Marketing Manager

Sales Manager

You can check out the JD of the LPM and his/her team here.

*For entities which are in Tier 4 or above, the managers will be part of 2 teams: the Project’s team and the Processes Team(Ex: the Matching Manager will also be led by the Local International Relations Coordinator)

Functional Operations

Matching | Logistics & Finance Marketing | Sales | Delivery

MATCHING

Matching is the process through which an EP is selected for a specific project. Each LC raises one TN on EXPA. Each LC is responsible to raise its own TNs on the AIESEC Online Platform and specifically for this project, if you will run for this summer peak more branches of Discover, you should open different TNs, because the interns will have different JDs and most likely different timelines. Before opening your opportunity on EXPA, the main focus of matching is to create a matching plan, in which the matching manager puts weekly milestones, of goals the project needs to achieve. This matching plan needs to be done in synergy with the Logistics& Finance Manager, as the goals of matching go hand in hand with the budget goals.

*Ex: If by the end of April, we have 50

matches but only 20% of the budget of the

project covered, we will stop matching until

we cover the costs for those 50 trainees.

After having a clear matching plan, your focus needs to be on international relations, in order to establish clear supply partnerships. This is the fastest and safest way in which you can achieve your summer peak goals. Usually, international relations are done really easy: you find the LCs which are similar to yours and which have the necessary supply. Afterwards, you establish a Skype Meeting with the responsible person from that LC(it can be whether VP oGCDP or the oGCDP IR responsible, you can find their contacts either from a search tool provided by your MCVP, or on EXPA). During the virtual meeting, you can discuss about the purpose of the project and the profile of the EP we are looking for and afterwards set a goal of EPs they have to send for this project.

Skills

Training/ Facilitating skills - PREFERRED Presentation skills - PREFERRED Language Teaching - PREFERRED Internet User Skills - PREFERRED PC User Skills - PREFERRED Backgrounds:

Education - PREFERRED Languages:

English REQUIRED | MEDIUM-ADVANCED

Besides these official skills that you’ll set on Expa, here are other things that you need to take into consideration when you select an EP: -Resistance To Change -If He Has Worked With Children Before -Willingness To Develop Himself -Tolerance And Patience

An LC can also promote the project through Facebook group as well and it will receive support from the national level. The editable matching materials you can find here. They can be adapted to your LCs timeline. Also for the interns part, promotion on Facebook groups and promotion of the project to your supply partners is crucial. You need to constantly send appealing flyers and matching booklets in order to create awareness of the project’s value proposition. Recommendation of promotion: once/day. You can find the matching booklet here.

LOGISTICS The agenda of the project is a standard one and it is different for each class (1st to 8th grade). It includes the general topics that need to be delivered every week, but the LCs have the freedom to design the content of each session together with the EPs (recommended to do this during IPS). The normal schedule would be 3 classes/week + extracurricular events done together with the children (ex: cultural caffe, picnic in the park etc.). The sessions can be held either during English class or in afterschool regime (here it depends on how you create the partnership with each school).

Logistics - Discover for Camps The agenda for discover schools might be different from the one for discover camps, due to different working hours. If you decide to do this project, you should align expectations with the owner of the camp in terms of sessions delivered by the interns, provide a framework for their JD and session schedule and keep track on it during implementation of the project. Some camps might have their own agenda which they run, so when you meet with the organizers the best thing to do is to present your proposal of agenda and the schedule that you thought for the period of the project. Then, you can ask feedback from the camp’s organizers. The best way to have the final draft of the agenda is to take the feedback from the organizers and adapt it to your draft, as long as it doesn’t change the concept and the purpose of the sessions.

Logistics - Discover for Communities (RURAL SCHOOLS/ORPHANAGES) The agenda for discover schools can be used for this branch. However, keep in mind that this branch needs to be done in partnership with a company (so that it can be sustainable) or by applying to grants.

Important things to keep in mind about interns: they will be working with children, so make sure that you always have a team member at the sessions who can help with translation or just supervising the class. The logistics responsible should create a timetable of team members to go with the interns.

For Discover for Camps, you should visit the camp minimum 2 times during the internship period, making sure that the JD of the intern and the conditions promised are delivered. Overall, make sure that the agenda and the content of the project flows and that both the participants and the trainees finish their experience with specific things they have learnt during the internship. You can create reflection spaces, for kids in the final session and for interns during final JDs.

Institutional partnerships: signing contracts with institutions which will give you the framework where you can develop the project. They are: schools, camps, orphanages, placement centers etc. The easiest way to approach these institutions is through direct sales, but make sure that beforehand, you have approval of the project from the County Inspectorate. Barter partnerships (SMEs for in-kinds): these are optional, but bring added value to the project. You can find different SMEs which can help the project be more qualitative such as: restaurants, bookstores, coffee shops, etc. Final responsible: sales Manager (keep the cash partnerships as a priority, and if you have succeeded fund raising enough cash to have a sustainable project, you can begin finding barter partners as well).

Participants Discover for schools: the participants must come singularly from the partnering schools, they should be between 1st and 8th grade. The participants do not pay any fee, but they can host an EP through the Global Family Program, or their parents can donate. Discover for camps: the participants are singularly the children who will spend their summer vacation in the camp. They do not pay a fee. Discover for communities (rural schools & orphanages): participants are the children from the partnering schools/orphanages/placement center. They do not pay a fee.

Finance

The incomes for this project come mostly from: TN fees (50 euro/intern), cash sales, parents’ donations, grants.

Discover can be made profitable by selling it to companies, so make sure that you start with designing the budget of the project and the sales plan ahead in time! Also, there are a lot of grants for primary alternative education, so take advantage of that. Make sure that you take into consideration all the possibilities of financing this project and make it profitable. The expenses of this project depends on the branch (see right table).

*Finance and Logistics Responsibles should create the budget together with the matching manger and sales manager so that they have the same timeline and targets. All this process needs to be tracked by the local Project Manager (ex: by the end of April, 70% of the budget needs to be covered by cash sales, so that we can match 70% of the interns’ goal.

• accommodation (if you do not run Global Families) • logistic materials • sales • matching and delivering costs.

Try not to spend money on things that are not necessary, such as: personalized cups for each intern, paying for extra trips, coffee or juice (all of these you can get for free by doing partnerships with SMEs).

• transportation to the camps • sales, • matching and delivering costs.

• accommodation, • transportation to the rural areas • sales • matching and delivering costs.

For Schools

For Camps

For Community

MARKETING Marketing Discover is going to be more PR oriented, as we do not have a focus to promote the project in order to get participants (students). The main focus of the Marketing Manager of Discover would be to:

• create events for the visibility of the project

• help promoting the global village

• gather all the showcasing materials

• create and manage all the media partnerships of the • project. These partnerships are very important because they bring visibility to the project and may guarantee more institutional/cash/barter partnerships for future editions. They include: TV, local newspapers, online publications, radio, etc. More than that, you can include the number of media appearances in the final report of the project which you will present at the end of the project to all your partners. Also, you can use these materials in the next matching booklets.

• the Marketing Manager should have a Marketing Plan with clear events and media appearances throughout the project’s implementation.

Branding Even if this project has more branches, they should be put under the same branding umbrella of “discover”. The visuals were created at the national level, they are constantly updated and you can find them here You can create your own flyers, posters, booklets etc. to fit your local reality, as long as it complies with the national branding rules of the project.

Promotion The optimal thing about this project is the fact that it does not require investing time and human resources in promotion, as the participants come automatically after making the partnership with either the schools, orphanages or camps.

SALES The main objective of Sales for Discover is to cover all the necessary costs estimated in the beginning in the draft of the budget and doing the necessary sales so that the project has enough money in the end that you can run another edition make it profitable. Doing sales for discover, no matter the branch, is fundamental in order to make sure that this project can be ran in the following years and also have growth. *Cash partnerships(companies): these companies support the project through finances. They are key for the good progress and development of discover. If you do not succeed in finding cash partners, there are good chances that Discover won’t be sustainable. Possible companies that might give you money for this project re: companies which have as target children, companies which had strong CSR projects in the past, companies which share common values with AIESEC, past or current partners from your LGB. You can find the Sales Packages and the benefits we give to our partners for discover, here:

Make a sales plan with KPIs and milestones (no. Of cold calls, hot calls, meetings, contracts signed, value of the contract). Ex: by the end of April, i want to have 3 partnering companies, each of it contributing to this project with 1000 euro.

Do a market research

Cold-calling

1st meeting

Follow-up 1st meeting

2nd meeting: possibility of signing the contract

Account management

Evaluation and report of the project for the company

Re-sell for the next edition.

Delivery Global Family For Discover Schools and Discover Community

Global families can really cut accommodation costs, which usually is the biggest bottleneck for our projects not being sustainable.

You can present the concept of global families in a parents’ meeting for schools. Give a brief intro of the project, then you can present previous editions in which families fostered an intern (testimonials), Q&A. If there are parents who are interested, you can give them brochures, sign them in and sign the contract. You can find all the materials related to global families here.

Discover for Camps accommodation should be provided by the camp

Discover Comunity (orphanages) accommodation needs to be covered through sales or through Global Family.

Discover Comunity (rural) you can run Global Family or you can cover the accommodation in the city by sales (cash) and transportation costs by either sales of barters. Make sure that during Delivery, all the interns have IPS (incoming preparation seminar) 3 times during the project: beginning, mid and end. The agenda of IPS will be created from the national level, but you can adapt it to your LC’s needs together with tm department. To make their experience even more valuable, creating a Buddy System is fundamental. A Trainee Buddy is a person who is always by the intern’s side, facilitating the intern’s inner and outer journey, as well as integrating him in the LC. Final responsible: Delivery Manager

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DISCOVER Implementation

Handbook AIESEC Romania | 2016