Exchange training

AIESEC LatviaLC Riga

April 17, SSE Riga

Exchange glossary• X: OGX, ICX• TN and EP

– TN and EP manager– TN and EP form– TN and EP ID

• AN• X pool: MT, TT, ET, DT• GEP• GN:

– CEE (also Central Asia and Caucasus), MENA, IA, Africa, AP, WENA

• Available – Matched – Realized– New – Pending – On Hold – Rejected

Adding your EP form

Exchange EP Add EP form

Forms statusStatus Duration Actors Next possible status

Incomplete No time bound Exchange Participant New

New Max 2 months

EP: Member edits her-his profile. TN: Account manager edit the form Rejected after 2 months

Available Max 12 monthsEB approve and change

status

Rejected after maximum duration, Match, On hold, Pending

Rejected No time bound LC, MC or AI Manually change

On hold

Max 6 months (not more then 1 year since is available) LC, MC or AI Available or Rejected

Pending 10 daysEP Manager and TN Manager

Show interest Available or Matched

Matched no time boundEP Manager and TN Manager

Show Available, On hold,

Rejected

Realized no time bound   None

Outgoing Exchange main toolsSearch for specific TN Look around for

opportunitiesPromote your EP form

Search TN database TNs older than 6 months / start date

within 30 days

Advertise EP

Find suitable TN (Match/Search)

Available forms tracker WIKIs / Search Tools

Browse Internship Matching Manias / Search Tools

Networking

Global Exchange Partners TNs

WIKIs

Networking Advertised TNs

Knowledge sharing, events, EP promotion and many others implemented locally

Searching the databaseExchange EP

1.Search TN database2.Browse Internship3.Search Available GEP TN4.TNs Older Than Six Months/Start Date Within 30 Days

1. Search for internships2. Sign agreement with AIESEC Latvia (getting to know

legal stuff, paying EP fee)3. Create your EP form (ONLY ONE!!!)4. Applying for internship5. Selection process (evaluating of EP form and CV;

interviews, tests etc.)6. Acceptance Note from student side7. Acceptance Note from company’s side (within 10

days)

Exchange process from A till Z

• Prepare very good CV• Fill in all the necessary information in EP form• Apply for internship (not more than 3 in one

time)• Be active• Be motivated and ready for interview

How to be successful applicant

Other tools & important stuff

Available forms tracker• By AIESEC International every month with ALL

available forms from last month

Example of Available forms tracker

Available forms tracker March 2010http://www.myaiesec.net/content/viewfile.do?opern=next&contentid=10007839#

Search tools: EP and TN

https://spreadsheets.google.com/ccc?key=0AkfMqtykYcnRdEppVmZXeHp5MGFic29URHNGLURQUVE&hl=en

Latvia EP search tool

Personal tracker

Google document made by OGX team, available for you, your buddy and OGX team in order to manage your own activities

Tips: serious ones! I• Keep your form updated– e.g. your starting date if you postpone your internship– Each time when status is On Hold, write to VP X to change

it• Plan your matching and realization process in a

timeline• Communicate with your EP buddy and OGX team, VP

X– We’re here to help you!– Especially if something has changed in your plans

• Use networking options!– Wiki, classifieds– Facebook, blogs, etc

Tips: serious ones! II• Strong e-mail management

– Reply your e-mails right away. Check your e-mail daily. – Share your skype name, get MSN, Gtalk!

• Matching – every day!– the best TNs get matched very fast– Due to the statuses online, check TN database also within dates

you already checked a day/week ago!• Be realistic with your expectations

– do you want something that actually exists in the pool? How likely are to match to the types of jobs, companies, or regions you prefer?

• Be honest with what you want– Don’t waste anyone’s time

• Follow International Exchange Policies

Tips & tricks: communication I• Apply for max 3 TNs in one time, have at least 3 more in your

mind, but make everyone feel that you are applying only for them – Only ONE ACCEPTANCE NOTE at time

• It is personal communication– Read carefully TN form (and classified, if available)– Sell yourself!– Precise subject line (Include TN ID)

• Good style: together with CV and cover letter, also a copy of your EP form

• In case a student status is required, include enrollment certificate (Germany, Switzerland, France, Japan)

• Language certificates only when asked (ET)• Application package (better zipped, not rar) or a single PDF file

– Name it accordingly: Name_Surname_Country

Tips & tricks: communication II

• No answer?– Re-send e-mails with polite reminder– Look for contacts in wikis (skype, MSN)– Call the TN manager– Re-send your mail and on Cc to LCP or VP ICX– Ask buddy and VP X help

• Imagine yourself as TN manager!– Busy young people as we are – GEP coordinators – even busier but more formal

Tips & tricks: CV, cover letter• Main rule – CV max 2 pages, cover letter – 1 page

– Cover letter is COMPULSORY• Structured and in tabular manner

– Easy to read, lots of white space, same intervals, standard font• Europass but not always• NO flourishes, smileys, small pictures, frames or others• Writing whole sentence, NO abbreviations (even AIESEC ones)• Concise but still detailed manner

– Especially job description, achievements• Professional goal – highly desired!• SPELLING MISTAKES are very embarrassing, so: Check! Check! Check! • You are who you are, DO NOT LIE so, everybody is a individual

personality– Copy-paste cover letters - NO

• Review CV and cover letter with your buddy, friends, family

CV with picture – yes or no?• A good option, but pay attention:• Where?– the very right upper edge of the CV

• How?– just standard size, nothing else– “smart" clothing, one color background preferred

• Take into account the country/region:– UK a photograph is no must have, but puts an even

greater personal flavor in your CV– Americas – highly desirable

Examples of CV and cover letters

Look up in myaiesec.net Search or google Review EP form – all EP forms in LC Riga

Acceptance Note: EP and TN• EP AN: a formal “promise” to accept the TN in

case of being selected– Only one AN at a time!!! Valid for 8 days– For GEP – 10 days, done online

• Fill out print sign stamp scan• If you are selected, wait for TN AN– A proof for your match! SEND TO VP X and buddy!!

• The 2nd half of EP fee, book ticket, manage the visa only after official MATCH in the system

Questions?Always yours,

OGX teamriga.ogx@aiesec.lv