Issuu on Google+

EXCHANGE PROGRAM POLICIES

Exchange Participant Document

1. Definitions Exchange program Definition 1.1(EP) An AIESEC Exchange Program is a practical working and learning experience for the EP to develop their competencies of Global Mind-set, Entrepreneurial Outlook, Social Responsibility, Emotional Intelligence and Proactive Learning in a foreign cultural environment. 1.2(EP) The Exchange Program must aim to provide the EP with: a) A positive learning experience; b) Interaction with a different social and cultural environment with a view to gaining intercultural competencies; c) Development of theoretical and practical leadership skills; d) Opportunity to apply personal and professional skills, knowledge, attitudes and values to work for the organisation as well as the host communities; e) Develop awareness and knowledge of social issues and different practices of the sending and hosting country; f) Opportunity to contribute to personal and professional life goals. 1.3(EP) The Exchange Program cannot aim to: a) Solely provide an opportunity for the EP to earn money; b) Provide a holiday; c) Act as a permanent career placement or recruitment opportunity. If the organisation decides to extend the program on a permanent basis, AIESEC will have no role in facilitating this; d) Provide permanent residence in the hosting country; e) Be an internal AIESEC leadership position (such as MC/AI/CEED). 1.4(EP) An AIESEC Exchange Program must fulfil/include the condition as its Counting Criteria: a) Minimum 6 weeks to maximum 78 weeks, extension must not be accepted for over a total 78 weeks with the same hosting organisation. If the hosting organisation and the intern agree to extend the program, AIESEC will have no responsibility or role in facilitating this; b) Meet the national and local legality in the both hosting and sending country. In case of any difference or contradiction between the referred rules, it shall prevail the regulation which offers more benefits to the EP; c) Have a hosting organisation, that provides clear legal status for visa invitation and other conditions in the hosting country as the TN taker, fulfilling all its responsibilities as described in the XPP; d) An EP must be at the age of 30 or under and within 2 years after graduation from their last university degree at the time of match of the Exchange Program. 1.5(EP) The AIESEC Exchange Program conditions must be clearly explained in the TN form in myaiesec.net. Thus, through the exchange of the Acceptance Notes, the EP is immediately accepting the Quality Standard specified by the TN he/she is accepting. The Quality Standard must include, but is not limited to: a) The amount and form of salary provided to the EP; b) Accommodation and its exact condition (such as single room, host family); c) Accommodation, transportation, insurance and visa cost payment responsibility; d) Other living conditions (such as providing food) and necessary costs for both hosting organisation and the EP. 1.6(EP) All Exchange Programs facilitated by AIESEC should fulfil the conditions set in the national and local labor regulations that are in force in the country and in the local area where the Exchange Program takes place. In case of any differences or contradictions between the referred rules, the regulation which offers more benefits to the EP shall prevail. X_1_XPP-EP Document

International Presidents Meeting 2012, Hungary 1


1.7(EP) For the purpose of this document we understand: Global Exchange Program or Exchange – Refers to the AIESEC Exchange Programs, including the Global Community Development Program and Global Internship Program. Intern or Exchange Participant (EP) – AIESEC members participating in the Global Exchange Programs and going through all stages of the Exchange process. Organisation (TN Taker) – A corporate, non-governmental or governmental entity hosting the EP during the Exchange Programs. Local Committee (LC) – Any local headquarter formally recognized as such by AIESEC International. An LC can send its members abroad or receive EPs. Sending AIESEC Entity – official local or Member Committee chapter of AIESEC or AIESEC International which carried out the selection process of an EP, uploaded its form to myaiesec.net, and is or was responsible for its preparation, matching, and reintegration. Hosting AIESEC Entity – The official Local and Member Committee of AIESEC that carries out the Exchange Program with an organisation by uploading the exchange form to MyAIESEC.net, matching it, and organizing the EP’s reception and integration. Member Committee (MC) – Any country or territory headquarter formally recognized as such by AIESEC International. The Member Committee is the final responsible regarding the activities of any of its Local Committees. Sponsor Member or Sponsoring Country – A sponsor member is the Member Committee which is supporting the extension of AIESEC to a new country or territory. AIESEC International (AI) – Foundation administered by the Management Board of Stichting AIESEC International, having its official office located at 126 Teilingerstraat, NL-3032 AW Rotterdam, The Netherlands. It is the highest governing body of AIESEC looking over operations of the global AIESEC network. 1.8(EP) TNs should be classified as Global Internship Program (GIP) or Global Community Development Program (GCDP) based on the criteria defined in 1.9. (EP) and 1.10. (EP). EPs should be classified as GIP or GCDP based on the program they have the highest interest in as outlined in 1.9 (EP) and 1.10 (EP). 1.9(EP) A Global Internship Program (GIP) experience is an opportunity for an EP to develop entrepreneurial and responsible leadership by living a cross-cultural professional developmental experience. This program should meet the following criteria: a) Hosting entity provides an internship in a host organisation, through which an EP contributes to the goals of the organisation, completes a job description requiring special expertise or skills, and receives supervision and evaluation on his/her professional development; b) Practical skills and knowledge in a foreign environment to complement the EP’s higher educational background or field of career aspirations; c) GIP hosting organisations are organisations that support AIESEC’s values and aim to enhance their organisation through involving global top talent, improving their processes or growing their organisational performance. With these organisations, AIESEC ensures legal state of the EP in the country and co-create opportunities for EPs to work, learn and contribute to the organisation’s goals. The organisation can be from the public, private, or social sector which includes governments and NGOs. All TN takers must fulfil the TN taker responsibilities in the Exchange Program Policies (XPP); d) With this program, an EP gains access to AIESEC’s value-based platform where he/she experiences a cross-cultural living and working experience and a professional development experience; e) A GIP realisation is counted a on EP’s first day at work. At the same time the status should be changed as realised in MyAIESEC.net. An individual is counted as a GIP participant as soon as his/her GIP form has been raised in MyAIESEC.net. A GIP Exchange must also meet all criteria outlined below: f) The EP spends at least 35 hours a week working in a host organisation; g) The EP is supervised and evaluated by one or more full-time employee of the TN. X_1_XPP-EP Document

International Presidents Meeting 2012, Hungary 2


1.10(EP) A Global Community Development Program (GCDP) experience is an opportunity for EP to develop entrepreneurial and responsible leadership by creating direct positive impact through an international volunteer experience. This program should meet the following criteria: a) Provide an international volunteer experiences through which EPs develop themselves while empowering individuals, communities or organisations. Be focused on areas and issues with the need for direct social impact and sustainable solutions. b) GCDP TNs and partners are organisations which aim to create or support direct positive impact in communities through their activities, initiatives or projects. With these organisations, AIESEC cocreates opportunities for EPs to develop themselves while providing direct positive impact. The organisation can be from the public, private, or social sector, or a project (which must involve one or more organisations as the project sponsor, learning partner and/or as TN taker and ensure legal state of the EP in the country). An AIESEC entity cannot solely deliver a GCDP experience without any external involvement. TN taker must fulfil the TN taker responsibilities in the Exchange Program Policies (XPP). Other organisations involved in the exchange program must respect XPP. c) With this program, an EP gains access to AIESEC’s value-based platform where he/she experiences a cross-cultural living and working experience,; has the opportunity for creating positive societal impact and personal development; d) GCDP participants may have different types of volunteer experiences. EPs may be required to use professional skills as long as their experience contributes to their personal development and positive impact on the society; e) A GCDP realization is counted on the EP’s first day at work. At the same time the status should be changed as realised in MyAIESEC.net. An individual is counted as a GCDP participant as soon as his/her GCDP form has been raised in MyAIESEC.net. A GCDP Exchange must also meet all criteria outlined below: f) The EP spends at least 25 hours a week working in a host organisation;  

2. General Policies 2.1(EP) Rights for participation in an AIESEC Exchange Program as an EP An individual has the right to apply for the AIESEC Exchange Program, where criteria in policy 2.1c(EP) is not met, if: a) At the latest within two (2) years after obtaining their last university degree, provided they are not older than 30 years of age at the time of application; or b) At the latest within three (3) years after completing a full time AIESEC position provided they are not older than 30 years of age; c) The raised EP must be matched by the age of 30; d) If an EP over the age of 30 was raised prior to the amendments in policies 2.1(EP) in February 2012, then this EP must be matched within one (1) year from the date of the aforementioned amendments. An individual does not have the right to apply for the AIESEC Exchange Program: e) If the he/she does not have the capacity to enter into legal agreements in its sending country, cannot legally travel abroad independently, with or without parents’ formal authorization and without requiring the Hosting AIESEC Entity to have legal power of attorney over the individual; Other EP’s rights: f) An EP has the right to take up a maximum period of 36 months of exchanges in total. These 36 months can be allocated whenever and in whichever order, so long as they follow the minimum and maximum duration of AIESEC exchanges as outlined in Section 1(EP) and respect all of the policies outlined in the Exchange Program Policies; g) To apply for an exchange with any country or territory entity in which he/she has lived for a minimum period of six (6) weeks; h) An EP has the right to have an exchange in any country with the exception of countries in which they have lived for more than two years in the last ten years. The starting date of the last ten years should be considered from the date that the EP applies to the exchange selection process. CEED/MC/AI terms may be excluded from this two-year period. 2.2(EP) Responsibilities of the EP X_1_XPP-EP Document

International Presidents Meeting 2012, Hungary 3


a) The EP is responsible to follow at all times the policies outlined in this document as well as the local policies of the sending entity. Failure to do so may result in forfeiture of some or all rights and privileges afforded under the AIESEC Exchange Program; b) The EP is responsible to follow the privacy policy of myaiesec.net and refrain from exporting information about EPs/organisations to other platforms. 2.3(EP) Rights of the TN taker a) The organisation has the right to select an EP according to procedure described in this policy and its own selection criteria and procedure; provided they are mentioned in Job Questionnaire and TN form; b) The organisation has the right to demand that the EP perform the full extent of requirements and duties stated in the Job Questionnaire, TN form and this policy; c) The organisation has the right to receive support from AIESEC in dispute resolution in cases where there are complaints against the EP for violating any policy stated in this document, breaking any internal corporate code of conduct, or any other ethical/religious/cultural norm; d) The organisation has the right to receive a replacement EP under the conditions stated in this policy; or if this proves to be unreasonable or impossible, to receive financial compensation. 2.4(EP) Responsibilities of the TN taker The organisation is responsible to: a) Provide a job description that corresponds to the signed job questionnaire and corresponds to the AIESEC exchange definitions outlined in section 1(EP); b) Provide a job role that does not put the EP’s life at risk; c) Provide a sufficient salary that will allow the EP to live in the country and cover their basic expenses including accommodation, food, transportation for working and living purposes and basic reception activities for the duration of their exchange, unless prior mutual agreements for an alternate condition has been made between the EP and the TN taker beforehand. The organisation may provide this compensation in non-monetary format (such as offering lodging and food instead of a salary) provided this is indicated clearly in the signed Job Questionnaire and in the TN form. Any extra costs incurring on the EP during the exchange must be communicated and agreed upon by all parties prior to realization. The salary is not intended to cover travel for other than working and living purposes, tourist holiday expenses, or subsidize a lifestyle above that of the average graduate entry-level position; d) Provide guidance, training and adequate working conditions according to signed Job Questionnaire and the TN form, for the EP to achieve the objectives agreed-upon. In all cases, the TN taker is the sole responsible for any damage or loss of any working material (as laptop, camera, cell phone, etc) unless otherwise agreed-upon with the EP; e) Provide an adequate corporate environment to ensure the EP is not being discriminated by race, color, gender, sexual orientation, creed, religion, national, ethnic or social origin, age, or where they would be sexually harassed; f) Ensure that the EP is legally qualified to work in the offered exchange (legal residency requirements and labor law exigencies); g) Designate one representative in the organisation as responsible for coordinating the selection process (interviewing and accepting/rejecting candidates) and subsequently supporting the EP for the duration of the exchange. 2.5(EP) Rights of the AIESEC sending and hosting entities The AIESEC sending and hosting entities have the rights to: a) Demand from the EP and or TN taker that they follow their responsibilities and duties mentioned in this document; b) Remove and exclude an EP or organisation from the Exchange Program in cases where they have violated any Exchange Program Policy; c) Not to be held liable for the cases and conditions mentioned in policy 2.6(EP) correspondingly. 2.6(EP) Responsibilities of the AIESEC sending and hosting entities The AIESEC sending and hosting entities are responsible to: a) Fulfil any and all private agreements with EPs and TN relating to responsibilities of one party to another; b) Provide corresponding support and guidance to EP and TN at any stage of the AIESEC Exchange Program (Selection, Accepting, Realization of Exchange, Evaluation) and during any complaint procedure; c) Represent their stakeholders (EP or TN) at any stage of AIESEC Exchange Program; X_1_XPP-EP Document

International Presidents Meeting 2012, Hungary 4


d) Ensure that their stakeholders follow these policies and fulfil their responsibilities. AIESEC Entities are also responsible to act in a way their stakeholders are able to follow these policies. e) Follow the Privacy Policy of myaiesec.net and refrain from exporting information about interns/organisations to other platforms. 2.7(EP) Liabilities of the AIESEC entities The AIESEC International, AIESEC sending and hosting entities may only be held liable for their personal respective responsibilities as described in these policies. In particular, the aforementioned entities shall never be held liable: a) In case of refusal from the authorities to provide a visa, work permit or any other legal document or authorization needed by the individual to participate in the exchange; b) In case of false, inaccurate or incorrect information provided by the EP or the TN resulting in the match/exchange, when they were not aware of the information being false; c) In case of accident incurred by the EP during the exchange; d) In case of damages caused by the EP to the organisation or to any third party during the exchange; e) In case of damages or loss of any working material (as laptop, camera, cell phone, etc) provided to the EP by the TN for work purposes; f) For any consequential or indirect damages, including loss of income or profits; g) Where the failure to fulfil their obligations has been caused by circumstances beyond their control.

3. Selection Policies 3.1(EP) The EP has a right to demand from the Sending Entity: a) Sufficient information about the AIESEC exchange programmes to make informed decisions throughout the exchange process; b) Education on basic AIESEC knowledge and Exchange Programme Policies (XPP). Basic AIESEC knowledge includes (1) The AIESEC Way, (2) Myaiesec.net, and (3) AIESEC Ambassadorship; 3.2(EP) The EP is responsible to meet selection requirements and standards including the responsibilities to: a) Participate in a Review Board organized by the sending AIESEC entity; b) Complete and sign all documentation necessary for participation in an AIESEC exchange. This includes, but is not limited to: the Student Contract, Resume, an agreement regarding the program fee and the EP form as will be uploaded on MyAIESEC.net; c) Have written proof of the academic background (transcripts) and working experience (references) as specified on the EP form; d) Pass the language test(s) for all proficiency levels in non-native languages or have written proof of the language level(s) as specified in the EP form; e) Pay the necessary application fees and/or deposits to their sending AIESEC entity; f) Attend preparation events and complete the preparation requirements of the country and territory; g) Provide true and accurate information relating to work experience, academic backgrounds or language proficiency levels of the EP; h) Inform the sending AIESEC entity if he/she becomes unavailable for an exchange, or if the EP is looking into other opportunities; i) Provide the required legal information to the hosting AIESEC entity and organisation so that they may verify that the EP may legally travel abroad and work in the host country on an AIESEC exchange.

4. Matching Policies 4.1(EP) Responsibilities of the AIESEC sending entity a) Provide training and support through an EP Buddy/Manager during the matching stage to ensure that the EP is familiar with the functions of myaiesec.net such as browsing for exchange opportunities, viewing wikis/files section, and searching for contacts. b) Provide training and support through an EP Buddy/Manager during the matching stage to ensure that the EP is familiar with the Exchange Program Policies (XPP); c) Provide additional details pertaining to the job description and work environment of any prospective exchange. 4.2(EP) Responsibilities of the EP and supporting EP manager X_1_XPP-EP Document

International Presidents Meeting 2012, Hungary 5


a) Communicate constantly about matching status with sending entity; b) Keep all communication concerning the exchange only with the TN manager of the potential hosting country and not contact the organisation directly until an official match is made, at which time the organisation may communicate freely with the intern; c) Provide complete information about the EP, including the candidate’s EP form, letter of motivation and other information as requested by the organisation (telephone interview, detailed CV/resume, photos, academic transcripts or certificates, etc.) within reasonable limits. The information requested must also abide with the legal regulations of the host country. 4.3(EP) The EP has the right to send an Acceptance Note to any TN form on “Available” status on myaiesec.net considering the points below: a) An EP may officially accept any TN form either by accepting the TN form on myaiesec.net and sending the link of an uploaded official signed Acceptance Note (Appendix B – EP Acceptance Note) to TN Manager, or alternatively by directly sending an official signed Acceptance Note to TN manager; b) Acceptance of TN form automatically means the EP is accepting particular exchange with all its conditions, as described in the TN form available in myaiesec.net; and he/she is guaranteed as available for the exchange while Acceptance Note is valid; c) Acceptance is valid for ten (10) subsequent days after official acceptance of TN in accordance to point 4.3a(EP); d) Acceptances may be extended (e.g. for additional selection procedure) using myaiesec.net through uploading a new Acceptance Note or after mutual agreement between parties. Both parties must agree to the extension; e) If the EP rejects the TN form after he/she has officially accepted the TN in accordance to point 4.3a(EP) and the TN has accepted the EP, he/she will no longer be allowed to take part in exchange program through AIESEC; f) Match between an EP and organisation is only considered official when both the EP and organisation has fulfilled at least one of the requirements below: • Have accepted each other through myaiesec.net and uploaded their official Acceptance Notes (please refer to Appendixes B and C). • Have been assigned a manual match and both have signed and sent their official Acceptance Notes (please refer to Appendixes B and C). 4.4(EP) After having sent an official acceptance of a TN, the EP has the right: a) To receive TN Acceptance Note within ten (10) subsequent days after having sent official acceptance of a TN in accordance with point 4.3a(EP); b) To withdraw his/her application without consequence after acceptance expires in accordance with policies 4.3c(EP) and 4.3d(EP); c) To demand that any TN Acceptance Note received contain the official stamp of the TN if the organisation uses the stamp. 4.5(EP) During the matching process, the EP is responsible: a) To participate only in one selection process at a time. This means accepting to present interview only for the TN for which he/she wants to be presented as a candidate and for which he/she can guarantee personal availability in case of a match. EP can start a new selection process once he/she is informed that was not selected for the TN he/she applied for, or after 10 subsequent days if the EP does not receive any reply or update regarding the selection process; b) To provide a valid and official Acceptance Note. Acceptance Notes (ANs) shall only be considered official when the template used is the most recent version (Appendix B – EP Acceptance Note); it is completed in full (including passport details block); signed validly by the authorizing party and stamped by the sending entity; c) To follow all selection requirements of a TN form while acceptance is valid, within reasonable limits.

5. Post-Match Policies 5.1(EP) Rights of the EP (provided all required passport details has been provided) a) To receive, within two (2) weeks, all the necessary documentation from the hosting AIESEC entity (including the written acceptance note/invitation) required for application for a visa/work permit. If two X_1_XPP-EP Document

International Presidents Meeting 2012, Hungary 6


weeks is an insufficient amount of time for the hosting AIESEC entity, the EP should be informed and agree with any alternative timeline for provision of any required documents; b) To have all costs connected with invitation letters or other required documentation (including postage, government fee, etc.) covered by the hosting entity, unless otherwise agreed upon with the sending entity or EP Vvisa costs are not included in this standard. 5.2(EP) Responsibilities of the EP a) To update the hosting entity about his/her passport application within one (1) weeks of a match in cases where an application for a passport has been initiated with the government officials upon acceptance, unless otherwise agreed-upon with the hosting AIESEC entity or organisation. An EP Acceptance Note may be deemed invalid if this standard is not met; b) The EP is responsible for holding a valid passport, if not apply for a passport so that the validation date covers the entire duration of the exchange; c) To review the visa/work permit regulations for the host country prior to the purchase of a ticket to travel to the country (air/sea/land transportation). Hosting entity is expected to support the EP in this procedure; d) To submit the visa application within a period up to two (2) weeks after getting all the documents mentioned in 5.1a(SE) policy unless an alternative timeline was agreed-upon with the hosting AIESEC entity or the TN. The EP has to keep in touch with hosting AIESEC entity and provide regular updates; e) To cover visa costs, unless otherwise agreed upon with the Hosting AIESEC entity or TN; f) To inform themselves about all information related to life conditions in the hosting country in order to be aware of any potential risk in the country or local area, both by asking the hosting entity as well as through independent research. The EP is the only responsible for assuming those risks, shall not sue AIESEC or TN for any damage or prejudice caused by an event related to those risks, and shall not break its match or end an exchange without accrued financial penalties; g) To review and understand the conditions under which he/she can withdraw from exchange without financial penalties; h) To make proactive steps to resolve any issues faced by contacting the hosting entity, sending entity and actively participating in negotiations with the TN. 5.3(EP) Rights of the EP for breaking a match or realization A match or realization can be broken by the EP if one of the following situations applies: a) The EP has not received all the necessary documents from the hosting LC (including invitation) within two (2) weeks required for application for visa/work permit; in the case where two (2) weeks were insufficient or the EP was not informed of the timeline for provision of any required documents; b) In a case where the standard under policy 5.2d(SE) is met by the EP but a delay was caused by third party (for instance, the visa office) and this delay fundamentally changes the conditions of the exchange (including significant changes in the job description or exchange start date). An EP may be asked to provide proof in order to validate the claim and break a match without penalty; c) The EP has an emergency in his/her family. The EP may be requested to provide proof of the emergency. After breaking a match due to family emergency the EP is not allowed to put an EP form on “Available� or raise new EP form on myaiesec.net for the next 6 weeks; d) The EP becomes ill and the situation can be dangerous for his/her health; e) The EP is in danger due to the area where he/she works being formally declared in emergency due to war, natural disasters, people revolution, and terrorism attacks; f) The EP does not have an official working/living permit in the country of exchange upon arrival; g) The exchange job is different to the description on the TN form on myaiesec.net and was not agreed upon by the EP, where the change affects the nature/purpose of the job, or puts the EP in financially or physically disadvantaged state. The EP is expected to try to resolve the issue first with the TN taker and hosting entity; h) The EP is discriminated against race, color, gender, sexual orientation, creed, religion, national, ethnic or social origin, or age at his/her work place; i) The EP is sexually harassed at their work place. The EP is entitled to an immediate and automatic 3 days off work if this case occurs in order to give time for AIESEC to sort out the claim. The hosting entity is obliged to react immediately to inform the TN taker and authorities. The match may be broken immediately if the authorities confirm the sexual harassment case; j) The TN taker does not provide the basic work conditions or any main benefit offered to the EP stated in the TN form on myaiesec.net for one month and the EP did not agree to the abolition. The basic work conditions or benefits referred above must be of a nature that their abolition reasonably makes impossible or too difficult the EP’s job or life conditions in order for a broken match to be validated. X_1_XPP-EP Document

International Presidents Meeting 2012, Hungary 7


The EP is expected to make certain preliminary steps to resolve the issue, including contacting the hosting entity and actively participating in negotiations with the organisation to resolve any issues; k) The TN taker does not pay corresponding salary to the EP for two consecutive months. The EP may still claim accrued salary from the TN taker and hosting entity in case of a broken match. 5.4(EP) Compensatory policies for the EP a) No financial penalties can be claimed by any party under the circumstances stated in policies 5.3(EP) a), b), c), d) and e). The EP is responsible for their own travel expenses. b) Under the circumstance stated in policy 5.3 (EP) f) a compensatory act can be claimed by a party depending on which party has fulfilled the responsibilities stated in sections 5.1(EP), 5.2(EP) and 6. c) Under the circumstances stated in policies 5.3(EP) g), h), I), j) and k), the hosting entity must provide a new exchange in the same country within the period that corresponds to 20% of the total exchange duration but not longer than 1 month. This period may be extended upon written mutual consent. d) If either a suitable exchange cannot be found, or if the immigration/labor law of the hosting country/territory does not allow the EP to stay in the country or to change work place, then the EP has the right to have compensated by the TN taker or the hosting entity the full travel expenses to and from the hosting entity and other expenses caused by the violation of the relevant policies. Hosting entity can charge the compensation from the TN taker. e) EP and hosting entity should consider that if a minimum of three exchanges corresponding to the specifications of the EP form are presented within the period stated in policy 5.4(EP) c) and the EP rejects all of these, then the hosting entity is under no further obligation to the EP. 5.5(EP) Rights of the TN taker for breaking a match or realization a) The EP has falsified information related to his work experience, academic background or language proficiency, and is unable to fulfil his exchange job role as specified in the TN form. b) The EP is breaking a law of the hosting country or is continuously breaking internal regulations of the organisation despite being warned or aware of them. c) The organisation is within the labor laws of the host country to end the exchange early. 5.6(EP) Compensatory policies for the TN taker a) In all circumstances in sections a) and b) policy 5.5(EP), the EP or the sending entity may be asked to pay up to full amount of the Exchange program fee (TN fee) paid by the TN taker or other expenses incurred on the EP by TN taker. The amount can be scrutinized or considered for reimbursement during complaint procedures. Compensation shall only be paid upon the request of the TN taker. The EP is responsible for the travel expenses to and back from the country of exchange. The EP is not allowed to participate in another AIESEC exchange program. b) If the TN fee mentioned on the TN form is (0) zero, there can be no TN fee reimbursement through complaint procedures. However, if the hosting entity can provide evidence of expenses incurred on the EP by TN taker, the amount can be scrutinized or considered for reimbursement during complaint procedures.

6. Preparation Policies 6.1(EP) The following AIESEC entities are responsible for providing the following preparation services to EPs: Entity that should provide the service Sending Entity

a) Provide Basic AIESEC Knowledge1

P

b) Intern Goal-Setting

P

c) Culture Shock Preparation

P

d) Training on the Exchange Program Policies

P

Hosting Entity

Hosting MC

P

e) Send Link to Reception Wiki2 X_1_XPP-EP Document

International Presidents Meeting 2012, Hungary 8


f)

Provide Visa Assistance in accordance with policy 5.1(EP)

P

g) Provide relevant visa and labor law information

P P

h) Urge EP to purchase health/travel insurance i)

Send key contact information/address

j)

Send key information on TN’s expectations

P P Recommended

k) Keep an updated reception wiki l)

P

Arrival pickup and bringing the EP to the first 3 day of work

P

P

1

Basic AIESEC Knowledge includes coverage of (1) The AIESEC Way, (2) myaiesec.net, and (3) AIESEC Ambassadorship. 2

A good reception wiki on myaiesec.net will include key contact information and addresses, estimate of monthly EP budget, a summary of laws and cultural standards, visa application information, travel and safety information, accommodation standards, history of the LC and country, and any other key information. Reception Wikis must be named “ENTITY-NAME | Reception Wiki”, and should be updated every year by the Hosting Entity. 3

This standard is mandatory unless the hosting entity can explain to the EP and sending LC, with reasonable justification, why this standard is impossible for the LC to meet. In such cases, the hosting LC must send clear but detailed travel instructions for the EP’s arrival at least 10 days in advance of the EP’s arrival. Hosting LC is not liable for pickup if arriving information is not send more than one week before date of arrival. 6.2(EP) The EP is responsible for: a) Personal preparation on specific legal policies of the hosting country; b) Personal cultural preparation based on information from hosting country wiki in myaiesec.net.

7. Integration and Reception Policies 7.1(EP) Responsibilities of the TN taker a) To assign one representative in the TN taker as responsible for the EP’s workplace integration, so he/she may integrate as best as possible into the new working environment; b) To set expectations with the EP regarding expectations of the exchange job role prior to the arrival of the EP; c) To provide any additional information that the EP will needs to know during the whole period of the exchange in terms of working and fulfilling the Job Description; d) To provide performance-related feedback on EP’s performance on a regular basis throughout the exchange. 7.2(EP) Responsibilities of the sending entity a) Access to platform (e.g. forum, mail group, phone number etc.) for the EP to be able to communicate with sending LC during the whole period of exchange for feedback, evaluation, information sharing and general support.

  7.3(EP) Responsibilities of the hosting entity Minimum General Services: a) To have an individual responsible person (preferably TN manager) for providing overall services to the EP throughout the exchange duration. They must facilitate the EP’s reception and orientation during the first month of the exchange, unless otherwise specifically assigned; b) To have an access to platform (e.g. forum, mail group, phone number etc.) for the EP to be able to communicate with the hosting entity members during the whole period of exchange. X_1_XPP-EP Document

International Presidents Meeting 2012, Hungary 9


Minimum Logistical Services: c) To provide reasonable options for accommodation depending on the EP’s interest and financial situation but always in accordance to national safety conditions and minimal requirements for accommodation on the host country. Details of the accommodation must be communicated to the EP prior to their arrival. d) Arrival pick up (refer to the policy6.1.l(EP)) e) Assistance to open a bank account if necessary and assistance in converting money to the local currency on EP’s request. f) Provide information about location and guidance for use of general services such as medical systems, use of emergency services, public transport, groceries and any other information that would be necessary to allow the EP to successfully complete their exchange. g) Provide support on registration with relevant local authorities h) Provide assistance in obtaining essential service as electricity, water, gas, heating and provide a communication platform (stated in policy 7.2b(EP)) in case any inconveniences with these services take place. i) Provide assistance in dealing with housing agreements and landlords if required by EP j) Provide specific safety information for the local city/neighbourhood that is common knowledge to local residents. k) Provide assistance in the registration of each EP in the hosting country, within the timelines mentioned by the country's law. The hosting LC shall communicate (including information on country wiki) the registration timelines and requirement to the sending LC and EP as soon as the EP is selected. Minimum Work Related Services: l) Accompany the EP to work on the first day providing orientation of the TN taker and its work policies, culture, and environment, unless otherwise agreed upon with the EP m) Setting expectations with the EP’s supervisor regarding expectations of the exchange job role, unless it is stated in TN form already. n) Inform all the stakeholders involved regarding the complaint and termination procedures (Section 5), integration plans for EP and frequency of communication/evaluation between the organisation and AIESEC. o) Receive performance-related feedback from the organisation or hosting entity on a regular basis throughout the exchange. Minimum AIESEC Integration Services: p) Introduction to the local AIESEC members, the LC reality and culture. q) Provide communication platform for the EP to connect with other members of the LC (e.g. Local committee meetings/events). r) Provide opportunities for the EP to become involved in AIESEC activities related to their interests and goals if EP is interested. Recommended Country/Cultural Integration Assistance: s) Provide information about places of interest for the EP to visit (at least through country wiki in form of website links) t) Provide information about local cultural norms, including those related to dressing, greeting, traditions and law policies (at least through country wiki in form of website links) 7.4(EP) Responsibilities of the EP a) Have sufficient funds to incur all expenses related to transportation to and from the host country and territory. b) Have sufficient funds to cover all living expenses for the first four weeks of the exchange. This period can be prolonged in case first salary is received after more than four weeks of exchange provided this information is outlined in the TN form. c) Officially register with the home embassy in the host country if their home country requires. d) Behave in accordance to cultural, religious, ethical norms, national or local law and other policies that exist in the country of exchange. e) Take a proactive role in informing hosting entity about any situations or requirements. f) Inform sending entity and take a proactive role if he/she intends to be involved in AIESEC activities during the exchange.

X_1_XPP-EP Document

International Presidents Meeting 2012, Hungary 10


8. Re-Integration Policies 8.1(EP) The sending entity is responsible for informing the EP about existing re-integration opportunities in AIESEC. 8.2(EP) The EP has the right to participate in existing re-integration activities of the sending entity. ReIntegration should include: a) The opportunity to debrief the experience with AIESEC in the sending entity; b) The opportunity to evaluate and review the EP’s goal and re-integrate into LC activities (if applicable); c) The opportunity to share the exchange experience with other members of the LC, including outgoing EPs; d) Information about reverse culture shock and how to cope with it; e) Information on how to utilize and position the international exchange experience in a professional resume and in the local job market in general.

9. Complaints Procedure Policies 9.1(EP) In cases where the EP is unsatisfied with the exchange or is not receiving adequate support from an AIESEC entity involved, according to these policies the EP has a right: a) To raise the issue with the relevant party (TN taker or AIESEC entity) according to the dispute resolution mechanism described in policy 9.3(EP) and play a proactive role in resolving the situation. The issue raised should be based on the AIESEC Exchange Program Policies; b) To receive a quick and prompt response on grievances from any stakeholders involved. 9.2(EP) In cases where the TN taker or the hosting entity submits a grievance against an EP, the EP is responsible: a) To respond quickly and take a solution-oriented attitude toward the situation; b) To participate actively together with the TN taker and hosting AIESEC entity in discussions about performance in cases where the EP’s work performance comes into question. 9.3(EP) To raise an issue with the hosting entity or the TN taker, the EP must follow the dispute resolution process in the order outlined below: a) Step 1. (Internal Level): The EP should inform the hosting AIESEC entity and the TN taker and try to solve an issue privately with them. b) Step 2. (Local Level): If Step 1 has been tried and failed, the EP should inform the sending entity, while this entity will inform hosting entity to solve the problem in accordance with the Exchange Program Policies. c) Step 3. (National Level): If Step 2 has been tried and failed, the sending entity should inform sending MC that will work together with the hosting MC to solve the issue. In addition, they may share the issue over the Global Network. d) Step 4. If the parties involved cannot reach a mutual agreement within a two-week period, it is advised that the situation be brought forth to the Internal Control Board for arbitration. Please refer to Supporting Document G of the International Compendium - Internal Control Board for details.

IMPORTANT The Exchange Program Policies (XPP) was adopted by the Global Association at IPM 2012 in Hungary and starts taking effect on 1st of April 2012. AIESEC entities must inform all the concerned parties (including TN takers and EPs already participating in the exchange program) about the changes made for all the changes effecting them. The document will be revised at International Congress 2012according to recommendations made by Internal Control Board (ICB). X_1_XPP-EP Document

International Presidents Meeting 2012, Hungary 11


If you have any feedback, please send these to icb@ai.aiesec.org For all appendixes mentioned in this document please refer to the ICB wiki on the MyAIESEC.net

X_1_XPP-EP Document

International Presidents Meeting 2012, Hungary 12


EXCHANGE PROGRAM POLICIES