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Global Exchange Program AIESEC in Jordan Step-by-step guide

Content of Guide  The Basics about AIESEC  The Exchange Process  Pre-Raising  Raising  Matching  Realization  Other useful information


The Basics about AIESEC If you are reading this document, it means that you have successfully passed all the selection steps and you are now on your way to access and international internship through AIESEC! Congratulations so far! Have in mind that the further steps are also challenging, so equip yourself with motivation, patience and perseverance! Short History: AIESEC has been founded in 1948, after the Second World War, by 7 students from 7 European countries. In those times, Europe has been devastated after the war and there was a strong feeling of hate between the countries and the people based on their nation and the cultural differences. This being the reality, the 7 students gathered and took the initiative to create an organization called AIESEC (Abbreviation for “Association Internationale des Étudiants En Sciences Économiques et Commerciales”), which would help young people have internships in the fields of economy and commerce within the European countries, in order to discover new cultures, understand people beyond cultural differences and break stereotypes. Today, 65 years later, AIESEC has expanded globally and is present in 113 countries. The internships that we provide have the same purpose, but we are not covering only the economy and commerce fields, but a wider variety of areas. We are engaging yearly about 86.000 students from over 2.400 Universities and we provide yearly over 20.000 internships. In 2006, AIESEC has been founded in Jordan and has three local chapters, located in Amman, Irbid and Zarqa. AIESEC Structure and Opportunities: The structure of AIESEC resembles the structure of a multi-national company. Therefore, we have departments (areas) which handle: Human Resources, Business Development, Marketing, Finance, Projects and Exchange. For each of these areas, there is a team of volunteering students which are actively working to run the operations of the organization. Each team has one team leader (also a volunteering student) which has been selected for the role. Regarding the Global Exchange Program, each AIESEC entity has two areas which are directly contributing to the Exchange Process, for both students and entities. The OutGoing eXchange (OGX) area is responsible to provide students with opportunities of international internships abroad, while the In-Coming eXchange (ICX) is responsible to create opportunities in Jordan for international students to have their internship here. While being in Jordan, you will be given support and assistance from the OGX area; when you will be having your internship, the ICX team of the AIESEC office in that country will be supporting you throughout your experience.


The Exchange Process The Exchange Process consists of 5 main steps, as follows:

Pre-Raising

Raising

Matching

Realization

ReIntegration

This guide will explain each of these steps, so read it carefully in order to have a good understanding of the overall process. If you still have questions at the end, feel free to ask them to your EP Manager. Before we move on learning about each of the stages, let’s firs learn a little more about AIESEC Abbreviations. They will be useful throughout the process. You will find more explanations throughout the guide, in the grey rounded rectangles. Lesson 1: Once you are accepted or the Exchange program, you shall be called EP, which stands for Exchange Participant. The internship opportunities, in AIESEC language, are called Traineeship Nominee, short TN. Lesson 2: Your contact person in AIESEC Jordan, which guides you throughout the process, is called EP Manager. The same way, the AIESEC member in the country of your internship managing the internship is called TN Manager – he/ she will be the person you contact for more details on the internship. Lesson 3: The internships provided by AIESEC are divided into two categories, based on their field of activity, duration and conditions. Based on these criteria, the internships are called Global Internship Program – short GIP – or Global Community Development Program – short GCDP. Lesson 4: On the AIESEC Online System: www.myaiesec.net, each EP and each TN have an identification code called: ID or Code. This code is automatically generated when uploading the profile of the EP or the job role of the TN. Each code contains information that can be easily identified just by looking at it. e.g. an TN has the TN ID: TN-In-JO-IR-2013-1103 - JO stands for Jordan, the country where the internship is located in - IR stands for Irbid, the local committee where the internship is located in - 2013 is the year when the internship has been made available - 1103 is an identifying number generated automatically by the AIESEC system. The internships created consecutively receive consecutive identifying numbers.


Pre-Raising After being selected, you are in the Pre-Raising stage. As we want to make sure that you have the right expectations towards your desired internship, we grant you with a “trial period”, which will allow you to know the organization better, to have an overview of the Exchange Process and to also browse possible opportunities of internship on our online system. How can you look for the available internships? Login to the AIESEC Online System on www.myaiesec.net, using the temporary account created for this specific stage. When asked for your E-mail and password, use these ones: E-mail: user.jordan@aiesec.net Password: jordan1234 This is a temporary account which helps you get a better perspective on the type of internships that are available in the AIESEC network. After logging in, you’ll be able to see the Main Menu. Under the “Connect” Menu, you’ll see on the right side the “Opportunities” Submenu. Under the “Opportunities” submenu, you will see a link towards the “View Internship Opportunities” [click on this!]:

Furthermore you will be taken to the menu where you can browse for internships, based on your preferences. The fields which you are able to filter the available internships are: type of Programme: GIP or GCDP, starting date, duration of internship, country or committee, requested background. There are also fields like: requested skills, languages and degree, but setting preferences for these fields will narrow the results of your search.


In order to have an effective search, follow the next steps in the specified order. You can broaden the results of your search by omitting the last steps. Type: -

Make sure that the “TN” field is selected. This browser can also be used to find EPs within the global network.

Programme: -

Select the Programme you are interested in: Internship” or “Global Community Development”

“Global

Earliest Start Date Between: -

Select two dates in between which your internship is supposed to start. The wider the time difference, the more results you are going to find.

Backgrounds: -

If you are interested in an internship with requires a specific background, you can press on “Backgrounds” and all the fields of internships available within the AIESEC network will unfold. You can select then the fields of your interest, based on your previous background.

Minimum Duration (weeks) and Maximum Duration (weeks): -

Select your minimum duration, in weeks and the maximum duration, in weeks. The shorter the minimum duration, the more results you will find. The longer the maximum duration, the more results you will find.

Committee (show): -

If you press on “show”, you will be given a list of all the countries and committees of AIESEC globally. If you select a country, all the committees within that country will be automatically selected. This step is optional: if you do not select a specific country, you will find all the internships based on your previously selected criteria.

Note: Once you will find specific TNs you are interested in, you can easily browse them by introducing their TN Code in the specific field, without selecting any other criterion. When you are done with filling in all the fields you find relevant, press on “Search” and you will be redirected to the page with the results of your search. There you will be given a list of all the internships that fulfill your criteria, in the order of their Start Date. For example, if we were to search for a an internship (without specifying the type) starting between 01.06.2013 and 30.06.2013, these would be the results of the search:


The first thing you can identify within the results is the volume of internships that match your criteria. For the aforementioned criteria, there are 800 internships. The more internships you will find, the greater chances you have to access one of them. The results you get in this menu also give valuable information (from left to right) about:     

The name of the entity/ company or the project where the internship will take place in; The name of the job role available within the entity/ project (can be omitted) The earliest start date (the start date can be flexible) The country and the local committee where the internship will take place in The type of the internship

In order to find more details about a specific internship, you can click on the TN ID of the internship you are interested in. The detailed Job Role will pop-up in a different window. There you can find the detailed information regarding:       

Job Description: (department where you will work in, responsibilities you will have within the job, working conditions, learning points that the intern might obtain after the internship) Work Information (work field, working hours, payment) Organizational Preferences (duration and starting/ ending date of the internship) Backgrounds (which are requested for the applicant for the internship) Skills (which are requested for the applicant for the internship) Languages (which are requested for the applicant for the internship) Regions (which the entity requests the applicant for the internship be from)

Lesson 5: For the previous fields, some of the requirements might be noted with “Preferred” or “Required”. The fields that are “Preferred” are not compulsory to be met. Even if you don’t have the specified requirements, you are still eligible. Still, if the fields are marked with “Required”, if you don’t meet the criteria, you are not eligible, so your application will not be considered.


Within the window with the Job Role, you will also find valuable information on the right side: -

-

-

-

-

TN ID; Status: the status of the internship within the online system. While browsing through this method, you will only find internships that are “New” or Available” Programme Type; E-mail address of TN Manager – this is the means to communicate and gather more details in regards to the TN details. Mobile No. of TN Manager – should be used only in situations of emergency or urgency (otherwise, you will lose a lot of money for the international calls) Attached file (can be omitted) – sometimes provides more information on the internship, the entity or the selection process.

Lesson 6: A TN can have various statuses, as follows: “Incomplete” means that the TN Job Role is not entirely filled in. “New” means that the TN has just been created and will be approved in short time “Available” means that the TN is available for anybody to apply “Matched” means that the TN has already been Matched with an EP and cannot be approached by any EP “Realized” means that the EP has arrived in the hosting country of the internship and has already started his experience “On Hold” means that the TN is not available at this moment to be Matched, but will become “Available” in the future. “Expired” means that the TN has been available for one year and has not been “Matched” within this period, therefore it has expired. “Rejected” means that the entity no longer wants to have the internship and decided to cancel the opportunity. Note: These statuses apply both to EPs and TNs.


Raising Now that you have decided to move forward with the process, you’ll have to go through a series of standard steps: 1) Sign a Memorandum of Understanding The Memorandum of Understanding is a document stating the roles and responsibilities of both you and AIESEC in this process. You can get an example of this document upon request.

2) Make the payment of the Exchange Fee For the GCDP Internship Type, the fee is 125 JDs, while for the GIP Internship Type, the fee is 175 JDs. The payment is made once, within the Raising stage. For the payment, you will receive a document proving the payment. The purpose of the Exchange Fees is mentioned in the Memorandum of Understanding.

3) Create an account on the AIESEC Online System: www.myaiesec.net Here you have a step-by-step movie on how to create an account: http://www.youtube.com/watch?v=bZTgdW28i6Q Notes when creating an account: - Under: “Your AIESEC office”, select JORDAN under the first field and ZARQA under the second one. - When creating your account, make sure you write down your “E-mail address” and your “Password”, so you don’t forget them! - After creating an account, you need to get approval in order to start using your account. This approval will be done by Andra, your EP Manager. - After your account has been approved, you can also create an AIESEC e-mail account, by accessing the “My Experience” menu and the option of “Raise E-mail Request” under “My Account Settings”. You can use this e-mail by logging in on mail.aiesec.net with your aiesec e-mail address and your password.


4) Create your Exchange Profile (EP Form)

Under the “My Experience” menu, you have the “Programmes and Phases” submenu. Here you can select to create an EP Form for either the Global Internship Programme or the Global Community Development Programme. The following menu will look similar to this one. If any of the fields in blue are marked with a red star, you need to edit them and fill in the required information. Therefore, you cannot create an EP Form without filling in all necessary information. When clicking on the fields which are marked with a red star, you will be able to edit the missing information, by clicking on “edit” in the right upper corner.

Within the field named “Professional Information”, you be asked to upload your Curriculum Vitae. Make sure to have it done before starting this process. You will be able to upload an updated CV furthermore, but it is better to have the complete one now. Within “Backgrounds” and “Skills”, you will be given a list of fields or skills and you will have to select 20 of the most relevant ones that you have had in your past. For the fields related to your background, after selecting them you will have to mention if your previous experience in these fields is either Academic, wither Work related, either Both. Note: When selecting the “EP Form Committee”, please select JORDAN. When you’re done, click on “Generate Form” and your EP Form will be automatically generated. You will receive a message with the EP ID of your Form. Make sure you write your EP ID somewhere, as you will need it in the coming steps.


In this new window you will be able to also select your preferences in matters of Start Date, End Date for your internship, as well as the preferred region. We suggest you mark these fields with “Preferred” and not “Requested”, in order to ensure a wider range of options. IMPORTANT: Make sure you generate your EP Form only once! If you have doubts about whether you have generated your form already or not, contact your EP Manager. After all these, you are ready to start looking for your internship and applying for one. Also, at this point, people from the global network can find you based on your profile and approach you for various internship opportunities. Important information about your EP Form: 1) Your EP Form will be available for you to find an internship for one year. Afterwards, your EP Form changes its status automatically into ���Expired”, which does not allow you to apply for an internship anymore, so you have to start the process again and make the payment again. 2) You can change any details of your EP Form after you have created. This implies turning your form to “New” and then back to “Available”. These changes should be coordinated with your EP Manager, as some of them might require an additional administrative approval. 3) With one EP Form you can access one internship. When your internship is finished and you would like to access another one, you have to create another EP Form and go through this process again. 4) Having an Available EP Form gives you the possibility to be approached by AIESEC members from other countries for the Available internships they are managing. Make sure to check your e-mails constantly to get updates. 5) Do not lose your EP ID, as it will be difficult to retrieve it! 6) If, at any moment, you would like to postpone the process of going for an internship, contact your EP Manager and inform him/ her on your decision. This way, the status of your EP Form will change to “On Hold” and you will no longer be available within the international network. When you would like to proceed with the process again, the status of the EP Form will be changed to “Available”.


Matching Now that you have created your EP Form, you are ready to start looking for internships. The “Matching” stage implies the research of internships, the application for internships and the “match” between your preferences and a specific internship.

1) Searching for internships This step is similar to the Pre-Raising one. Use the same instructions as in that stage to search for internships. Once you have identified some internships, make sure you have all the necessary information regarding them, by approaching the TN Manager by e-mail. This way, you make sure that you know all the details and you can set realistic expectations towards your experience. 2) Applying for internships When you have made up your mind, it’s time to apply!

   

How to apply? Send an e-mail to the TN Manager, informing him/ her of your intention Make sure to mention your motivation to apply and also your main characteristics that make you suitable for the opportunity (skills, backgrounds etc.) Attach your Curriculum Vitae in the e-mail. (You can customize your CV in order to emphasize on the main experiences that make you suitable for the internship) Don’t forget to mention your EP ID. This is the easiest way for the TN Manager to find your profile and to identify your main characteristics.

Accessing an internship requires a specific selection process with the company you are applying for or with the AIESEC members in the country of your internship. It is usually a Skype interview, but it might include various selection methods: essay, questionnaire etc.

3) The “Match” After the interview (or the selection process), you will receive a response with the result of the selection stage. In case you have not been selected, you go again through the process of research and applying. In the fortunate case where you are selected for an internship and you get the confirmation you still need to go through a series of steps before the “match” is official:

Exchange Acceptance Notes with the TN Manager: An Acceptance Note is a document which states the commitment of both the EP and the TN to have the internship one with another. There are two types of Acceptance Notes: an EP Acceptance Note which shows the commitment of the EP for the TN and the TN Acceptance Note which shows the commitment of the TN for the EP. When receiving the confirmation, you are responsible to send your signed and scanned EP Acceptance Note to the TN Manager. Ask your EP Manager for details! The TN Manager is the responsible to send you the TN Acceptance Note in less than 10 days!


IMPORTANT: You cannot apply to more than one internship at once! Therefore, you cannot create more than 1 Acceptance Note at once! Each Acceptance Note is valid for 10 days. After the 10 days, if you did not receive the TN Acceptance Note from the TN Manager, you can apply for other internships. When exchanging the Acceptance Notes, inform your EP Manager to administrate the Match on www.myaiesec.net. Furthermore, the status of your EP Form will change to “Matched”.

Breaking a Match After the Match has been agreed upon between the EP and the TN by exchanging the Acceptance Notes, usually there are no reasons for breaking the agreement. Still, there are exceptional cases, when the Match can be broken: 1) When an EP breaks the Match: If you have agreed to go for a specific internship and due to any reason you decide no longer to go for the experience, you will no longer be allowed to have an internship through AIESEC. The Exchange Fees will not be reimbursed.

2) When a TN breaks the Match: If you have an agreement with a TN Manager to access one internship and due to any reason, the internship can no longer take place, the AIESEC office in the country where the internship was supposed to take place is responsible to provide with options of similar internships in less than one month.

These situations rarely occur and it is advisable that they don’t take place.


Realization Your internship is considered “Realized” in the first day of your internship, when you start your experience. Prior to your departure, AIESEC Jordan will support you in acquiring all the necessary documents for visa and legal issue. Have in mind that you shall be the one who bares the costs. Within your internship, you will be provided with constant support from the local AIESEC entity in matters of:    

Accommodating with the new country Adapting to the culture Acquiring useful information for survival and proper living Learning as much as possible from your experience.

Though you are abroad, you will still be connected to AIESEC in Jordan, as we will constantly check on your status and how your internship is going and you can always ask for our support in any issues you encounter.

Other Useful Information Within the process of accessing your internship, AIESEC Jordan will offer constant support on:     

understanding AIESEC as a global organization managing the Online System: www.myaiesec.net developing skills and knowledge which are useful within your internship discovering the culture of the country you travel to prior to your departure learning about living in a multi-cultural environment

You will be asked to attend various meetings and trainings to gather all the necessary information and to properly develop prior to your Exchange experience. These are optional, but with high importance to the quality of your experience.

For support and assistance, feel free to approach your EP Manager by e-mail at: exchange.jordan@aiesec.net


Exchange Guideline AIESEC Jordan