IMPORTANT THESE PRESENT EXCHANGE PROGRAM POLICIES (“XPP”) WERE ADOPTED BY THE GLOBAL ASSOCIATION AT IPM 2011 IN MEXICO, AND REPLACE THE FORMER INTERNATIONAL EXCHANGE POLICIES AND QUALITY STANDARDS (“IXPQS”). AS THIS MAJOR REVISION IS BOUND TO HAVE CAUSED MINOR ERRORS AND OMISSIONS, IT IS LIKELY THAT SMALL CHANGES WILL BE MADE TO THE POLICIES AT THE FOLLOWING INTERNATIONAL LEGISLATIVE MEETING. PLEASE SEND ANY FEEDBACK TO ICB@AI.AIESEC.ORG
EXCHANGE PROGRAM POLICIES v1.6 – Adopted at International President’s Meeting 2011 in Mexico
Sending Entity Document 1. Definitions 1.1. An AIESEC internship is a practical working and learning experience for the intern to develop academic knowledge and professional skills in a foreign cultural environment.! An internship shall have a minimum duration of six (6) weeks to be spent working and maximum duration of seventy-eight (78) weeks. 1.2. An internship must aim to provide the intern with: a) A positive learning experience; b) Practical skills and knowledge in a foreign environment to complement the intern’s higher educational background or field of career aspirations; c) Interaction with a different social and cultural environment with a view to gaining intercultural competencies; d) Development of theoretical and practical leadership skills; e) Opportunity to apply personal and professional skills, knowledge, attitudes and values to work for the organization as well as the host communities; f) Develop awareness and knowledge of social issues and different practices of the sending and hosting country; g) Opportunity to contribute to personal and professional life goals. 1.3. The internship cannot aim to: a) Solely provide an opportunity for the intern to earn money; b) Provide a holiday; c) Act as a permanent career placement or recruitment opportunity. If the organization decides to extend the internship on a permanent basis, AIESEC will have no role in facilitating this; d) Provide permanent residence in the country of internship; e) Be an internal AIESEC leadership position (such as MC opportunities and AIESEC CEEDs). 1.4. All internships facilitated by AIESEC should fulfill the conditions set in the national and local labor regulations that are in force in the country and in the local area where the internship has place. In case of any difference or contradiction between the referred rules, it shall prevail the regulation which offers more benefits to the Intern. 1.5. For the purpose of this document we understand: Intern or Exchange Participant (EP) – AIESEC members participating in the internship (exchange) program and going through all stages of the internship process. Organization (TN Taker) – A corporate, non-governmental or governmental entity hosting an intern during internship program. Local Committee (LC) – Any local headquarter formally recognized as such by AIESEC International. A LC can send its members abroad or receive interns.
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Sending AIESEC Entity – official local chapter of AIESEC which carried out the selection process of an intern, uploaded its form to MyAIESEC.net, and is or was responsible for its preparation, matching, and reintegration. Hosting AIESEC Entity – The official local committee or national body of AIESEC that carries out the internship (Exchange) Program with an Organization by uploading the internship exchange form to MyAIESEC.net, matching the internship, and organizing the intern’s reception and integration. Member Committee (MC) – Any national 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 it’s official office located at 126 Teilingerstraat, NL-3032 AW Rotterdam, The Netherlands. Internship Pools Definition 1.6. Internships (TNs) should be classified into pools based on the job description they offer and not the Organization type or Salary size. Interns (EPs) should be classified into pools based on the job descriptions they have the highest interest in and on their ability to fulfill the academic and working backgrounds required by those job descriptions. 1.7. The definition of the internship pools are as follows: a) A Development internship (also known as DT: Development Traineeship) is based on areas related to community development issues. Community development seeks to empower individuals or groups of people by providing these groups with the skills they need to affect change in their own communities or creating direct impact on community (E.g.: cultural education for students to increase cross cultural awareness and understanding). A DT Intern must be motivated and prepared to work in the field of development and cannot be matched just on the basis of fulfilling the academic and working background requirements of the organization. b) Education Internships An Education internship (a.k.a. ET: Education Traineeship) is one in which the job description involves the majority of time being spent teaching certain language or subject with objective of transferring knowledge for academic purpose. The Intern must have the academic and working backgrounds in the field of education or training. (E.g. cultural education for students who are in the field of studying cultures, teaching management subjects ) c) Management Internships A Management internship (a.k.a. MT: Management Traineeship) is one in which the Intern spends the majority of their time working in areas related to management. These areas may include business, administration, finance, accounting, marketing, project management, organizational management or human resources, life or medial sciences, law etc. d) Technical Internships A Technical internship (a.k.a. TT: Technical Traineeship) must be based on work in areas related to
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information technology or engineering. The Intern spends majority of his/her time in one or more of these areas: web development and management, software development and programming, system analysis and design, network management, database management and engineering.
2. General policies 2.1(SE) A member has a right to apply for the AIESEC Exchange Program: a) At the latest within two (2) years after obtaining a university degree, provided they are not older than 30 years of age at the time of passing the Review Board; or b) At the latest within three (3) years after completing a full time AIESEC position or three (3) years after having completed their last university degree if he/she has completed full-time AIESEC position previously. A member is forbidden to apply for the AIESEC Exchange Program: c) If the member 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 Intern.
2.2(SE) An Intern has a right: a) To participate in the exchange program up to a maximum period of 36 months abroad. These 36 months can be allocated whenever and in whichever order, so long as they follow the minimum and maximum duration of AIESEC internships as outlined in Section 1.1 and respect all of the policies outlined in the Exchange Program Policies. b) To apply for an internship with any country or territory entity in which he/she has lived for a minimum period of six (6) weeks. c) To have an internship 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 Intern applies to the internship selection process. CEED/MC/AI terms may be excluded from this two-year calculation so that members working full-time for AIESEC abroad may have the opportunity to complete an internship in said country. d) To receive support and guidance from the Sending Entity at any stage of Exchange Process. 2.3(SE) The Intern is responsible: a) 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 Exchange Program. a) To follow the Privacy Policy of MyAIESEC.net and refrain from exporting information about Interns/Organizations to other platforms.
2.4(SE) The Intern and AIESEC Hosting entity have a right to demand of Organization: a) To provide a Job Description for Intern that corresponds to AIESEC Internship Definition and signed Job Questionnaire. Job Role should not put the Interns life at risk.
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b) To provide a sufficient salary that will allow the Intern to live in the country and cover their basic expenses including accommodation, food, transportation and basic reception activities for the duration of their internship. The organization may provide this compensation in non-monetary format (such as offering lodging an food instead of a salary) provided this is indicated clearly in the signed Job Questionnaire. The salary must at minimum, correspond to the local minimum wage. The salary is not intended to cover travel, tourist holiday expenses, or subsidize a lifestyle above that of the average graduate entry-level position. c) To ensure that the intern is legally qualified to work in the offered internship (Legal residency requirements and labor law exigencies). d) To provide adequate working conditions (which may include personal workspace and required basic working tools) according to signed Job Questionnaire, guidance and training for the intern to achieve the objectives agreed-upon. In all cases, the Organization is the sole responsible for any damage or lost of any working material (as laptop, camera, cellphone, etc) unless otherwise agreed-upon privately with the intern. e) To provide an adequate corporate environment to ensure the Intern is not being discriminated by color, race, religion, sex, sexual orientation, origin, age, or where they would be sexually harassed. f) To designate one representative in the organization as responsible for the matching process (accepting/rejecting candidates) and subsequently supporting the Intern for the duration of the internship.
2.5(SE) Organization has a right to: a) Demand support and guidance from the AIESEC Hosting entity at any stage of AIESEC Internship program; b) Select an intern according to procedure described in this policy and its own selection criteria and procedure, provided they are mentioned in Job Questionnaire and TN form; c) Demand that the Intern perform the full extent of requirements and duties stated in the Job Description, ,Job Questionnaire, TN form and this policy; d) Receive support from AIESEC in dispute resolution in cases where there are complaints against Intern: If the Intern is violating any policy stated in this document, is breaking any internal corporate code of conduct, or any other ethical/religious/cultural norm etc. e) Receive a replacement Intern under the conditions stated in this policy, or if this proves to be unreasonable or impossible, to receive financial compensation; 2.6(SE) The AIESEC Sending and Hosting Entities are responsible to: a) Fulfill any and all private agreements with Interns and Organization relating to responsibilities of one party to another; b) Provide corresponding support and guidance to Interns and Organizations at any stage of the AIESEC Exchange Program (Selection, Accepting, Realization of Internship, Evaluation) and during any complaint procedure; c) Represent their stakeholders (Intern or Organization) at any stage of AIESEC Exchange Program; d) Ensure that their stakeholders follow these policies and fulfill their responsibilities. AIESEC Entities are also responsible to act in a way their stakeholders are able to follow these policies. e) To follow the Privacy Policy of MyAIESEC.net and refrain from exporting information about Interns/Organizations to other platforms. 2.7(SE). The Intern and Organization should take into consideration that: AIESEC International, AIESEC sending and hosting entities may only be held liable for their personal respective
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responsibilities as described in these policies. In particular, AIESEC International, AIESEC sending and hosting 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 internship b) In case of false, inaccurate or incorrect information provided by the Intern or the Organization resulting in the match/internship c) In case of accident incurred by the Intern during the internship d) In case of damages caused by the Intern to the Organization or to any third party during the internship e) In case of damages or loss of any working material (as laptop, camera, cellphone, etc) provided to the Intern by the Organization for work purposes. f) For any consequential or indirect damages, including loss of income or profits. g) Where the failure to fulfill their obligations has been caused by circumstances beyond their control. 2.8(SE) AIESEC Sending and Hosting Entities have a right: a) To demand from the Interns and/or Organizations that they follow their responsibilities and duties mentioned in this document; b) To remove an Intern and/or Organization they represent from the Exchange Program, If these have violated any Exchange Program Policies. c) Not to be held liable for the cases and conditions mentioned in 2.7(SE) sections correspondingly; 2.9(SE) The specific responsibilities of the Sending AIESEC Entity are: a) To put the EP form of an Intern on “On Hold” status, if this Intern becomes temporarily unavailable prior to or during the internship. Furthermore, it shall place the intern on “Rejected Status”, if the Intern hasn’t fulfilled the criteria explained in section 2.1(EP), 2.2(EP) or has not fulfilled local selection criteria.
b) To assume final responsibility in case an Intern has not fulfilled any responsibility to a TN Organization, Hosting AIESEC Entity or other AIESEC. This shall extend to financial responsibility in all cases except those stated in section 2.7(SE)
3. Selection Policies 3.1(SE) The Sending Entity is responsible to provide to the Intern: a) Sufficient information about the AIESEC internship program to make informed decisions throughout the exchange process; b) Education on basic AIESEC knowledge and exchange policies. Basic AIESEC knowledge includes (1) The AIESEC Way, (2) Myaiesec.net, and (3) AIESEC Ambassadorship; 3.2(SE) The Sending Entity is responsible to ensure that their EPs 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 pertaining to participation in an AIESEC internship. This includes, but is not limited to: the Student Contract, Resume, an agreement regarding fee policies, EP Form on MyAIESEC.net c) Have written proof of the academic background (transcripts) and working experience (references) as specified on the EP form.
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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 forms. 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 internship, or if intern is looking into other opportunities. i) Provide the required legal information to the Hosting AIESEC entity and Organization so that they may verify that the Intern may legally travel abroad and work in the host country on an AIESEC internship.
4. Matching Policies 4.1(SE) The Sending Entity has a duty to provide to the Intern: : a) training and support from an EP Buddy/Manager during the matching stage; b) Access to search through myaiesec.net system for possible internships he/she could be interested in; c) additional details pertaining to the job description and work environment of any prospective internship. 4.2(SE) The Intern or supporting EP manager is responsible: a) To communicate constantly about matching status with Sending Entity; b) To held all the communication concerning the internship only with TN manager of potential hosting country and not contact Organization directly. The only exception is if the organization wishes to maintain separate communication after the Intern’s selection. c) To provide complete information about the Intern, including the candidate’s EP form, letter of motivation and other information as requested by the organization (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(SE). In addition, Sending Entity and/or supporting EP manager is/are also responsible : a) To ensure its EPs are trained and able to use MyAIESEC.net appropriately and within the Exchange Program Policies. b) To support an intern with the matching process if he/she has refused to do it by him/her-self.
5. Acceptance Policies 5.1. (SE) The Intern has a right to send an Acceptance Note to any TN form on “Available” status in Myaiesec.net considering the points below: a) An intern may officially accept any TN form either by accepting the TN form on MyAIESEC.net and uploading an official signed Acceptance Note (please refer to Appendix B of this policies), or alternatively by sending an official signed Acceptance Note to TN manager. b) If requirement stated in 5.1.a(SE) are not fulfilled, Intern might be excluded from the candidates on particular TN form. c) Accepting of TN form automatically means Intern wants his/her EP form to be shown to the Organization as a candidate that is guaranteed as available for particular internship while Acceptance Note is valid.
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d) Acceptance is valid for ten (10) consecutive days after official accepting of TN in accordance to points 5.1.a(SE) e) Acceptance can 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. f) If intern rejects the TN form after the Organization has accepted the Intern, he/she will no longer be allowed to search for an internship through AIESEC. g) Match between Intern and Organization is only considered official when both the Intern and Organization 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). 5.2 (SE) After having sent an official acceptance of a TN, the Intern has a right : a) To receive a response about his/her suitability or next selection stages within 10 consecutive days after having sent official acceptance of a TN in accordance with point 5.1.a(SE). b) To withdraw from the selection process without consequence after Acceptance expires in accordance with policies 5.1d and 5.1e . c) To demand that any TN Acceptance Note received contain the official stamp of the Organization.
5.3(SE) During the matching process, the Intern has a responsibility: a) To accept only those TNs for which he/she he wants be presented as a candidate and for which he/she can guarantee personal availability in case of a match. b) To provide a valid and official Acceptance Note. Acceptance Notes (ANs) shall only be considered official when completed in full (including passport details block) and signed validly by the authorizing party (please refer to Appendixes B and C). c) To follow all selection requirements of a TN form while acceptance is valid, within reasonable limits. 5.4(SE). In addition, in Sending Entity is also responsible : a) To withdraw particular EP from Internship program and put such EP form on “Rejected� Status, If intern rejects the TN after the TN has accepted the EP, as EP will no longer be allowed to search for an internship through AIESEC. b) To find another EP for TN mentioned above upon TN or Hosting AIESEC entity request, in which case the Sending Entity shall follow the procedures as outlined in section 6.11(SE).
6. Post-Match Policies 6.1(SE) After being officially matched (providing all needed passport details), Intern has a right: a) To receive within two (2) weeks all the necessary documents from the Hosting AIESEC entity (including the written acceptance note/invitation) required for application for visa/work permit or If 2 weeks are insufficient, the Intern should be informed and agree with the timeline for provision of any required documents.
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b)
To have all costs connected with invitation letters or other required documents (including postage, government fee, etc.) covered by the Hosting Entity, unless otherwise agreed upon with the sending entity or EP. c) To require another internship from Hosting Entity using 6.5(SE) procedure, if Organization terminated internship due to reasons not mentioned in the section 6.9(SE). 6.2(SE) After being officially matched, Intern is responsible: a) To send an update to the Hosting Entity about his/her passport application within one (1) week 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 Organization. An EP Acceptance Note may be deemed invalid if this standard is not met. b) 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). c) To submit the visa application within a period up to two (2) weeks after getting all the documents mentioned in 6.1.a(SE) policy unless an alternative timeline was agreed-upon with the Hosting AIESEC entity or Organization. The intern has to keep in touch with Hosting AIESEC entity and provide regular updates. d) To cover visa costs, unless otherwise agreed upon with the Hosting AIESEC entity or Organization. e) 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 Intern is the only responsible for assuming those risks, shall not sue AIESEC for any damage or prejudice caused by an event related to those risks, and shall not break its match or end an internship without accrued financial penalties. f) To review and understand the conditions under which he/she can withdraw from internship without financial penalties.
6.3(SE) An Intern has a right to break a match or end his/her internship, after prior written notification to the Hosting LC, without financial penalties only in any of the following circumstances: Circumstance Additional Policies a) The intern hasn’t received all the necessary documents from the Hosting LC (including invitation) within two (2) weeks required for application for visa/work permit; If 2 weeks were insufficient, the Intern was not informed of the timeline for provision of any required documents. b) In a case where the 6.2c(SE) standard is met by the intern but a delay was caused by third party (for instance, the visa office) and this delay fundamentally changes the conditions of the internship (including significant changes in the job description or internship start date). An intern may be ask to provide proof in order to validate the claim and break a match without penalty. c) The Intern has an emergency in his/her family. The Intern may be requested to provide proof of emergency. After breaking a match due to family emergency the intern 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 Intern does not have an official working/living permit in the country of internship upon arrival. e) The Intern becomes ill and the situation can be dangerous for
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6.4(SE) Under sections a) and b) of the policy 6.3(SE) no financial penalties can be claimed from any party.
6.5 (SE) Under sections sections c, d ,e ,f of the policy 6.3(SE) Intern is responsible for his/her travel expenses.
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his/her health. f) The Intern is in danger since the area where he/she works has been formally declared in emergency due to war, natural disasters, weather, people revolution, terrorism attacks, etc g) The internship job is completely different to the description in the TN form on MyAIESEC.net and the Intern did not agree to the change. The intern is expected to try to resolve the issue first with the Organization and Hosting Entity, only after that to bring the case to higher level (ICB). The Hosting Entity is expected to present the JD is the most appropriate way, not to mislead in terms of the intern’s duties h) The Intern is discriminated by color, race, religion, sex, sexual orientation, origin, or age at his work place. i) The Intern is sexually harassed at their work place. The intern 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 Organization and authorities. The match may be broken immediately if the authorities confirm the sexual harassment case. j) The organization does not provide the basic work conditions or any main benefit offered to the Intern in the TN form on MyAIESEC.net for one month and the Intern 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 Interns job or life conditions in order for a broken match to be validated. The Intern is expected to make certain preliminary steps to resolve the issue, including contacting the Hosting AIESEC Entity and actively participating in negotiations with the Organization to resolve any issues. k) The organization does not pay for two consecutive months the corresponding salary to the Intern. However, Intern still has a right to get the owed salary from the Organization and the Hosting AIESEC entity in case of a broken match.
6.6(SE) Under sections g, h, i, j or k of the policy 6.3(SE) the Hosting Entity should provide a new internship within the same country within the period that corresponds to 20% of total internship duration but not longer than 1 month (E.g. If the total internship duration is six (6) weeks, Hosting entity shall find a new internship in eight (8) days, however, If the total internship duration is seventy-eight (78) weeks, the period given to search a new internship is one (1) month only). This period may be extended upon written mutual consent. 6.7(SE) Intern has a right to get covered his/her living expenses during the period stated in 6.5(SE) policy by the Hosting Entity or organization in equivalent to the minimum AIESEC salary in the Host Country. Claims to any such compensation must be made within one (1) month of the date that the problem occurs.
6.8(SE) If a suitable internship cannot be found, or if the immigration or labor law of the Hosting Country or Territory don’t allow the Intern to stay in the country or to change of work place, intern has a right to have the full travel expenses to and from the Host Country and other additional expenses of Intern caused by violation of those policies by Organization, compensated by Hosting Entity. Hosting Entity can charge them form Organization. 6.9(SE) Intern and hosting entity should consider that If a minimum of three Internships corresponding to the specifications of the EP form are presented within certain period and the Intern rejects them, the Hosting AIESEC entity is under no further obligation to the Interns.
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6.10(SE) An organization may terminate an Intern’s employment and break a match prior to its official end date after written notification to the Hosting AIESEC Entity, under the following circumstances: Reasons of termination a) The Intern has falsified information related to his work experience, academic background or language proficiency, and is unable to fulfill his internship job role as specified in the TN form. b) If the Intern is breaking a law of the hosting country or is continuously breaking internal regulations of the organization despite being aware of them. c) The organization is within the labor laws of the Host Country to end the internship early.
Additional Policies 6.11(SE) Under sections 6.10a and 6.10b, the organization may request a new Intern to replace the original Intern. The Sending AIESEC entity is then responsible to find a suitable Intern within 2 months. This period may be extended upon mutual written agreement between the Organization and Sending AIESEC entity. The Sending AIESEC entity must submit a minimum of 3 suitable candidates that reasonably fulfill the criteria of the TN form. If the Organization rejects the EPs, the Sending LC is under no further obligation to the Organization If no suitable Interns can be found within the timeframe, the Sending LC may be asked to pay up to 50% of the Exchange program fee (TN fee) paid by organization before or other expenses incurred on the Intern by organization, the amount can be scrutinized or considered for reimbursement during complaint procedures. The compensation is only paid upon the request of the Organization and can be charged from Intern. The Intern is responsible for the travel expenses to and back from the country of internship. The Intern is not allowed to participate in another AIESEC internship. 6.12(SE) Notification! If the TN fee mentioned on the TN form is (0) zero, there can be no TN fee reimbursement through complaint procedures. 6.13(SE) In case of AIESEC entity itself runs projects where TN fee is mentioned as (0) zero, the Hosting Entity shall not be entitled to TN Admin fee reimbursement. However, if the Hosting Entity can provide evidence of expenses incurred on the Intern by organization, the amount can be scrutinized or considered for reimbursement during complaint procedures.
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6.14(SE). Internship is considered as realized as soon as EP arrives to the Hosting country and starts the internship on the first working day. TN manager is responsible to change the status of TN form on Realized. 6.15(SE). Once a Realization is assigned on MyAIESEC.net by the TN Manager or by any other qualified AIESEC member from the host Member Committee it can only be broken (i.e., the status of the EP and TN form can only be changed) with mutual agreement of the Member Committees from the EP and the TN forms given the following circumstances; 6.16(SE). The break of realizations between merged entities can be authorized by its Member Committee representatives standing for both, EP and TN form. 6.17(SE). The realization broken will be discounted from both countries! official results for the matter of the Membership Criteria. 6.18(SE). If there is any suspect of fake realization assigned by any AIESEC entity, this entity is responsible to track such realization and provide an official response in two (2) days maximum after receiving notification and follow the procedure bellow: a) If this entity accepted notification, AIESEC international should be informed and this realization should be broken without any penalties for this entity. b) If this claim was denied, however claiming entity still insist that realization was fake, this case may be directed to International Control Board that will release official case solution after investigation. (refer to Chapter 6 ICB). c) If the claim was proved and realization was officially announced as fake, entity that assigned this realization is automatically excluded from AIESEC entities for 1 year. MyAIESECnet. profile of such entity should be deleted from the system by relevant party.
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7.Preparation Policies 7.1(SE) Corresponding AIESEC entities are responsible provide the following Intern preparation services:
a) b) c) d)
Entity that should provide a service Sending Hosting Entity Hosting Entity MC ! ! ! ! ! ! !
"
Provide Basic AIESEC Knowledge Intern Goal-Setting Culture Shock Preparation Train on the Exchange Program Policies #
e) Send Link to Reception Wiki f) Provide Visa Assistance in terms of policy 6.2a(SE) g) Provide relevant visa and labor law information thorough Reception Wiki or other way h) Urge EP to purchase health/travel insurance i) Send key contact information/address j) Send key information on TN’s expectations k) Keep an updated reception wiki l)
Arrival pickup and bringing the EP to the first day of work
! !
$
! ! Recommended !
!
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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, history of the LC and country, and any other key information. Reception Wikis must be named “ENTITY-NAME | Reception Wiki” 3 This standard is a mandatory unless the hosting entity can explain to the EP and sending LC, with reasonable justification, why this standard is practically difficult for the LC to meet. In such cases, the hosting LC must send clear but detailed travel instructions for the intern’s arrival at least 10 days in advance of the intern’s arrival. Hosting LC is not liable for pickup if arriving information is not send more than one week before date of arrival. 7.2(SE) Intern is responsible for: a) Personal preparation about specific law policies of the hosting country. b) Personal cultural preparation based on information from hosting country wiki in myaiesec.net
8. Integration and Reception Policies 8.1(SE) The intern has a right to receive the following integration and reception services from Sending entity: a) Access to platform (e.g. forum, mailgroup, phone number ets.) for Intern to be able to communicate with sending LC during the whole period of internship for feedback, evaluation, information sharing etc. 8.2(SE) Intern has a right to get the following integration and reception services from Hosting entity(Hosting Entity is responsible to provide): Minimum General Services:
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a) To have individual responsible person (preferably TN manager) for providing overall services to the intern and facilitating the intern’s reception and orientation during the first month of the internship throughout the internship duration, unless otherwise specifically assigned. b) To have an access to platform (e.g. forum, mail group, phone number etc.) for intern to be able to communicate with Hosting Entity members during the whole period of internship. Minimum Logistical Services: c) To be Provided with reasonable options for accommodation depending on Intern’s interest and financial situation but always in accordance to national safety conditions and minimal requirements for accommodation on the Host Country. Where possible, this should be done prior to the intern’s arrival. d) Airport Pick up (refer to the policy 7.1.l(SE) ) e) Assistance to open a bank account if necessary and assistance in converting money to the local currency after Intern’s request. f) Provide information about location and guidance for use of routine or important services such as registering with a doctor, how to use emergency services, public transportation, laundry, groceries, hair salon, and pharmacy. (through myaiesec.net wiki or other sources) g) Provide Information on registration with relevant local authorities (through myaiesec.net wiki or other sources) h) Provide assistance in obtaining any essential service as electricity, water, gas and provide communication platform (stated in policy 8.2.q(SE) ) in case any inconveniences with these services take place. However, it is only recommended for Hosting Entity to provide information or assistance in obtaining Internet access or other communication system. i) Provide assistance in dealing with housing agreements and landlords if required by Intern. j) Provide specific safety information for the local city/neighborhood that are common knowledge to local residents. k) Provide assistance in the registration of each intern in the hosting country, within the timelines mentioned by the country's law. For this, the Hosting LC should communicate (including information on country wiki) the registration timelines and requirements to the Sending LC and intern as soon as the intern is selected. Minimum Work Orientation Services: l) Accompaniment to work on the first day and orientation provided to the organization and its policies (e.g. dress code), culture, and environment, unless stated otherwise. m) Setting expectations with the intern’s supervisor regarding expectations of the internship job role, unless it is stated in TN form already. n) Inform all the stakeholders involved about complaint and quitting/termination procedures (Section 6 ), integration plans for intern and frequency of communication/evaluation between the Organization and AIESEC. o) Get performance-related feedback from Organization or Hosting Entity on a regular basis throughout the internship Minimum AIESEC Integration Services: p) Introduction the local AIESEC reality and culture if Intern wants q) Provide communication platform for the intern to connect with other members of the LC (e.g. Local committee meetings/events); r) Provide opportunities for the intern to become involved in AIESEC activities related to their interests and goals if Intern is interested. Recommended Country/Cultural Integration Assistance: s) Information about places of interest for the intern to visit (at least though country wiki in form of website
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links) Local cultural norms, including those related to dress, greeting, and traditions and law policies (at least though country wiki in form of website links) u) Common mistakes of interns in the local environment (at least though country wiki t)
8.3. (SE) The Intern is responsible to: 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 internship. c) Officially register with the home embassy in the host country if their Home Country requires it. d) Behave in terms of cultural, religious, ethical norms, national or local law and other policies that exist in the country of internship; e) Take a proactive role in terms of informing Hosting entity about any situations or requirements; f) Inform Sending entity and take a proactive role If he/she wants to be involved in AIESEC activities during internship.
9. Re-Integration Policies 9.1(SE) The Sending Entity is responsible of informing the intern about existing reintegration opportunities in AIESEC. 9.2(SE) The Intern has a right to participate in existing re-integration activities of the Sending Entity. Re-Integration should include: a) The opportunity to debrief the experience with AIESEC in the Sending Entity; b) The opportunity to evaluate and review the intern’s goals and re-integrate into LC activities (if applicable) c) The opportunity to share the internship experience with other members of the LC, including outgoing interns 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
10. Complaint Procedure Policies 10.1(SE) In cases where the intern is unsatisfied with the internship or is not receiving adequate support from an AIESEC entity involved according to these policies, the Intern has a right: a) To raise the issue with the relevant party (organization or AIESEC Entity) according to the dispute resolution mechanism described in policy 10.3(SE) and play a proactive role in resolving the situation; b) To raise the issue with the relevant party (organization or AIESEC Entity) according to the policy and play a proactive role in resolving the situation in case; c) To receive a quick and prompt response on grievances from any stakeholder involved 10.2(SE).In case Organization or Hosting Entity submitted a grievance against intern, Intern is responsible:
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a) To respond quickly and take a solution-oriented attitude toward the situation; b) To participate actively together with the Organization and Hosting AIESEC Entity in discussions about performance in cases where the intern’s work performance comes into question. 10.3(SE) To raise an issue with Hosting AIESEC entity or TN Organization, the Intern must follow the dispute resolution process in the order outlined below: a) Step 1. (Internal Level): The Intern should inform the Hosting AIESEC entity and TN Organization and try to solve an issue privately with them. b) Step 2. (Local Level): If Step 1 has been tried and failed, the Intern 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 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 International Control Board for arbitration. Please refer to Supporting Document G of the International Compendium - Internal Control Board for details.
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