04 - Exchange Process Standards by Claire Fuerte

Exchange Process Standards This document outlines the minimums required to execute specific areas of the exchange process directly related to the International Exchange Policies. This is not a „how to‟ guide but an overview of what must happen at various stages of the exchange process.

TN Job Questionnaire The Job Questionnaire, the Statement of Understanding and the National Contract (see Appendix B of the Statement of Understanding) must be fully completed and signed by the organization and an AIESEC representative before the information is entered into MyAIESEC.net. In particular, “Internship Description and Details” from the Job Questionnaire must be completed in detail. Please refer to the X Form Education Materials to understand how to complete all parts of the Job Questionnaire.

EP Selection

Review Board interviews

Pre screen Application

online or paper based application used to determine the intern’s matchability.

A Review Board must consist of at least two individuals. At least one individual must be a representative from an external organization preferably relevant to the academic background of the intern. This individual must be a representative from university, the corporate sector, non-profit sector, or public sector. The second may be an experienced AIESEC representative.

The selection process for an internship application must include, at minimum, the following: 1. Pre-screen application The pre-screen application is an online or paper based application used to determine the intern‟s matchability. 2. Review Board interview Member and Local Committees shall screen their internship applicants through a Review Board. The applicant must demonstrate the following:  Understanding of the role of the Exchange stage in the AIESEC experience (This normally is explained during recruitment and/or induction sessions)  Professional and personal goals for the internship  Language proficiency in English and/or any other language necessary for internships

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Academic and/or working qualifications and skills suitable to his desired type of internship (ex. An intern who wants to go on a DT internship has suitable qualifications) Final review of matchability with respect to qualifications and the types of internships available Demonstration of leadership competencies and experiences

A Review Board must consist of at least two individuals. At least one individual must be a representative from an external organization preferably relevant to the academic background of the intern. This individual must be a representative from a university, the corporate sector, non -profit sector, or public sector. The second may be an experienced AIESEC representative.

Preparation- Intern

Pre-departure overseas preparation is crucial to the success of an internship. Every EP that has been selected for an internship must have the following preparation before going abroad: 1. 2. 3. 4.

AIESEC preparation Logistics preparation Cultural preparation Professional preparation

Both the Sending LC and Hosting LCs are responsible for preparation of the Intern. The Sending LC must facilitate general preparation for an intern going overseas. The Hosting LC must provide country-specific preparation as well as be ready to receive the Intern and orient him/her to the local environment. The two LCs should communicate their preparation plans with each other to ensure the intern has undergone a comprehensive preparation. 1. AIESEC Preparation EPs should have the following preparation related to AIESEC.  All interns must have passed through a structured induction process.  Relevance of exchange to the AIESEC Way and What we Envision  How to be an AIESEC ambassador- in the workplace and host country  Expectations for AIESEC involvement in the host LC  Understanding of the Exchange Policies, complaint procedures, and contractual obligations  Managing MyAIESEC.net exchange tools  Overview of the exchange measurement system and/or evaluations  Set and review personal goals for the internship SENDING LC The Sending LC is responsible to provide general AIESEC related preparation. The HOSTING LC The Hosting LC is responsible to prepare the intern for integrating into the local AIESEC reality. The Hosting LC‟s AIESEC preparation should begin with basic information prior to arrival but should be more in-depth once the intern arrives in the destination country. 2. Safety and Logistics Preparation EPs should be made aware of the necessary preparation in order for safe and smooth travel to their destination including:  Health and Travel Insurance Interns must be informed of the importance of and need to purchase comprehensive and adequate health, travel, and liability insurance even if those

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are not required for obtaining VISA or work permit. Interns should communicate with the Host LC to verify the specific types of insurance required and methods of purchase. Work Permit and Visa Interns are responsible for applying for their visa and work permit. The Host LC must provide all documents necessary for application. The intern is responsible to provide all personal documents such as passport, academic letters, etc. Note that several member countries are required to sign an EP - Host LC or EP TN Contract in order to issue visas and work permits. If this is the case, Hosting LC must coordinate the execution of that contract. Safety Precautions The intern should be informed of the national safety conditions and basic safety precautions as advised by the national Host Country‟s safety standards.. The intern should also be informed to keep updated of any relevant national government advice in relation to the destination. Host LC must also inform the Intern about minimal requirements for accommodation on the destination country according to the national Host Country safety standards. The intern should be informed that it is his/her responsibility to be aware of the laws of the destination country. He/she should refer to the country‟s embassy or government website for travel specific information. Liability details are found in the Statement of Understanding of the present document.

SENDING LC The Sending LC is responsible to provide general logistical preparation for living and working overseas. The Sending LC may also refer the intern to general sources of information relevant to the specific country. HOSTING LC The Hosting LC is responsible to prepare the intern for living and working in the destination country. The Hosting LC should provide more specific information relevant to the local laws and issues. 3. Country and Cultural Preparation EPs should be prepared for the cultural experience on their internship this have to be done in cooperation between Sending and Hosting LC, and is including at minimum:  Information on culture shock  Resources to find information on the host country/territory  Effective cross-cultural communication  Being an ambassador of his/her country of origin and/or the home country information, presentations, etc.  Overview of cultural norms in the destination country/territory.  Basic knowledge of the destination country/territory in the areas of history, politics, economy, social issues, etc. SENDING LC The Sending LC is responsible to provide general preparation for living and working overseas. The Sending LC may refer the intern to general sources of information relevant to the specific country. HOSTING LC The Hosting LC is responsible to prepare the intern for living and working in the destination country. The Hosting LC should provide more specific information relevant to

the local country and culture (It is advisable for LCs to build a Reception Package with all the information interns may require and send it to them before their arrival). 4. Professional Preparation Interns must be provided with an understanding of the professional environment in which he/she will work in the host country. The intern must be prepared for:  Working in the specific business culture of the host country  Introduction to the organizational culture of the TN (where possible)  Working in the specific industry or type of organization (for example, working in an SME vs. a MNC) SENDING LC The LC should introduce the intern to the concept of preparing oneself for different working conditions. Provide general information on working in different types of organizations (ex. Small NGO vs. large NGO or NGO vs. business). HOSTING LC The Hosting LC should provide specific information on the local business culture and where possible, the organizational culture of the host TN. The LC should also provide information on the general work environment or expectations of various industries or types of organizations. For example, what can a foreign intern expect from an SME in Thailand vs. an MNC in Thailand?

Preparation- Organization The Hosting LC must provide each TN with adequate orientation to AIESEC and preparation to receive and integrate a foreign intern. This preparation shall be delivered specially to the person who is going to work directly with the intern (his/her boss or supervisor) and, if possible, to his/her future near colleagues) and shall include: 1. Country preparation  Basic information about the intern‟s home country 2. Cultural preparation  Overview of cultural differences that may impact working relationships  Information on the culture and business culture of intern and highlight areas of difference and potential conflict 3. Intercultural preparation  Information about culture shock and how to support an intern  Understanding of effective cross-cultural communication techniques 4. Work preparation The hosting LC will review the following with a TN representative:  Complete the Pre-Exchange Expectations questionnaire  Review and confirm the job description of intern  Prepare an orientation/training for intern that includes a tour of the workplace, introduction to colleagues and supervisor, overview of workplace policies and regulations, discussion of performance evaluations, and any additional information required to perform the intern‟s designated job role.  Confirm details of the working environment such as schedule, office infrastructure, etc.  Clarify any pre-arrival preparation to be completed by intern prior to beginning his/her work  Confirm the date and time of the first day of work

Reception Reception occurs within the first few weeks of an intern‟s arrival in the host country. Preparation for reception may begin before the intern‟s arrival. SENDING LC The Sending LC must communicate with the intern and Hosting LC throughout the internship, particularly during the first 4 weeks of the internship, where the intern is still in his reception and adaptation phase. HOST LC It is the responsibility of the AIESEC Hosting LC to facilitate the intern‟s reception and orientation during the first month of the internship as well as facilitate ongoing communication. The responsibilities of the hosting LC include at minimum: 1. The hosting LC shall select one person in the LC to act as the individual responsible for providing overall services to the intern. This individual (often called TN Buddy or Reception Officer) should be identified once the internship is matched in order facilitate communication with the intern prior to arrival. 2. Note that several member countries are required to sign an EP/Host LC or EP/TN Taker Organization Contract in order to issue work permits. If this is the case, Hosting LC must coordinate the execution of that contract. 3. Logistical Services- The Host LC shall provide logistical services for the intern before and upon arrival of the intern. These services include at minimum:  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.  Pick up at the airport/train/bus station by the AIESEC host LC.  Assistance to open a bank account if necessary and assistance in converting money to the local currency.  Provide orientation to the 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.  Provide details on registration with relevant local authorities  Provide assistance in obtaining any essential service as electricity, water, gas, etc, and in what to do if any inconvenient with these services take place.  Assistance in obtaining Internet access or other communication system.  Provide assistance in dealing with housing agreements and landlords if required.  Specific safety precautions for the local city/neighbourhood that are common knowledge to local residents.  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 the registration timelines and requirements to the Sending LC and intern as soon as the intern is selected. 4. Work Orientation- the Hosting LC should introduce the intern to the host TN and local business culture through at minimum:  Accompaniment to work on the first day and orientation provided to the organization and its policies, culture, and environment.  Setting expectations with the intern‟s supervisor regarding expectations of the internship job role.  Set clear expectations between AIESEC, the organization, and intern of complaint and quitting/termination procedures, integration plans for

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intern, opportunities for TN involvement, and frequency of communication/evaluation between the TN and AIESEC. Provide information on and orientation to appropriate conduct and dress in the workplace.

5. AIESEC Orientation- the Hosting LC should help the intern integrate into the LC by providing AIESEC orientation/induction to the intern. This induction shall include at minimum:  Introduction to the local AIESEC reality and culture  Review of the intern‟s goals  Introduction to local issues and provide a forum for challenging worldview activities  Provide opportunities for the intern to connect with other members of the LC  Provide opportunities for the intern to become involved in AIESEC activities related to their interests and goals.  Introduce the intern to mentorship and support the intern to find a mentor inside/outside AIESEC.  Set clear expectations between the intern and host LC for involvement, reception activities, services, etc.(Note that there are some interns more independent than others; some of them may like to have an active participation in AIESEC activities, others not; also, some may have received a different impression about AIESEC that the one is given by your LC, etc)  Review the pre-departure measurement evaluation done by the intern and act on any necessary follow up. 6. Country/Cultural Orientation- Upon arrival, hosting LC should provide the intern with an orientation to the local culture and business culture. This should include at minimum:  Information about places of interest for the intern to visit  Local business culture and conduct in a professional setting, including information on hierarchy, appropriate attitudes towards elders or superiors, etc.  Common mistakes of interns in the local environment  Local cultural norms, including those related to dress, greeting, and traditions

Integration While physical integration is the main responsibility of the Hosting LC, the Sending LC plays a crucial support role for the intern. SENDING LC The responsibilities of the Sending LC include:  Regular communication with the intern and facilitating communication between the intern and the LC  Conducting periodic evaluations and acting upon the feedback HOSTING LC To support intern integration to the local environment and LC, the Hosting LC must provide:  Opportunity to create and review with the intern, their goals for the internship and learning plans and results  Opportunity for the intern to be proactive in the LC to organize activities relevant to his/her interests.

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Resources for the intern to access for involvement in the local community, related to topics he/she is interested in. Inform the intern of evaluations and have physical meetings to review the evaluation results Invite the TN to relevant AIESEC activities, events, and opportunities

Re-Integration

Re-integration is primarily a responsibility of the Sending LC. HOSTING LC The Host LC may support an intern‟s re-integration by involving him/her in the local LC‟s re-integration activities in preparation for his own re-integration. SENDING LC It is primarily the responsibility of the AIESEC Sending LC to provide support to interns returning from their internship (a.k.a. returnees). Re-Integration must include:  Opportunity to debrief the experience with AIESEC in the home/host country  Opportunity to evaluate and review the intern‟s goals and re-integrate into LC activities (if applicable)  Opportunity to share the internship experience with other members of the LC, including outgoing interns  Information about reverse culture shock and how to cope with it  Information on how to utilize and position the international exchange experience in a professional resume and in the local job market in general