Standard Operating Procedures (SOP) Incoming Exchange GIP

2012/2013

Content What is ICX GIP? .. 1 What is ICX? 1

What is GIP? . 2 Jargon in ICX GIP . Getting Started! . Things to Prepare .. Understanding Corporate world .. 5 The process (Ra. Ma. Re) . 6 Raising 9 Matching .. 13 Realize..16 2 4 4

What is ICX GIP? What is ICX? ICX or incoming exchange is a functional in AIESEC that giving opportunity to the AIESECer from other countries for having a quality internship through GCDP or GIP with 3 processes that we called as Raising, Matching, and Realize

Raise

Match

Realize

As stated before, Exchange is divided into two programs, Global Community Development Program or GCDP, or Global Internship Program or GIP, therefore ICX also divided into two different functional, ICX GCDP and ICX GIP.

What is GIP? Global Internship Program or GIP is one of the exchange programs in AIESEC, unlike GCDP, GIP offers you opportunity to feel realinternational working experience with the company.

What ICX GIP Offers?

Unique experience offered to the youth (ages 17 30) Experience of a new culture Self-development Skills training Real, professional experience Preparation for the future

AIESEC Jargon Like other organization, there are several jargon that usually use by AIESEC, and in this case, we are more specific into ICX GIP Jargon, and here the jargon;

AIESEC Jargon in ICX

TN - trainee nominee EP - exchange participant GCDP- Global Community Development Program GIP Global Internship Program JQ - Job Questionnaire MT - Management Traineeship ET - Educational Traineeship TT - Technical Traineeship

Getting Started! Things to prepare These are the things that ICXer to do before we start the processes and this are the list

Your AIESEC e-mail address o yourfirstname.yourlastname@aiesec.net -> you can get it when youre register in myaiesec.net Your Skype ID (+ Laptop that have Webcam, speaker, and microphone) Ra Ma Re and XPP (Exchange Program Policies) Knowledge Access to Exchange Documents o Acceptance Note (AN), Invitation Letter, Visa Manual, etc. Contact Details Research on Exchange Performance and Characteristics of Different AIESEC Countries

Beside those things, you should also prepare yourself, because you will be facing the companies which are the professionals! So, it is really important for you to understand the real world out there, yes, the corporate world.

Understanding the corporate world Corporate world is something that we really need to understand before we are approaching them. For us who are mostly student must be blind for what inside the corporate world? What should we do when we have meeting with them? And how can we achieve our deal with those corporate? You dont have to understand all of it, but still it is important to know how corporate people are working. Therefore here some basic things before meet the corporate:

Exhibiting a professional and mature attitude Demonstrating consistency and promptness Coordinating with officers of corporations Maintaining positive relationships Planning efficiently in order to meet deadlines Thinking creatively and resourcefully

Raise Match Realize The Process Raise, match, and realize, are the three main activities in ICX. Where generally raise is the process to make the TN available, match is the process where EP accept the TN and so does the TN accept the EP, and realize is the process where EP already in the host country and maintaining the quality of TN and EP.

Job Description Development Signing

Contact

Uploading of TN Form

PreArrival Preparation s

Expectatio n Setting

Matching the TN Form

Integration & Constant Communicatio n

Evaluation and Exit Interviews

Contract Renewal

Raise

Market Research & Segmentation

Call and Proposal

Sales Meeting

Deal

Follow up

Market Research & Segmentation You should do a market segmentation first related to the specific economic/industrial area you want to focus on. In a general way, Market Research & Segmentation is about identifying the specific segments of a determinate market which is potential for AIESEC sales and for getting partnerships, based on some criterias and indicators. In operational terms, its about defining the criterias and indicators that will serve us to group companies and organisations, based on that criterias we will define what companies and organisations meet the ideal conditions to be partners of AIESEC (potentially), based on the characteristics of our product and our operations cycle.

Some of the criterias you can use to develop your MR&S: 1. Competitiveness among players (Generally, the industries where companies competition is more severe the players are searching for high talents, innovative solutions and new prospectives) Market Size & Value (The importance of the market and scale) CSR Programs (are companies investing on CSR programs? It use to be good for AIESEC sales) Expected Market Growth in the next year (Identifying the potential investment flow) Positive hiring Trend (Hiring more people, strong demand for bigger quantity of people, etc) Call and Proposal When you want to do the call, get a list of what points you should tell so if you get nervous, you can continue your call as if nothing happens. Also remember to do the call in a closed room to avoid strange sounds; do not try to sell AIESEC XP at the call moment and never give the cost of our program! For that is the sales meeting. Try to get the sales meeting. If you cannot reach the person you are looking for, you keep trying, never giving up, is the most important Getting ready for the sales meeting When you have obtained the meeting, check the details needed to succeed in that meeting: confirm the address, the meetings hour and the contact. Then prepare the correct proposal for that possible partner and investigate a little more about it so you can have enough information to use in your favor to ensure that TN taker.

2. 3. 4. 5.

10

Some materials that could be very useful for you to present during the meeting: Specific proposal for the organization BCPs of your LC with other companies or from other LCs/MC Recommendation letters (from your partners/alumni or from other LCs) Examples of CVs of EPs A generic document explaining the exchange process Job Questionnaire and contracts Sales Meeting Some suggestions: Be punctual Talk about local, regional and global partners and kind of partnerships Do not forget your support material (mentioned in the previous point) Icebreaker (you can ask about the weather or some nice question before to start selling) Define what AIESEC is, our product, our vision, our values, etc. Benefits for him (no matter if its a company or NGO, they need to know why it important for them to buy our product) Listen!! (ask and listen!, so, you can know their necessities and prepare a really interesting product for them) Define next steps (next meeting, materials you are going to send them when-, contracts, etc) Never leave a meeting without clear next steps. Follow up the key phase to ensure a partnership! One of the main reasons why AIESEC dont close a negotiation is because AIESEC members give up too quickly or because they do not give proper follow up to organizations. For organizations, after you have had the first meeting with them, they will go through a phase of evaluation and decision making; they will review your proposal with other people within the company, etc. thats why you have to be really careful and disciplined, send any material or information they ask you (if possible), but most

11

important: do it on time! For companies its not just important the product itself, but also who is going to be responsible for delivering that product, they will check if you are capable to deliver what you sold them, if you inspire trust, and then, they will take the final decision. During this phase, which is crucial to close a deal, I recommend you to stay in contact with the organization, send emails constantly, make phone calls to check if they need anything else from you, and show real interest on having them as partners. Also, offer new things, do not send an email just to ask for a final decision, but also to offer new things: Presence in your website, in your recruitment materials, in your learning days, etc, so you can encourage them to close the deal! Closing the deal! In order to formalize the partnership with the organization, you have to sign every contract and JQ. You have to sign 2 contracts: the first will be for AIESEC and the other one will be for the company Contract will be responsible to ICX members, and must be confirmed to finance functional 2 days before signing contract with company and ask for stamped to finance functional at that day. Expectation setting is very important on this phase: Be sure to define a timeline with company before to sign the contracts: When you are going to send them CVs and how many CVs you are going to send, interview and selection process, VISA procedures, etc. so they do not have wrong expectations during the upcoming phases.

12

Match

Fee payment and registration

Start Communication with your main supplier

Developing virtual promotional

Logistic before trainee's arrival

Trainee selection and matching

Prescreening

Fee payment revision and registration This has to be done in collaboration with your LCVP F or LC Finance assigned member and with your MC Director ICX G I P and MCVP F so the fee payment has already been registered and then the TN status can be changed from New to Available (remember that you only have 30 days to change the form from New to Available, after this time your TN will go to rejected automatically). Start communication with your main suppliers After having your TN in available, send an email to your main suppliers, for CEE use to be: Germany, Netherland, Romania, Spain and other European country, but we strongly encourage you to send an email also to Other GN LCs, for double realizations!

13

Developing advertising

virtual

promotional

material

and

mass

Work on developing materials to promote your TN by SPAMS, LC Wiki, TN Search Tool or other kind of promotion materials to get your TN matched as quickly as possible. Then use e-mail distribution lists or contacts within your MC or other LCs to contact possible supply sources. Prescreening and Profiles presentation Once you have the enough number of applicants (usually one week of promotion is ok, but Itll depend on supply and demand), you need to go through every CV to select the most suitable profiles for the organization. You have to send to your TN Taker 3 CVs minimum and 5 maximum. During this time you have to stay in contact with the candidates to ensure any of them abandons the selection process, ask them the Acceptance Note if necessary. With your TN Taker, be sure to get an answer from them in the next 8 days (ANs duration), otherwise they could lose the applicants. Trainee Selection and Matching! During selection process you should be able to coordinate the entire process to select the ideal trainee for your TN Taker, so you ensure maximum satisfaction from your partner. As part of this process you could be responsible for: Schedule the interviews between company and trainee (according to companys possibilities) Ask for any information/document required for the organisation to select the final trainee Once the organization has made a decision, you have to exchange Acceptance Notes, first ask to the trainee his EP Acceptance Note, it has to
14

be printed and signed by the trainee, then you have to send the TN acceptance note signed by you or your VP and the companys responsible Now, you can assign the match in the system Congratulations! (You can do it through TN Match Monitor or Assign Quick Match Options in MyAIESEC.net) Logistic before Trainees arrival During this phase you should ensure communication between trainee and organizations, you could send information about the company, the job, etc, in such way that trainee starts to adapt to his future place of work in prearrival meeting. During this stage is very important that you have clear and open communication with your organization and trainee. With your organization in order to clarify any issue regarding to Visa procedures, and with your trainee to clarify these issues: 1. Expectations setting according to the service your LC will provide him 2. Ask for International Medical Insurance 3. Sign the contract between AIESEC and Trainee 4. Important documents 5. Assign buddy, hot contact list, Pre-Arrival survey, temporal accommodation, etc.

15

Realize Reception activities Expectation setting

LC Induction

Pre Traineeship's End Meeting

Regular progress Meeting

Measurement survey

Re-Raising

Reception activities accommodation, city tours).

(airport

pick

up,

temporal

Remember that all the reception activities are essential for trainees; remember that AIESEC is in many cases the only contact that trainees will have during their first days in your city! Think about how would you like to be welcomed when you are in other country and give the same attention to your trainee! Picking up process is coordinated by Talent Reception Manager. Two days before the intern arrived in Jakarta, manager should contact him/her by email to confirm all logistic and documents needed. (more detail explained in Talent Reception Booklet) Accommodation must be prepared 3 months before realization date, and must be confirmed to the host dorm 1 months before realization date.

16

LC induction (Trainees Incoming Preparation Seminar).

Community,

LCs

community,

Presenting your new trainee to other trainees that already has your LC or are in your city (from other LCs) will do a more enjoyable experience because he/she will have some people that are at the same situation than he/she. Expectations setting meeting with company (Job Description, Timings, Payment, Work Culture, Trainee Minimums Delivery Expectation, and other issues). This meeting as being the initial one, youll be having all the specific details that the TN taker as the trainee will be committed to respect. This also affects you as AM and your LC performance and image as other potential partners. Be sure that you have all the information you need to provide good servicing and tracking for both trainees and organization. Some information you should know and clarify: Minimum working conditions Payments (when you need to pay to the trainee and when you company is going to pay you, in the case of Chile) Exact invoice/billing date (in order for you to receive the payment on time, for chile) Trainee vacations must be using Holiday Agreement Present all the information required by the company (some companies needs proof around international medical insurance, proper type of visa, university certificates, certificate of University Degree, etc) Measurement Surveys (Development + Maintenance) You have 2 types of surveys: More than 90 days and less than 90 days:

17

Less than 90 Days: You will only apply the ones that are named TN3 (for organizations) and TR3 (for trainees) More than 90 Days: You will apply 2 surveys: 1) the one that is named TN1 and TR1 after one third of the exchange. 2) TN2 and TR2 at the end of the internship. You have to apply these surveys physically; you cannot send them by email or any other channel. Regular progress meetings(development to TN, Maintenance to EP) These meetings will ensure a minimum of communication between you and your organization, in such way that we accomplish the minimum quality standards in our internships. These meetings will aims to detect any inconvenience or problem during the internship, so we can solve any problem to ensure the satisfaction of the trainee and the company. These meetings will be intended to receive feedback about the performance of the trainee and the level of AIESECs service, but also to propose new ways of cooperation with the organization, new TNs, events participation, etc.

Pre Traineeships End Meeting output/case studies (Maintenance)

discuss traineeship

This meeting has as main objective to get all the info about the almost ending traineeship. See how it can be improved by the partner or by the possible next trainee. Also you can a proposal to expand the account or collaborating in other things related to AIESEC. Re-Raising and/or partnership expansion (Development) A strong and constant partnership benefits both, the partner and the LC/MC. When the first stage of the relationship is about to end you can/should propose your actual partner to either re-raise and/or expand the involvement of its participation in AIESEC. Remember that we do not
18

only offer internships but other kind of partnerships as well as participation in different activities.

Making case study of the traineeship Depending if this traineeship was successful or not you can do a Best Caste Practice with it. If it had some failures within the traineeship, focus on them, analyze them and see ways of how you can resolve and prevent them for the next time with this partner or with other new or current ones!

19