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

A Review Board must consist of

at least two individuals. At least
Pre screen Review one individual must be a
Application Board representative from an external
interviews organization preferably relevant
to the academic background of
the intern. This individual must
be a representative from
university, the corporate sector,
online or paper based non-profit sector, or public sector.
application used to The second may be an
determine the intern’s experienced AIESEC
matchability. 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. AIESEC preparation
2. Logistics preparation
3. Cultural preparation
4. 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

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 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

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 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

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