Aiesec Phes Compendium Natcon 2013

AIESEC Philippines Foundation, Inc. NATIONAL COMPENDIUM

AIESEC Philippines National Congress January 2013

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CONTENTS

I – CONSTITUTION ..................................................................................................................... 7

1.1. NAME ..................................................................................................................................................... 7

1.2. AIESEC Way and Philosophy .............................................................................................................. 7

1.3. MEMBERSHIP ....................................................................................................................................... 8

1.4. ORGANIZATIONAL MANAGEMENT .................................................................................................... 8

1.5. POWERS AND DUTIES ........................................................................................................................ 9

1.6. RESIGNATION .................................................................................................................................... 10

1.7. IMPEACHMENT AND SUCCESSION ................................................................................................. 10

1.8. MEETING ............................................................................................................................................. 11

1.9. AMENDMENTS TO THE CONSTITUTION AND DISSOLUTION ..................................................... 11

1.10. ACCOUNTABILITY AND CONTINUITY .......................................................................................... 12

II. STANDING ORDERS ............................................................................................................... 13

2.1. CHAIR .................................................................................................................................................. 13

2.2. ROLL CALL .......................................................................................................................................... 13

2.3. QUORUM ............................................................................................................................................. 13

2.4. VOTATION .......................................................................................................................................... 13

2.5. MINUTING ........................................................................................................................................... 14

2.6. ALLOCATION OF WORKING PAPERS .............................................................................................. 14

2.7. REPRESENTATION ............................................................................................................................. 14

2.8. MOTIONS ............................................................................................................................................ 14

2.9. AMENDMENTS .................................................................................................................................... 15

2.10. ORDER OF PRECEDENCE ................................................................................................................ 16

2.11. POINT OF ORDER ............................................................................................................................ 16

III. EXCHANGE POLICIES ............................................................................................................ 18

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3.1. GENERAL POLICIES ........................................................................................................................... 18

3.2. INTERNSHIP DEFINITION ................................................................................................................ 18

3.3. ELIGIBILITY ........................................................................................................................................ 20

3.4. MYAIESEC.NET POLICIES ................................................................................................................. 21

3.5. Selection and Pre-Match Policies for Interns and Organisations ................................................. 22

3.6. MATCH POLICIES ............................................................................................................................... 26

3.7. Acceptance Procedures ..................................................................................................................... 28

3.8. Post-Match Policies ............................................................................................................................ 29

3.9. MEASUREMENT .................................................................................................................................. 32

3.10. FEES .................................................................................................................................................. 33

3.11. HOUSING FOR INTERNS ................................................................................................................ 35

3.12. SANCTIONS ...................................................................................................................................... 36

3.13. NATIONAL EXCHANGE PARTNERS ................................................................................................ 37

3.14. MC INTERNS ..................................................................................................................................... 38

IV. QUALITY STANDARDS ........................................................................................................... 40

4.1. TN JOB QUESTIONNAIRE ................................................................................................................. 40

4.2. EP SELECTION ................................................................................................................................... 40

4.3. PREPARATION – INTERN ................................................................................................................. 42

4.4. PREPARATION – ORGANIZATION ................................................................................................... 44

4.5. RECEPTION ......................................................................................................................................... 45

4.6. INTEGRATION .................................................................................................................................... 47

4.7. RE-INTEGRATION .............................................................................................................................. 48

V. FINANCIAL REGULATIONS ...................................................................................................... 49

5.1. GENERAL ............................................................................................................................................. 49

5.2. BUDGET ............................................................................................................................................... 50

5.3. DEBT RECOVERY ............................................................................................................................... 51

5.4. REVIEW OF BOOKS ........................................................................................................................... 51

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5.5. VIOLATIONS AND SANCTIONS ........................................................................................................ 52

5.6. FINANCE AUDIT TEAM ...................................................................................................................... 52

5.7. NATIONAL FINANCE POLICIES ............................................................ Error! Bookmark not defined.

VI. ER POLICIES ......................................................................................................................... 56

6.1. MARKETING GUIDELINES ................................................................................................................ 56

6.2. MARKETING PROCEDURES .............................................................................................................. 60

6.3. BRANDING .......................................................................................................................................... 61

6.4. ALUMNI RELATIONS .......................................................................................................................... 65

6.5. VIOLATIONS AND SANCTIONS ........................................................................................................ 66

VII. PROJECTS ........................................................................................................................... 69

7.1. GENERAL ............................................................................................................................................. 69

7.2. GUIDELINES ....................................................................................................................................... 69

7.3. DOCUMENTATION ............................................................................................................................. 71

7.4. VIOLATIONS ....................................................................................................................................... 72

VIII. COMMUNICATIONS ............................................................................................................. 74

8.1. Branding .............................................................................................................................................. 74

8.2. Branding guidelines ........................................................................................................................... 74

8.3. BRAND MANAGEMENT ...................................................................................................................... 74

8.4. AIESEC TRADEMARK ......................................................................................................................... 74

8.5. Online Channels ................................................................................................................................. 75

8.6. media management ........................................................................................................................... 76

8.7. internal communication ..................................................................................................................... 76

8.8. BRAND PROTECTION ........................................................................................................................ 76

8.9. SANCTIONS AND VIOLATIONS ........................................................................................................ 77

IX. LOCAL COMMITTEE MEMBERSHIP .......................................................................................... 79

17.1. DEFINITIONS ....................................................................................... Error! Bookmark not defined.

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17.2. SCHEDULES of changes in status ...................................................... Error! Bookmark not defined.

17.3. Universities or colleges WHO are applying for membership (Expansion Initiatives) ....... Error! Bookmark not defined.

17.4. FOR EXPANSION INITIATIVEs WHO WANT TO BECOME EXTENSION LCs ..... Error! Bookmark not defined.

17.5. EXTENSION LCs WHO WANT TO BECOME FULL MEMBERS ......... Error! Bookmark not defined.

17.6. EVALUATION OF FULL MEMBERS ..................................................... Error! Bookmark not defined.

17.7. EVALUATION OF OTHER ENTITIES (EXPANSION INITIATIVES, CONTACT INSTITUTIONS, AND EXTENSION LCs) ...................................................................................... Error! Bookmark not defined.

17.8. MOTIONS AND SANCTION FOR NON-COMPLIANCE ...................... Error! Bookmark not defined.

17.9. DISBANDED LCs WHO WANT TO REAPPLY ................................................................................. 84

17.10. LOCAL COMMITTEE STATUS ........................................................... Error! Bookmark not defined.

17.11. RIGHTS AND RESPONSIBILITIES ................................................... Error! Bookmark not defined.

X. QUALIFICATIONS OF OFFICERS FOR THE MEMBER COMMITTEE AND LOCAL COMMITTEE .......... 79

18.1. MEMBER COMMITTEE PRESIDENT ............................................................................................... 85

18.2. MEMBER COMMITTEE VICE-PRESIDENT ..................................................................................... 86

18.3. LOCAL COMMITTEE PRESIDENT ................................................................................................... 86

18.4. EB member ....................................................................................................................................... 86

18.5 national support team ...................................................................................................................... 87

XI. ELECTION PROCEDURES ....................................................................................................... 89

19.1. VOTING PROCEDURE ...................................................................................................................... 89

19.2. INCORRECTLY FILLED OUT BALLOT PAPERS ............................................................................. 89

19.3. COUNTING THE VOTES FOR A SINGLE CANDIDATE ................................................................. 90

19.4. COUNTING THE VOTES OF MULTIPLE CANDIDATES ................................................................ 90

19.5. ANNOUNCING THE RESULT ........................................................................................................... 90

XII. MEETINGS MANUAL ............................................................................................................. 91

20.1. NATIONAL MEETINGS ......................................................................... Error! Bookmark not defined.

XIII. LC MEMBER EDUCATION AND TRAINING ............................................................................. 97

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21.1. GENERAL ........................................................................................................................................... 97

21.2. LOCAL COMMITTEE LEARNING CYCLE ........................................................................................ 97

21.3. MEMBER RECRUITMENT AND APPLICATION PROCESS ............................................................ 97

21.4. MEMBER SELECTION INTERVIEW ................................................................................................ 98

21.5. QUALIFICTION OF ACCEPTED MEMBERS .................................................................................... 98

21.6. MEMBER TRAINING AND DEVELOPMENT .................................................................................... 98

21.7. MEMBER EVALUATION ................................................................................................................... 98

XIIII. LIMITED MOTIONS AND MANDATES ............................ ERROR! BOOKMARK NOT DEFINED.

APPENDIX A: CODE OF ETHICS ................................................................................................. 100

APPENDIX B: LC FINANCE POLICIES AND PROCEDURES ............................................................. 108

Section 1 GENERAL ACCOUNTING PROCEDURES .............................................................................. 108

Section 2 CHART OF ACCOUNTS ........................................................................................................... 109

Section 3 ACCOUNTING BOOKS AND FORMS ..................................................................................... 110

Section 4 MINIMUM STANDARDS – SYSTEM FOR COLLECTIONS AND DEPOSIT ......................... 111

Section 5 MINIMUM STANDARDS – SYSTEM FOR EXPENDITURES AND DISBURSEMENTS ........ 112

Section 6 FINANCIAL REPORT AND AUDIT ......................................................................................... 114

Section 7 BOARD OF TRUSTEES ........................................................................................................... 115

Section 8 RESERVE POLICIES ................................................................................................................ 115

APPENDIX C: EXTENDING – EXTENSION LC GUIDE .................................................................... 116

APPENDIX D: BOARD OF ADVISORS PRINCIPLES ....................................................................... 118

APPENDIX E: DEBT MANAGEMENT POLICIES AND PROCEDURES ................................................. 121

APPENDIX F: PROVISIONS FOR DEALING WITH TERM PLANNING AND GEOGRAPHICAL SEPARATION ............................................................................................................................... 124

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I – CONSTITUTION

1.1. NAME

Article 1: The name of the Association shall be AIESEC. AIESEC Philippines Foundation, Inc. hereafter shall be referred to as AIESEC in the Philippines

1.2. AIESEC WAY AND PHILOSOPHY

Article 2: AIESEC is a global, non-political, independent, not-for-profit organisation run by students and recent graduates of institutions of higher education. Its members are interested in world issues, leadership and management. AIESEC does not discriminate on the basis of race, colour, gender, sexual orientation, creed, and religion, national, ethnic or social origin.

Article 3: VISION: Peace and Fulfillment of Humankind’s Potential

Article 4: VALUES: Activating Leadership

We lead by example and inspire leadership through actions and results. We take full responsibility for developing the potential of other people.

Demonstrating Integrity

We are consistent and transparent in our decisions and actions. We fulfill our commitments and conduct ourselves in a way that is true to our ideals.

Living Diversity

We seek to learn from the different ways of life and opinions represented in our multicultural environment. We respect and actively encourage the contribution of each individual.

Enjoying Participation

We create a dynamic environment by active and enthusiastic participation of individuals. We enjoy being involved in AIESEC.

Striving Excellence

We aim to deliver the highest quality performance in everything we do. Through creativity and innovation, we seek to continuously improve.

Acting Sustainably

We act in a way that is sustainable for our organisation and society. Our decisions take into account the needs of future generations.

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Article 5: OUR IMPACT Our international platform enables young people to explore and develop their potential to provide leadership for a positive impact on society.

Article 6: The Way AIESEC provides its members with an integrated development We do It: experience comprised of leadership opportunities, international

internships and participation in a global learning environment

1.3. MEMBERSHIP

Article 7: Membership to AIESEC in the Philippines shall be by Local Committees.

A Local Committee, hereinafter referred to as LC, shall consist of exchange participants, trainees, and students who are enrolled in institutions of higher learning which offer degrees in economics, management and/or business.

Prior to being granted membership, any applicant must fulfill the requirements stated in the Compendium.

Each Local Committee must have a constitution carried.

1.4. ORGANISATIONAL MANAGEMENT

Article 10: The organisation’s corporate powers, business, and property shall be exercised, conducted, and controlled, respectively, by the Board of Directors, which is composed of the Member Committee Executive Board and the Chair of the National Board of Advisers.

The National Executive Board, hereafter referred to as the NEB, shall be the executive and supervisory entity of AIESEC in the Philippines. It shall be composed of the Member Committee President, the Member Committee and the LC Presidents (LCPs) of Full Member LCs.

Member LCs may be granted voting rights during the NEB meetings by a simple majority consensus of all voting entities.

Article 11: The Member Committee, hereafter referred to as the MC, shall be composed of the following officers:

• Member Committee President • Vice-President for Incoming Exchange • Vice-President for Outgoing Exchange • Vice-President for External Relations • Vice-President for Finance and Legal • Vice-President for Business Development • Vice-President for Communications • Vice- President for Projects

The Member Committee Officer with electoral voting rights is the Member Committee Vice-President designated by the MC.

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Article 12: The Member Committee Board of Advisers, hereafter referred to as the MCBOA, shall serve as the advisory and guiding entity of AIESEC in the Philippines.

Members of the MCBOA shall consist of representatives from the business, government, and private sectors as deemed necessary to promote AIESEC in the Philippines’ cause.

No member of the MCBOA shall be connected with tobacco companies, arms manufacturers and/or companies involved in illegal activities.

Article 13: An LCP forfeits his/her right to vote in the event of his/her absence or candidacy. In such a case, he/she may appoint a proxy from his/her LC.

Article 14: In the event that a vacancy remains for any of the positions to be elected during the National Legislative Meetings, the NEB shall be conferred emergency powers to call for special elections by a two-thirds (2/3) majority vote.

The NEB shall decide on the final date of submission of requirements and of special elections.

Article 15: The ballot of the Member Committee President shall be used only in case of a tie.

Article 16: That AIESEC in the Philippines will begin May 1 and end April 30 of the following year.

1.5. POWERS AND DUTIES

Article 17: Member Committee

17.1 The MC shall determine the direction of all AIESEC activities, projects and initiatives in the country and ensure fulfillment of that direction.”

17.2 The MC shall be responsible for executing the mandates, motions and resolutions passed by the NEB

Article 18: National Executive Board

18.1 By a vote of at least two-thirds (2/3) of the quorate NEB, the NEB shall overrule any decision of the MCP.

18.2 The NEB shall approve, by three-fourths (3/4) vote, the appointed MC Officers.

Article 19: Member Committee President

19.1 The MCP shall be the head and CEO of the Member Committee, National Executive Board and Board of Directors

19.2 The MCP shall have general supervision over all officers and activities of AIESEC in the Philippines.

19.3 The MCP shall prepare an annual report to be distributed during the last conference of his/her term.

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19.4 The MCP shall maintain rapport and be answerable to the NEB, the MCBOA and the President of AIESEC International.

19.5 In the event of an emergency, the MCP may suspend the constitution and the compendium and take necessary action to promote the development of AIESEC in the Philippines provided that there be a written approval by the Chairperson of the MCBOA.

19.6 The MCP shall be the sole interpreter of the Constitution and Compendium.

Article 20: MC Vice President for Finance

20.1 The VP Finance position will open for either one or two years - the applicants will be able to apply for either a 12 or 24 month term. If an applicant is selected for 12 months then he/she is eligible to re-apply for the role.

Article 21: Local Committee President

21.1 The LCP shall supervise all LC activities and operations.

21.2 The LCP shall carry the vote of the LC in NEB meetings and national meetings.

21.3 The LCP shall be responsible for duties delegated by the NEB or the MC.

1.6. RESIGNATION

Article 22: Any officer of the Member Committee, including National Support Team members, may resign from his/her office through written notice to the MCP. The resignation shall take effect 30 days after the letter of resignation has been received by the MCP

Article 23: A member of the MC who has resigned is forbidden to use or mention the name of AIESEC along with his/her vacated position in any document.

Article 24: Should any of the MC positions be vacated, the NEB shall hold elections within two weeks after the position has been vacated.

1.7. IMPEACHMENT AND SUCCESSION

Article 25: Unless the MCP designates another member of the MC in his absence or incapacity, the MC Officer holding electoral voting rights shall be the acting MCP. He/she should fulfill the functions and responsibilities of the MCP until the said absence or incapacity has been resolved.

Article 26: An MC officer must give the MCP written notice 2 weeks prior to filing for Leave of Absence. A Leave of Absence is defined as temporarily vacating a position for a maximum of 3 months. Should the said MC officer fail to resume responsibilities on the agreed date, he/she is considered to have resigned permanently.

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Article 27: Should any of the MC positions be vacated, the NEB shall hold elections within two (2) weeks after the position has been vacated.

Article 28: The MCP may expel any appointed MC officer on the grounds of gross neglect of duty or willful violation of this constitution.

Article 29: The NEB may impeach the MCP by two-thirds vote on the grounds of gross neglect of duty or willful violation of this constitution.

Article 30: Impeachment charges can be filed through any two (2) NEB members. The NEB has the emergency power to call an NEB meeting to discuss and to decide the said charges.

Article 31: LCPs shall be subject to impeachment in accordance with their LC constitution. They may also be impeached by the NEB subject to ratification by their LCs.

Article 32: Impeachment shall be made final only with the concurrence of the Board of Directors.

1.8. MEETING

Article 33: The following national legislative meetings shall be held annually:

• National Congress • Strategic Conference • National Leadership Development Conference

Article 34: NEB Meetings shall be held at least once a month.

The first National Executive Board Meeting of the year shall be scheduled prior to the Year Planning Seminars of all the LCs and shall be a venue for the new MC team to set direction to all the Local Committees.

All NEB members shall be present during the meeting.

Article 35: An emergency NEB meeting may be called within twenty-four (24) hours notice by the MCP or by any two (2) members of the NEB.

1.9. AMENDMENTS TO THE CONSTITUTION AND DISSOLUTION

Article 36: Any proposal regarding amendments to the constitution or dissolution of the Association shall emanate from the members of the NEB. Such proposal shall be made at least four (4) weeks prior to the date of the legislative meeting.

Amendments or changes to the constitution shall require a two-thirds (2/3) vote of the NEB.

The dissolution of the Association shall require three-fourths (3/4) vote of the NEB.

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1.10. ACCOUNTABILITY AND CONTINUITY

Article 37: The Member Committee officers shall still be held liable to the organisation until they are discharged during the Strategic Conference for acts committed during their term.

A “discharged” Member Committee officer can no longer hold AIESEC in the Philippines liable at any given time.

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II. STANDING ORDERS

2.1. CHAIR

Article 1 The Chairperson elected by the first plenary session of any National Legislative Meeting shall occupy the Chair. In his/her absence, the meeting shall elect its own Chairperson.

Article 2 If the officer ordinarily entitled to serve as Chairperson is affected or interested in any motion so as to render it advisable that he vacates the chair during discussion, the members may vote upon a motion for him/her to vacate the Chair during the discussion. If the motion is carried, the meeting shall elect the temporary Chairperson.

Article 3 The Chairperson shall be the sole interpreter of the Standing Orders.

Article 4 The Chairperson shall neither vote nor take part in the discussion of the meeting.

Article 5 The Chairperson shall recognize those entities with voting rights during plenary sessions of any National Legislative Meeting. They are as follows:

• LCPs of voting member LCs or their duly appointed proxies; • Any appointed MC member carrying the voting right.

2.2. ROLL CALL

Article 6 In order to avoid confusion during voting, a roll call of entities with voting rights shall be taken at the commencement of all sessions of National Legislative Meetings.

Furthermore, should delegates subsequently join the sessions they shall inform the Chairperson of their presence and this shall be recorded in the minutes of the meeting.

At the start of the first session, the Chairperson shall inform the delegates of these procedures.

2.3. QUORUM

Article 7 The following condition must be in order to establish a quorum:

• Two-thirds (2/3), rounded upward, of all LCs with voting rights must be present.

• Two-thirds (2/3), rounded upward, of all entities be present.

2.4. VOTATION

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Article 8 Proxy voting at National Legislative Meetings shall be permitted provided that such proxy representation shall be in writing in two (2) copies, one to be given to the Congress and one to the MCP.

Article 9 In voting, a simple majority of a quorate body shall suffice to pass a motion, unless the meeting so decides otherwise. The casting of votes shall be in the following order: VOTES FOR, AGAINST, ABSTENTIONS.

2.5. MINUTING

Article 10 Minutes for National Legislative Meetings must be drafted in a manner that they may easily be read and understood.

2.6. ALLOCATION OF WORKING PAPERS

Article 11 At the beginning of the working session, working papers shall be allocated to the different Subcommittees or Working Groups of the Congress.

2.7. REPRESENTATION

Article 12 Members of the MC shall be at every working session of the legislative parts of the National Legislative Meetings.

Article 13 Voting LCs, non-voting LCs, as well as prospective LCs shall be heard at every working session of the legislative part of National Legislative Meetings.

Article 14 The Chairperson of the plenary session shall acknowledge only one member of a Local Committee delegation at any one time.

Article 15 A proxy letter must be produced if a proxy is appointed during plenary in the event that the Chief Delegate cannot attend.

Article 16 Observers and guests of legislative parts of the National Legislative Meetings shall only be given speaking rights upon the two-thirds (2/3) vote of the plenary.

Article 17 The LCP may appoint an observer to proxy for a delegate absent during a session.

Article 18 The LCs have the right to propose or second motions and amendments. The MC shall have the right to propose motions and amendments subject to their being seconded by two LCs. The MC has the right to second the motions.

2.8. MOTIONS

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Article 19 No motions or amendments shall be open for discussion until it has been seconded, but the proponent shall have the right to speak on the motion in order to find a seconder.

Article 20 Motions that have been approved in Working Groups and Subcommittees shall be circulated in writing at least twenty-four (24) hours before the matter can be voted upon. When this is not possible, there must be at least ample opportunity provided for discussion by all delegates.

Article 21 No matter shall be discussed unless it concerns an approved subject on the agenda, except at the discretion of the Chair.

Article 22 A motion shall be open for discussion or amendment after the proposer or seconder has been given the opportunity to speak in support of the motion.

Article 23 No action or amendment, which has been accepted by the Chair, shall be withdrawn without the consent of the plenary. Neither shall there be any addendum to a motion, once accepted without such consent.

Article 24 The following forms of legislation shall be allowed in the Compendium:

24.1 Motions - which remain indefinitely in the Compendium unless amended or deleted by the subsequent legislative meeting

24.2 One-year Motions - which are binding until the legislative meeting one year after from the one at which the motion was passed

24.3 Two-year Motions - which are binding until the legislative meeting two years from the one at which the motion was passed

24.4 Mandates - to a recognized body of the association binding for a specified period of time

24.5 Recommendations - which are not binding but reflect the general opinion of the legislative meeting, which should be contained in a separate motion to be annexed to the Compendium

2.9. AMENDMENTS

Article 25 No amendment shall be moved which, by the Chairperson’s ruling, rescinds, negates, or destroys the original motion.

Article 26 No other amendment shall be moved until the first amendment has been disposed of, but notice of further amendments may be given.

Article 27 If an amendment is rejected, other amendments may be moved on the original motion. If an amendment were carried, the motion as amended shall become the motion, and shall be the question to which any further discussions may be moved, or upon which the final vote is taken.

Article 28 The proponent of the action, not an amendment, shall have the right to reply directly before the vote is taken.

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2.10. ORDER OF PRECEDENCE

Article 29 The Chairperson shall allow the following procedural motions to be put when there is already a proposition on the table, in the following order of precedence:

29.1 That the motion now be put;

29.2 A motion to postpone or adjourn the matter to a later specified meeting;

29.3 Next business

29.4 A motion to refer the matter to a committee or subcommittee for investigation of reports

29.5 A motion to limit debate to a certain specified time period

29.6 The matter lies on the table

29.7 A motion of no confidence in the Chair

29.8 A motion to adjourn the meeting to a later specified time

Motions provided for by clauses 29.1, 29.2, 29.6, and 29.7 must receive a majority of two-thirds (2/3), rounded upwards, of the votes cast, that is, excluding abstentions

Article 30 If the motion “that the motion now be put” has been seconded, no further discussion of the original question shall be allowed, but a member may give notice of his desire to speak further on the original question. If the motion is carried, only the proponent of the original question under discussion shall be allowed to speak before the original question is put to a vote.

Article 31 If the motion “to limit the debate to a certain specified period of time” is carried, the Chairperson shall draw up a list of those wishing their first speech on the subject and allow each one an equal proportion of specified period. The proponent shall be allowed five (5) minutes to sum up before the original motion is put to vote.

Article 32 Should any procedural motion under Section 29 be repeated, twenty (20) minutes shall elapse before such a motion may be proposed again, unless the Chair is of the opinion that the circumstances have materially altered in the meantime.

2.11. POINT OF ORDER

Article 33 In addition to the discussion on a motion, the Chairperson shall allow the following points for order of precedence:

33.1 Point of order

33.2 Point of personal explanation

33.3 Point of information to somebody

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33.4 Point of information from somebody

Article 34 A point of order must be heard at all times and the Chairperson shall give his/her ruling before the motion is discussed. Points of order shall deal with conduct of procedure of debate. The member rising to put the point of order shall prove one or more of the following:

34.1 That the speaker is travelling outside the scope of the motion under discussion

34.2 That he/she is using unparliamentary language

34.3 That he/she is infringing upon the Constitution or a Standing Order

34.4 That he/she is causing the disturbance to the meeting

Article 35 A speaker shall direct his/her speech strictly to the motion or amendment under discussion. If no definite motion or amendment is proposed before the meeting, the speaker shall direct his/her speech strictly to the point on the agenda under discussion.

Article 36 Every member shall address himself/herself solely to the Chair.

Article 37 No member shall be allowed to speak more than once on a motion, as long as a member who has not spoken on the motion desires the floor. No member shall speak for longer than ten (10) minutes at one time without permission of the meeting.

Article 38 If requested by one-third (1/3) of the voting members present, a decision on any motion, amendment, or mandate shall be taken either by consecutive roll call or by ballot.

Article 39 Any or all Standing Orders may, in case of urgency or after notice duly given by the Chairperson, be suspended or charged during National Legislative Meetings with the concurrence of two-thirds (2/3) of the NEB.

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III. EXCHANGE POLICIES

3.1. GENERAL POLICIES

3.1.1 Each LC shall create a specific year plan for exchange processes to be submitted to the MC prior to the May NEB.

3.1.2 All AIESEC internships shall be spent working in the host country for a minimum of 6 weeks and a maximum of 78 weeks. Should an internship be extended, the total internship period must still be under 78 weeks.

3.1.3 An intern cannot take an internship with an organization or project with which he/she has previously been an intern for.

3.1.4 An internship cannot take place in any country outside the intern's home country and any country the intern has lived in for more than two years in the last ten years, nor can the intern apply for an organisation he/she has already been accepted into previously.

3.1.5 An intern's purpose for joining either of the Global Exchange Programs may not be to receive permanent residence in the host country.

3.1.6 Every internship facilitated by AIESEC should fulfill the conditions set in the International Exchange Policies and Exchange Process Standards.

3.1.7 AIESEC reserves the right to override an intern's right to participate in an internship, or to take necessary action, should the intern act in any way that may harm the TN organisation or AIESEC.

3.1.8 All parties are contractually responsible for the fulfillment of Roles and Responsibilities as stated in the ‘Roles and Responsibilities’ section.

3.1.9 AIESEC in the Philippines cannot guarantee that any application, regardless of its ranking, will be matched.

3.2. INTERNSHIP DEFINITION

3.2.1 An individual who wishes to apply for an internship in AIESEC will go through the following processes:

a. Orientation

b. Assessment

c. Selection (Review Board Interview),

3.2.2 Should the applicant be selected, he/she will then proceed with the following steps:

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a. Pre-departure Preparation

b. Raising

c. Matching

d. Realization (Internship Proper)

e. Tracking and Evaluation

f. Reintegration and Debriefing

3.2.3 An AIESEC internship is a practical working and learning experience for the intern to develop academic knowledge and professional skills. Every internship should aim to provide the intern with the following:

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 organisation 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.

3.2.4 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 in the host

country. If the organisation 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).

3.2.5 An EP currently on internship may apply for an EP ID from the host country. Whether or not to accept the applicant as an EP from their country is up to the country's discretion.

3.2.6 An internship can only take place in an organisation outside the intern’s home country.

3.2.7 Individuals who are taking their traineeship outside their home country may apply for an EP ID from the host country. It is up to the discretion of the country to accept the applicant as an EP from the country.

3.2.8 If an individual applies for an EP ID in an AIESEC member country that is not his/her home country, he/she still cannot participate in an internship in the home country.

3.2.9 An EP may choose from either of the two AIESEC exchange programmes:

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The Global Community Development Program (GCDP): This programme provides the most intensive learning experience that AIESEC offers, and links together the global network. The programme encompasses cross-cultural positive impact through internships with social and community development projects that lead to personal development and skill enhancement.

The Global Internship Program (GIP): This programme offers internships that contribute to professional development and specialization in specific fields of work. A GIP internship is normally long-term and involve work in business projects and organisations.

3.2.10 TN organisations under the GIP must provide sufficient allowance to cover the EP's basic expenses including accommodation, food, transportation and basic reception activities for the duration of their internship. The allowance is not intended to cover travel, tourist holiday expenses, or lifestyle expenses above and beyond that of the average graduate entry-level worker. The hosting and sending LCs shall be responsible for ensuring this. TN organisations under the GCDP are not required to provide an allowance, but are required to clearly specify so in the TN form and the Acceptance Notes. Any non-monetary support provided by the GCDP TN organisation to the EP must also be specified on the TN form and the Acceptance Note.

3.2.11 The allowance and all other forms of benefits from the organisation must be detailed in the Job Questionnaire form and entered into MyAIESEC.net.

3.3. ELIGIBILITY

Interns

3.3.1 Potential EPs must be full-time or part-time University students or a graduate of a tertiary level education.

• An intern must at least be enrolled in an institution of higher education, but he or she may not be older than 30 years of age.

• One person may participate in as many internships as possible, as long as the sum duration of all internships taken does not exceed 36 months according to XPP. It is up to the discretion of the sending country if it wishes to facilitate the succeeding internship for the person.

• Potential EPs must never have been dismissed, or impeached in AIESEC. • Special cases may be considered if approved by the Member Committee.

Organisations

3.3.2 An organisation may qualify as a TN as long as: - The organisation can afford to pay the TN administrative fee and the EP's minimum allowance.

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• The organisation fully understands that an AIESEC internship is not for job placement purposes.

• The organisation falls under one of the sectors for which an EP supply exists. • The organisation can provide decent working conditions for the EP. • The organisation is not involved in production or distribution of arms,

tobacco, or illegal business.

3.4. MYAIESEC.NET POLICIES

3.4.1 Every AIESEC internship exchange shall be registered and updated in MyAIESEC.net. This means that every EP and TN form shall be registered in MyAIESEC.net.

3.4.2 Each member shall have his or her own individual login. No member of AIESEC in the Philippines shall share or exchange MyAIESEC.net usernames and passwords with anyone for any purpose.

3.4.3 The Member Committee shall grant all Full-Member Local Committees monitored access to MyAIESEC.net.

3.4.4 Local Committees must create MyAIESEC.net accounts for each of their EPs and must educate them on its proper usage. Extending Entities must do this as well for the EPs of the Extension Entities' EPs.”

3.4.5 LCs shall take full responsibility for the actions of their EPs with regard to MyAIESEC.net use and participation in exchange processes.

3.4.6 All forms on "New" status must be reviewed by the responsible LC or MC for matchability and internship quality prior to putting the form on "Available" status. For each exchange partner raised, a copy of the Memorandum of Agreement and the Job Questionnaire must be sent to the MCVP ICX and MCVP Projects for first-time raises. The approving LC or MC shall advise the responsible LC regarding where the form requires revisions, and provide specific recommendations for improvement. In the case of an EP who is unmatchable, both the EP and the responsible LC must be informed. The EP must then submit a formal letter stating the reasons for withdrawing from the programme.

3.4.7 Internships shall be considered "Realized" once both EP and TN forms have been placed on "Realized" status on MyAIESEC.net. The EP and TN forms should be placed on "Realized" status on the first day of work of the EP at the TN organisation's office. The TN manager is responsible for placing the TN form on "Realized" status.

3.4.8 An organisation or its representatives are not allowed to have individual access to MyAIESEC.net. They are not allowed to search for EPs themselves using the MyAIESEC.net database.

3.4.9 An EP who intends to withdraw from the program must send a formal letter of withdrawal to their sending entity (LC)”

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3.5. SELECTION AND PRE-MATCH POLICIES FOR INTERNS AND ORGANISATIONS

Policies for Interns

3.5.1 The Exchange Process events of all the Local Committees shall follow a cycle that will be held three times a year, unless there is a need for a special cycle. Each cycle shall be composed of:

1. Recruitment and Pre-Selection (PROMOTIONS, GIOS, PSI/AC) 2. Review Board Interview 3. Ambassadors’ Night

3.5.2 All Walk-in Applicants will go through the same process.

3.5.3 The Outgoing Exchange process for an applicant for the GCDP or GIP shall consist of the process stipulated in 3.2.1. The following cycles are to be executed:

⁃ July-August GIP Cycle

⁃ September-October GIP Cycle

⁃ November-December GCDP Cycle

⁃ January-February GCDP Cycle

3.5.4 Every EP applying for GCDP or GIP shall have his EP form on "New" status within one week of receiving his/her acceptance into the program. This already includes paying the Raising fee to the entity concerned (LC or MC). If it has been determined that the EP is at fault for failing to do so, he/she may be asked to withdraw from the program under the discretion of the sending entity.

3.5.5 Every EP applying for AIESEC’s Exchange program shall pass through a Review Board.

3.5.6 Entities outside Manila may hold all Outgoing Exchange-related programs in their own capacity given the permission and guidance of their Extending Entities and so long as the Extending Entities and the Member Committee receive full plans and documentation

3.5.7 All applicants for AIESEC's GCDP or GIP programs must pass the Review Board Interview and submit all necessary documents for the Review Board Interview.

3.5.7.1 The Review Board Interview Panel for all applicants for the Global Internship Program shall consist of at least two official GIP RBI Panelists, one of which must be a member of the MC. Certification for GIP RBI paneling is under the discretion of the MCVP Outgoing Exchange. The Member Committee reserves the right to alter the composition of the panel in each individual case.

3.5.7.2 The Review Board Interview Panel for all applicants for the Global Community Development Program may be conducted under the sole discretion of any Full-Member LC of AIESEC in the Philippines, but must be conducted with at least two panelists. The Member Committee reserves the right to override acceptances and rejections made by the Local Committees. The Review Board Interview Panel for all applicants

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for the Global Community Development Program shall consist of at least two Certified panelists. Certified panelists may be part of the composition of the panel as well.

3.5.7.3 The Member Committee Vice President for Outgoing Exchange and Local Committee Vice-President for Exchange shall unanimously decide whether or not to accept the EP Applicant.

3.5.7.4 All panelists for both the Global Community Development Program and the Global Internship Program must have completed a workshop conducted by the Member Committee unless provided special certification by the MCVP Outgoing Exchange.

3.5.8 An EP, who is or was previously a member of the Member Committee, within two years of discharge from the MC, shall be exempt from the Outgoing Exchange process stipulated in 3.2.1 except for the Review Board Interview. Said EP shall also be exempt from all application, Raising and Realization fees, all under the discretion of the Member Committee President and MCVP Outgoing Exchange.

3.5.9 An EP, who is or was previously a member of a Full-Member Local Committee Executive Board, within two years from his/her discharge, shall be exempt from the Outgoing Exchange process stipulated in 3.2.1 except for the Review Board Interview. Said EP shall also be free to avail of an exemption from the administration fee stipulated in 3.10.1.1.1, as well as a 50% discount on the Raising fee stipulated in 3.10.1.1.2 so long as the MCVP Outgoing Exchange accepts the following as satisfactory:

⁃ An endorsement letter from any current member of the MC EB.

⁃ An endorsement letter from any co-EB member of the applicant.

3.5.10 An EP who is applying for a successive GCDP/GIP within a year from his previous Realization, is exempt from the application process until Raising, given the approval of the sending entity (LC). He/she, however, is not exempt from any standing fee.

3.5.10.1 If the EP who is applying for his/her second traineeship is still undergoing an AIESEC internship, debriefing and evaluation can be done online

3.5.10.2 An individual who wishes to apply for an internship in AIESEC will go through the following processes:

§ Orientation

§ Assessment

§ Selection (Review Board Interview)

§ Pre-departure Preparation

§ Raising

§ Matching

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§ Realization (Internship Proper)

§ Tracking and Evaluation

3.5.10.3 Reintegration and Debriefing

3.5.11 An applicant who provides false information in any of the stages of the Outgoing Exchange process stipulated in 3.2.1 is automatically disqualified from the Exchange program.

3.5.12 EPs are required to sign the international EP contract before they are entered into MyAIESEC.net. The contract includes appendices, all of which must be provided and explained to EPs prior to signing the EP contract. Additionally, a member country may require an EP to sign a supplementary contract and/or fee payment and refund policy agreement.

3.5.12.1 The EP Contract can only be signed by both the Local Committee President and Local Committee Vice President for Exchange under LC Representative. In cases where the Local Committee President is unavailable, the assigned LCP at that time can sign the document.

3.5.13 Each LC is responsible for entering the EP forms into MyAIESEC.net. The forms will be put into ‘Available’ status when the Member Committee receives the EP Request Pack and if approved by the Member Committee Vice President for Outgoing Exchange.

3.5.14 The EP Request Pack (in soft and hard copies) shall be sent to the Member Committee when an LC requests that particular EP to be put on ‘available’ status. The EP Request Pack shall contain the following:

• Receipt of deposited Raising Fee • EP Contract • Waiver Form • Foreign Language proofs (if necessary)

3.5.14.1 Local Committees shall keep their own copy of the EP Request Pack for documentation and send another set of hard copies of the EP Request Packs to the MC/MC Office by the end of each month, placed in a small folder for each EP Request Pack which includes the EP Contract, Waiver Form and the receipt of the deposited raising fee. Regional LCs can submit EP Request Packs during the nearest National Conference.

3.5.15 All Exchange Participants are to pay all EP fees to the Local Committees. The Local Committees must transfer the fees for forms made to Available to the Member Committee 30 days after notification from the MCVP Finance and Legal. Penalties for late payments will be in accordance with Article 5.5.1.

3.5.16 The EP Contract should be duly signed by the panelists, indicating their name and their role in the selection process.

3.5.17 Local Committees can expect to see their form in “Available” status within a week after the EP Request Pack has been received and after the EP has attended the pre--‐ internship preparation activity /Ambassadors' Day. If the form is in Not Approved

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status, the Member Committee will send a notification informing the Local Committee the reason for not approving the EP within the same week. In the event that the EP was not able to attend the Ambassadors' Day or Pre--‐internship preparation activity, the hosting LC must provide a substitute event in place of the missed activity unless the MCVP OGX and the LCVP OGX of the hosting LC agree that it's unnecessary. An applicant reserves the right to choose the Local Committee he/she will apply under as well as the right to transfer his/her application to a different Local Committee if he/she has not received proper servicing.

3.5.18 An outgoing intern has the right to apply to another Local Committee before realization if he/she does not receive proper servicing by the LC to which he/she initially applied to. A formal request and accomplished Phases 1 &2 of the OGX Checklist shall be submitted to the Local Committee and MCVP OGX. Proper servicing is defined in the Exchange Quality Standards of this booklet.

Policies for Organisations

3.5.19 Local Committees shall follow the External Relations Policy set by the current Member Committee

3.5.20 The LC shall fill out a Market Research Form for each organisation that they have already tapped and with which a negotiation is in progress, and submit it to the MC

3.5.21 The organisation must sign the standard contract, which includes appendices that must be provided to the organisation. The MC may require the organisation to sign a supplementary national contract and/or comply with a fee payment arrangement.

3.5.22 TN organisations shall pay the applicable fees on the agreed dates.

3.5.23 The Job Questionnaire (JQ) is the official description of the internship. It must be completed by the TN organisation following the most recent JQ template released by AIESEC International. The LC or MC responsible must guide the TN organisation in completing the JQ. The TN manager is the final responsible party in ensuring the accuracy of the form and its allocation to the appropriate pool on MyAIESEC.net.

3.5.23.1 Any changes to the JQ must be reflected on MyAIESEC.net immediately. If an EP is already matched when the changes are made, the EP shall be given the opportunity to withdraw from the match without consequences.

3.5.24 Prior to signing a contract with the TN organisation, the LC must submit the completed JQ to the MCVP ICX and receive approval for it.

3.5.25 The host organisation must assign a supervisor responsible for the intern. This individual is also responsible for the professional development of the intern in accordance with the job description provided by the organisation.

3.5.26 Each LC is responsible for entering its TN forms into MyAIESEC.net. The MC shall put the forms on "Available" status upon receipt of the TN Request Pack.

3.5.26.1 The TN Request Pack is sent to the MC when an LC requests for a particular TN form to be put on "Available" status on MyAIESEC.net. The TN Request Pack must contain the following: - (For GIP TNs) Raising fee

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in cash or receipt; payment may be wired - (For GCDP TNs) Raising fee need not be included in the pack; payment may be made together with LC fees - Soft copy of a typed, signed, and stamped TN JQ and MOA - Soft copy of the official receipt signifying the TN's payment of initial administrative fee to the LC

• Raising Fee in cash or receipt for GIP TNs; payment may be wired

• For GCDP TN's, payments can be done during the installment of LC Fees

• A soft copy of a typed, signed, and stamped TN Job Questionnaire , contract

• A soft copy of the Organisation logo • A soft or hard copy of the official receipt signifying TN’s payment

of initial administrative fee to the LC.

3.5.27 TN forms shall be placed on "Available" status within a week of the MC's receipt of the TN Request Pack. If the form is placed on "Not Approved" or "Rejected" status, the MC shall send the LC a note within the same week explaining why the form was rejected.

3.6. MATCH POLICIES

3.6.1 If a TN or EP is temporarily unavailable, the form must be put on "On Hold" status on MyAIESEC.net immediately. All forms must be reviewed monthly for status updates.

3.6.2 Matching may be supplemented by matching initiatvies outside of MyAIESEC.net; however, MyAIESEC.net must remain the primary matching tool.

3.6.3 The "Assign Manual Match" function shall only be used to confirm a match previously arranged by two AIESEC entities.

3.6.3.1 If an LC requets for the MC to approve a manual match, the request must contain the following: -

§ EP ID and EP name registered on MyAIESEC.net

§ TN ID, organisation name and hosting country

§ TN and EP Acceptance Notes

§ Explanation for the need of a manual match

3.6.3.2 The MC shall inform the requesting LC via e-mail within a week whether or not the manual match was successful.

Interns

§ During the matching process, all the communication concerning the internship has to be held between the EP

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and/or EP Manager and TN manager of potential hosting country. The EP shall not contact TN directly, and vice versa. The only exception is if the organisation wishes to maintain separate communication after the intern’s selection.

§ All EPs matching themselves must be supported and guided by an EP Buddy/Manager through their matching process properly. EPs are only given a specific time period, once raised, to find a match. If an EP fails to match within the time frame, the EP's form will automatically be changed into rejected status.

4.5.3.1 Time given to each EP form, based on the program it is part of, once raised:

GCDP – Three (3) Months GIP – Five (5) Months

§ A match can only be rejected under the following circumstances:

• Not all required fields are met

• The actual job description does not match the specifications of the TN form

• Grave emergencies such as death, illnesses, and incapacitation

• Political instability in the hosting country.

§ If the reason for rejection made by the EP is not stated in 3.6.6, the EP will automatically be disqualified for the Exchange Program.

§ A break match may occur under the circumstances stipulated in in Article 5.3 of the Exchange Program Policies.“

Organisations

• If an EP under the GCDP is matched to a non-GCDP TN, the EP must pay a penalty of P5,000 to the MC. Otherwise, there will be a breakmatch, and the EP form will be placed on "Rejected" status. The EP must also pay the corresponding realization fee for the internship he/she is matched with.

• The TN organisation must receive complete information about the EP, including the EP form and motivation letter. Additional information the TN organisation may request include: photograph, detailed CV, academic transcripts. The information requested must abide with legal regulations of the Philippines.

§ If a matched EP decides to breakmatch with a TN, he/she has to pay for just the TN fee on the form. The fee shall be paid to the sending LC if the EP's reason is not considered valid under the XPP.

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§ If the TN rejects more than five EPs, the LC matching the forms must meet with the TN to review the internship criteria. It must be decided then whether the partnership should be continued.

§ A match can only be rejected under the following circumstances:

• Not all needs deemed "Required" are met

• The actual job description does not match the specifications on the TN form

§ The screening process must be discussed and decided upon by the TN and the LC.

§ The host LC must send the TN Organisation Document from the XPP to the TN organisation as an attachment to the MOA.

3.7. ACCEPTANCE PROCEDURES

3.7.1 EP and TN Acceptance Notes are only valid when completed in full and signed by the authorized party. TN Acceptance Notes must additionally contain the official stamp of the organisation.

3.7.2 A match is offical when the EP and TN have exchanged Acceptance Notes and the EP and TN forms on MyAIESEC.net are placed on "Matched" status.

3.7.3 The EP must send an Acceptance Note before the EP form is presented to the TN to guarantee that the EP is available for the internship. The Acceptance Note may be sent by fax or e-mail, with valid signatures. Otherwise, an EP form can only be presented to a TN, without official acceptance, if (1) the EP's availability is not guaranteed to the organisation and (2) the TN is aware that the EP is not guaranteed to accept the internship offer, even if he/she has been accepted by the TN.

3.7.4 Upon one party's acceptance of the other through an Acceptance Note or MyAIESEC.net, the accepted party has 10 days to respond, after which the acceptance is invalid. Acceptance can be extended with a new Acceptance Note or through MyAIESEC.net if both parties agree to the extension.

3.7.5 If the EP rejects the TN after the TN has accepted the EP, the EP will no longer be allowed to search for an internship through AIESEC. His/her EP form will be placed on "System Hold" status. The TN will go back to "Available" status to find other suitable EPs. The host LC may be asked to find another EP for the TN.

3.7.6 If the TN rejects the EP after it has accepted the EP, the sending LC is responsible for finding another suitable TN for the EP within the next 2 months.

3.7.7 The MC will review each breakmatch before putting the EP or TN form back on "Available" status.

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3.7.8 The minimum selection process will include preliminary screening and preliminary interview, before a shortlist is given to the TN taker.

3.8. POST-MATCH POLICIES

3.8.1 Once the EP and TN are on "Matched" status, the LCs shall start preparation. Adequate preparation is defined in the Quality Standards section.

Post-Match Policies for Sending LC

3.8.2 Local Committees shall ensure that every Exchange Participant possesses the necessary official documents for legal entry and work in the host country. (i.e. visas, work permits, valid passport, medical and health insurance, etc.)

3.8.3 Interns must 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).

3.8.4 All sending entities shall provide their EPs the following as pre-departure preparation:

⁃ A copy of the EP portion of the Exchange Program Policies.

⁃ Session for Philippine Ambassadorship (including culture shock preparation)

3.8.5 An intern can end his/her internship, after prior written notification to the Hosting LC, without financial penalties only in the following circumstances:

a) 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.

b) The intern has an emergency in his/her family. The intern may be requested to provide proof of emergency.

c) The intern does not have an official working/living permit in the country of internship upon arrival.

d) The intern becomes ill and the situation can be dangerous for his/her health. e) The intern is discriminated by colour, race, sex or age at his work place. f) The intern is sexually harassed at the work place. g) The organisation 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.

h) The organisation does not pay for two consecutive months the corresponding salary to the Intern.

3.8.7 Under sections 3.8.6.a or 3.8.6.e or 3.8.6.f, the intern may request a new internship within the same country. The Hosting LC is responsible for searching for a TN within one month. This period may be extended upon written mutual consent. If a minimum of three TNs corresponding to the specifications of the EP form are presented within 1 month, and the EP rejects them, the Hosting LC is under no further obligation to the EP. The Hosting LC or organisation is responsible for the living expenses of the intern during this period equivalent to the minimum AIESEC salary in the host country. If a suitable internship cannot be found, the Hosting LC shall compensate the full travel expenses of the intern to and from the host

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country. The Hosting LC is entitled to claim this expense from the TN organisation.

3.8.8 Under sections 3.8.6.b and 3.8.6.d, the intern is responsible for his/her own travel expenses to and from the country of origin.

3.8.9 If the intern ends his/her internship for any other reason, the intern may be asked to financially compensate the TN organisation up to the 50% of the TN fee. This compensation shall only take place upon the request of the TN organisation.

Post-Match Policies for Hosting LC

3.8.10 Except for 3.86b and 3.8.6c, if the EP has experienced any of the circumstances listed in 3.8.6, the EP may request to have his/her form of the same internship type raised again under the discretion of the MCVP OGX with the following conditions:

a. A detailed explanation of the what happened in the EP’s internship b. Undergoing a debriefing and evaluation session c. Proof of email exchanges, written documents and etc.

3.8.11 Within 1 week of formal acceptance of the intern by the host organisation, the host LC must provide all the necessary documents (including the written acceptance note) required for application for visa/work permit. If 1 week is insufficient, the intern must be informed of the timeline for provision of any required documents. The host LC is responsible for providing all documentation in time to apply for all necessary legal papers.

3.8.12 Every trainee shall have valid insurance for accident, medical, liability and travel risk if the organisation requires it. All costs resulting from the trainee not possessing the above shall be incurred by the trainee.

3.8.13 The host LC must send the following to the EP, as mandated by the XPP:

§ Send link to the reception wiki;

§ Provide visa assistance, including giving necessary documents and information within two weeks after the EP was selected;

§ Urge EP to purchase health/travel insurance;

§ Send key information on TN's expectations;

§ Arrival pickup and bringing the EP to the first day of work

3.8.14 Airport pick-ups are mandatory unless the hosting entity can explain to the EP and sending LC, with reasonable justification, why this standard is impossible for the LC to meet. In such cases, the hosting LC must send clear but detailed travel instructions for the EP’s arrival at least 10 days in advance of the EP’s arrival. Hosting LC is not liable for pickup if arrival information is not sent more than one week before date of arrival.

3.8.15 A trainee-taking organisation can have a separate contract with the trainee as long as an AIESEC representative is present to serve as witness during the contract signing. A copy of which shall be provided to the Local Committee.

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3.8.16 The hosting Local Committee shall provide the incoming trainee with adequate reception and support throughout the duration of the traineeship. Adequate reception is defined in the Quality Standards of this booklet.

3.8.17 The hosting Local Committee has to maintain communications with the trainee and check if he/she is having any difficulties. The Local Committee shall ensure the following:

• The trainee is being provided with a sufficient stipend for the duration of the traineeship.

• That the job description given by the organisation adequately represents the responsibilities of the trainee.-

• The organisation hosting the trainee shall provide a positive and secure working environment for the trainee.

• The hosting Local Committee shall ensure the completion and submission of required evaluations and reports throughout the duration of the traineeship and upon its completion.

3.8.19 A TN organisation can terminate the internship or fire an intern prior to its official end date after written notification to the Hosting LC only in the following circumstances:

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 Philippines or is continuously breaking internal regulations of the organisation despite being aware of them.

c) The organisation is within the labor laws of the Philippines to end the internship early.

3.8.20 In all circumstances in section 3.8.19, the intern may be asked to pay a portion of the TN fee up to 50%. The compensation is only paid upon the request of the TN organisation. 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.

3.8.21 Under sections 3.8.19.a and 3.8.19.b, the TN organisation may request a new intern to replace the original intern. The Sending LC is then responsible to find a suitable EP within 2 months. This period may be extended upon mutual written agreement between the Hosting and Sending LCs. The Sending LC must submit a minimum of 3 suitable candidates that reasonably fulfill the criteria of the TN form. If the Hosting LC or TN rejects the EPs, the Sending LC is under no further obligation to the Hosting LC or TN. If no suitable EP can be found within the timeframe, the Sending LC may be asked to compensate up to 50% of the TN fee to the TN organisation. Compensation is paid only upon request of the TN organisation.

3.8.22 If the TN ends the internship for any other reason, the Hosting LC may be asked to search for another internship for the intern. In this case, the Hosting LC shall follow the process as outlined in section 3.8.21.

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3.8.23 If the TN fee mentioned on the TN form is (0) zero, there can be no TN fee reimbursement through complaint procedures. However, if the hosting entity can provide evidence of expenses incurred on the EP by organisation, the amount can be scrutinized or considered for reimbursement during complaint procedures.

3.9. MEASUREMENT

3.9.1 The Hosting LC shall periodically evaluate the internship with the intern, and take reasonable and appropriate actions if there is a need to improve service or experience. The reports from the organisations should be sent to the sending LC, so the sending LC is aware of the progress of the internship.

3.9.2 The following evaluation questionnaires are to be completed by organisations and interns. Refer to the table below for when and who should complete each form. Interns and organisations must fill in the forms on-line.

3.9.3 The questionnaires related to goal setting are optional provided that an alternate goal setting session or template is provided to the intern.

WHAT WHO Responsible LC WHEN

Pre-Exchange Questionnaire

Organisation Hosting LC At least two weeks before arrival of the intern

Mid-Exchange Questionnaire

Organisation Hosting LC As soon as half of the internship is done

Post-Exchange Questionnaire

Organisation Hosting LC Within two weeks after the internship is done

Pre-Exchange Goal-setting Template

Intern Sending LC Within two weeks after selection

Pre-Exchange Expectation Setting Template

Intern Sending LC Within two weeks after selection

Pre-Exchange Service Survey

Intern Sending LC At least two weeks before the internship

Mid-Exchange Service Survey

Intern Hosting LC Half time of internship

Mid-Exchange Goal-setting Review

Intern Hosting LC Half time of internship

Post-Exchange Service Survey

Intern Sending LC Within two weeks after the internship

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Post-Exchange Goal-setting Review

Intern Sending LC Within two weeks after the internship

One-year Post Exchange Survey

Intern Sending LC One year after the end of the internship

3.10. FEES

3.10.1 The following amounts should be paid to the Local Committee by EPs for processing. The amounts shall be collected by the LC.

3.10.1.1 Local Committees

3.10.1.1.1 Administration Fee: The intern pays this fee to apply; this fee would cover the programs and services that the AIESEC LC will provide to the EP

GCDP, GIP Php 3,500.00

3.10.1.1.2 Raising Fee: The intern pays this fee once selected as an EP and gets an ID in myAIESEC.net. The fee should be deposited in the MC’s account

GCDP Php 3,000.00

GIP Php 5,000.00

3.10.1.1.3 Realization Fee: The intern pays this fee when matched, prior to departure

GCDP Candidates: Php 0.00

GIP Match duration:

2-3 Months: Php1,000

3-6 Months: Php2,500

6 Months – Less than a year: Php4,000

1 Year and above: Php5,000

3.10.2 The administrative fees to be paid to the Local Committee shall depend on the duration of the traineeship. The following amounts shall apply:

The following amounts shall apply for GIP TNs:

Duration GIP TNs

Upon Sign-up Upon Arrival Total

6-8 weeks Php 3,000 Php 3,000 Php 6,000

9-26 weeks Php 5,000 Php 5,000 Php 10,000

27-52 weeks Php 7,500 Php 7,500 Php 15,000

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53-78 weeks Php 10,000 Php 10,000 Php 20,000

The following amount shall apply for GCDP TNs: All durations – Php300 per form.

The amount collected by the MC shall only be Php 3,000 for each GIP TN form and Php 300 for each GCDP TN form.

The amounts shall be collected by the LC on an installment basis except in the case of corporate GCDPs which shall be collected in full amount upon arrival of the intern. A sign-up fee shall be collected upon signing of the contract and the balance shall be collected upon realization of the traineeship

In the event that there exists a private payment contract/agreement between the LC and the TN, the LC may follow the agreed upon payment scheme as specified in the contract for as long as the contract is notarized and that both the LC and the MC have a copy of the legal document.

3.10.3 For National Exchange Partners, the following administrative amounts shall apply:

The following amounts shall apply for MT and TT TNs:

Duration


6-8 weeks Php 5,000 Php 5,000 Php 10,000

9-26 weeks Php 7,500 Php 7,500 Php 15,000

27-52 weeks Php 10,000 Php 10,000 Php 20,000

53-78 weeks Php 12,500 Php 12,500 Php 30,000

The following shall apply for ET TNs:

Duration


6-8 weeks Php 2,000 Php 2,000 Php 4,000

9-26 weeks Php 4,000 Php 4,000 Php 8,000

27-52 weeks Php 5,000 Php 5,000 Php 10,000

53-78 weeks Php 6,000 Php 6,000 Php 12,000

The following amount shall apply for Corporate GCDP NEPs:

Metro Manila Companies Php 5,000

Regional Companies Php 3,500

The amounts shall be collected by the MC on an installment basis except in the case of corporate GCDPs which shall be collected in full amount upon arrival of the intern. A sign-up fee shall be collected upon signing of the contract and the balance shall be collected upon realization of the traineeship.

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3.10.4 For Global Exchange Partners, the following administrative amounts shall apply:

Duration


6-8 weeks Php 6,000 Php 6,000 Php 12,000

9-26 weeks Php 10,000 Php 10,000 Php 20,000

27-52 weeks Php 12,500 Php 12,500 Php 25,000

53-78 weeks Php 15,000 Php 15,000 Php 30,000

The amounts shall be collected by the MC on an installment basis. A sign-up fee shall be collected upon signing of the contract and the balance shall be collected upon realization of the traineeship.

3.10.5 If a GIP TN wishes to extend the internship of a trainee with their company/organisation, they will have to pay the hosting LC/MC the remaining amount difference between the original paid administration fees and the corresponding administration fees of the extended internship duration.

In this event, there should be a formal and notarized contract amongst the LC, TN and the Trainee that the internship duration has been extended.

3.10.6 The minimum net stipend after tax to be paid by the organisation should be Php18,000 or Php13,000 plus accommodation.

3.10.7 TN Raising Fee

- GIP TN – Php 3,000

- GCDP TN – Php 500

3.10.8 The raising fee for all EP forms depending on the exchange program will be paid to the MC, and shall be included in the EP Request Pack.

3.10.9 The raising fee for GIP TN forms will be paid to the MC, and shall be included in the TN Request Pack.

3.10.10 All LC’s shall pay a fee of Php 300.00 for each raised GCDP TN form, which is to be included in the TN request pack.

3.10.11 All rejected forms that the LC requests the MC to turn into available, would incur the same amount as its raising fee.

3.11. HOUSING FOR INTERNS

3.11.1 The housing should have the following features:

3.11.1.1 Accessibility to and from the office

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3.11.1.2 The LC shall recommend housing with living expenses that will not exceed more than 40% of the intern’s salary. The following define the living expenses

• Housing • Electric and Water Bills

3.11.1.3 It is recommended that the housing have the following basic furnishings, but the trainee reserves the right to declare what is ‘basic’ for him/her within his/her means:

• One (1) bed for every trainee • One (1) pillow and two (2) sets of bed sheets for every bed • A ratio of two (2) drinking glasses for every trainee • A ratio of two (2) sets of utensils for every trainee • A ratio of two (2) sets of dinnerware for every trainee • Refrigerator • One cooking burner

3.11.2 The hosting LC is not liable for any debt incurred by the trainee while he or she is undergoing his or her traineeship.

3.11.3 The MC shall not engage in any housing contracts or agreements for LC Trainees.

3.12. SANCTIONS

3.12.1 If any of these policies are not followed by a Local Committee, the Member Committee shall consider any of the following Sanctions

3.12.1.1 Non – approval of TN and EP Forms

3.12.1.2 Denying access to MyAIESEC.net for a period of time

3.12.2 TN Fees

3.12.2.1 If a Local Committee charges a fee other than the standardized TN fee unless in special cases such as TN promotion packages, it shall be given a warning on its first offense.

3.12.2.2 If the Local Committee commits this offense a second time, the Member Committee will put all of its TN forms on hold for a duration of one (1) month.

3.12.3 EP Fees

3.12.3.1 If a Local Committee charges an Exchange Participant an amount lower than the standardized fee:

3.12.3.1.1 The Member Committee shall five the LC a warning on its first offense.

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3.12.3.1.2 The Member Committee shall put the EP form on hold for a month on the LC�s second offense and a motion during the next legislative conference to downgrade the LC membership on the second offense

3.12.3.1.3 For the third offense, the Member Committee shall give the EP the option to continue or discontinue his/her participation in the programme and the said Local Committee be

automatically downgraded.

3.12.3.1.4 LC can opt to subsidize the application fee of their current members or leaders upon the approval of the MCVP OGX and MCVP Finance

3.12.4 If a Local Committee charges an Exchange Participant an amount higher than the standardized fee:

3.12.4.1 The Member Committee shall give the LC a warning on its first offense.

3.12.4.2 The Member Committee shall put the EP form on hold for a month on the LC’s second offense.

3.13. NATIONAL EXCHANGE PARTNERS

3.13.1 Definition

A National Exchange Partner (NEP) is any bonafide company or organisation taking a minimum of six interns under the GIP within a given year.

3.13.2 The term “Hosting Local Committee” refers to the LC to which the NEP has been given or allocated to.

3.13.3 Allocation

3.13.3.1 The MCVP ICX reserves the right to decide if an NEP is to be handled by the Member Committee, or to be allocated to a Local Committee. Consequently, the MCVP ICX also decides which LC the NEP will be given to.

3.13.3.2 For a Local Committee to be qualified to receive an NEP it should:

2) Have no International XQB cases against it for a full year before the targeted NEP allocation date

3) Have shown consistency satisfactory performance in servicing TNs and trainees

3.13.4 Fees:

The TN Administrative Fees of National Exchange Partners as found in Section 3.10 of this compendium, will be split 50% - 50% between the Member Committee and the Hosting LC after deducting the current administrative fee paid to the MC.

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3.13.5 Servicing:

3.13.5.1 Once an NEP has been officially allocated, the Hosting LC is to treat it as its own account, having the responsibility of communicating constantly with the company (with the MC) always in CC, matching the account (may be with the help of the MC), servicing the incoming trainee until traineeship end, and giving and collecting the trainee evaluation forms, among other servicing duties stated in the compendium. Consequently, the realization of this account is credited to the Hosting LC.

3.13.5.2 The MC will not handle any TN servicing, unless specifically requested by the company contact.

3.13.6 Re-Raising:

3.13.6.1 If an NEP informs the Hosting Local Committee of its intent to re-raise another traineeship, the LCP or the LCVPX should inform the MC immediately.

3.13.6.2 The MCVP ICX, based on the overall partnership experience with the company and the quality of the traineeship they were able to provide, has the authority to decide on whether to allow the re-raising or not.

3.13.6.3 The MCVP ICX, based on the overall partnership experience with the company and the quality of the traineeship they were able to provide, has the authority to decide on whether to allow the re-raising or not.

3.13.7 Once an NEP is awarded to a Local Committee, the LC holds the right to handle and be credited with all future traineeship re-raises with the company, unless the MCVP ICX decides, with sufficient reason, to take away NEP right of the Hosting LC and/or re-allocate the accounts.

3.14. MC INTERNS

3.14.1 Definition

An MC Intern is any bonafide student or university graduate who has applied for an Exchange, after being recruited and screened by the Member Committee.

3.14.2 The term “Hosting Local Committee” refers to the LC to which the intern has been given or allocated to.

3.14.3 Allocation:

3.14.3.1 The MCVP ICX reserves the right whether an MC Intern is to be handled by an LC or the MC. Consequently, the MCVP ICX also decides which LC the MC Intern will be given to.

3.14.3.2 For a Local Committee to be qualified to receive an MC Intern it should have shown consistent satisfactory performance in servicing of their outgoing interns.

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3.14.4 Fees:

3.14.4.1 The EP Administrative fees as found in section 3.10 Fees of this compendium, will be split between the Member Committee and the Hosting LC as follows:

a) If the Intern was recruited, screened and raised by the MC, only the REALIZATION Fee will go to the Hosting LC.

b) If the Intern was recruited by the MC but was allocated to an LC BEFORE raising, the RAISING and REALIZATION Fees shall go to the Hosting LC.

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IV. QUALITY STANDARDS

An AIESEC internship is a practical working and learning experience for the intern to develop academic knowledge and professional skills. An internship must aim to provide the intern with:

§ A positive learning experience; § Practical skills and knowledge in a foreign environment to complement the intern’s higher

educational background or field of career aspirations; § Interaction with a different social and cultural environment with a view to gaining

intercultural competencies; § Development of theoretical and practical leadership skills; § Opportunity to apply personal and professional skills, knowledge, attitudes and values to

work for the organisation as well as the host communities; § Develop awareness and knowledge of social issues and different practices of the sending

and hosting country; § Opportunity to contribute to personal and professional life goals.

The internship cannot aim to:

• Solely provide an opportunity for the intern to earn money; • Provide a holiday; • Act as a permanent career placement or recruitment opportunity in the host country. If

the organisation decides to extend the internship on a permanent basis, AIESEC will have no role in facilitating this.

4.1. TN JOB QUESTIONNAIRE

4.1.1 The Job Questionnaire and the Statement of Understanding must be fully completed and signed by the organisation and an AIESEC representative before the information is entered into MyAIESEC.net. In particular, “PART 3 Internship Description and Details” must be completed in detail.

4.1.2 Local Committees must educate the organisation in filling up the TNJQ.

4.1.3 For GCDP, Local Committees must ensure a supporting or sponsor organisation that is included in the TN Form. Projects initiated by LCs without external participation or sponsorship will not be qualified, thus forms will not be raised.

4.2. EP SELECTION

4.2.1 The selection process for an internship application must include, at minimum, the following:

4.2.1.1 Pre- screen application: The pre-screen application is an online or paper based application used to determine the intern’s matchability.

4.2.1.2 Review Board Interview

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The Member and Local Committees should screen their internship applicants through a Review Board according to the following basic criteria:

• Understanding of the role of Exchange stage in the AIESEC Experience

• Professional and personal goals for the internship • Language proficiency in English and/or any other language

necessary for internships • Academic and/or working qualifications and skills suitable to his

desired type of internship (ex. An intern who wants to go on a GCDP internship has suitable qualifications)

• Final review of matchability with respect to qualifications and the types of internships available

• Demonstration of leadership competencies and experiences • Ability to meet travel expenses

4.2.1.3 The Review Board Interview panel composition are stipulated in 3.5.9

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4.3. PREPARATION – INTERN

4.3.1 All sending entities must provide their EPs with the preparation policies stipulated in Article 6.1 of the Exchange Program Policies

4.3.2 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 AIESEC identity and vision

• 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

• Overview of the exchange measurement system and/or evaluations

• Set and review personal goals for the internship

SENDING LC

The Sending LC is responsible for providing 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.

4.3.3 Safety and Logistics Preparation

Interns 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. 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.

Safety Precautions

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The intern should be informed of basic safety precautions as advised by the national government. The intern should also be informed to keep updated of any relevant national government advice in relation to the destination

Training and Information

4.3.3.1 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.

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.

The 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.

4.3.4 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 committee, 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 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.

4.3.5 Professional Preparation

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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 organisational culture of the host TN (where possible)

• Working in the specific industry or type of organisation (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 organisations (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 organisational culture of the host TN.

The LC should also provide information on the general work environment or expectations of various industries or types of organisations. For example, what can a foreign intern expect from an SME vs. an MNC in the Philippines?

4.4. PREPARATION – ORGANISATION

4.4.1 The Hosting LC must provide each TN organisation with adequate orientation to AIESEC and preparation to receive and integrate a foreign intern. This preparation shall include:

1. Country Preparation

a. Basic information about the intern’s home country

2. Cultural Preparation

a. Overview of cultural differences that may impact working relationships

b. Information on the culture and business culture of intern and highlight areas of difference and potential conflict

3. Intercultural Preparation

a. Information about culture shock and how to support an intern b. 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

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• 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

4.5. RECEPTION

4.5.1 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.

4.5.2 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) should be identified once the internship is matched in order facilitate communication with the intern prior to arrival.

2. 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 their interest and financial situation. 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 as long as the EP gives his/her flight details seven days prior to arrival. Another LC may pick up the EP if the host LC is unable to. However, compensation will depend on the agreement of the two LCs.”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

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• Assistance in obtaining Internet access.

• Provide assistance in dealing with housing agreements and landlords if required.

• Specific safety precautions for the local city/neighborhood 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.

3. Work Orientation – The Hosting LC should 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 organisation 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 organisation, and intern of complaint and quitting/termination procedures, integration plans for 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.

4. 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.

§ Review the pre-departure measurement evaluation done by the intern and act on any necessary follow up.

5. 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:

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§ 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

§ The hosting LC must host a welcome dinner to the EP within two week after his/her arrival. The hosting LC should also provide the intern with an orientation to the local culture and business culture.

§ The TN taker or the hosting LC must issue a certificate to the EP. The hosting LC must also send an email of appreciation to the EP after the latter's internship

4.6. INTEGRATION

4.6.1 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

4.6.2 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.

• 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 organisation to relevant AIESEC activities, events, and opportunities

• Give the EP access to a non-monetary emergency kit, with information on important national departments and contact details of at least the TN manager, VP ICX, and LCP.

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4.7. RE-INTEGRATION

4.7.1 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.

4.7.2 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 i.e. talk about his or her experience in exchange in General Assemblies, member recruitment sessions, organisation interviews, Selection of Interns, Board of Advisors, TN marketing, etc.

• 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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V. FINANCIAL REGULATIONS

5.1. GENERAL

5.1.1 The Financial Regulations set in the AIESEC in the Philippines compendium shall govern the use of the AIESEC funds and fees of the MC and LCs of AIESEC in the Philippines.

5.1.2 The each Local Committee Executive Board (LCEB) be an entity solely in charge of controlling its cash in-flow and out-flow.

5.1.3 All LCVPFs have at least three (3) units of basic accounting background.

5.1.4 The the NATIONAL AUDIT TEAM stresses the implementation that the MCVPF and LCVPFs be responsible for maintaining complete records of their financial transactions.

• That the accounting system to be used by the MC and LCs shall be the double entry system.

5.1.5 That May 1 to April 30 of the following year be defined as the fiscal year of the Philippines

5.1.6 That the interim FINANCIAL reports, namely: journal, general ledger, balance sheet,

income statement, and cash flow statement, signed by the LCVPF and the LCP be submitted to the MCVP Finance

5.1.7 That all interim Financial reports of the Member Committee namely: journal, general ledger, balance sheet, income statement, and cash flow statement report signed by the MCVPF and the MCP be submitted to the Membership Sub-committee chair upon review.

5.1.8 That all matters regarding procedures in Finance be in accordance with the Finance Regulations and Financial Policies and Procedures. Failure to comply with the Financial Regulations will be given an appropriate sanction as stated in section 5.7.

5.1.9 That the LC’s be divided into 2 Tiers depending on their financial capacity. Tier 1 will pay 65% and Tier 2 will pay 35% of the total MC representation costs. LC’s within a tier will divide their half of the MC representation costs equally.

The division of LC’s per tier will be as follows:

TIER 1: AdMU, DLSU, UPD

TIER 2 Intramuros, MiC, UA&P

The MC Representation costs will be the sum of the costs of the following:

• IC Registration • IC Pre-Meeting • IPM Registration

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• IPM Pre- Meeting • IC Travel Fund • IPM Travel Fund • IC Damage Fees • IPM Damage Fees

Performance based costs that will be added to the total LC Fees will be collected from each LC. The individual costs per performance indicator are as follows:

EU 5.00 per exchange EU 2.50 per member EU 50.00 per LC

Payment scheme:

Initial Payment

• 4th Friday of July • Affiliation fees required by AI for IC • IC delegates fee, and airfare for IC • 30% of the total fee

Second installment

• Due on NLDC • 30% of the total fee

Third installment

• Due on NatCon • 40% of the total fee

5.1.10 That the Member Committee presents its annual budget to the National Executive Board at the May NEB for assessment.

5.1.11 That the invoices for LC Fees be issued at the May NEB proceeding the presentation and assessment of the Member Committee annual budget.

5.1.12 That a pre-termination session be conducted before or immediately after the term of office to facilitate turnover through the orientation and familiarization of the existing financial system.

5.1.13 That the MCVPF distribute monthly to the LCs their statements of account containing the list of their payable and receivables to the MC together with the dates these accounts are due.

5.1.14 That the MCVPF distribute the following financial statements of the Member Committee to all local committees during May NEB, NLDC and Natcon:

• Balance Sheet • Income Statement • Statement of Cash Flow

5.2. BUDGET

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5.2.1 That the administrative budget of the MC includes monthly allowances of Php 14,000 for the full time MCP and Php 10,000 for each full time MCVP. Any full time international EB member will be given a monthly allowance of Php 10,000 plus lodging support upon the discretion of the MCP and MCVP Finance.

5.2.2 That the LCVPF submit to the MCVPF the LC Operations Budget including a budget of all projects planned for the incumbent term during May NEB.

5.2.3 That the LC Operations budget be approved and signed by the LCEB prior to submission during May NEB.

5.2.4 That the outgoing LCVPFs and MCVPF be required to submit a report on actual expenditures and closing balance of the outgoing officers and to furnish a copy to the incoming LCVPF to facilitate the preparation of the budget for the coming Administrative year.

5.3. DEBT RECOVERY

5.3.1 That the MCVPF and the LCVPFs agree upon the FINANCIAL status of the indebted LC’s position to pay.

5.3.2 If the LC cannot pay the amount stated in the official invoice, that a debt recovery plan be submitted by that LC to the MC fifteen (15) days before amount invoiced is due. This report shall state:

• The reason for non-payment • Action taken towards meeting the debt • Proposed schedule of future payments

5.3.3 The Local Committee shall have their debt recovery plans signed by the LC VP for Finance or Finance Responsible, and counter-signed by the Local Committee President.

5.3.4 If circumstances show that the LC will not be able to make payment within the period prescribed, or the LC fails to pay completely, the MCVPF and the LCVPF must discuss the reason for their non-payment and agree on new terms of payment in writing.

5.3.5 That the maximum allowable amount of debt is PhP 10,000.00.

5.3.6 That any LC with a debt to the MC will have its Membership status reviewed at May NEB (Finance only) and NatCon.

5.4. REVIEW OF BOOKS

5.4.1 That review of books of the LCs be made by the Finance Subcommittee at the National Congress of the fiscal year.

5.4.2 That the MCVPF be authorized to request for a review of the LCs’ books (i.e. cash flow statements and supporting documents) every month, to be submitted on the Friday of the succeeding month.

5.4.3 That the review of the books of the LC and MC be used as a sanction due to the following:

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• Failure to comply with the mandates regarding the payment of debts. • Failure to submit a FINANCIAL statement without justifiable cause in a

manner as prescribed. • Inadequate FINANCIAL presentations.

In the case of the MC, the MCVPF be automatically mandated to submit complete financial statements by the next NEB meeting.

5.4.4 That the results of the review be used as a basis for the NEB to give recommendations and/or SANCTIONS to the LC concerned or the MC.

5.5. VIOLATIONS AND SANCTIONS

5.5.1 Sanctions for violations of Finance Regulations for Operations and for Non-submission of requirements:

1st offense: Written warning

2nd offense: Standard payment of PhP 1,000

3rd offense and thereafter: Php 1,000 for every month until the end of

the term

5.5.2 Administrative Provisions on Debt Recovery Plans (DRP).

a) Surcharges

i. 50% on principal – willful neglect to submit a DRP on due dates (without demand)

ii. 25% on principal – breach of DRP contract (default and delinquency)

b) Interest - in all cases of default and delinquency, at an interest rate per annum agreed upon by the LCVPF responsible and the MCVPF shall be computed on the principal starting from the date the principal is due until it is paid.

5.6. FINANCE AUDIT TEAM

5.6.1 That a Finance Audit Team be mandated at May NEB to conduct twice a year audit for the Local Committees.

5.6.2 The Financial Audit Team to be composed of the following members:

1. MCVP Finance 2. MC BoA for Finance (External) 3. Internal Auditor

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5.6.3 That the Finance Audit Team shall review the following books of each Local Committee for both audits:

a. Income Statement b. Balance Sheet c. Statement of Cash Flows d. General Journal e. General Ledger f. Bank Reconciliation Statement

5.7. EMERGENCY FUND POLICIES

5.7.1. The Emergency Fund will be used to:

5.7.1.1. Track Full member LC’s finance through alerting the MC about events that require the use reserves

5.7.1.2. Be used as a control tool as a non-monetary corrective measure for non-compliance for financial sustainability

5.7.2. Any withdrawal worth 20% of the account and below from the Emergency Fund must be repaid within the 14 days of the withdrawal. Anything larger must be paid within 30 days after the withdrawal.

5.7.3. The schedule of minimum payments is as follows:

NLDC- an equivalent of the LC’s 1 month reserve

Natcon- an equivalent of the LC’s 3 months reserve

Stratcon- an equivalent of the LC’s 6 months reserve

5.7.4. The Emergency Fund will be managed by the MCVP Finance. The actions allowed are as follows:

5.7.4.1. Opening the bank account under the discretion and approval of the LCVP Finance. All requirements will be seen and signed by the LCVP Finance. Signatories will be the LCVP Finance and/or the LCP under LC agreement and the MCVP Finance and/or the MCP.

5.7.4.2. Close the bank account should the LC be disbanded and the balance be transferred to the MC.

5.7.4.3. Freezing the bank account for the following reasons:

• LC Fees or payables to MC are not paid • Finance requirements are not submitted at any point after the first 7

days of the week. • Payables balance is higher than emergency fund balance

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5.7.4.4. Any withdrawal worth 20% of the account and below from the Emergency Fund must be repaid within the 14 days of the withdrawal. Anything larger must be paid within 30 days after the withdrawal.

5.7.4.5. Disbursements may occur in times of emergency defined as:

• A payment is due but the money required is not available due to processing being delayed by the school or bank for unforeseen reasons. The proof of processing must be presented along with the proof of ability to pay within the time period allotted in section 5.7.2.

• A payment is due but the money required is not available due to the negligence of the LC. There will be an issue of a warning on the first event. On the following events of this nature, an added 33% of the total reserve will be deducted from the total possible amount of withdrawals per transaction. Infractions will be reset every May NEB.

• Any other request will be assessed under the discretion of the MCVP Finance.

5.7.4.6. The MCVP Finance is required to give an assessment note of the possible repercussions and risk involved in the withdrawals.

5.7.4.7. The bank statements will be released to the respective LCVP Finances every month.

5.8. NATIONAL FINANCE POLICIES

See Appendix B of this compendium

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VI. ER POLICIES

6.1. MARKETING GUIDELINES

6.1.1 Local Partners

6.1.1.1 Local Partners (LPs) are active external supporters of an AIESEC Local Committee in its operations, programs and activities.

6.1.1.2 A Local Partnership is defined as a long-term and mutually beneficial working relationship between an AIESEC LC with a corporation and/or organisation/institution based on any one of the following:

a. Exchange (TNs raised with the company or organisation/ institution)

b. Financial or in-kind support amounting to at least PhP 10,000 c. Both Exchange and Financial Partnership

Note: Sponsors for activities will not be considered as Local Partners, but as Activity Sponsors

6.1.1.3 All recognized LCs should have at least two Local Partner (Financial, Service or Exchange) excluding NEPs

6.1.1.3.1 A Local Partnership shall not exceed 365 days upon activation, except for exchange partnerships, which may last up to 78 weeks, and will only be recognized by the MC upon submission of the following documents to the MCER office:

a. Copy of a signed memorandum of agreement and/or conforme letter between the company and the local committee

b. Said memorandum of agreement and/or conforme letter must state the period of the partnerships activation and termination

6.1.1.3.2 All existing Local Partnerships carried over from the previous fiscal year must be declared to the MC Sales Person in-charge by the first legislative National Executive Board meeting. Failure to do so will result in the company being returned to the general pool.

6.1.1.4 All LCs are required to clear companies through the national partner clearing list prior to tapping.

6.1.1.4.1 The definition of tap is to make initial contact with a company through a cold call, warm call, or sending of a proposal.

6.1.1.5 An LC may not tap a Local Partner of another LC, unless permission was asked from the LC-in-charge .

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An LC who has been granted permission to tap a Local Partner of another LC must notify the MCER office.

An LC may not tap a company cleared to another LC for any reason.

Failed marketing attempts that are confirmed by the LC-in charge before the expiration of the cleared forms, will go back to the general pool after three weeks.

6.1.1.5.1 An LC may tap an office of a Local Partner of another LC if the product being offered to the company (Exchange, Financial, Support and Activity) is different from one LC to the other.

6.1.1.6 LC- in-charge reserves the right to refuse request for clearing to its LP in the interest of maintaining good relations with partners.

6.1.1.7 LC BOAs and the companies or organisations/institutions they belong to are not automatically considered as LPs.

6.1.1.7.1 As a requirement to maintain full membership status, no LC, EB, OC, within a member’s jurisdiction, may, during any year (or period of a year), partner with any company involving in illegal activities, tobacco companies, illegal drug companies and arms manufacturers.

6.1.1.7.2 LCs shall not approach or initiate to establish partnership with companies involved in illegal activities, tobacco companies, illegal drug companies and arms manufacturers.

6.1.1.7.3 Members of Local Committee Board of Advisors shall not, in any way, be related to companies involved in illegal activities, activities and/or with tobacco companies and arms manufacturers.

6.1.1.8 A company or organisation/ institution may be enrolled into an LCs group of LPs as soon as a contract of agreement has been signed by the two parties. The contract must state the terms of agreement for both parties.

6.1.1.9 An LC is responsible for maintaining long-term, partnerships with its LPs year after year.

6.1.1.10 A GIP or GCDP traineeship raised places the TN in an LC's group of LPs. Thus, no other LC is allowed to tap the company, institution or organisation for TNs.

6.1.1.11 Global partners cannot be tapped by LCs.

6.1.2 Activity Partners and/or Sponsors

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6.1.2.1 Activity Partners (APs) are various external supporters who have agreed to actively support an AIESEC Local Committee in its operations and programs for one activity.

6.1.2.1.1 Activity Partners will not be acquired by the Member Committee, except for AIESEC Philippines events.

6.1.2.2 Sponsors for activities will not be considered as Local Partners but as Activity sponsors.

6.1.2.3 An Activity Partnership is defined as a short - term and mutually beneficial working relationship between an AIESEC LC with a corporation and/ or organisation/ institution based on the following:

a) Financial or in-kind support amounting to the need of the project;

b) Support in which the Local Committee is not required to perform certain tasks for the partner company beyond the duration of the activity or what is stated in their partnership contract;

c) Company support shall not go beyond the duration of the activity.

6.1.2.4 An Activity Partnership shall not exceed beyond 2 weeks upon termination of the activity.

The MCER office should be notified of all participating Activity Partners before execution of the activity.

6.1.2.5 The MCER office should be notified of all participating Activity Partners one (1) week before execution of the activity.

6.1.3 National Partners and/or Sponsors

6.1.3.1 The Group of Partners and/or Sponsors is comprised of companies and/or institutions organisations that have been actively supporting AIESEC in the Philippines in its operations and activities. Thus, they are considered National Partners and/or Sponsors of AIESEC in the Philippines.

6.1.3.2 National Partners and/or Sponsors are classified according to their contribution and involvement.

6.1.3.2.1 The National Exchange Partner Group is composed of partners who have agreed to participate in the International Internship Exchange Program generating at least 6 exchanges or 100, 000 worth of exchange fees within 365 days of signing the contract.

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6.1.3.2.1.1 For GCDP National Exchange Partners, Local Committees will have the discretion to participate in the partnership based on LC capacity and sustainability of servicing and/or project execution.

6.1.3.2.2 Sustainability Partner Group is composed of partners who have provided us with mentoring, helped us in research and product development, and supported us with our long term advocacy campaigns

6.1.3.2.3 The Sponsor Group is composed of sponsors who have provided us with financial or in-kind support amounting to at least PhP 50,000.

6.1.3.2.4 The National Financial Partner Group is composed of sponsors who have provided us with financial or in-kind support amounting to PhP 100,000 and above.

6.1.3.3 No LC is allowed to tap any of these companies and/or institutions/organisations for local partnerships.

6.1.3.4 Should an LC be interested in marketing for a TN to a company or institution/ organisation that is already a NP, they must first clear it with the MC. The terms of such partnership are negotiable between the MC and the LC concerned.

6.1.3.5 National Exchange Partner Servicing

6.1.3.5.1 To ensure quality servicing of the companies and trainees under the NEP program, servicing for NEPs shall be provided by both the MC and LC selected.

6.1.3.5.1.1 The MC, being the recognized partner of the company, shall provide all the servicing required by the company in the course of the traineeship.

a) Invoice follow up and acquisition b) Evaluations from the company c) and any other business

However, an agreement should be made between the LC and MC upon awarding the NEP to the LC; otherwise the MC absorbs the responsibility of servicing the company.

6.1.3.5.1.2 All servicing pertaining to the needs of the trainee shall be handled by the chosen LC.

6.1.3.6 No LC is allowed to tap any of these companies and/ or institutions/ organisations for local partnerships.

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6.1.3.6.1 The definition of “partner with” includes, but is not limited, receiving/ payment (cash or in kind) for any activity, such as meetings, projects, financial partnerships, traineeship exchanges.

6.1.3.6.2 Neither the LC nor the MC may initiate or establish partnerships with tobacco companies, arms manufacturers, and companies involved in illegal activities.

6.1.3.6.3 Members of the National/Member Committee Board of Advisors shall not, in any way, be related to companies involved in illegal activities, activities and/or with tobacco companies and arms manufacturers.

6.1.4 General Pool

6.1.4.1 Companies and/or organisations/ institutions that do not belong to any of the aforementioned groups are classified as belonging to the General Pool.

6.1.4.2 The MC and the LCs are allowed to tap any establishment belonging to the General Pool, provided they clear it first with the MCER Office.

Violation of this rule merits SANCTIONS against the offender.

6.2. MARKETING PROCEDURES

6.2.1 Tapping Local Partners

6.2.1.1 LCs must be responsible for renewing their local partnerships every year before the existing contract expires. The renewed contract must be submitted to the MCER Office for updating. This also serves as proof of an active partnership. If the MCER is not informed of the contract renewal, the company shall be returned to the general pool immediately after contract expiration.

If the LC is interested in renewing the partnership but was not able to update the contract prior to expiration, the LC may inform the MCER of their intention of renewing the partnership. The LC will be given a maximum of three (3) weeks to submit an updated contract to the MCER before the company is returned to the general pool.

6.2.2 Tapping Companies Belonging to the General Pool

6.2.2.1 An LC or the MC must first clear the company with the MC Sales Team in the MC Office. Cleared establishments will be announced immediately and the compiled list will be updated online. Upon clearance, the LC is given the following time to finalize the partnership:

GCDP 4 Weeks GIP 6 Weeks Financial Partner 6 Weeks

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6.2.2.1.1 Pending Status: If no contract of partnership is submitted but there had been negotiations with the company and/or conct is being drafted by the LC by the end of the period, it will be considered as pending. Duration of pending is to be determined by the MCVP Sales Person in-charge on a case-to-case basis.

6.2.2.2 LCs are required to have account managers for all of their potential and current partners. They can only clear 20 companies or organisations per account manager each week but upon the need for more companies to be cleared, the LC has to ask permission from the MCVP and he/she will dictate the additional number of companies allowed to be cleared by that LC.

6.2.2.3 The LC must provide weekly updates on the status of the negotiation with the cleared establishment to the MCVP Sales Person in-charge. If the LC is unable to provide an update on the negotiation when requested for, the negotiation may be considered inactive under the prerogative of the MCVP handling the account.

6.2.2.3.1 If a negotiation is considered inactive, the MCVP handling the account with prior notification to the LC may return the company to the general pool.

6.2.2.4 If the LC or the MC is able to successfully establish a partnership with the company or institution/organisation, the establishment is added to the LC’s group of LPs or sponsor (or MC’s group of NPs) as soon as they able to furnish a contract.

6.2.2.5 If an LC fails to forge a local partnership with a cleared company, all LCs may only market for a local partnership to that same company after four (4) weeks.

6.2.2.6 If an LC fails to clear a company they have already signed a contract with, it will be under the prerogative of the MC to decide what to do with the company.

6.3. BRANDING

6.3.1 This provision of the ER Policy booklet promotes proper projection of the AIESEC image and identity through proper usage of our brand promise in both tangible and intangible manners. The guidelines set acknowledges the importance of consistency, thus have to be used in all materials. AIESEC should have a clear and consistent brand. It is the key to attracting and building trust in our stakeholders. It is also the first step to building brand awareness in our external environment.

a) Tangible- branding products / merchandise and ER products b) Intangible- Ex. Culture of Excellence, Global and Activating Leadership in all

our actions

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6.3.2 Branding Guidelines

All LCs must strictly adhere to the AIESEC Brand Toolkit. Failure to comply will have their respective sanctions.

6.3.2.1 The AIESEC Brand Promise (For definition kindly refer to the ER Guide of AIESEC International included in the appendix)

• Activating Leadership • Connecting • Global • Excellence • Enjoying • Diversity

6.3.2.2 AIESEC Philippines Branding Initiative should at least contain Activating Leadership, Global and Excellence

6.3.2.3 Audio-Visual presentations and promotional materials must be consistent with the AIESEC Brand Promise and audio-visual guidelines.

6.3.2.4 Computer Based presentations (flash, powerpoints, etc)

a) Videos b) Audio Recording

6.3.3 Visual Guidelines

6.3.3.1 The visual guidelines are a refreshment of the current logo standards together with the addition of primary colors, secondary colors, and text. (Refer to the AIESEC International Visual Guidelines).

6.3.4 AIESEC Logo

The AIESEC logo is the heart of AIESEC’s identity. It was designed to create awareness about the association and enhance recognition. The logo visualizes that

AIESEC:

a) Brings people together b) Consists of people that move forward c) Is future oriented d) Is a dynamic association

It symbolizes that AIESEC is positive force for global development by bringing people together to develop themselves and their communities.

6.3.4.1 Violations and Sanctions:

Branding products merchandise that violate any of the branding visual guidelines are prohibited to be sold.

Tarpaulins, banners, posters, standees, mascots that violate the branding visual guidelines are prohibited to be used and be displayed.

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Audio-visual products that violate the branding guidelines are subject for improvement within 2 weeks after first notice. Failure to improve the said product will be counted as an ER Policy Booklet Violation.

All AIESEC documents that do not follow or use the Branding Visual Guidelines will be requested to be revised within 7 days. Failure to improve the said product will be counted as an ER Policy Booklet violation.

6.3.4.2 All proposed LC paraphernalia for promotions and/or for selling including the following but are not limited to: shirts, ballpens, manuals have to be submitted to the MCVPER office for clearing

6.3.4.3 Cleared designs/layouts will be released at most 2 days after submission for approval.

6.3.4.4 That the ER team (VPERs and MCVPER) change the font of the compendium into Tahoma and change the layout design based on the International Branding and Visual guidelines.

6.3.4.5 All LCs with cleared designs and layouts must acquire a contract from the company which will manufacture their merchandise a contract which states that it has to provide a prototype prior to mass production of paraphernalia and will replace the products manufactured if it failed to follow the terms agreed upon in the contract.

6.3.5 ER Products

6.3.5.1 This provision of the ER Policy Booklet promotes the need to create ER products and the need to sell these products.

6.3.5.2 These ER products are projects and initiatives which address our brand promise, areas of service and learning and AIESEC values.

6.3.5.3 ER products are identified and categorized as but not limited to:

a) Talent Development Partnerships b) Awards c) Corporate Social Responsibility Initiatives d) Stakeholders’ Forum e) Projects Based on Exchange (PBOX)

6.3.5.4 ER Products can be MC-initiated or LC-initiated. MC-initiated products include national conferences, general assemblies, national recruitment campaigns, etc. LC-initiated products include seminars, special events, PBOXes, etc.

6.3.5.4.1 Outlines and proposals of the said ER products must be submitted to the MCVPER office for approval.

6.3.5.4.2 The product proposal outline must contain the following:

a. Project Head

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b. Contact Information

c. Target Date of Implementation

d. Objectives (min. of 2)

e. Product Category

f. Brief Description of the project

6.3.5.4.3 All MC-initiated ER products must also follow the same outline and be announced to the NEB through email.

6.3.5.5 The National Product Portfolio is a collection of ER products and services, national and local, carefully screened on the basis of marketability, quality of delivery and alignment to the marketing and brand strategy.

6.3.5.5.1 Not all LC-initiated products are part of the portfolio. The content of which is decided upon by the National ER Executive body (MCVPER and LCVPs).

6.3.5.5.2 Products and services not included in the National Product Portfolio must be carefully monitored and approved by the MCVP ER and the MCVP responsible for the project or activity.

6.3.5.5.3 The person in charge of producing the portfolio is the MCVP ER.

6.3.5.6 Only nationally certified sellers have the authorization to sell the National Product Portfolio to potential partners.

6.3.5.6.1 The certification process is administered by the MCVP ER.

6.3.5.6.2 Revenue sharing of products within the portfolio is at 15% to the seller’s entity, and 85% to the implementing LC/s or the MC (to be divided based on merit and contribution to the overall success of the product).

6.3.5.7 MC initiated promotional products / merchandise must be announced to the NEB through email. Revenue sharing is based on the LC’s investment and revenue contribution; still it will be based on merit.

6.3.6 Violations and Sanctions

Branding products / merchandise that violate any of the branding visual guidelines are prohibited to be sold.

Tarpaulins, banners, posters, standees, mascots, that violate the branding visual guidelines are prohibited to be used and be displayed.

Audio-visual products that violate the branding guidelines are subject for improvement within 2 weeks after first notice. Failure to improve the said product will be counted as ER policy booklet violation.

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All AIESEC documents that do not follow or use the Branding Visual Guidelines will be requested to be revised within 7 days. Failure to improve the said product will be counted as ER policy booklet violation.

6.4. ALUMNI RELATIONS

6.4.1 The LCP or the LCVP ER will appoint or elect an Alumni Director/Alumni Responsible for their local committee by the start of a fiscal year to be in-‐charge of Alumni Relations and tracking.

If LC is less than 3 years, an alumni director/ responsible/coordinator role can be disregarded

The Alumni Coordinator shall have the following responsibilities:

a) Maintain alumni database of their LCs b) Create initiatives for increased alumni involvement c) Supervise and support alumni activities

The Alumni Coordinator of each LC will supervise in tracking their alumni from the year their LC was established until the present and all alumni involved activities. It shall be forwarded to the VP ER.

The LC VPERs shall forward the updated alumni list to the MCVPER. The alumni list shall contain the following information:

. a) Batch Year in AIESEC

. b) First Name

. c) Middle Name

. d) Last Name

. e) LC Positions

. f) Course

. g) Year Graduated

. h) Personal Mobile Number

. i) Landline Number (optional)

. j) Personal Email Address

. k) Company Position

. l) Company

. m) Company Telephone Number and Email (optional)

. n) Company Address (optional)

. o) LinkedIn Account (optional)

. p) Facebook (optional)”

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Note: Any relevant information about an alumnae/alumnus will fall under the profile

LC VPERs must furnish the MCVPER a copy of the project proposal at least a month prior to the event for alumni involved or alumni initiated activities.

Note: LCVP ER shall forward Alumni Director/Alumni Responsible/Alumni Coordinator's year-long alumni engagement plan to the NST AR/MCVP ER within the first two months of the term.

6.4.2 The LCP or the LCVP ER will appoint or elect an Alumni Director/Alumni Responsible for their local committee by the start of a fiscal year to be in-‐charge of Alumni Relations and tracking.

6.5. VIOLATIONS AND SANCTIONS

6.5.1 Marketing Procedures

6.5.1.1 Illegal Establishment of Partnerships

6.5.1.1.1 When a LC markets to another LC’s LP or to the MC’s NP, whether as year long or activity partner, without the permission of the LC-in-charge or the MC in – charge, a copy of the contract signed with the partner shall also be demanded from the violating LC.

For successful tapping:

Financial partnerships: 90% of the total solicited amount or its equivalent monetary value for in - kind partnership shall be paid to the LC-in-charge or the MC as just compensation.

For TNs raised: 90% of the TN fee for every TN raised within the marketing period is paid to the LC-in-charge or MC.

For tapping of an already cleared company of another entity:

A fine of PhP 1,000 shall be paid to the LC-in-charge or to the MC.

6.5.2 Logo Violations

The following fees apply for any Logo violations committed:

Offenses

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a) Handmade PHP 100.00 b) Printed PHP 300.00 c) Tri-media PHP 1,000.00

6.5.2.1 That print media include tarpaulins, posters, fliers, brochures, official documents, standees, banners, training booklets, merchandise and business cards.

6.5.2.2 That Tri-media include websites (i.e. LC Multiply accounts), TV promotions, billboards, and newspaper advertisements.

6.5.2.3 For all other media not defined in sections 6.6.2.1 and 6.6.2.2, the corresponding penalties shall be under the discretion of the MCVPER.

6.5.2.4 Should the MCVPER fail to notify the LC of their violation within four (4) weeks after the event has taken place, the penalties will no longer be implemented.

6.5.2.5 Upon finding any form of branding violations, the MCVPER shall formally notify the LCP and LCVPER of the violating LC.

6.5.2.6 All fines in relation to logo violations should be settled by the next legislative conference.

6.5.3 General Provisions on Violations and Sanctions

6.5.3.1 LCs that have been violated must file a formal complaint to be submitted to the offending LC and the MC. A form of valid proof should also be submitted. The issue is then brought up to the National Executive Board (NEB) and is decided upon by them.

6.5.3.2 All fines for violations committed against the MC must be settled during the MC’s regular billing cycle. If a LC fails to settle the fine on or before the deadline, that amount will be put down as debt to be paid during the next billing period.

6.5.3.3 For every fourth violation an LC commits within the fiscal year, the MCVPER will hold all clearing requests for six (6) weeks.

Note: All current organisations that were cleared prior to the fourth violation can still be marketed to by the offending LC.

6.5.3.4 Complaints given more than 4 weeks after the violation has been committed will no longer be considered valid.

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VII. PROJECTS

7.1. GENERAL

7.1.1 The PROJECTS BOOKLET contains the guidelines and regulations governing the implementation of projects in AIESEC in the Philippines.

7.1.2 Projects are identified and categorized as but are not limited to:

a) AIESEC Experience supporting activities b) National, regional, or local (LC level) initiatives addressing one or f the

current impact areas (CSR, Education, Entrepreneurship) c) ER Products d) Regional conferences e) National conferences f) International conferences held in the Philippines

7.1.3 That projects or activities, which are not part of ELD process that would involve budgets of more

than P20,000.00 and carrying the name of AIESEC that are planned by the LCs or the MC be checked and given recommendations by the National Brand Subcommittee.

7.1.3.1 For projects or activities that the subcommittee finds not aligned with our brand, the

subcommittee will give recommendations and guidelines to make and allow the realization of the project. Submission of the report and analysis will be sent to the entity and the NEB.

7.1.3.2 If provisions and suggested guidelines are not followed, the entity may seek the approval

of the NEB to allow the project realization.

7.2. GUIDELINES

7.2.1 Project Management

7.2.1.1 A project should be headed by an OCP.

7.2.1.2 A project should be implemented by an OC.

7.2.1.3 The organisation’s corporate powers, business, and property shall be exercised, conducted, and controlled, respectively, by the Board of Directors, which is composed of the Member Committee Executive Board and the Chair of the National Board of Advisers. Local Committee projects, PBOXes and other initiatives shall be included in the Year-End Report.

7.2.1.4 The OC for national and regional projects will be selected by the OCP, LCEB and/or the MC.

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7.2.2 Regulations

7.2.2.1 The following projects need approval of the MC

a) AIESEC Experience supporting activities involving more than one LC.

b) National, regional, or local (LC level) initiatives addressing one or more of the current impact areas (CSR, Education, Entrepreneurship).

c) ER Products involving more than one LC.

7.2.2.2 Submit list of projects of local and national projects and initiatives at the start of the term or at least 2 weeks before project planning starts for approval of all activities and projects carrying the name of the organisation

7.2.2.2.1 The project proposal should be in the following format

I. Category

II. Nature of the Project

III. Objectives

IV. Measurables

a. Expected Output

b. Gauge for the success of the project

V. Organisations/Entities Involved

a. AIESEC

b. Externals

VI. Implementation

VII. Organizing Committee

a. Position

b. Name

c. Year and Course (if applicable)

d. AIESEC membership (member, EP, trainee, alumna/alumnus)

e. Contact Numbers (mobile, telephone, fax)

f. Email address

VIII. Budget

IX. Timeline/Schedule

7.2.2.3 ER Products which have been approved by the MC are subject to review and approval by the MCVPER for adherence to branding guidelines.

7.2.3 Implementation

7.2.3.1 The OCP shall submit to the MC a monthly status report to be submitted no later than every second Monday of the succeeding month.

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a. Tasks

i. Completed during the month

ii. Ongoing

iii. On hold

iv. To be commenced in the succeeding month

b. Problems

i. Area/s

ii. Effects

iii. Contingenciesxx

c. Other updates

d. Pictures (for regional LCs, activities outside of Metropolitan Manila)

7.2.3.2 The OCP shall submit to the MC a scanned copy of a Memorandum of Agreement (MOA) with each external organisation or entity that will participate in the project.

7.2.3.3 The signatories for AIESEC shall be the OCP and either of the following:

For LC projects, the LCP

For National projects, the MCP or the designated OCP

7.3. DOCUMENTATION

7.3.1 The OCP shall submit to the MC a final project report within one month after the end of the project

7.3.2 The project report should include the following

I. Deliverables realized (in bulleted form)

II. Deliverables not realized (in bulleted form)

III. Changes in the plans/timeline/schedule for the entire duration of the project in tabular form as follows:

IV. Changes in the composition of the OC as follows:

Original Plan/Task/Schedule

Revised Plan/Task/Schedule

Reason/ Rationale

Effect

Position Name of person initially appointed

Name of subsequent appointee

Reason/ Rationale

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V. Financial Statements

a. Statement of Cash Flows b. Income Statement c. Balance Sheet d. Attachments

i. Invoice Issued ii. Official Receipts Issued

VI. Pictures

VII. Recommendations

VIII. A letter addressed to the MC requesting that the OC be discharged of their duties and responsibilities in connection with the project.

7.4. VIOLATIONS

7.4.1 Failing to abide by any of the above projects provisions is a compendium violation.

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VIII. COMMUNICATIONS

8.1. BRANDING

8.1.1 A brand is an external representation of an organisation. A Brand can include a name, logo, and other visual elements of the organisation. A brand also consists of the actions and characteristics of the organisation’s members. In AIESEC, our global brand is represented through our living The AIESEC Way. Our �Brand Experience is the experience we want our stakeholders (members, supporters and enablers) to live when they interact with AIESEC

8.2. BRANDING GUIDELINES

8.2.1 All LCs must strictly adhere to the AIESEC Brand Toolkit.

8.2.2 The AIESEC Brand Toolkit includes the following documents:

a. Brand Experience – A description of the essence, differentiator, benefits, and values of AIESEC

b. AIESEC Logo – A description of the logo, the options for use, standards, and rules of logo use in different situations and placing it along side other logos and images (size, margins, and main and additional colours)

c. Color combinations and Typography - A description of the basic and additional color options to use on the AIESEC materials.

d. AIESEC Brand Promise – A set of elements that give a complete and textured description of our promise to our stakeholders.

Failure to comply will have their respective sanctions. 8.3. BRAND MANAGEMENT

8.3.1 The word ‘AIESEC’ should always be written in capital letters wherever possible.

8.3.2 As English is the official language of AIESEC, all internal and external communication materials must be in English. This includes but is not limited to: documents, meeting minutes, conference outputs, wikis, and websites.

8.3.3 If a local committee or an AIESEC member demonstrates behavior not in accordance with the AIESEC Way as deemed by the National Executive Board (for local committees) and the Local Committee Executive Board (for local committee members), the local committee or member is subject to expulsion.

8.3.4 Only a voting and non-voting LCs will be allowed to use the AIESEC name. Expansion Initiative and Contact Institutions may not attach the name AIESEC to their entity name (example: AIESEC in ABC)

8.4. AIESEC TRADEMARK

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8.4.1 For the purpose of this legislation, AIESEC Trademark is defined as the AIESEC name and AIESEC logo. AIESEC in the Philippines has the responsibility to monitor the usage of the AIESEC brand for locally-initiated activities, and ensure its proper usage. The owner of the Trademark is Stitching AIESEC IP Licensing on behalf of the Global Plenary

8.4.2 The Member Committee has the right and responsibility to give usage permissions of the AIESEC trademark to the Local Committees and to other AIESEC extensions initiated by them. The Member Committee has the responsibility to monitor and ensure the proper usage of the trademark in accordance with the Communications Policy Booklet.

8.4.3 The Member Committee has the right and responsibility to give usage permissions of the AIESEC trademark to the Local Committees and to other AIESEC extensions initiated by them. The Member Committee has the responsibility to monitor and ensure the proper usage of the trademark in accordance with the Communications Policy Booklet.

8.4.4 All local committees that have permission to use the AIESEC trademark have the right to grant limited usage permission of the trademark to external entities. The aforementioned limitation refers to the usage of the AIESEC name and the AIESEC short logo. By granting this permission, local committees have the responsibility to ensure that brand protection provisions are met.

8.4.5 The Member Committee is required to register the trademark within the Philippines and transfer the ownership to Stitching AIESEC IP Licensing.

8.4.6 The visual guidelines are a refreshment of the current logo standards and use of the AIESEC name, together with the use of primary colors, highlights, and typography. (Refer to the AIESEC International Visual Guidelines).

8.4.7 The AIESEC logo is the heart of AIESEC’s identity.

It was designed to create awareness about the association and enhance recognition.

The logo visualizes that AIESEC:

Brings people together

Consists of people that move forward

Is future oriented

Is a dynamic association

It symbolizes that AIESEC is positive force for global development by bringing people together to develop themselves and their communities.

8.5. ONLINE CHANNELS

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8.5.1 Every Voting and Non-Voting LC shall have an official online channel.

8.5.2 All the content from the LC’s online channels shall be in English.

8.5.3 All Local Committee online channels must be linked back to the official AIESEC in the Philippines online channel.

8.5.4 All online channels must be updated every last day of the month.

8.6. MEDIA MANAGEMENT

8.6.1 The Member Committee reserves responsibility in the creation of media partnerships for national initiatives.

8.6.2 Local Committees reserves responsibility in the creation of media partnerships for local initiatives.

8.6.3 Any other individual, group, local committee must gain approval from the Member Committee prior contacting any media partners for any purpose where AIESEC is represented.

8.6.4 A copy or documentation of all media appearances by the Local Committees for the purpose of AIESEC must be submitted to the Member Committee 30 days after the said appearance.

8.6.5 5 Local Committees must have the Member Committee approve re-raised media partnerships or should media partners be utilized for a different purpose after previously approved partnership.

8.6.6 The Member Committee must be responsible for the tracking of all Media Partnerships both locally and nationally

8.7. INTERNAL COMMUNICATION

8.7.1 All Voting and Non-Voting local committees must have an LC Wiki on myaiesec.net. This Wiki must be linked to the National Wiki.

8.7.2 The LC must have a group on myaiesec.net. All members of the said LC must be subscribed to this group.

8.7.3 Every Local Committee must have a general LC e-mail address ([email protected]).

8.7.4 All Local Committees must send a copy of their LC Newsletter to the Member Committee.

8.8. BRAND PROTECTION

8.8.1. The role of the brand protection subcommittee is to monitor and provide recommendations to the National Plenary on brand harming issues of AIESEC entities across the network.

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8.8.2. The members of the subcommittee shall be comprised of a representative from each LC, the NST for Communications and the MC VP Communication.

8.8.2.1. The term of the Subcommittee shall be from the first day of appointment to the last day of AIESEC Philippines annual term, April 30. Each AIESEC term, their selection will be done by AIESEC Philippines National Executive Board.

8.8.3. The National Brand subcommittee is comprised of 5 members of following profiles: MCVP Communications, LCVP Communications and National Support team approved by the NEB.

8.8.3.1. The subcommittee is tasked to provide support and guidance within the National Plenary

with regard to the following topics but not limited to: Brand education, brand positioning, branding violation, providing recommendations to LCs and NEB.

8.8.4. Each official member of AIESEC Philippines is automatically a brand ambassador of the organisation. Each brand ambassador is required to adhere to the AIESEC Code of ethics (see appendix) throughout their operations in order to ensure no misrepresentation of the AIESEC brand.

8.8.5. National Communications toolkit The Brand Protection Subcommittee is to issue a national communications toolkit as a refreshment of the AIESEC International visual brand guidelines, the principles of the AIEEC Brand Experience and terms of the Communications Policy Booklet. This toolkit is subject to the approval of the National plenary.

8.9. SANCTIONS AND VIOLATIONS

8.10.1. AIESEC merchandise that violate any of the visual brand guidelines, the principles of the AIESEC Brand experience and the contents of the Code of Ethics are prohibited to be sold. Sale or distribution of such products will be counted as a Communications Policy Booklet violation.

8.10.2. Print products that violate the Visual Brand guidelines, the AIESEC Brand Experience and the AIESEC Code of Ethics are prohibited to be used and be displayed. Circulation of such print products will be counted as a Communications Policy Booklet violation.

8.10.3. Audio-visual products, particularly web products that violate the visual brand guidelines, the AIESEC Brand Experience and the Code of Ethics are subject for improvement within 7 days after first notice. Failure to improve the said product will be counted as a Communications Policy Booklet Violation.

8.10.4. All AIESEC documents that do not follow the Visual Brand guidelines, the AIESEC Brand Experience and the AIESEC Code of Ethics will be requested to be revised within 7 days. Failure to improve the said product will be counted as a Communications Policy Booklet violation.

8.10.5. Feedback for designs/layouts sent by the Local Committee to the Member Committee will be returned thirty six (36) hours after submission for approval.

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8.10.6. LCs are required to link/send copies of all released materials to the MC as they are released for circulation. LC’s are not required to submit materials to the MC prior to release. However, if there are violations found upon circulation of materials, corresponding sanctions will be imposed.

8.10.7. Prior to release, it is the LC’s responsibility to have their materials checked should they have any doubts regarding compliance with the Communications Policy Booklet.

8.10.7.1. Should an LC email the Member Committee for the approval of a design, a text message is required to inform that the request has been sent.

8.10.8. All Local Committees with cleared designs and layouts must acquire a contract from the company which will manufacture their merchandise a contract which states that it has to provide a prototype prior to mass production of paraphernalia and will replace the products manufactured if it failed to follow the terms agreed upon in the contract.

8.10.9. Logo Violations

The following fees apply for any Logo violations committed:

Offenses

a) Handmade PHP 100.00 b) Printed PHP 300.00 c) Tri-media PHP 1,000.00

8.10.9.1. That print media include tarpaulins, posters, fliers, brochures, official documents, standees, banners, training booklets, merchandise and business cards.

8.10.9.2. That audio-visual materials include websites, TV promotions, billboards, videos and newspaper advertisements.

8.10.9.3. For all other media not defined in sections 9.3.10.1 and 9.3.10.2 the corresponding penalties shall be under the discretion of the MCVP COMM.

8.10.9.4. Should the MCVP COMM fail to notify the LC of their violation within five (5) weeks after the event has taken place, the penalties will no longer be implemented.

8.10.9.5. Upon finding any form of branding violations, the MCVP for Communication shall formally notify the LCP and the Brand Protection Subcommittee Member of the violating LC.

8.10.9.6. All fines in relation to branding violations should be settled by the next legislative conference. Unsettled fines will subject a Local Committee to a motion for downgrade during the next National Conference.

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IX. LOCAL COMMITTEE MEMBERSHIP

9.1. DEFINITIONS

9.1.1. That a Specialised Unit shall be defined an entity that is running strictly one programme (iGIP, iGCDP, oGIP, oGCDP) in a university or college where AIESEC has no established entity yet.

9.1.2. That an Initiative Group or Expansion LC be defined as the entity in the process of becoming a full member LC within a 2 year period and has been holding the title of Specialised Unit before.

9.1.2.1. A Patron LC shall be defined as the LC that extends resources and coaching to an Initiative Group with the goal of having them become a core member LC of AIESEC in the Philippines.

9.1.3. That a Member LC be defined as an entity part of the core membership of AIESEC in the Philippines except having voting rights.

9.1.4. 9.1.4 That a Voting LC be defined as an entity part of the core membership of AIESEC in the Philippines with full voting rights inclusive.

9.2. SCHEDULE OF CHANGE OF STATUS

9.2.1. Applications of Specialised Units to become Initiative Groups can be accepted and legislated at any legislative meeting throughout the year.

9.2.2. Member LCs that are committing to be Patron to an Initiative Group may do so at any time and without the legal approval of the National Executive Board but must submit a Contract of Agreement, which includes rights and responsibilities of both parties involved, to the Member Committee to review, approve and identify formally the status change of the Specialised Unit in the official records.

9.2.3. Changes in status of non-‐base member LCs can be initiated and legislated at any legislative meeting throughout the year.

9.2.4. Membership downgrades and upgrades (of all levels) may be legislated 3 times a year – as per the given Review Dates given by the Membership Sub-‐Committee at May NEB.

9.2.5. Membership disbandment shall comply with the timeline given in section 9.2.4 with the additional rights of the Membership Sub-‐Committee to motion the disbandment of an entity

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at any legislative meeting in case of great misconduct, harmful activities towards AIESEC in the Philippines as entity, etc – provided with proper reasoning.

9.2.6. Changes in status of an entity, regardless of the respective change shall require a majority of votes of 50% +1 of entities with voting rights at any time unless specifically directed otherwise by other sections of the compendium.

9.3. UNIVERSITIES OR COLLEGES APPLYING FOR MEMBERSHIP (INITIATIVE GROUPS)

9.3.1. Membership Exchange Requirement Score

Each IG is to fulfil the exchange requirement which will be represented by a cumulative score of the IG’s total exchange results, weighted accordingly, valid retrospectively for one year from the date of evaluation. The cumulative score shall be used for IGs and LCs to be eligible to retain or upgrade their membership statuses. Consequently this shall be used as basis for any membership downgrade as well.

Each type of exchange is scored as stated below:

• One GCDP ICX Realised form 1.0 • One GCDP OGX Realised form 2.0 • One GIP OGX Realised form 4.0 • One GIP ICX Realised form 5.0

9.3.2. Applying university or college must: 9.3.2.1. Be physically present at the given legislative meeting to formally submit all of the

following requirements one week prior to that: i. Formal Application Letter to the MC VP responsible for LCD and the National

Executive Board ii. Official Endorsement Letter from the university or college stating their support

for opening a new AIESEC entity in the given institution iii. Feasibility Study for establishing a new LC to contain the following:

1) Internal reality analysis inclusive but not limited to: student base, colleges, profile, quality of degrees, potential member and EP profiles, other organisations present, etc.

2) External reality analysis inclusive but not limited to: core business sectors in the vicinity of the entity, possible TN takers and relevant product portfolio, cultural, socio-‐economic and political situation of the mentioned city/district, etc.

9.3.2.2. Creation of an intitial IG Interim Executive Board with the following requirements:

i. At least five (5) bona fide students of the university/college ii. Members of the Initiative Group must have at least 1 year prior to finishing

their studies in the said university/college. iii. Each members of the Initiative Group was representing their entity on at least

1 national conference before the application date

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iv. Members of the Initiative Group must present proof of Good Moral Conduct from their university/college.

9.3.2.3. The Initiative Group must have the support of a Patron entity (LC or MC) that will extend

them the support and coaching during their status as IG. 9.3.2.3.1. For an LC to be able to run an Initiative Group, the following criteria will be

required: a) LC should allocate 15,000 PHP for capital infusion b) LC should create an extending team that is composed of at least 2 members to give

continuous support to the Initiative Group c) The Executive Board members of the extending LC or the MC will be primarily

involved in trainings and coaching their counterparts in the Initiative Group d) The extending entity and Initiative Group shall sign a Contract of Agreement

stating the requirements and conditions of the two sides working together.

9.3.2.3.2. A Specialized Unit can only be upgraded to IG status based on the initiative of their Patron LC. The MC shall have the rights to suggest upgrades of Specialized Units to Initiative Groups should they find it a potential in terms of organizational development.

9.3.2.3.3. Pay the application fee of PHP 5,000 9.3.3. An Initiative Group may only remain in Initiative Group status for a maximum of two (2) years;

the second year only being allowed upon evaluation of the Initiative Group’s first year of performance by the Membership Sub-‐Committee prior to the legislative meeting of the application.

9.4. INITIATIVE GROUPS THAT WANT TO UPGRADE TO MEMBER/VOTING LC’S

9.4.1. Only Initiative Groups may apply for Local Committee Membership status in AIESEC

in the Philippines

9.4.2. Applications for Local Committee Membership in AIESEC in the Philippines shall be

in accordance with the following procedures:

a) Fulfilment of all membership requirements of AIESEC in the Philippines as stated in section 9.5.1 of this compendium. The exchange requirement score for Initiative Group is 20 points.

b) Submission of a letter of official application for status change submitted by the Initiative Group President one week prior to the legislative meeting.

9.4.3. Membership status changes for Initiative Groups included shall be motioned at the

next legislative meeting by the Membership Sub-‐Committee based on their

reviews done 3 times a year. This shall be an automatic motion with veto rights

from the Initiative Group President or the Local Committee President of the

extending LC.

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9.5. EVALUATION FOR MEMBERSHIP STATUS

9.5.1. For a Member LC to attain Voting status they must accomplish the following:

9.5.1.1. Submit the following reports 1 week prior to the designated deadline:

a. May 1 i. LC Budget (plans?) ii. Directory of Executive Board and officers iii. LC Constitution/Compendium iv. LC Plans for the next term with the following MOS’es 1. TN Realisations plan 2. EP Realisations plan 3. TMP realisations plan 4. TLP realisations plan v. TM learning plan vi. Updated alumni database (recently graduated members included) vii. Year-‐End Report of previous term b. National Leadership Development Congress i. LC Mid-‐term Evaluation ii. LC EB Mid-‐term Evaluation c. National Congress i. Financial statements ii. Exchange report

** MC may require additional or less reports as deemed necessary

9.5.1.2. Must be physically present at each day of all National Conferences by at

least 40% (rounded up) of their Executive Board, 30% (rounded up) for LCs or IGs

not based in Metro Manila. Attendance check will be done by the MC/NEB and

published in a document available for the NEB at all times of the year.

9.5.1.3. Must have a BOA of at least 3 members with whom they have met at least

once in the last 6 months. The LCs must submit a copy of the composition of

their BOA and the minutes of their meeting 1 week prior to the national

conference in effect.

9.5.1.4. Must have infrastructure such as access to Email, Fax, phone, mailbox and

computer with hard disk.

9.5.1.5. Must have settled all debts towards the MC and other LCs.

9.5.1.6. Must have met the following exchange requirements:

a) Must have met the exchange requirement score of 40.00 retrospectively for 1 year from the date of application

b) Proper documentation of LC Reception and Learning Activities that the trainee and the company joined

c) Must not have been reported to the International Exchange Quality Board

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9.5.2. 9.5.2 A Member LC, similar to an Initiative Group, can only remain in their given status for

two (2) consecutive years from gaining that.

9.5.3. If a base member LC failed to meet the requirements specified in section 9.6.1 then the

following rules will apply:

a) If a Voting LC fails to fulfill requirements, the LC shall automatically be downgraded and lose their voting status for a one (1) year period. The Membership Sub-‐Committee shall be responsible for reviewing the membership status of the said LC.

b) ‘Late Submission’ is defined as the failure to submit membership requirements 24 hours after the agreed upon deadline. In the event a Voting LC submits a membership requirement late, the LC will automatically be motioned to downgrade at the next legislative meeting.

c) If a Member LC fails to fulfill the membership requirements again the following year, a motion will automatically be put forward to remove the Member LC from the roster of AIESEC in the Philippines. The Membership Sub-‐Committee will review the Member LC’s situation with reference to the consultation and the reports, review the commitments in the development plan the preceding year and will make recommendations regarding removal of membership. Removal will be passed with 2/3 votes of the voting entities.

d) A Member Local Committee in their status for two (2) consecutive years will be automatically disbanded on the following Membership Sub-‐Committee review date and legislation after the 2nd year’s date has passed.

9.6. EVALUATION OF OTHER ENTITIES (SPECIALIZED UNITS AND INITIATIVE GROUPS)

9.6.1. For Specialised Units to remain as such they must:

a) Have a member base of at least 5 members b) Have a supervising LC that is either in charge or coaching the SU c) At least SUP to attend NLDC is a requirement

9.6.2. For Initiative Groups to remain as such they must:

a) Fulfil all agreements as stated by the Contract of Agreement between the IG and the Patron LC

b) Be able to pay their membership fee, which is half of the MC Representation costs of the Tier 2 LCs and pro-‐rated according to the time of legislation of upgrade

c) Pass the evaluation of the Membership Sub-‐Committee , which will review their status and progress 3 times a year, along with all other LCs.

9.6.3. The following entities can remain as such for the following periods:

a) Speciliased Units can remain as such for an indefinite period of time

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b) Initiative Groups can remain as such for a period of maximum two consecutive (2) years, the second being only allowed based on the recommendation of the Membership Sub-‐Committee in regards to their 1st year of performance

9.7. MOTIONS AND SANCTIONS FOR NON-COMPLIANCE

9.7.1. Failure to comply with any of the requirements for Initiative Groups in their 1st year will move for the MC to evaluate the status of the IG, second time or failure during the second year automatically removes the entity from the list of Initiative Groups.

9.7.1.1. Exception from the above said is the case where the Membership Sub-‐Committee is requested specifically, discussed with the IG and proposes a different timing for the removal of the entity.

9.7.2. Failure to comply for Member LCs automatically motions the LC for disbandment. Failure to pass the motion will prompt the Membership Sub-‐Committee to create an assessment and submit it to the National Executive Board during the next legislative meeting.

9.7.2.1. If an LC fails to be upgraded after their 2nd consecutive year in the same status, the entity will automatically be disbanded.

9.7.3. Failure to comply with any of the requirements or missing deadline on submitting requirements for maintenance of status of Voting LC, the entity will automatically be downgraded to Member LC without voting rights.

9.7.3.1. If the entity has even one requirement sent late, an automatic motion to downgrade the LC will be put forward before the next legislative meeting.

9.7.3.2. ‘Late submissions’ are defined as the failure to submit the membership requirements within 24 hours after the agreed upon deadline. Late submissions will not be counted if the stated deadline is less than a week before legislation.

9.7.4. Any entity within the roster of AIESEC in the Philippines, inclusive from Initiative Groups and up, having debts of no more than PHP 9,000 will prompt discussion within the following National Executive Board’s next meeting whether the said entity will be given extension or not, provided the due date shall not exceed the current fiscal year. If the extension was granted, this requirement will be waived for decision making regarding upgrades and/or downgrades

9.7.4.1. Failure to comply with the agreed due date will render any motion in favour of the entity void, and another round of motions will be voted upon, if needed, on the following National Executive Board meeting regardless if it’s a legislative meeting or not.

9.7.4.2. If the debt of the mentioned entities is PHP 9,000 or more, the entity will be automatically motioned for disbandment. If the motion is not passed, the entity will be automatically downgraded, with Initiative Group status as the lowest possible status, plus will be given Alert Status.

9.7.4.3. If an LC or IG is in Alert Status, the MC shall closely monitor the LC’s activities and will require supervision, especially on financial transactions and exchange; also debt repayment schemes will be created by the MC during the start of the Alert Status period.

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9.8. DISBANDEND ENTITIES THAT WANT TO REAPPLY

9.8.1. Any member LC or IG that has lost its membership may not reapply as an Initiative Group unless all debts owed to any entity in the active roster of AIESEC in the Philippines are settled.

9.8.2. Any disbanded LC or IG will not be able to apply as an applying AIESEC entity for two (2) years starting the day after the legislative meeting where the disbandment has taken effect.

9.9. LOCAL COMMITTEE STATUS

9.9.1. That the entities in AIESEC in the Philippines be categorized to the following:

a. Voting LCs: Ateneo de Manila University, De La Salle University, Miriam College, University of the Philippines Diliman

b. Member LCs: University of Asia and the Pacific, Intramuros c. Initiative Group: Davao, Cebu, University of Santo Tomas, Enderun d. Specialised Unit: San Beda

9.10. RIGHTS AND RESPONSIBILITIES

9.10.1. A core member LC has all its rights and responsibilities enshrined in the national compendium.

9.10.2. An Initiative Group shall have its rights and responsibilities determined together with its Patron LC in their Contract of Agreement, which should be submitted to the MC prior to signing for approval. An Initiative Group shall not carry an independent name (ie: AIESEC in ____ or AIESEC _____) but shall carry the name of AIESEC Initiative Group or AIESEC IG _______.

9.10.3. A Specialised Unit will have its rights and responsibilities be determined by their extending LC in the Job Description of the Specialised Unit President. It can only carry the name of AIESEC’s Specialised Unit (for _____) or the name of its extending LC (ie: SU of _____).

9.10.4. All entities are expected to uphold the compendium at all times.

X. QUALIFICATIONS OF OFFICERS FOR THE MEMBER COMMITTEE AND LOCAL COMMITTEE

10.1. MEMBER COMMITTEE PRESIDENT

10.1.1. All entities are expected to uphold the compendium at all times.

10.1.2. He/she must have been a full-fledged member for at least two (2) consecutive years of a Full Member Local Committee.

10.1.3. He/she must have served as a Member Committee Officer or as an Executive Board officer of a Full Member Local Committee for at least one (1) year.

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10.1.4. He/she must be an LCEB/Member Committee officer of the current AIESEC fiscal year at the time of his/her application.

10.1.5. He/she must not have been impeached from any official AIESEC in the Philippines position.

10.1.6. He/she must be able to serve as a full-time MCP upon assuming term of office; however, he/she be allowed to have a part time job to compensate for very minimum MCP allowance.

10.1.7. Must be MyAIESEC.net User Certified upon application

10.2. MEMBER COMMITTEE VICE-PRESIDENT


10.2.2. He/she must have been an executive board member of a recognized local committee or previously part of the National Support Team to be eligible for the position

10.2.3. He/she must be an LCEB/Member Committee Officer at the time of his/her application and to be eligible for the position. In the event that no applicant is qualified, the MCP may appoint someone outside of this criteria upon the approval of the NEB.


10.3. LOCAL COMMITTEE PRESIDENT


10.3.2. Must be an Executive Board or Team Leader upon application

10.3.3. Must not be on academic probation in the university he/she is applying

10.3.4. Must not hold any position in another organisation

10.3.5. Must be a bonafide student of the local committee or must be enrolled within 2/3 period of the AIESEC Fiscal Year.

10.4. EB MEMBER


10.4.2. Must be an Executive Board or Team Leader upon application

10.4.3. Must not be on academic probation in the university he/she is applying

10.4.4. Must not hold any position in another organisation

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10.4.5. Must be a bonafide student of the local committee or must be enrolled within 2/3 period of the AIESEC Fiscal Year.

10.5. NATIONAL SUPPORT TEAM

10.5.1. He/she must be a certified myAIESEC.net user upon application.

10.5.2. He/she must have had at least an Team Leader experience.

10.5.3. He/she must not have been impeached from any official AIESEC position.

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XI. ELECTION PROCEDURES

11.1. VOTING PROCEDURE

11.1.1. Only the MCP shall be elected.

11.1.2. All VPs shall be given confidence votes.

11.1.2.1. Candidates shall be given majority confidence vote.

11.1.2.1.1. Candidates given majority confidence votes shall undergo the selection procedure.

11.1.2.1.2. The selection subcommittee shall decide on the people filling in the VP positions

11.1.2.2. In the case when any of the offices for the VPs be vacant until February 1, appointment shall be made by the MC and the MC elects.

11.1.3. Each voter has 3 options for voting:

a) Vote of confidence

b) Vote of no confidence

c) Abstentions

11.1.4. Explanation of each option:

a) If voter feels the candidate is capable of fulfilling the job, they must give a vote of confidence.

b) If a voter feels the candidate is not capable of fulfilling the job, they must give a vote of no confidence

Abstentions are greatly discouraged. Abstentions reduce the total number of votes and thus reduce the figure for the 2/3 majority needed to reach a result.

11.3. INCORRECTLY FILLED OUT BALLOT PAPERS

11.3.1. Any ballot that is left totally blank shall be counted as an abstention.

11.3.2. Any ballot paper that does not contain the initials of the Chairperson shall be treated as an abstention vote.

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11.4. COUNTING THE VOTES FOR A SINGLE CANDIDATE

11.4.1. Before votes are counted, the vote counters shall take note of the number of valid votes. Valid votes are defined as non-abstention votes.

11.4.2. If a candidate receives a 2/3 majority of the total number of non-abstention votes (valid votes) the candidate is the winner.

11.4.3. If the number of Abstention votes is more than 50% of the total number of votes, the candidate does not win.

11.5. COUNTING THE VOTES OF MULTIPLE CANDIDATES

11.5.1. Before votes are counted, the vote counters shall take note of the number of valid votes. Valid votes are defined as non-abstention votes.

11.5.2. The candidate with the most number of confidence votes in the total number of non-abstention votes (valid votes) among two or more candidates is the winner provided that:

a) Not more than 50% of the total number of votes is "Abstention Votes.”

b) Not more than 50% of the total number of votes is "No-confidence votes."

11.5.3. This is to put importance on voting for a candidate that we would like to win and not on candidates we feel should not win.

11.5.4. The MCP casting vote shall be kept separately from the other ballot papers, and may be used only when the voting is at the stage where there is a dead lock, or to break-a- tie between two candidates.

11.6. ANNOUNCING THE RESULT

11.6.1. Once a result is achieved for MCP, the Chair shall call all candidates before the general plenary and declare the result.

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12. MEETINGS MANUAL 12.1. NATIONAL MEETINGS MANUAL

12.1.1. The Chair shall show the vote of distribution for all candidates.

12.1.2. The National Meetings Manual serves as the guide for all procedures and policies regarding national meetings

12.1.3. All National Meetings will be hosted by the Member Committee including National Executive Board Meetings, National Leadership Development Conference, National Congress and Strategic Conference

12.1.4. 12.1.5. The revised compendium shall be released within 4 weeks from the day it was

legislated. While the revised compendium is not yet released, the legislation docket must be made available in AIESEC.net

12.1.6. 12.1.7. National Conference Cycle, including National Leadership Development Conference,

National Congress and Strategic Conference shall be managed and organized by national Organizing Committees mandated by the Member Committee Executive Board.

12.1.8. Members of the Organizing Committees may be comprised of members from different Local Committees as per endorsement of the Local Committee Vice President for Talent Management. They shall be held liable to the organisation under the Member Committee for acts committed during their mandate as Organizing Committee.

12.1.9. Organizing Committees (OCs) shall be responsible for complying with guidelines and

responsibilities of project management under Projects (Section 7.)

12.1.10. OCs of National Legislative conferences (i.e. NLDC, NatCon, and Stratcon) can only charge the delegates from member and extension LCs a minimum amount of Php 700 per head per day and a maximum of Php 1,000 per head per day, upon proper implementation of payment scheme (12.1.1.4.6) within a maximum of 8 weeks prior to the conference date.

12.1.11. For all National Conferences, Observers and delegates from Contact LCs will be

charged PHP 900 per head per day. They will incur a Php 500.00 on site fee if they pay at the first day of the said conference.

12.1.12. If the conference is open to international delegates, then the hosting LC will have the

freedom to dictate the fee for the said delegates.

12.1.13. The Organizing Committee should conduct an ocular visit with a member of the MC or the NST, in order to get approval before finalizing the venue for any conference.

12.1.14. Organizing Committees shall provide the following equipment and materials for the

duration of the conferences: o Computer (LCD) Projector o At least 2 Microphones o Sound system plugging to laptops o At least 2 computers/laptops o At least 1 printer with extra cartridges o Photocopying machine or services o Whiteboard o Whiteboard Markers

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o Regular Markers o Flip Charts (i.e. Manila Paper) o Crayons o Scissors o Paper o Other materials the MC may need for the sessions (to be specified before the

conference proper) o Internet access within the vicinity of the conference venue o A/C Plenary Room o 1 Bed per Person

12.1.15. The Organizing Committee should submit a copy of the marketing proposal to the

MCVP responsible for marketing at least three months before the scheduled date.

12.1.16. None of the Local/National meetings shall receive any cash or in kind support or otherwise be involved with any company involved in: illegal activities, activities which violate ---human rights and/or with tobacco companies and arms-related businesses

12.1.17. The Standard Payment Scheme for 4-day conference applicable to all member LCs

will be as follows:

12.1.17.1. First 15 days (2 weeks): 2,800

12.1.18. Penalties: o Third to Fourth week: 3,000 o Fifth to Sixth week: 3,300 o Seventh to Eighth week: 3,500 o First day of conference: 4,000

12.1.19. Conferences with more than 4 days shall follow increments calculated as: (Php1000-

Php700 per day of conference)/4 legs of payment 2 weeks each. 12.1.20. Registration is defined as a formal expression of intent to join the conference through

the defined registration process by the OC and the payment of the delegates‟ fee. 12.1.21. An LC is responsible for the delegation they would send in a national conference.

Starting the registration period, the OC will send a registration list to all the LCPs weekly. It is the LC’s responsibility to follow up their attendance to the conference.

12.1.22. Once registered, cancellation penalties would be as follows: § At least 2 weeks before the event: NONE § 1 week or less before the event: 50% of the maximum amount § No prior notice: FULL maximum amount

12.1.23. In the event that a delegate fails to pay the LC the said amount, it is the responsibility of home LC of the delegate to cover the said amount.

12.1.24. All fees should be paid to the hosting LC a week after the conference ends. The

LC’s failure to pay within this period will deem penalties as stipulated by the hosting LCs

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12.1.25. The Organizing Committee of National Conferences must submit an internally audited report of the books of the hosted national conference during the next scheduled National Legislative Meeting.

12.1.26. The NEB shall decide based on the internal audit reports whether to discharge the

Organizing Committee or not. Two-thirds (2/3) quorate NEB shall discharge the Organizing Committee

12.1.27. Participants of a conference are defined as stated below. These classifications will

be for the use of the Organizing Committee and the NEB, as they see fit. a. delegates – current bona fide members of any Local Committee; still

schooling whether for a bachelor or masters degree. b. trainees – current foreign trainees; current applying and existing EPs; c. observers – alumni; invited externals; people interested in AIESEC with

the motive of joining the organisation

12.1.28. Delegates are required to attend all sessions for the duration of the conference. 12.1.29. Trainees and Observers may be exempted from attending some sessions, provided

they have the permission from the Chair 12.1.30. The sponsoring Committee (LC or MC) is answerable for the conduct and overall

participation of their Trainees and Observers. 12.1.31. If a participant/s is/are found to display overly disruptive behavior and is found to

be repeatedly absent without excuse from the sessions, the following sanctions will apply:

§ First Offense: Warning given to the sponsoring LCP § Second Offense: Sponsoring LC will pay Php 5,000.00 to AIESEC

Philippines before the end of the conference proper § Third Offense: The participant/s concerned will be forced to leave the

conference premises immediately 12.1.32. Failure of the LC to pay the PhP 5,000.00 fine during the conference proper is

considered a compendium violation. 12.1.33. Local Committees who are found to have wrongly classified any of their participants,

as defined in 12.1.1.5, will have to pay the necessary regular fees to the Organizing Committee.

NATIONAL EXECUTIVE BOARD MEETINGS

12.1.34. The National Executive Board Meetings shall be held every month with the following in attendance:

i. Member Committee Executive Board ii. Local Committee Presidents

12.1.35. Announcement of non-legislative NEB Meetings shall be announced 2 weeks before 12.1.36. Announcement of legislative NEB Meetings shall be announced 1 month before 12.1.37. The NEB meeting Chair and Secretary of subsequent meetings shall be appointed at

the end of every meeting.

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12.1.38. The minutes of each NEB meeting shall be provided to all LCs not later than three (3) days after the said meeting.

NATIONAL LEADERSHIP DEVELOPMENT CONFERENCE 12.1.39. The minutes of each NEB meeting shall be provided to all LCs not later than three

(3) days after the said meeting. 12.1.40. That NLDC be held within the month of October for the purposes of:

• Evaluating the mid-term development of AIESEC in the Philippines • Creating a strategic plan of action for the remaining months of the fiscal year • Building the capacity of the leadership team of AIESEC in the Philippines. • Training applicants and members of LCs.

12.1.41. That the MC coordinate NLDC to be participated by:

a. The MC Team b. LCPs of all LCs c. Members of full member, applying and contact LCs

12.1.42. It is the responsibility of the LCP and LCVPTM of each LC to determine who may be eligible to attend.

12.1.43. That NLDC be open to observers, external delegates, applying and contact LCs. 12.1.44. That the deadline of submission of the final agenda be on the NEB meeting prior to

NLDC. 12.1.45. Chairperson of NLDC be elected in the NEB meeting prior to NLDC. 12.1.46. The Member Committee shall be responsible for the following:

• Setting the Agenda • Providing the facilitators for the Sessions

12.1.47. NLDC will be handled by a maximum of 10 facilitators plus the Chairperson. 12.1.48. That the MCVPF present an interim FINANCIAL statement report at NLDC. Other

documents may be made ready upon request by the NEB four (4) weeks prior to NLDC.

12.1.49. That the NLDC organizing committee subsidizes the delegates’ fees of the

following delegates in the corresponding manner.

a. NLDC Chairperson 100% b. MC Team 100% c. Facilitators (maximum 10) 50%

12.1.50. The proposed budget for NLDC shall include variable analysis of paying

delegate number: 80, 120, 180, 250 people.

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NATIONAL CONGRESS

12.1.51. That NatCon be held within the month of January for the purposes of: • Elections for AIESEC in the Philippines Member Committee • Creating a strategic plan of action

for the remaining months of the current MC term • Building the capacity of the leadership team of AIESEC in the Philippines for

transition and planning. 12.1.52. The deadline of the submission of the final agenda shall be on the NEB meeting

prior to NatCon. 12.1.53. The Chairperson for NatCon and the Election Committee Chairperson of NatCon

shall be elected in the NEB meeting prior to NatCon. 12.1.54. The Member Committee shall be responsible for the following:

o Setting the Agenda o Providing the facilitators for the Sessions

12.1.55. NatCon will be handled by a maximum of 5 facilitators plus the Chairperson. 12.1.56. The NatCon organizing committee subsidizes the delegates‟ fee of the following

delegates in the corresponding manner: a. NatCon Chairperson 100% b. Election Chair 100% c. MC Team 100% d. Facilitators (maximum 5) 50%

12.1.57. The proposed budget for NatCon shall include variable analysis of paying delegate

number: 30, 50, 80 people. STRATEGIC CONFERENCE

12.1.58. That the Strategic Conference (Stratcon) be held within the month of April for the purposes of:

• Year Planning of AIESEC in the Philippines • Exchange development and alignment of supporting systems • Training offices of AIESEC in the Philippines • Discharging of the Member Committee of the current fiscal year

12.1.59. That the MC of the current year presents their audited FINANCIAL statement

report as part of their discharge report by Stratcon. 12.1.60. That the deadline of the submission of the final agenda be on the NEB meeting

prior to Stratcon. 12.1.61. That the Chairperson for Stratcon be elected in the NEB prior to Stratcon.

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12.1.62. That the Stratcon organizing committee subsidizes the delegates‟ fee of the following delegates in the corresponding manner.

• Stratcon Chairperson 100% • MC Team 100% • Facilitators (maximum of 5) 50%

12.1.63. The proposed budget for Stratcon shall include variable analysis of paying delegate number: 30, 50, 70 people.

12.1.64. StratCon will be considered a Legislative Conference.

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XIII. LC MEMBER EDUCATION AND TRAINING

14.1. GENERAL

15.1.1. All LCs shall consist of students enrolled in their respective universities.

15.1.2. Every member shall have a clear understanding of the LC Constitution and By-Laws. There should be an information session to discuss the LC Constitution and By-Laws to all members. In addition, the LC should keep at least one hard copy of the LC Constitution and By-Laws for reference.

15.1.3. The LCVPs for Talent Management shall have a national planning meeting after the LC’s Year Planning Seminar.

15.1.4. The LCVPs for Talent Management shall finalize the MEC Plan, Learning Plan and Recruitment Plan by May NEB.

15.2. LOCAL COMMITTEE LEARNING CYCLE

15.3.1. All LCs shall have a Member Education Cycle as approved by the MCVP for Talent Management and MCVP for Local Committee Development.

15.3.2. All LC applicants that have passed the LC qualifications shall undergo the Member Selection Interview before they can be recognized as “members”. Prior to MSI, they should also undergo performance appraisal.

15.4. MEMBER RECRUITMENT AND APPLICATION PROCESS

15.5.1. All LCs shall offer the following programs and seminars during Introduction to AIESEC:

• Local Committee Orientation Seminar (should cover general AIESEC knowledge, introduction to LC Structure, introduction to different teams)

• Global Internship Orientation Seminar • Ambassadors’ Night • Intensive Overnight Seminar/Adaptation Camp (should cover in-depth AIESEC

knowledge, introduction to MyAIESEC.net, AIESEC XP simulation, trainee talk, global village.

• Integrated Learning Activities (trainings, workshops, development projects, reception)

15.5.2. Should the LC need assistance from the MC with regard to the conducting of seminars, the request for assistance should be made at least one month before the proposed date of the seminar.

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15.5.2.1. All requests for assistance shall be accompanied with a formal letter addressed to the MC, specifying all the necessary details.

15.5.2.2. The MC reserves the right to refuse depending on the circumstances.

15.6. MEMBER SELECTION INTERVIEW

15.7.1. The Member Selection Interview shall assess the Applicants’ competencies in the following areas:

• AIESEC Knowledge

• Understanding of AIESEC Opportunities

• Global Competency Model

15.7.2. The MSI Panel Board must consist of:

15.7.2.1. One or more externals e.g. AIESEC Alumni, Current Trainee, Psychologist/HR Specialist and/or a returned EP.

15.7.2.2. A member of the Member Committee or National Support Team.

15.7.2.3. A member of the LC Executive Board

15.7.3. All MSI Evaluation Forms and Feedback Forms shall be submitted to MCVPTM two weeks after the date of the MSI.

15.8. QUALIFICTION OF ACCEPTED MEMBERS

15.9.1. He/she must have passed all requirements set by the Local Committee.

15.9.2. He/she must have been evaluated by the LCVPTM and his/her respective Team Leader/s.

15.10. MEMBER TRAINING AND DEVELOPMENT

15.11.1. The LCVPTM shall specify in the MEC and/or Learning Plan all proposed Membership Training and Development activities/programs for the coming fiscal year. Refer to 12.1.5 for policies regarding the submission of MEC and Learning Plan.

15.12. MEMBER EVALUATION

15.13.1. The LCVPTM shall evaluate the members at least quarterly.

15.13.2. The LCVPTM shall submit a Talent Management Status Report to the MC at the end of the fiscal year.

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15.13.3. AIESEC in the Philippines shall hold a Performance Appraisal Period on the month of October prior to NLDC.

15.13.3.1. The members/newies evaluate their team leader

15.13.3.2. The team leaders evaluate their members and respective VP

15.13.3.3. The VPs evaluate their LCP

15.13.3.4. The LCPs evaluate their VPs

15.13.3.5. The NEB evaluate the MC

15.13.3.6. The MC evaluate the LCPs and NSTs

15.13.4. The LCPs make a summary of Performance Appraisal of their people and submit to MCVPTM prior to NLDC

15.13.5. An appointed NEB member shall make a summary of the MC Performance Appraisal and submit to MCVPTM prior to NLDC

15.13.6. The MCVPTM consolidate the Performance Appraisal Results and release it on or before NLDC

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APPENDIX A: CODE OF ETHICS

Section 1 Preamble

Commitment to ethical professional and personal conduct is expected of every member (voting local committees, nonvoting local committees, extension local committees, student members, trainees) of AIESEC PHES (AIESEC PHILIPPINES FOUNDATION INC.).

This Code, consisting of 24 imperatives formulated as statements of personal responsibility, identifies the elements of such a commitment. It contains many, but not all, issues AIESECERs are likely to face.

Section 1 outlines fundamental ethical considerations, while Section 2 addresses additional, more specific considerations of professional conduct. Statements in Section 3 pertain more specifically to individuals who have a leadership role, whether in the workplace or in a volunteer capacity such as with organisations like AIESEC PHILIPPINES FOUNDATION INC. Principles involving compliance with this Code are given in Section 4.

The Code shall be supplemented by a set of Guidelines, which provide explanation to assist members in dealing with the various issues contained in the Code. It is expected that the Guidelines will be changed more frequently than the Code.

The Code and its supplemented Guidelines are intended to serve as a basis for ethical decision making in the conduct of professional work. Secondarily, they may serve as a basis for judging the merit of a formal complaint pertaining to violation of professional ethical standards.

It is understood that some words and phrases in a code of ethics are subject to varying interpretations, and that any ethical principle may conflict with other ethical principles in specific situations. Questions related to ethical conflicts can best be answered by thoughtful consideration of fundamental AIESEC values, rather than reliance on detailed regulations.

Our Organisation’s Code of Ethics is designed to uphold the six AIESEC values; Activating Leadership, Demonstrating Integrity, Living Diversity, Culture of Excellence, Acting Sustainably and Enjoying Participation.

Section 2 General Moral Imperatives

a. Contribute to society and human well-being (Activating Leadership)

This principle concerning the quality of life of all people affirms an obligation to protect fundamental human rights and to respect the diversity of all cultures. When designing or implementing AIESEC systems and activities, AIESECERs must attempt to ensure that the products of their efforts will be used in socially

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responsible ways, will meet social needs, and will avoid harmful effects to health and welfare.

In addition to a safe social environment, human well-being includes a safe natural environment. Therefore, AIESECERs who design and develop activities must be alert to, and make others aware of, any potential damage to the local or global environment.

b. Avoid harm to others (Activating Leadership by leading people to self-discovery and healthy endeavors)

"Harm" means injury or negative consequences, such as undesirable loss of information, loss of property, property damage, unwanted environmental impacts or health implications due to drugs and some other dangerous acts. This principle prohibits use of our network in ways that result in harm to any of the following: members, the general public, stakeholders and supporters. Harmful actions include intentional destruction or modification of organisation requirements leading to serious loss of resources or unnecessary expenditure of human resources such as the time and effort required to purge systems of "damages caused by irresponsibility”.

Well-intended actions, including those that accomplish assigned duties, may lead to harm unexpectedly. In such an event the responsible person or persons are obligated to undo or mitigate the negative consequences as much as possible. One way to avoid unintentional harm is to carefully consider potential impacts on all those affected by decisions made during design and implementation (especially if it is related to GIP).

To minimize the possibility of indirectly harming others, AIESECERs must minimize malfunctions by following generally accepted standards for our activities (Compendium). Furthermore, it is often necessary to assess the social consequences of our activities to project the likelihood of any serious harm to others. If AIESEC system features are misrepresented to members and stakeholders, the individual AIESECER is responsible for any resulting injury.

In the work environment the AIESECER has the additional obligation to report any signs of subsystem dangers that might result in serious personal or social damage. If one's AIESEC leader (LCP, MC, LCEB or TL responsible for members) do not act to curtail or mitigate such dangers, it may be necessary to call the accountable party’s attention to help correct the problem or reduce the risk. However, capricious or misguided reporting of violations can be harmful. Before reporting violations, all relevant aspects of the incident must be thoroughly assessed. In particular, the assessment of risk and responsibility must be credible. It is suggested that advice be sought from other AIESECERs or from the Member Committee. See Section 3 (a) regarding thorough evaluations.

c. Be honest and trustworthy (Demonstrating Integrity)

Honesty is an essential component of trust. Without trust an organisation cannot function effectively. The honest AIESECER will not make deliberately false or

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deceptive claims about any information, but will instead provide full disclosure of all pertinent subsystem limitations and problems.

An AIESECER has a duty to be honest about his or her own qualifications, and about any circumstances that might lead to conflicts of interest.

Membership in volunteer organisations such as AIESEC PHILIPPINES -FOUNDATION, INC. may at times place individuals in situations where their statements or actions could be interpreted as carrying the weight of a larger group of professionals. An AIESEC PHILIPPINES FOUNDATION, INC. member will exercise care to not misrepresent AIESEC PHILIPPINES FOUNDATION, INC. or positions and policies of AIESEC PHILIPPINES FOUNDATION, INC. or any AIESEC PHILIPPINES FOUNDATION, INC. units.

d. Be fair and take action not to discriminate (Demonstrating Integrity)

The values of equality, tolerance, respect for others, and the principles of equal justice govern this imperative. Discrimination on the basis of race, sex, religion, age, disability, national origin, or other such factors is an explicit violation of AIESEC PHILIPPINES FOUNDATION INC. policy and will not be tolerated. “AIESEC is an international, non-political, non-profit, student-run, independent, educational foundation. It is comprised of students and recent graduates of institutions of higher education who are interested in economics and management. AIESEC does not discriminate on the basis of race, color, sex, sexual orientation, creed, Religion, national or ethnic origin.” This upholds one of our values, living diversity.

Living Diversity: We seek to learn from the different ways of life and opinions represented in our multicultural environment. We respect and actively encourage the contribution of every individual.

Inequities between different groups of people may result from the use or misuse of our network. In a fair society, all individuals would have equal opportunity to participate in, or benefit from, the use of AIESEC platform of opportunities regardless of race, sex, religion, age, disability, national origin or other such similar factors. However, these ideals do not justify unauthorized use of AIESEC resources nor do they provide an adequate basis for violation of any other ethical imperatives of this code.

e. Honor property rights including copyrights and patent (Acting Sustainably by learning to produce our own materials, Demonstrating Integrity)

Violation of copyrights, patents, trade secrets and terms of license agreements is prohibited by law in most circumstances. Even when a file from AIESEC.net or any source is not so protected, such violations are contrary to professional behavior. Copies of resources should be made only with proper authorization and/or citation. Unauthorized duplication of materials must not be condoned.

f. Give proper credit for intellectual property (Demonstrating Integrity)

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AIESECers are obligated to protect the integrity of intellectual property. Specifically, one must not take credit for other's ideas or work, even in cases where the work has not been explicitly protected by copyright, patent, etc.

g. Respect the privacy of others (Enjoying Participation while being responsible for our actions)

AIESEC’s network and online platform enable the collection and exchange of personal information on a scale unprecedented in the history of civilization. Thus there is increased potential for violating the privacy of individuals and groups. It is the responsibility of AIESECERs to maintain the privacy and integrity of data describing individuals. This includes taking precautions to ensure the accuracy of data, as well as protecting it from unauthorized access or accidental disclosure to inappropriate individuals. Furthermore, procedures must be established to allow individuals to review their records and correct inaccuracies.

This imperative implies that only the necessary amount of personal information be collected in our requirements and records, that retention and disposal periods for that information be clearly defined and enforced, and that personal information gathered for a specific purpose not be used for other purposes without consent of the individual(s). These principles apply to electronic communications, including electronic mail, and prohibit procedures that capture or monitor electronic user data, including messages, without the permission of users or bona fide authorization related to system operation and maintenance. User data observed during the normal duties of system operation and maintenance must be treated with strictest confidentiality, except in cases where it is evidence for the violation of law, organisational regulations, or this Code. In these cases, the nature or contents of that information must be disclosed only to proper authorities.

h. Honor confidentiality (Demonstrating Integrity)

*The principle of honesty extends to issues of confidentiality of information whenever one has made an explicit promise to honor confidentiality or, implicitly, when private information not directly related to the performance of one's duties becomes available. The ethical concern is to respect all obligations of confidentiality to members, clients, and supporters unless discharged from such obligations by requirements of the law or other principles of this Code.

Section 3 Specific Social Responsibilities

a. Strive to achieve the highest quality, effectiveness and dignity in both the process and products of AIESEC XP (Culture of Excellence).

Excellence is perhaps the most important obligation of a professional. The AIESECer must strive to achieve quality and to be cognizant of the serious negative consequences that may result from poor quality in a system.

• We constantly seek for improvements in the way that we run AIESEC to improve the way that we deliver our role and satisfy our stakeholders.

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• We deliver what we promised, run a full exchange process and never sacrifice the learning of the individuals that we are aiming to develop, as it is our end goal.

• We use the added value of each individual and get feedback from the team to achieve higher results.

• We encourage each other to be better every day in everything we do. • We approach our work with innovation and creativity for achieving better

results.

b. Acquire and maintain professional competence (Striving for Excellence)

Excellence depends on individuals who take responsibility for acquiring and maintaining professional competence. An AIESECER must participate in setting standards for appropriate levels of competence, and strive to achieve those standards. Updating knowledge and competence can be achieved in several ways: doing independent study; attending seminars, conferences, or courses; and being involved in professional organisations.

c. Know and respect existing laws pertaining to professional work (Activating Leadership)

AIESEC PHILIPPINES FOUNDATION, INC. members must obey existing local, state, province, national, and international laws unless there is a compelling ethical basis not to do so. Policies and procedures of the organisations in which one participates must also be obeyed. But compliance must be balanced with the recognition that sometimes existing laws and rules may be immoral or inappropriate and, therefore, must be challenged. Violation of a law or regulation may be ethical when that law or rule has inadequate moral basis or when it conflicts with another law judged to be more important. If one decides to violate a law or rule because it is viewed as unethical, or for any other reason, one must fully accept responsibility for one's actions and for the consequences.

d. Accept and provide appropriate professional review (Culture of Excellence)

Quality professional work, especially in this global exchange based organisation, depends on professional reviewing and critiquing. Whenever appropriate, individual members should seek and utilize peer review as well as provide critical review of the work of others.

e. Give comprehensive and thorough evaluations of AIESEC systems and their impacts, including analysis of possible risks (Culture of Excellence)

AIESECers must strive to be perceptive, thorough, and objective when evaluating, recommending, and presenting system descriptions and alternatives. *AIESECERs are in a position of special trust, and therefore have a special responsibility to provide objective, credible evaluations to members, clients, supporters, and the public. When providing evaluations the professional must also identify any relevant conflicts of interest, as stated in Section 2 (c).

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f. Honor contracts, agreements, and assigned responsibilities (Demonstrating Integrity)

Honoring one's commitments is a matter of integrity and honesty. For the AIESECer this includes ensuring that subsystem elements perform as intended. Also, when one contracts for work with another party, one has an obligation to keep that party properly informed about progress toward completing that work.

An AIESECer has a responsibility to request a change in any assignment that he or she feels cannot be completed as defined. Only after serious consideration and with full disclosure of risks and concerns to the employer or client, should one accept the assignment. The major underlying principle here is the obligation to accept personal accountability for professional work. On some occasions other ethical principles may take greater priority.

A judgment that a specific assignment should not be performed may not be accepted. Having clearly identified one's concerns and reasons for that judgment, but failing to procure a change in that assignment, one may yet be obligated, by or by law, to proceed as directed. The AIESECer's ethical judgment contract should be the final guide in deciding whether or not to proceed. Regardless of the decision, one must accept the responsibility for the consequences.

However, performing assignments "against one's own judgment" does not relieve the professional of responsibility for any negative consequences.

g. Improve public understanding of AIESEC platform of opportunities and its implications (Activating Leadership)

AIESECERs have a responsibility to share technical knowledge with the public by encouraging understanding of AIESEC, including the impacts of our core work and their limitations. This imperative implies an obligation to counter any false views related to AIESEC XP.

h. Access important communication resources only when authorized to do so (Demonstrating Integrity)

Section 2 (b), “Avoid harm to others”, prohibits theft or destruction of tangible and electronic property. Trespassing and unauthorized use of a computer or communication system is addressed by this imperative. Trespassing includes accessing communication networks and computer systems, or accounts and/or files associated with those systems, without explicit authorization to do so. Individuals and organisations have the right to restrict access to their systems so long as they do not violate the discrimination principle (see Section 2 (d)). No one should enter or use another's computer system, software, or data files without permission. One must always have appropriate approval before using system resources, including communication ports, file space, other system peripherals, and computer time. (AIESEC online platform).

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Section 4 Organisation Leadership Imperatives

BACKGROUND NOTE:

The ethical obligations of organisations tend to be neglected in most codes of professional conduct, perhaps because these codes are written from the perspective of the individual member. This dilemma is addressed by stating these imperatives from the perspective of the organisational leader. In this context "leader" is viewed as any organisational member who has leadership or educational/training responsibilities. These imperatives generally may apply to organisations as well as their leaders. In this context "organisations" are corporations, government agencies, and other "NGOs," as well as volunteer professional organisations.

a. Articulate social responsibilities of members of an organisational unit and encourage full acceptance of those responsibilities (Activating Leadership)

Because organisations of all kinds have impacts on the public, they must accept responsibilities to society. Organisational procedures and attitudes oriented toward quality and the welfare of society will reduce harm to members of the public, thereby serving public interest and fulfilling social responsibility. Therefore, organisational leaders must encourage full participation in meeting social responsibilities as well as quality performance.

b. Manage personnel and resources to design and build information systems that enhance the quality of working life (Acting Sustainably)

Organisational leaders are responsible for ensuring that AIESEC XP systems enhance, not degrade, the quality of life. When implementing an AIESEC XP system, LCs must consider the personal and professional development, physical safety, and human dignity of all potential participants.

c. Acknowledge and support proper and authorized uses of an organisation's computing and communication resources (Demonstrating Integrity)

Because computer systems can become tools to harm as well as to benefit an organisation, the leadership has the responsibility to clearly define appropriate and inappropriate uses of organisational computing resources. While the number and scope of such rules should be minimal, they should be fully enforced when established.

d. Ensure that members and those who will be affected by our activities have their needs clearly articulated during the assessment and design of requirements; later the activities must be validated to meet requirements (Activating Leadership)

Current subsystem users, potential users and other persons whose lives may be affected by an AIESEC subsystem must have their needs assessed and incorporated in the statement of requirements.

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e. Articulate and support policies that protect the dignity of members and others affected by AIESEC XP operations (Activating Leadership, Culture of Excellence)

Designing or implementing subsystems that deliberately or inadvertently demean individuals or groups is ethically unacceptable. AIESECERs who are in decision-making positions should verify that systems are designed and implemented to protect personal privacy and enhance personal dignity.

f. Create opportunities for members of the organisation to learn the principles and implications of AIESEC XP (Activating Leadership)

This complements the imperative on public understanding (2.7). Educational opportunities are essential to facilitate optimal participation of all organisational members. Opportunities must be available to all members to help them improve their knowledge and skills in AIESEC, including modules that familiarize them with the consequences and limitations of particular types of subsystems

Section 5 Compliance with the Code

a. Uphold and promote the principles of this Code

The future of AIESEC depends on both technical and ethical excellence. Not only is it important for AIESEC PHILIPPINES FOUNDATION, INC. AIESECers to adhere to the principles expressed in this Code, each member should encourage and support adherence by other members.

b. Treat violations of this code as inconsistent with membership in the AIESEC PHILIPPINES FOUNDATION, INC

Adherence of AIESECers to a code of ethics is largely a voluntary matter. However, if a member does not follow this code by engaging in gross misconduct, membership in AIESEC PHILIPPINES FOUNDATION, INC. may be terminated.

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APPENDIX B: LC FINANCE POLICIES AND PROCEDURES

SECTION 1 GENERAL ACCOUNTING PROCEDURES

1.1. Accounting and related procedures for Local Committee (LC) financial transactions shall be in accordance with the following general instructions:

1. For accounting purposes, the fiscal year for the LC shall be from May 1 to April 30 of the following year.

2. Accounting for LC transactions should be on accrual basis. Income shall be recorded as soon as it is fairly certain; and expenditure shall be recognized when it is fairly possible.

3. A separate Journal of LC Transactions shall be kept for each LC.

4. Unless otherwise approved by the LCVPF and the LCP, all collections of the LC from whatever source shall accrue to its general or exchange fund, whichever is applicable.

5. All collections shall be properly receipted for and deposited intact with the depository account maintained in the name of the LC. No disbursements shall be made directly from collections

6. LC funds shall be disbursed in accordance with the financial procedures provided herein.

7. Cash on hand at the end of each month should be deposited in the bank to reflect the book balance of the LC’s Cash Account in the bankbook.

8. LC officers shall be duly designated and bonded.

9. All LCs should maintain a current account by National Leadership Development Congress.

1.2. The following sanctions be implemented for violations:

1st offense (by NLDC): Warning

2nd offense (by NATCON): Finance plan to ensure current account by March of the following year

3rd offense: 5% of Net Income by end of fiscal year to be donated to National Fund

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SECTION 2 CHART OF ACCOUNTS

2.1. LC financial transactions shall be recorded under the double-entry method of bookkeeping within the framework of the chart and code of accounts shown below:

Account Title Account Code

BALANCE SHEET ACCOUNTS

Assets (What the LC Has)

Cash 100 Receivables 150

Other Assets 250

Liabilities (What the LC Owes)

Accounts Payable 400

LC Capital

INCOME AND EXPENSE ACCOUNTS

Income Accounts 800

Financial Sponsorship 800-A Membership Fees 800-B TN Administrative Fees 800-C EP Administrative Fees 800-D

Subsidies 800-E Miscellaneous Revenues 800-F

Expense Accounts 900

TN Administrative Fees and Servicing 900-A EP Administrative Fees and Servicing 900-B Talent Management 900-C External Relations 900-D Administrative 900-E Subsidies 900-F Affiliation Fees and Contributions 900-G Uncollectible Accounts Expense 900-I

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SECTION 3 ACCOUNTING BOOKS AND FORMS

3.1. The following books shall be used to record LC financial transactions, and shall be the source of financial statements:

1. General Journal

2. General Ledger

3. Subsidiary Ledgers

3.2. The following accounting forms shall be used in recording LC transactions:

1. Cash Disbursement Request Form

2. Cash Disbursement Voucher

3. Acknowledgement Receipt

4. Transactions Summary Form

3.3. Instructions on the use of LC books and forms

1. All books and forms shall be recorded in the standardized financial statement template on Microsoft Excel File by the Finance Officers of the LC.

2. All finance forms to be used by the LC should be pre-numbered.

3. The General Journal, General Ledger, and the Subsidiary Ledgers shall be ruled and footed as of the last day of each month in accordance with the following procedures:

a. See that all transactions completed as of the last day of the month have been recorded.

b. Check the equality of the debit and credit totals of the columns.

c. Determine the balances of all accounts in the General Ledger. Totals and Balances so obtained will constitute the trial balance of the LC accounts for the month.

4. The account Cash (100) shall be reconciled with the Bank Statement.

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SECTION 4 MINIMUM STANDARDS – SYSTEM FOR COLLECTIONS AND DEPOSIT

4.1. PREPARATION OF STATEMENT OF ACCOUNT/INVOICE

Before preparing the statement of account, the LCVPF shall check the account balance of the stakeholder from the books being kept, the contracts signed, and the finance regulations being implemented. After arriving at the total amount to be collected, the LCVPF shall fill up accurately the official statement of account/invoice.

4.2. ISSUANCE OF STATEMENT OF ACCOUNT/INVOICE

As much as possible, the invoice should be directly issued to the person accountable for the payment. The person responsible should sign on the invoice to prove receipt of such document.

4.3. COLLECTION OF PAYMENT

Payments should be collected on the due date. Stakeholders may also deposit their payment to AIESEC LC’s bank account. The debts incurred by the MC to the payor should not be offset from the amount to be collected unless the LCVPF has been notified of such intention to offset. Also, debts incurred by the previous and current Local Committee Officers should not be offset from the amount to be paid to the LC, this is due to the fact the AIESEC LC and an LC Committee Officer are two separate entities.

4.4. PREPARATION OF ACKNOWLEDGEMENT RECEIPT

Two (2) copies of the acknowledgement receipt should be prepared. The amount recorded on the acknowledgement receipt should equal the amount actually received or deposited in the bank account. Erasures made on the acknowledgement receipt will render such document void.

4.5. ISSUANCE OF acknowledgement RECEIPT

The original copy (white copy) of the acknowledgement receipt should be issued to the payor. Advance issuance of receipts is STRICTLY prohibited.

4.6. FILING AND RECORDING OF CASH RECEIPT

The duplicate copy of the official receipt should be filed in the O.R. Issued Binder. Cash receipts should be carefully recorded in the books being kept by the LCVPF.

4.7. SAFEGUARDING OF CASH

Any amount of cash or check received, if possible, should be deposited after every transaction. If the situation does not allow such practice, weekly deposit of cash/check should be STRICTLY followed.

4.8. PREPARATION OF MONTHLY SUMMARY

The LCVPF shall prepare monthly summary of cash receipts.

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SECTION 5 MINIMUM STANDARDS – SYSTEM FOR EXPENDITURES AND DISBURSEMENTS

5.1. System for Cash Reimbursements

5.1.1. PREPARATION OF CASH DISBURSEMENT REQUEST

The requesting party should fill up an official cash disbursement request form. Such request should be submitted to the LCVPF at most two (2) days after the expense has been incurred. Official receipts issued to the requesting party should accompany the cash disbursement request.

5.1.2. APPROVAL OF CASH DISBURSEMENT/REIMBURSEMENT

Upon the receipt of the cash disbursement request form, the LCVPF shall check the validity of the claim and approve if such claim is valid. The basis for this would be the authenticity of the receipt presented and the budget allocated for such expenditure. The LCP shall approve any reimbursement request above PhP 500.00

5.1.3. PREPARATION OF DISBURSEMENT VOUCHER

After the request for reimbursement has been approved, the LCVPF prepares the disbursement voucher. The disbursement voucher should be signed by the LCVPF. The signature of the LCP is necessary for the disbursement voucher if the amount to be reimbursed is exceeding PhP 500.

5.1.4. PREPARATION OF CHECK/ISSUANCE OF CASH

All reimbursements not exceeding PhP 500 will be settled in cash, otherwise, in check to be signed both by the LCVPF and the LCP. The party requesting for reimbursement should sign the disbursement voucher once the amount due has been received.

5.1.5. FILING AND RECORDING OF DISBURSEMENT VOUCHER

All disbursement vouchers should be filed in the disbursement vouchers binder and to be recorded immediately in the books being kept by the LCVPF.

5.1.6. PREPARATION OF MONTHLY SUMMARY

The LCVPF shall prepare monthly summary of cash reimbursements.

5.2. System for Cash Disbursements

5.2.1. SECURE STATEMENT OF ACCOUNT/INVOICE

To support the cash disbursement request for external accounts, the statement of account/invoice should be secured.

5.2.2. PREPARATION OF CASH DISBURSEMENT REQUEST

The requesting party should fill up an official cash disbursement request form. Such request should be submitted to the LCVPF at least two (2) days

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before the cash is needed. For external accounts requiring direct payment from the LCVPF, the cash disbursement request should be filed at least one week before the due date.

5.2.3. APPROVAL OF CASH DISBURSEMENT

Upon the receipt of the cash disbursement request form, the LCVPF shall check the feasibility of the request and approve if such request is valid. The basis for this would be the budget allocated for such expenditure. Any unbudgeted request above PhP 500 shall be approved by the LCP unless the account is due to the MC.

5.2.4. PREPARATION OF DISBURSEMENT VOUCHER

After the request for disbursement has been approved, the LCVPF prepares the disbursement voucher. The disbursement voucher should be signed by the LCVPF. The signature of the LCP is necessary for the disbursement voucher if the amount to be disbursed is exceeding PhP 500.

5.2.5. PREPARATION OF CHECK/ISSUANCE OF CASH

All disbursements not exceeding PhP 500 will be settled in cash, otherwise, in check to be signed both by the LCVPF and the LCP. The party requesting for disbursement should sign the disbursement voucher once the amount requested has been received.

5.2.6. FILING AND RECORDING OF DISBURSEMENT VOUCHER

All disbursement vouchers should be filed in the disbursement vouchers binder and to be recorded immediately in the books being kept by the LCVPF. All receipts related to the payment of external accounts should be filed in the receipts binder.

5.2.7. PREPARATION OF MONTHLY SUMMARY

The LCVPF shall prepare a monthly summary of cash disbursements.

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SECTION 6 FINANCIAL REPORT AND AUDIT

6.1. The following should be submitted by the LCVPF to the MCVPF by the NEB Meeting of the following month.

1. Journal

2. Ledger (General and Subsidiary)

3. Balance Sheet

4. Income Statement

5. Statement of Cash Flow

6.2. The following should be submitted by the LCVPF to the MCVPF by the first Saturday after the quarter.

1. Statement of Cash flow (for that month)

2. Bank Reconciliation Statement

3. General Journal

4. General Ledger

5. Subsidiary Ledgers

6. Photocopy of bankbook reflecting the book balance of the LC

7. Photocopy of supporting documents (receipts for expenses, contracts, receipts issued)

6.3. The following should be submitted by the LCVPF to the MCVPF fifteen days after the end of the fiscal year to facilitate internal auditing.

1. Balance Sheet (as of the start of the fiscal year)

2. Balance Sheet (as of the end of the fiscal year)

3. Income Statement (for the fiscal year ended)

4. Statement of Cash Flow (for the whole year)

5. Bank reconciliation statement

6. All Books of Accounts

7. All supporting documents

8. Directory of finance responsible (outgoing and incoming)

9. SWOT Analysis of LC in terms of Finance

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SECTION 7 BOARD OF TRUSTEES

7.1. As per requirement of the Philippine Corporation Code (Batas Pambansa Bilang. 68) we will adopt the following minimum voting requirements. Votes less than the minimum will be void.

Election of member of Board of Trustees (BOT) – majority vote of voting and non-voting members (represented by the LCP’s) provided that 3 seats will be reserved for members of the Member Committee (MC) provided further that non-MC members will hold three years office and MC/BOT members will have one year tenure to be filled by the said voting requirement.

7.2. Amendment of Articles of Incorporation/Constitution – two thirds vote of voting and non-voting members.

7.3. Ratification of National Contracts

a. non – ultravires (within the vested powers) – two thirds vote of voting and non-voting rights

b. ultravires (outside the vested powers) – all of the members

7.4. Delegation to the BOT to amend or repeal By laws/ Compendium – two thirds votes of voting and non-voting members

Revocation of right of BOT to amend or repeal By laws – majority vote of voting and non-voting members.

SECTION 8 RESERVE POLICIES

8.1. That the total cash assets of the MC be separated into two separate accounts: the Emergency Reserve, and the Revolving Fund.

8.2. That the Emergency Reserve, an amount required to maintain the regular operations of the MC, be placed in a Savings account, and only be withdrawn in the event that the revolving fund is completely depleted with no possibility of revenue generation in within 2 weeks of depletion.

8.3. That the NBOA approve the withdrawal of the Emergency Reserve.

8.4. That the Emergency Reserve be computed as the total costs of office rent, utilities, country fees, travel costs.

8.5. That the Emergency Reserve be re-evaluated by the NEB yearly.

8.6. That the Emergency Reserve be legislated every NatCon.

8.7. That the Emergency Reserve be equal to Php 250,000.00

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APPENDIX C: EXTENDING – EXTENSION LC GUIDE

The Extension LC

An Extension Local Committee is defined by AIESEC in the Philippines compendium in 8.1.2 as an entity seeking full membership in AIESEC Philippines.

An entity can be in Extension status for a maximum of two terms and its upgrade, downgrade or disbandment can be discussed or decided upon in any legislative conference. An Extension entity may have come from an applying status that is upgraded, or a non-voting full member that is downgraded. Upon the decision that an entity is in Extension status, the entity will be given some amount of time (as decided by the MC) to look for an extending entity.

The Extending LC

The Extending Local Committee must be in Full Member Status whether Voting or Non-Voting. Their system in MyAIESEC.net will be shared by the Extension entity. The numerical performance and data of the Extension entity will be under the Extending entity in MyAIESEC.net and in AIESEC Internationally.

They would also provide the training and support to the Extension entity to ensure the entity’s success and upgrading for the next term. Joint A-Camps, Training and Orientation Seminars can be done.

Terms in ER

LC Partnerships and Company Pool: the Extending Local Committee has the right to tap into the pool of their Extension entity. The marketing team of the extending entity can also put as ER products the events, projects and membership base of the Extension LC. (Certain conditions must be followed for events and projects)

For example, Extension LC has contacts in Company X, Extending Entity can market to Company X as two entities in one – this would make the marketability of the LC’s product/s much higher since the scope is greater (more mileage for the Extending entity). A common marketing proposal can (but is not required or necessary) be used by both extending and extension LC.

In Company Clearing, the Extension entity’s cleared companies and organisation will also be cleared under the Extending Entity. Extending entity can decide whether or not the Extension LC has the right to its pool of companies and organisations.

Terms in Statistics

In MyAIESEC.net and in AIESEC International’s view, the results in Exchange, Talent Management and other data will be with the Extending Entity. Nationally, the MC will keep track (separately) of the Exchange performance of Extension LC as this LC also has to meet the minimum requirements in Exchange (2TNs Realized, 1 EP raised).

Terms in Projects

Brand Visibility: If the Extending LC chooses, they can opt to be visible in the project or event of the Extension LC given that there is some form of help whether financial or Human Resource given to

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the Extension entity. Example: DLSL handles XCon, DLSU can gives out some of its members as OC and XCon will now be hosted by both DLSL and DLSU.

Marketing: As discussed in the ER portion, the Extending entity has the right to market an Extension LC’s events and projects. The conditions for an Extending entity to market an Extension LC’s projects and events are: (1) Monetary and/or Human Resource shared by Extending entity to Extension LC’s events and projects, (2) Extension LC accepts the help being provided by Extending entity and (3) Profit/Loss sharing terms and conditions are agreed by both parties.

Terms in Finances

LC Fees: If an Extension LC has full capability in paying LC fees, the Extending LC does not need to pay in behalf of the Extension LC. The Extending LC must ensure that the Extension LC is capable to pay its LC fees so that it would not need to carry the financial risk. Given the leverage in ER and Projects, and the right profit sharing agreement with Extension LC; it will be able to make money to sustain operations and pay the necessary requirements. Since the system being used by the Extension LC is the system of the Extending Entity, the Extending entity will shoulder the cost of members and exchange of the Extension LC.

In the event that at the end of NatCon, the Extension LC still has LC fee debt to the MC – the Extending entity can cover only up to 50% of its LC fee debt (unless the Extending entity agrees to pay more than 50%). For non-LC fee debt towards MC, the Extending entity can cover only up to 50% of its non-LC fee debt (unless the Extending entity agrees to pay more than 50%).

For Extension entity’s debt towards Externals, the Extending entity is not liable to pay the externals in behalf of the extending entity. In the eyes of these debtors, the Extension entity is the only one liable. Exceptions would be in the event of joint projects or events (that accumulated debt) by both extending and extension LC.

Profit/Loss Sharing Agreement: The agreement in profit sharing differs from LC to LC and most especially from event to event. The Extending and Extension entity will be given the right to make their own profit sharing agreement and would just need to submit a copy of this profit sharing agreement.

What needs to be stated in the Profit/Loss sharing agreement would be (at the very least): (1) Entities Involve, (2) Event, Project or Account’s description and revenue source and amount that is going to be shared, (3) In the event of a loss - the agreement must also contain how such loss will be shared and (4) signatories from the entities involve.

Terms in Membership

Representation in Conferences, the extending entity will not be allowed to represent the extension entity in national conferences and vice versa.

Disbandment of the Extension entity: In the event that the extension entity gets disbanded with debt (internal), 50% of the debt will be shouldered by the extending entity, the remaining 50% will be distributed to the remaining full member LCs using the LC fee allocation model.

Downgrading of the Extending entity to extension status: In the event that the extending entity gets downgraded to extension status, the newly downgraded entity must find an extending entity and its extension entity will have to find a new extending entity. An extending entity may extend to more than one extension.

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APPENDIX D: BOARD OF ADVISORS PRINCIPLES

Section 1 Definition

The National Board of Advisors, hereafter shall be referred to as BOA, is an external entity that guides, mentors, gives advice and provides recommendations to AIESEC Philippines to foster sustainable growth and to ensure that the AIESEC brand remains true to the organisation’s vision.

Section 2 Role

2.1. Ensures that AIESEC in the Philippines remains compliant with The AIESEC Way.

2.2. Gives strategic advice based on their assessment of the LCs’ and MC’s performance and results.

2.3. Oversees legal and governance related issues.

2.4. Gives advice and guides the organisation of entities of AIESEC Philippines.

2.5. Provides guidance, referrals, and recommendations in order to increase AIESEC’s network in a sustainable way.

2.6. Supports and builds networks to generate leads for ER purposes.

2.7. The National Board of Advisors shall not have any decision-making power, or legal and financial responsibility for the operations of AIESEC Philippines.

Section 3 Composition Principles

3.1. The BOA aims to be a balanced group with diverse representation of gender, geographic background, experience and previous interaction with AIESEC to ensure it can advise the organisation to respond to the challenges and opportunities it faces.

3.2. The BOA members, not necessarily an AIESEC member, should be current/retired executives or managers with a strong understanding of, and commitment to AIESEC and AIESEC Philippines.

3.3. The BOA should have representation in the following areas of expertise: strategic leadership and working as a team, finance, legal, business management, human resource and diversity, marketing and sales, AIESEC national organisational management.

Section 4 Term of service

4.1. Each member will serve a term of at least two years that can be renewed (see below for process)

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4.2. At the end of the term, the contribution, performance and interest of the individual will be reviewed by the BOA Chair and MCP, and a decision made whether to reappoint the BOA member for another two year term

Section 5 Performance and Attendance Standards Expected

5.1. Commitment on behalf of the members of the BOA is of great importance in enabling the AIESEC entities to fulfil its role. The following is an outline the expectations of a BOA Member:

5.1.1. Behave according to The AIESEC Way, the AIESEC values and the AIESEC Code of Ethics.

5.1.2. Declare any potential conflicts of interest to the Chair as soon as they arise.

5.1.3. Act personally, and not as the representative of any group or organisation; regardless of how nominated.

5.1.4. Remain independent and not under the control of any external organisation or individual.

5.1.5. Attend at minimum 2 BOA meetings per year.

5.1.6. Complete a two-year term of membership in the BOA (and remain open to reappointment).

5.1.7. Be available between BOA meetings for advice, guidance and support for specific topics and areas.

5.1.8. Remain open and accountable, sharing information with the National Plenary as necessary, and ensure sensitive information remains confidential within the BOA.

Section 6 Procedure for selecting new members

6.1. Due to the nature of this governance body, new members must be proposed through one of the following channels:

6.1.1. Recommended by a current MCP/MC member, LCEB, LC member or BOA member

6.1.2. Recommendations can be made at any time and contain the following information:

6.1.2.1. Name

6.1.2.2. Current position and organisation

6.1.2.3. Professional background (including areas of expertise and geographic location) Past experience with AIESEC

6.1.2.4. The results of any conversation around availability and possible commitment level

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Section 7 Meetings

7.1. The BOA shall meet with AIESEC entities at least twice a year, preferably at the beginning and at the end of each term.

7.2. The MCP/LCP and MCVP ER/LCVP ER are responsible for drafting the agenda to be sent to the BOA Chair for feedback and further input

Section 8 Chairperson

8.1. Role

8.1.1. Ensure that all BOA members can contribute at meetings

8.1.2. Ensure the efficient conduct of business during BOA meetings

8.1.3. Provide feedback, coaching and performance appraisal to the MCP

8.1.4. Ensure the appraisal of the BOA members and individuals performance adheres to the Code of Ethics and these terms of reference

8.1.5. Resolve potential conflicts of interest as they arise

8.2. Term of service

8.2.1. The Chair of the National Board of Advisors is a three year term

8.2.2. Unless in exceptional circumstances, a new chair will be selected after three years

8.3. Selection process

8.3.1. The current Chair of the National Board of Advisors will propose a successor to the role to the remaining BOA members, MCP and MCVPER.

8.3.2. The BOA members (except the current Chair) will then take the final selection decision

8.4. Interaction with the National Committee

8.4.1. As many members of the National Team as possible shall attend the BOA meetings.

8.4.2. The VP ER of the National Committee shall be the secretary of the BOA and ensuring communication as outlined above is consistent.

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APPENDIX E: DEBT MANAGEMENT POLICIES AND PROCEDURES

Section 1 Definition

AIESEC Philippines shall follow Debt Management Policies and Procedures which contains rules on handling payments to and fees from Local Committees and other external parties in order for the MC to properly handle monetary transactions and avoid the improper management of money of the MC and LCs.

Section 1 LC Debt Regulations

1.1. In order for an LC to be able to get a loan from the MC, they shall abide by the following rules:

1.1.1. They shall submit a formal written request addressed to the MCVP for Finance, at least one (1) week before the date of release, containing the amount to be borrowed, term of the loan, purpose for the loan and person responsible for the loan activity.

1.1.2. The written request shall be signed by the LCP, LCVP for Finance and/or the person responsible for the loan activity.

1.2. When an LC borrows money from the MC, they shall pay the amount after one (1) month or on the agreed upon date, whichever is shorter.

1.3. If an LC fails to pay due fees in full amount without a valid excuse, a 5% per month interest will be imposed on them on the remaining balance.

1.4. Fees and loans still due 3 months from due date or agreed upon date shall place the LC on a motion for downgrade upon National Congress.

1.5. Fees and loans still due 6 months from due date or agreed upon date shall place the LC on an automatic downgrade upon National Congress.

Section 2 MC Debt Regulations

2.1. In order for the MC to be able to get a loan from an external source, they shall abide by the following rules:

2.1.1. The MC shall submit a formal written request addressed to the Finance Audit Team and National Executive Board, at least two (2) weeks before the date of release, containing the amount to be borrowed, term of the loan, purpose for the loan and person responsible for the loan activity.

2.1.2. Upon approval from the Finance Audit Team and the NEB, the MC shall submit the abovementioned document addressed to the external source, at least one (1) week before the date of release.

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2.1.3. The written request shall be signed by the MCP and the MCVP for Finance and signed as approved by the members of the Finance Audit Team and the NEB.

2.2. In order for a member of the MC to be able to get a loan from the MC, they shall abide by the following rules:

2.2.1. He/She shall submit a formal written request addressed to the MCVP for Finance, at least one (1) week before the date of release, containing the amount to be borrowed, term of the loan and the purpose for the loan.

2.2.2. If the MC member requesting for a loan is the MCVP for Finance, he/she shall address it to the MCP.

2.2.3. The written request shall be signed by the requesting MC member.

2.3. Loans and fees acquired by an MC member shall be paid after one (1) month or on the agreed upon date, whichever is shorter.

2.4. If the member fails to pay due fees in full amount without a valid excuse, a 5% per month interest will be imposed on them on the remaining balance.

2.5. MC members have 3 months to settle their financial obligations; otherwise, failure to pay shall be considered as grounds for legal action.

2.6. Money that is in the bank account for payment of Country Fees must not be touched within a week before the due date.

Section 3 Valid Excuses for Non-Payment of Fees and Loans

3.1. The money due for payment was taken away by unforeseen circumstances.

3.1.1. The LCVP shall undertake an affidavit of loss stating the event and a short summary of it, to be submitted to the MC within fifteen (15) days after the due date.

3.2. The LC is unable to liquidate their funds from the school administration, if the LC’s account is under the school administration.

3.3. The money due for payment was used for a virtually risk free fund generating project.

3.3.1. Virtually risk free is defined as an opportunity which promises returns and no losses.

3.4. The money due for payment is yet to be received from an external entity with a signed contract.

3.4.1. The money must be received by the LC 3 months after the due date or agreed upon date.

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3.5. Other reasons that may be deemed valid by the Finance Audit Team

3.6. Excuse for late payment will technically delay the due date one (1) month after due date.

Section 4 Financial obligation of the MC to externals

4.1. Only the MCVP for Finance and the MCP can permit payment and credit for AIESEC Philippines equal to or greater than 10,000 pesos.

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APPENDIX F: PROVISIONS FOR DEALING WITH TERM PLANNING AND GEOGRAPHICAL

SEPARATION

Section 1. Member Committee Executive Board Elect

1.1. An MC EB elect is required to stay in the general dominion of the AIESEC Office in the four month period covering the three months preceding and one month into his/her term.

1.2. An MC EB elect is required to stay in the general dominion of the whole MC EB elect in the four month period covering the three months preceding and one month into his/her term.

1.3. Instances of geographical separation are to be remedied by a program, approved by his/her MC EB Team, detailing activities for him/her to compensate for the period of separation.

Section 2. Local Committee Executive Board Elect

2.1. An LC EB elect is required to stay in the general dominion of the majority of LC members concerned in the four month period covering the three months preceding and one month into his/her term.

2.2. An LC EB elect is required to stay in the general dominion of the whole LC EB elect in the four month period covering the three months preceding and one month into his/her term.

2.3. Instances of geographical separation are to be remedied by a program, approved by the LC EB Team and the direct MC Superior of the LC EB elect concerned, detailing activities for him/her to compensate for the period of separation.

Aiesec Phes Compendium Natcon 2013

Documents

aiesec philippines foundation

aiesec way

allocation of working

organizational management

standing orders