AIESEC Ateneo de Manila University INCOMING EXCHANGE DEPARTMENT GEN X: MECHANICS ‐ Each team is composed of 5 members ‐ They shall be responsible for RAISNG, MATCHING and REALIZING a TN ‐ They shall be in constant communication with their respective TNs and the ICX team ‐ They shall be constantly coached and mentored by ICX and ER Officers through out the X process REWARDS SYSTEM ‐ For every non‐DT (MT, ET,TT) Realization, your team gets P1,000. You can utilize this amount for all AIESEC initiated activities, which is subject to the approval of the Executive Board. You may use this for conferences, plane fare for conferences or internships, service and reception activities, etc. ‐ The first team who gets to RAISE, MATCH and REALIZE will get a P500 additional for their funds. COMMUNICATIONS SYSTEM ‐ The ICX department will have their weekly meetings with all the teams. At least one member of each team should be present. Your team may address concerns and challenges during this time. ‐ If there should be no meeting, the team should send a weekly update to the VP for ICX. TIME LINE NOVEMBER‐ DECEMBER RAISING (Marketing, contract signing) DECEMBER‐ JANUARY MATCHING (Promotions, interviews, pre‐arrival preparations) JANUARY‐ MARCH REALIZATIONS
TIME LINE COMMUNICATIONS SYSTEM REWARDS SYSTEM GEN X: MECHANICS ‐ Each team is composed of 5 members ‐ They shall be responsible for RAISNG, MATCHING and REALIZING a TN ‐ They shall be in constant communication with their respective TNs and the ICX team ‐ They shall be constantly coached and mentored by ICX and ER Officers through out the X process
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• Given the information that the Director for Matching has passed over regarding the internal market of theorganization, the Director for TN Sales and Marketing is responsible for surveying the companies andorganizationsthatAIESECAteneodeManilaUniversitymaypartnerwith toservethepotentialmatchesandrealizations.
Marketing:ResponsibilityofTNSALESANDMARKETING
• Once targeted companies and organizations have been established, create connections with these entitiesthrough:coldcalls,electronicmail,conversations,seminarsandallotheravailablemediums.Itisimportanttocreativelyselltheexchangeprogramatthisstage.
o Always utilize the available connections (with the alumni, officers, members, applicants and otherstakeholders)
o WorkwiththeExternalRelationsDepartment(morespecifically,theDirectorforCorporateRelations)increatingtheseconnections
o Sendoutmarketingproposalstovariousentities• Once contact has beenmade, set‐up an appointment with them to further expand on the discussion of the
TNAccountManagement Matching The TN Accounts Manager receivesapplicationsfromvarioustraineeswhoareinterestedinapplyingfortheprograminthee‐mailaddressthats/he used for the form. It is under the discretion ofthe director of whom which he/she deems to beeligiblefortheprogram.Replytoallapplicationsthatwillbereceived—even if itmeanssendinga letterofregret.
The Director for Matching searches thesystem (tracker forms, website, etc.) for eligibletrainees for the TN partner. Once potential traineeshave been found, contact these trainees and offerthem the program which they are compatible with.All trainees who accept and have agreed upon theterms of the TN partner, forward all necessarydocuments and contact information to the DirectorforAccountsManagement.
Both theTNAccountsManagerandDirector forMatchingare responsible screening thepotentialtraineesfortheTNpartner.AssurethatthesetraineesareofqualityandareabletomeetthedemandsandexpectationsoftheTN. Matching is also supposed to utilize all mediums available (AIESEC.net wiki and classifieds) in promoting the
TN Account Management then compiles all the necessary documents (Curriculum Vitae, Resume, MotivationLetter,LetterofRecommendation,EPForm,etc.)ofthepotentialtrainees.ThesearethentobeforwardedtothecontactpersonoftheTNpartnerataregularbasis(weekly,bi‐monthlyetc.)
An initial screeningwill bedoneby the TNpartner through the reviewof their documents. The results of thisselection shouldbe communicatedwithTNAccountManagement. It is the responsibilityof the saidofficer toconstantlyfollow‐upregardingthis.
goingtoberesponsibleforsettingtheappropriatetimeandmediumforbothpartiestohavethemeeting. Once the TN has decided on accepting a particular trainee— TN AccountsManagement ask from him/her or
EP. Remember that the TN AN requires the signature, organizational stamp and registration number of thecontact in the company. Indicate in the Acceptance Note the following details: timeline, visa processing,accommodations,costofliving,culture,andotherimportantdetailsofthearrangementsofthetraineeship.
Onceatraineehasbeenofficiallymatchedtothelocalcommittee,itistheresponsibilityofServiceandReceptionstoprepare the trainee for his/her upcoming traineeship. Send an initial e‐mail introducingwhat the traineeshouldpreparefor:
o VisaapplicationandWorkingPermits(sendinalldocumentsthatthetraineewouldneed)o Arrival (Ask for the time, date and flight number of their arrival. Also, remind the trainee that upon
o Accommodation (will itbeprovidedfor? Ifnot,howmuchwill itcost?Statealsothe livingconditionsthatthetraineeshouldexpectinthisenvironment)
o Cost of living (it is advisable for the trainee to bring $ 1,000.00 USD per month, if housing is notprovidedfor)
o Clothing(suggestforthetraineetobringinattiresappropriateforthenatureofworkandtheweatherinthecountry)
o Culture(introducecommonculturalpracticesinthePhilippines)*Important note: It is recommended that Service and Receptions have a standardized toolkit that theymaysendtothetrainee.ThereshouldalsobeastandardizedformforthetraineetofillintheiranswerstotheLC’sinquiries
Assure that all details have been ironed out before the arrival of the trainee. Airport pick‐up andaccommodationsshouldbeprimarilyreadyforthearrivalofthetrainee.
During the stayof the trainee, Service andReceptions shouldassure that the traineesarehavinganoptimumAIESECexchangeexperience.Alwayscheckuponthe traineeof their statusandtheirneeds.Assurethat theirreasonableexpectationsaremet.
Invite the trainees to all the activities that theymay participate in: learning activities, cultural presentations,STAMM,andothereventsthat.Contactalsootherlocalcommitteesoftheirevents.
*Important note: Assign a buddy system (applicant/member and a trainee) to follow‐up on the trainees’developments ItisalsoimportantforServiceandReceptionstoassurethatthevisaofthetraineeisvalidthroughouttheirstay.
In times that the trainee would have a chance to participate in an AIESEC event that may come against theschedule of their jobs,TNAccountsManagement should request for the TN partner to excuse them of theirdutiesduringtheparticulartimeduration.
A farewelldinner,oranothereventthatmayreplacesuch,shouldbe inorder.Allmembers,applicants,officersandothertraineesshouldbeinvitedaswell(likethewelcomedinner).
After the traineehas leftafter their internship,assesswith thehostingTNtheperformanceof the traineeandtheirexperience.Also,discusswiththeTNpartnerthepossibilityofhostingothertraineesintotheircompany.