Outgoing Flow Chart - The process of sending a student abroadLevel Process Step Who Input/Standards Interaction with Critical Success Issues Support factors systemsEXTERNAL Research 1. Analyse the reality of my community and LC / MC - Use of XMI / XMI IS – (Insight II, ISO - good - poor use ofSCANNING and Analysis identify opportunities for AIESEC Analyser 2000 2000, web site) understanding of XMI to exchanges. - Use of E-News AIESEC determine - Develop a good understanding of AIESEC’s Service - use of externals demand and objectives and exchange programmes in the process supply - Research external trends and competition and - use of exchange - poor scanning identify the types of individuals that my statistics to of external community needs determine environment - Use AIESEC E-News Service demand for SNs - little use of - Research the XMI / XMI Analyser 2000 in - identification of externals and Insight II for information on the international opportunities alumni supply of TNs in the organisation to see the based on - tools not used type of students that are needed globally external effectively - Create profiles of the types of individuals that environment and efficiently are needed internationally and that you are - information is - few LCs do able to provide, according to the reality of your shared globally external LC - use of internal scanning co-operation - importance of agreements external and internal scanning is not understood - members do not have the knowledge and skills
Outgoing Flow Chart - The process of sending a student abroad Setting goals - Identify numbers and types of students to - Use of Dimensions IS – web site - Target market is - no strategic and raise of Learning to set Partnerships aligned with pool goal setting segmenting - Identify the quality of experience to provide to goals for SN (international) of SNs and TNs for SNs based markets outgoing students process - Goals are set for on external - Identify target group of students based on - Use of elements of and internal external research and internal demand and international learning information supply of SNs and TNs partnerships with - Goals are set and - Plan the learning process for your outgoing organisations that based on opportunities SNs support the capacity of - SN:TN ratio - Identify organisations to support the learning learning process members and - Goals are set process through involvement in activities (i.e. LC for raising community involvement, cultural preparation - Partnerships students not and re-integration, professional development) developed to realising them outsource parts - Goal setting is of the learning done in process isolation of - Members have global knowledge, network skills and - Tools are not experience used
Outgoing Flow Chart - The process of sending a student abroadMARKETING Promotion 1. Promotion of AIESEC’s exchange LC / MC - Use of messages IS – web site - Globally aligned - inconsistency opportunities consistent with Partnerships consistent of information - Develop and use promotional materials AIESEC’s global (international) material and and adapting the AIESEC Way (i.e. brochures, identity information is messages publications, annual reports, mass media, - Use of strategic provided in - weak advertising, web site) alliances AIESEC’s presence on - Develop good relationship with university and developed marketing university create strong image and presence on campus internationally - Use of the campus and - Develop strategic alliances with organisations - Use of national AIESEC Way community (exchange organisations), university marketing and materials - poorly co- programmes, national programmes) materials consistent with ordinated - Develop a promotion strategy or campaign to - See SN marketing AIESEC’s global promotion recruit students in X guide. identity campaign - Promote AIESEC exchange opportunities to Chapter 8 - Materials - little use of students using the identified media developed strategic nationally alliances - Globally aligned - lack of skills and strong and resources image and to market presence in correctly universities - Globally aligned and strong image and presence in the community - Proof of credibility (i.e. case studies) Application 1. Prepare selection process LC / MC - SN Resume and - Well prepared - lack of and - Review and plan student application and Preferences form selection experience Selection: selection process - Language Test process managing Set up - Prepare student application forms and Information selection selection procedures - Academic process process - Hold information session for students to Transcripts explain process and timeline - SN Contract form - Students complete application
Outgoing Flow Chart - The process of sending a student abroad Pre- 1. Screen Applicants LC / MC - Use of XMI / XMI IS (Insight II, XMI) - Knowledge of - lack of Selection - Review all the applications and pre-select Analyser 2000 how to use XMI / understanding qualifying students based on matchability and - LC SN targets / XMI Analyser of profile of LC targets year plan 2000 to student best - Inform qualifying students and non-qualifying determine suited for an students matchability of a AIESEC - Schedule review board sessions for qualifying form exchange students Review 1. Organise the Review Board LC / - Quality Standards - external - lack of Board - Identify the number of review boards required Review related to Review participation in external for the year and when and where they will take Board Boards the Review participation place - Review Board Board - lack of - Identify and confirm the participation of a criteria - well defined experience representative of the academic sector, a criteria for managing business person, alumni or other external selection Review Board - Schedule interview times and inform the - integrity of process qualified participants Review Board 2. Define the aspects to be evaluated by the members Review Board participants - Review examples of Review Boards - Identify criteria and develop questions (where possible, involve external input) 3. Review and rank students - Conduct interview - Evaluate and rank students based on criteria Acceptance 1. Communication with Review Board LC / MC - National SN - Knowledge of - communicatio and participants application SN procedures n of reasons Rejection of - Send a thank you letter to both the members procedures - Use of internal for the candidates of the Review Board co-operation Review Board - Inform the students that were not selected agreements results about the decision of the review board and the - Knowledge, reasons why they were rejected skills and - Inform the selected students about the experience in procedures (filling out forms, payment, managing SN documentation, etc.) process 2. Review the SN selection process
Outgoing Flow Chart - The process of sending a student abroad Sign Student 1. Student should be clear on each parties LC / MC - Use of ‘Roles and - AIESEC and the - expectations Forms: roles and responsibilities Responsibilities’ in student not fulfilled Clarify Roles - Ensure that the student is aware of what is the International understand their - poor and expected of them and what they can expect Exchange Policies respective roles understanding Responsi- from AIESEC and Quality and of roles and bilities - Ensure that the student understands the Standards responsibilities responsibilitie exchange process and the objectives of document or in the - Matching s AIESEC’s exchanges SN / TN contract procedures are explained and expectations are clearly set Complete 1. Complete the SN form LC / MC - Knowledge of IS – Insight II, XMI - Student forms - forms filled in the SN - Support student in filling out the SN forms how to complete Analyser 2000 are completely incompletely Resume, SN - Include all relevant information about the forms and include all and Wishes and student - XMI / XMI Analyser relevant incorrectly sign - Clearly specify the characteristics that are 2000 information - students Contract required and preferred - ISO 2000 raised who - Verify that the information on the form is - SN Resume and are difficult to correct (Review Board stamp, language tests) Preference form match - Verify that AIESEC can provide the type of - SN Contract traineeship the student is looking for - Sign the SN forms - Provide clear explanation of AIESEC’s exchanges and the process and procedures AIESEC goes through to match the student Documenta- - Create an individual file for each organisation LC / MC - Use of local or IS – databases and - Information is - information tion - Keep copies of all forms and official national filing and documentation documented not documents documentation systems documented system - poor servicing of student
Outgoing Flow Chart - The process of sending a student abroadEXCHANGE Enter forms Take forms that students have filled out and Forms and 1. Education and 1. People do notDELIVERY into Insight enter them into Insight understanding of them demands of SN know how to must be standard – so and TN inline fill out forms standard educational with what we properly resources are crucial can deliver 2. Forms do not here. 2. AIESECers reflect needs filling in forms and are not and companies flexible understand and 3. Users too have a demanding/to thorough o specific knowledge of forms and how to fill them out (incl. Knowledge of matchability) 3. Forms are easy to fill out and reflect right areas
Outgoing Flow Chart - The process of sending a student abroad Audit forms 1. Review forms for consistency of information, LC/MC 1. The auditing is 1. Knowledge data entry errors and to ensure they have or done by lacking in been filled out according to principles of our national someone other members to exchange programme. team than the person audit forms 2. Approve forms by entering them into the pool, who filled out 2. Timely and including submitting to BFO OR make the form bureaucratic changes to the forms (and communication 2. The auditing 3. HR not set up with LC necessary for this) reviews data to support in entry, proper the LC use of forms according to exchange principles and matchability. 3. People auditing have knowledge of what is matchable 4. Efficiency and transparency 5. After auditing forms are entered into Insight and sent to BFO.
Outgoing Flow Chart - The process of sending a student abroad Matching 1. Match/search through Insight (and ISO 2000 LC · ISO 2000 1. Members are 1. Lack of or with Insight II match or search through the committed to prompt system) their matches communicatio 2. Use of existing bilateral relationships for and have a n matching positive attitude 2. Lack of about matching education 2. Good internet about access for all exchange in LCs other 3. All LCs focused countries on same 3. Commitment matching to the match methods (flexibe is lacking in match options LC members so every country 4. Lack of sense can participate) of urgency 4. LC member 5. Accuracy and understand stability of benefits and matching how to use systems different match 6. Different LCs options using different 5. Prompt matching communication methods so 6. All forms always many in proess of countries are being accurately being matched- not excluded just sitting there through lack as ghost forms of personal 7. People networks accurately 7. Education of reflecting LC members matches in about systems: matching enforce proper options and tracking how to use 8. In line with them systems, LC 8. Lack of show right # of adherence to forms to SN /TN exchange communication policies 9. Urgency and commitment of members
Outgoing Flow Chart - The process of sending a student abroad Acceptance 1. Show forms to student LC · Company 1. Speed of 1. Response Procedures 2. Communication to clarify details acceptance note communication time of Acceptance 3. Student acceptance · Student 2. Selling matched organisation of 4. Acceptance by the organisation acceptance note forms to SN/TN 2. Transition traineeship 5. Final confirmation of details (reflect globality) 3. Lack of 6. Register on Insight if not already there 3. Thorough review TN/SN before accepting knowledge/un 4. Acceptance derstanding of notes are the process exchanged on (natl/globally) both sides 4. No 5. Knowledge of institutionalize acceptance d “penalties” if procedures in abuse members/SN/TN process (global and 5. Discrimination nationally) 6. Communicati 6. Understanding on speed the consequences and commitment to matches and acceptance (global and national) 7. Fast response time from organisations 8. Members respecting timelines from exchange policies
Outgoing Flow Chart - The process of sending a student abroadLevel Process Step Who Input/ Interaction Critical Issues Standards with Support Success systems factors 1. AIESEC InvolvementPREPARATION Post Selection a. For the student Preparation Provide overview of the different activities that AIESEC in the sending LC is doing. Invite the outgoing SN to attend AIESEC’s activitiesThe four Explain in depth of what is AIESEC, its values anddimensions of principles, what it does and why, the examples of goodlearning and the cases from the LC and internationally, and how they canlogistics should be get involved after the traineeship is finished.present during thePreparation 2. Knowledge and involvement in world issues (KIWI) a. For the student Research about world issues and major global trends Prepare presentations and exercises of world situation, the power of one and building a personal vision Contact externals, if necessary, to run the sessions Run View of world issues, personal vision and power of one sessions for the trainees (usage of learning Tool is suggested) Record all the conclusions that trainees are getting to for follow up and access in the future 3. Cultural Interaction preparation (general) a. For the student Follow a similar process than in KIWI Organise a cross cultural communication activity – involve externals Facilitate the learning of the trainee about their own culture and the feeling of ambassadors of the country. 4. Professional Development Preparation (general) a. For the student Allow the student to see the importance of acquisition of new professional skills in an international environment,
Outgoing Flow Chart - The process of sending a student abroadLevel Process Step Who Input/ Interaction Critical Issues Standards with Support Success systems factors with practical examples of how AIESEC experiences have benefited the career development of people 5. Final Preparation (linking the different dimensions) Facilitate trainee to define key follow up actions in life and how they can contribute to community through their work, skills and cultural sensitivity. Explain how trainee aspirations can be supported by AIESEC exchange – presentation of activities Facilitate the trainee to define personal development objectives for the exchange process (in terms of skills, cultural awareness and knowledge and involvement in world issues) Define what traineeship type and key learning activities would contribute towards the trainee goals. Clarify expectations of what AIESEC can deliver. Fill in form and plan learning process (expected activities to happen during preparation, reception and reintegration). THE SN HAS FOUND A MATCH Communicate with Receiving LC to make sure that the necessary preparation is taking place with company and other involved organisations that would interact with trainee 1. AIESEC Involvement For both the student and the organisation abroad Improvement of the exchange process Negotiate with receiving LC about activities that will take place in each part of the exchange process in relation with the expectations from TN and SN. Identification of key activities during the
Outgoing Flow Chart - The process of sending a student abroadLevel Process Step Who Input/ Interaction Critical Issues Standards with Support Success systems factorsTHE SN HAS reception process that would intend to build orFOUND A allow an activity to increase the knowledge and involvement in world issues and also culturalMATCH and professional development. Reception Booklet: Obtain the reception booklet and other additional information about the Planning the hosting country for the student. Exchange Research on specific information Process After relating to the company and the the match country i.e. the cultures, attitudes, working conditions etc. 2. Professional development a. For the student Inform the student about the company, the traineeship and host country and LC Obtain more information about the company, its working conditions, structural and operational framework, expectations etc. Find out if there is any specific preparation the trainee may need to do or bring from their home country for the company, it could be a market research, do some specific training necessary for the job etc. After Match Review responsibilities incorporated in the and traineeship profile and prepare for the duties. Acceptance Help them to clarify what activities they can be Preparation involved in the LC abroad (after having the info from the LC who will host the SN) b. For the organisation abroad Provide the necessary information about the student
Outgoing Flow Chart - The process of sending a student abroadLevel Process Step Who Input/ Interaction Critical Issues Standards with Support Success systems factors Ask the hosting LC if there is any specific preparation the trainee should have before coming (ex. Any material they should read) and inform the trainees Provide a booklet for the company about the country and the culture that will work there Run specific preparation activities according to where the trainee is going that intend to achieve the following: 3. Knowledge and involvement in world issues a. For the student Awareness of local issues and issues in the host country How to contribute to society by daily actions and work there Prepare trainee for any particular issue involvement activity that will take place during reception (community involvement) If the traineeship is on a specific issue, specific information shall be provided to the trainee b. For the organisation abroad Check with company for possibilities of facilitating the involvement of the trainee with community issues by allowing some time off periodically, a company social program and also possibility of involving employees in community involvement activities organised by AIESEC 4. Cultural Involvement a. For the Trainee Information and knowledge about the host country and territory: Preparation of the student for the cultural shocks in relation with the
Outgoing Flow Chart - The process of sending a student abroadLevel Process Step Who Input/ Interaction Critical Issues Standards with Support Success systems factors country where they are going. Ensure that the SN receives information about the culture and the country of the LC providing the traineeship Prepare trainee for any particular cultural activities that will take place during reception b. For the organisation abroad Send any information required about the country and culture to the hosting LC to be delivered to the company 5. Logistics Measurement, Apply for VISA and Work Permit Evaluation, Obtain all the documentation that the student will Tracking need in order to get the visa and working permit (if needed) Inform the SN what kind of insurance they need to get Clarify with organisation if they will provide any kind of insurance for the student. Pre departure Ensure the SN has a permanent place to stay preparation Send SN preferences for the accommodation based on the options the LC can offer At least 2 weeks in advance before the student departs, make sure that there is a place ready Ensure the SN salary is enough to pay for that accommodation Make sure the hosting LC know when the trainee Departure dates Send their specific arrival information (Ex. Airport, time, flight number, where its coming from, etc.) to the receiving LC. Make sure people from the hosting LC can go to pick him/her up at the airport
Outgoing Flow Chart - The process of sending a student abroadLevel Process Step Who Input/ Interaction Critical Issues Standards with Support Success systems factors 6. Measurement Apply Pre—exchange evaluation to trainee ------------------------------------------------------------------------------------ 1. AIESEC Involvement a. For the student Maintain communication with trainee and receiving LC to give follow-up to the reception process in terms of cultural, issue involvement, professional, logistical and AIESEC activities.RECEPTION -INTEGRATION Plan follow-up reintegration activities. Find opportunities for the trainee to reintegrate their Post Arrival learning. Reception – Prior to departure: Communicate with the SN the Integration upcoming events and activities in the LC that theyThe four can participate after they arrivedimensions oflearning and the 2. Personal and professional developmentlogistics should be Measurement, a. For the studentpresent during the Evaluation, Communicate with trainee about other traineeReception - Tracking experiences and occurrences at homeIntegration Be ready to deal with any sort of problems that violate the International Exchange Policies and Ongoing Quality Standards. Measurement Predeparture
Outgoing Flow Chart - The process of sending a student abroadLevel Process Step Who Input/ Interaction Critical Issues Standards with Support Success systems factorsRE – INTEGRATION (all activities would take place for the student) 1. Receive the traineeThe four Traineeship Pick up the returning trainee in airportdimensions of Follow up Provide a list of trainees to the returning SNlearning and thelogistics should be Put them in contact with other students that have alsopresent during the participated in an exchange.Re-Integration Arrange a meeting to evaluate the Reception and traineeship experience of the trainee (learning objectives and activities achieved), revise reintegration expectations and define key follow-up steps 2. Evaluate experience: Get feedback from the trainee about how to improve the exchange process that AIESEC is providing. Get trainee to fill out an evaluation of the traineeship and write a final report (if the trainee has not done it for the receiving LC before leaving) Submit the evaluation form and final report to the sending and hosting local committees Apply Post-Exchange evaluation form Apply 1 Year Evaluation form after 1 year that the trainee came back from the traineeship 3. Logistics Pick up the returning trainee in airport Provide a list of trainees to the returning SN 4. AIESEC Involvement Facilitate a space for the returnee to present details about the exchange experience, host country and culture to AIESEC members, other incoming our Measurement, outgoing SNs and externals.
Outgoing Flow Chart - The process of sending a student abroadLevel Process Step Who Input/ Interaction Critical Issues Standards with Support Success systems factors Tracking, Get trainee involved in AIESEC activities: Evaluation Examples: speak about their traineeship experience during General Meetings, SN recruitment, selection and preparation sessions, external meetings or interviews preparation of the companies or mentor for outgoing or incoming SNs, Marketing calls, Recruitment of members, Participate in outgoing preparation seminars. 5. Personal and professional development Post Examples traineeship Re integration Support trainee in finding opportunities to apply the learning they gained during their traineeship. Link the trainee with a company or organisation (including volunteer work) that AIESEC works with Continued involvement with organisations or communities related to the country where trainee did the traineeship 6. Career planning: Facilitate trainee in planning the future steps in their career applying the learning from the exchange.
Outgoing Flow Chart - The process of sending a student abroad
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