Your SlideShare is downloading. ×
  • Like
Ixpqs
Upcoming SlideShare
Loading in...5
×

Thanks for flagging this SlideShare!

Oops! An error has occurred.

×

Now you can save presentations on your phone or tablet

Available for both IPhone and Android

Text the download link to your phone

Standard text messaging rates apply

Ixpqs

  • 880 views
Published

 

  • Full Name Full Name Comment goes here.
    Are you sure you want to
    Your message goes here
    Be the first to comment
    Be the first to like this
No Downloads

Views

Total Views
880
On SlideShare
0
From Embeds
0
Number of Embeds
0

Actions

Shares
Downloads
15
Comments
0
Likes
0

Embeds 0

No embeds

Report content

Flagged as inappropriate Flag as inappropriate
Flag as inappropriate

Select your reason for flagging this presentation as inappropriate.

Cancel
    No notes for slide

Transcript

  • 1. International Exchange Policies If in any case your MC/LC is facing a situation with respect to an exception or a deviation from these policies, please contact immediately the Exchange Quality Board (xqb@ai.aiesec.org) and the AI VP Exchange Management (deeptic@ai.aiesec.org). All exceptions will be reviewed by the XQB and proposals for policy revisions will be brought forward by the XQB as appropriate. Please see Section 06-Annual Revision Process to find an overview of the policy revision process. 1. General Policies For the purpose of this document we understand:  Intern (EP) – AIESEC people participating at the Exchange stage in their AIESEC experience and going through all stages of the internship process: selection, preparation, integration and reintegration.  Organization (TN) – A corporate, non-governmental, or governmental entity hosting an intern. The organization shall provide a positive and secure working environment for the intern. Any violation of labour standards shall be treated according to the laws of the host country.  Home country – The country of origin of the intern. This may be the country in which the intern has permanent residency or citizenship. 1.1 An intern may be selected at the latest two (2) years after obtaining a degree, but may not be older than 30 years. Individuals who have worked full time for AIESEC have a maximum of three (3) years after they have completed their full time AIESEC positions or three (3) years after they have completed their university degree to apply for an AIESEC exchange. 1.2 All members may participate in the internship program up to a maximum period of 36 months. Members may choose to allocate the use of this period to their discretion in line with the minimum and maximum duration of AIESEC internships as outlined in Section 1.6 in addition to following all of the policies outlined in the IXPQS. 1.2.1 It is responsibility of the intern to ensure that the number of internships taken does not exceed the maximum period of internships of 36 months. It is up to the sending country to verify that the intern has not exceeded the maximum period of 36 months. 1.2.2 Members that exceed the maximum period of internships will have their EP form rejected from the system and will not be allowed to further participate in the internship program. 1.3 International AIESEC MC terms and AIESEC CEEDs are not recognized as official AIESEC internships. 1.4 An intern cannot take a second internship in the same organization or project, in which he/she had another internship. 1.5 Interns must not join an internship program with the purpose of receiving permanent residence in the country of internship. 1.6 All AIESEC internships shall have a:  minimum duration of eight (8) weeks to be spent working in the host country.  maximum duration of seventy-eight (78) weeks.AIESEC International | Teilingerstraat 126 | 3032 AW Rotterdam | The Netherlands | www.aiesec.org | tel +31-10-443.4383 | fax +31-10-265.1386
  • 2. In the case of extending the duration of an internship, the total internship period cannot be longer than 78 weeks. The end date of the internship must be updated on MyAIESEC.net. 1.7 In the case of multi-country internships, the person can move to a maximum of three countries, while not spending less then 8 weeks and not more than 78 weeks together for the entire duration of the internship and having a unique MyAIESEC.net ID associated with the country that signed the internship. 1.8 The organization that delivers such internships as described in 1.7 is obligated to pay the corresponding Exchange Fees for all the three countries. The intern can only work on member countries of AIESEC, it’s up to the receiving member country to accept the intern coming from a multi-country internship. 1.9 Internships shall be considered “Realized” once the status of both the EP and TN has been changed to “Realized” in MyAIESEC.net. The status of the EP and TN ID can only be changed to realized once the intern arrives in the host country and starts working on the first day of his/her internship. Membership status of countries and territories will be determined by the notification of Realization status within MyAIESEC.net. 1.10 Organizations cannot have individual member login to MyAIESEC.net nor should a LC member provide them with his/her MyAIESEC.net login. Organizations can only have the MyAIESEC.net login created for them on Partnership Menu. Representatives of organizations cannot search for EP’s in MyAIESEC.net database themselves. Members are not supposed to export EPs information contained on MyAIESEC.net to other platforms. 1.11 In case a Member Country or Territory is facilitating an exchange with a non-member, all forms and procedures must go through the sponsoring member (A sponsor member is the Member Country which is supporting the extension of the new country or territory). Following are the two scenarios: a) Turkey (being the TN country) and Azerbaijan (being the EP country but Turkey being the Sponsor country) in this case AIESEC International would be assigning the match, as both the TN and EP ID’s would be from the same country (Turkey). b) Poland (being the TN country) and Azerbaijan (being the EP country but Turkey being the Sponsor country) in this case Turkey would be providing the EP ID, so it would be a normal match. The supporting Member Country or Territory must ensure that all the exchange policies and quality standards are followed for both the member and non-member in the facilitation of these exchanges. An exchange may not take place between two non-members. 1.12 Hosting Local and Member Committees shall not raise internships with organisations belonging to another Local Committee / Member Country or Territory without the written consent of that party. 1.13 The Hosting Local/Member Committee is responsible for specific reception services detailed on the ‘Exchange Process Standards’ section, such as finding accommodation for an intern. If AIESEC is renting the accommodation on behalf of the intern, there must be a clear contract between the intern and AIESEC that stipulates the terms of payment and living conditions. It is advised that the responsible LC/MC retains a damage deposit from the intern to cover any unexpected debts or costs. 1.14 All internships facilitated by AIESEC should fulfil the conditions set in these International Exchange Policies and Exchange Process Standards.AIESEC International | Teilingerstraat 126 | 3032 AW Rotterdam | The Netherlands | www.aiesec.org | tel +31-10-443.4383 | fax +31-10-265.1386
  • 3. 1.15 AIESEC reserves the right to override an intern’s right to participate to the internship or to take any action deemed necessary if the intern acts in any way that could harm/damage the TN organization or AIESEC in any way. 1.16 All parties are contractually responsible for the fulfilment of Roles and Responsibilities as stated in the ‘Statement of Understanding’ section. 1.17 All complaints shall be addressed according to the procedures outlined in the Complaints Procedures section. 2. Internship definition 2.1 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. h) Opportunity to work with organizations outside of AIESEC. 2.2 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 organization decides to extend the internship on a permanent basis, AIESEC will have no role in facilitating this. 2.3 An intern is eligible to have an internship in any country except for a country in which they have lived for more than two years in the last ten years. The starting date of the last ten years should be considered from the date that the intern applies to the EP selection process. 2.4 In the case that the intern applying has lived for more than two years in a country in the last ten years as a result of a CEED/MC/AI term, they would be allowed to have an internship in the country in which they completed their CEED/MC/AI term. 2.5 AIESEC does not allow the extension of internships beyond the limit of seventy eight (78) weeks and does not facilitate the process for organizations to extend the internship on a permanent basis. 2.6 Individuals who partake in post-secondary studies outside a country in which they have lived for more than two years in the last ten years may apply for an EP ID in their country of studies. It is up to the discretion of the country to accept the applicant as an EP from the country. Such an individual is eligible for internships in countries as outlined by section 2.3 and 2.4. 2.7 Internships between merged entities are allowed and recognized. Once Acceptance Notes are exchanged, the host country must inform AIESEC International of the match and forward the Acceptance Notes as proof (via email or fax). AIESEC International will assign the match on behalf of the two parties. The TN and EP entities are responsible to follow all International Exchange Policies.AIESEC International | Teilingerstraat 126 | 3032 AW Rotterdam | The Netherlands | www.aiesec.org | tel +31-10-443.4383 | fax +31-10-265.1386
  • 4. 2.8 An organization is not allowed to participate in the exchange program if: a) It has been recognized by the XQB as having previously broken the International Exchange Policies and Quality Standards. If an MC feels that the affected organization has a renewed ability to meet the IXPQS, it can apply to the XQB to repeal its decision. b) It cannot meet Exchange Policies and Quality Standards due to several reasons (i.e. the organization cannot provide proper working place, sufficient salary, or employees cannot communicate with an intern, etc.). 2.9 The salary/allowance for the intern must allow the intern to live in the country and cover their basic expenses including accommodation, food, transportation and basic reception activities for the duration of their internship. The salary must at minimum, correspond to the local minimum wage. The salary is not intended to cover travel, tourist holiday expenses, or subsidize a lifestyle above that of the average graduate entry-level position. The intern may be asked to partially support him/herself on the basis outlined in section 2.10. 2.10 In the case that the organization cannot provide a salary based on the above criteria, the following must take place:  The EP should be able to demonstrate his means of sustenance if he/she will have to cover a part of his expenses. The Hosting LC may ask the intern to show proof of this ability.  The Hosting LC must specify to what extent basic expenses such as accommodation, food and travel will be covered with the stipend provided, what AIESEC will provide in addition to that, and how much the EP would require to supplement these. Proof of provision of support (food, accommodation, etc.) must be detailed in the TN form on myaiesec.net and in the TN Acceptance Note. 2.11 The salary and all other forms of benefits from the organization must be detailed in the Job Questionnaire form, entered into MyAIESEC.net and in the TN Acceptance Note. 2.12 Exchange partnerships between two or more countries must follow the guidelines and policies of this document. 3. Pools Definition 3.1 The definition of the pools are as follows: 3.1.1 Development Internships A Development internship (also known as DT: Development Traineeship) is one in which the intern has a direct interaction or working on the development of an unprivileged group of persons or community. Majority of the work in a Development internship has to be based on areas related to community development issues. 3.1.2 Education Internships An Education internship (a.k.a. ET: Education Traineeship) is one in which the job description involves the majority of time being spent either teaching a language, teaching a subject, or another aspect of education including curriculum development, character education, cultural interaction and perspective promotion in academic fields and sectors. The intern must have the academic and working backgrounds in the field of education or training. 3.1.3 Management Internships A Management internship (a.k.a. MT: Management Traineeship) is one in which the intern spends the majority of their time working in areas related to management. These areas may include business, administration, finance, accounting, marketing, project management, organizational management or human resources 3.1.4 Technical InternshipsAIESEC International | Teilingerstraat 126 | 3032 AW Rotterdam | The Netherlands | www.aiesec.org | tel +31-10-443.4383 | fax +31-10-265.1386
  • 5. A Technical internship (a.k.a. TT: Technical Traineeship) has to based on work in areas related to information technology or engineering. The intern spends majority of his/her time in one or more of these areas: web development and management, software development and programming, system analysis and design, network management, database management and engineering. 3.2 TNs should be classified into pools based on the job description they offer and not the Organization type. EPs should be classified into pools based on the job descriptions they have the highest interest in and on their ability to fulfil the academic and working backgrounds required by those job descriptions. 3.3 The internship job description and work environment must be detailed and any additional information should be attached with the TN form. 3.4 The job description should not put the intern’s life at risk e.g. rescue activities in times of war or disaster. 3.5 Specific policies related to Development Internships are: 3.5.1 A DT intern must be motivated and prepared to work in the field of development and cannot be matched just on the basis of fulfilling the academic and working background requirements of the organization. 3.6 Specific policies related to Education Internships are: 3.6.1 In the case of an internship related to teaching a subject, the organization must select an option from the Academic and Working Backgrounds under Subject Education as well as the specific Academic and Working Backgrounds the intern is required to teach. 3.6.2 Difference between a Development Internship and an Education Internship: a) Any internship dealing with the underprivileged sector of society should be considered as a DT e.g. teaching in a school to underprivileged children b) Education Internship requires an intern with an Education Background c) There are DTs that are in the field of education, but are dealing with underprivileged sectors of society and the most important for the TN Taker is the interest in that area. 4. Selection and Pre-Match Policies for Interns and Organizations 4.1 Policies for Interns 4.1.1 Every EP participating in AIESEC’s internship exchanges, irrespective of previous experience in AIESEC, shall pass through an EP Review Board comprised of at least one non-AIESEC representative and have the documentation to confirm the quality of the EP participant. 4.1.2 Individuals applying for an internship shall not provide false or inaccurate information relating to work experience, academic backgrounds or language proficiency levels of the EP. The Home LC must verify the information provided by the EP to ensure its accuracy. 4.1.3 EPs are required to sign a contract in agreement to the policies at the present document, as outlined on Apprendix A of section 02 ,‘Statement of Understanding’, before they are entered into MyAIESEC.net. The contract includes appendices, all of which must be provided and explaine4d 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.AIESEC International | Teilingerstraat 126 | 3032 AW Rotterdam | The Netherlands | www.aiesec.org | tel +31-10-443.4383 | fax +31-10-265.1386
  • 6. 4.1.4 Members applying to participate in AIESEC’s internship exchanges shall submit the required documentation and pay the application fees. 4.2 Contractual Policies for Organizations 4.2.1 The organisation must sign a contract in agreement to the present document (see Appendix B), which includes appendices that must be provided to the organization. In addition, the member country may require the organization to sign a supplementary national contract and/or a fee payment agreement. 4.2.2 Organisations participating in AIESEC’s internship program shall pay the applicable fees at the agreed upon times. 4.2.3 The Job Questionnaire is the official description of the internship. This should be completed with all the necessary details according to the most recent Job Questionnaire template and education materials released by AIESEC International. AIESEC must support the organization to complete the Job Questionnaire. The entity that is the account manager is the final responsible party to ensure that the form is correctly completed on MyAIESEC.net and allocated to the appropriate pool. 4.2.4 An organization or its representatives are not allowed to have an individual member login ID for MyAIESEC.net. They are also not allowed to search for interns themselves using the MyAIESEC.net database. 4.3 All forms on ‘New’ status must be reviewed by the responsible LC/MC for matchability and internship quality (TNs) or matchability of intern (EPs) prior to putting the form on ‘Available’ status. The approving committee (LC/MC) shall advice the responsible LC on where the form does not meet standards and provide specific recommendations for improvement. In the case of an EP who is unmatchable, the responsible LC and EP must be informed. The EP is allowed to withdrawing from the internship program with full refund. 4.4 The host organization must assign a supervisor responsible for the intern. This individual is also responsible for the professional development of the intern as per the job description provided by the organization. 4.5 Any changes to the Job Questionnaire must be updated on MyAIESEC.net. If an intern is already matched when the job description changes, the intern shall be given the opportunity to withdraw from the match without consequences. 5. Match Policies 5.1 During the matching process, all the communication concerning the internship has to be held between the EP 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 organization wishes to maintain separate communication after the intern’s selection. 5.2 The organization must receive completed information about the intern, including the candidate’s EP form, letter of motivation and other information as requested by the organisation (telephone interview, detailed CV, etc.) within reasonable limits. An organization may request for information such as a photograph, detailed CV/resume, EP form, letter of motivation, and academic transcripts. The information requested must also abide with the legal regulations of the TN country. 5.3 An organization can reject a maximum of three EPs that fulfil all the criteria set as requested in the TN form. After this period, the organization must provide feedback to AIESEC about all 3 candidates and review its criteria for selection with the AIESEC representative. At this point,AIESEC International | Teilingerstraat 126 | 3032 AW Rotterdam | The Netherlands | www.aiesec.org | tel +31-10-443.4383 | fax +31-10-265.1386
  • 7. AIESEC must determine whether the organization should continue to participate in the internship. 5.4 The host AIESEC LC/MC/AI must facilitate interviews between the organization and intern(s) selected for interviews. 5.5 The Sending LC is responsible to ensure its EPs are trained and able to use MyAIESEC.net appropriately and within International Exchange Policies. 5.6 All EPs matching themselves must be supported and guided by an EP Buddy/Manager. 5.7 If a TN or EP forms becomes temporarily unavailable, the form must be put on ‘On hold’ status in the system immediately. 6. Acceptance Procedures 6.1 A EP or TN Acceptance Note shall only be considered official when completed in full and signed by the authorizing party. TN Acceptance Notes must also contain the official stamp of the organization. 6.2 Any party’s acceptance of the other is only valid through acceptance on MyAIESEC.net or submission of an official Acceptance Note. However, a match is considered official only when both the EP and TN have accepted each other through MyAIESEC.net or have been assigned a manual match and signed official Acceptance Notes. 6.3 The EP must sign and send an official EP Acceptance Note before the EP’s form is presented to the TN as EPs that are guaranteed as available for the internship. The Acceptance Note may be sent by fax and/or e-mail (scanned) with valid signatures on the document. EP forms or resumes may only be presented without official acceptance if the EP’s availability is not guaranteed to the organization. In this case, the expectation must be clearly set that the EP is not guaranteed to accept the internship offer even if accepted by the TN. 6.4 After one party has accepted the other party with an Acceptance Note or acceptance in MyAIESEC.net, the accepted party has 10 consecutive days to respond, after which the acceptance is no longer valid. Acceptance can be extended using MyAIESEC.net or a new Acceptance note. Both parties must agree to the extension. 6.5 If the EP rejects the TN after the TN has accepted the EP (at the stage of final confirmation), this EP will no longer be allowed to search for an internship through AIESEC. The TN will go back to Available status to find other suitable EPs. The Hosting LC may be asked to find another EP for the TN, in which case the Hosting LC shall follow the procedures as outlined in section 7.8. 6.6 Member Committees shall review every match that has been broken prior to putting the EP or organization TN on “Available” status again. 6.7 If the TN organization rejects the EP after the EP has accepted the TN (in “match” stage), without valid reasons, the TN form is automatically rejected. The AIESEC Entity that signed the contract is responsible to search for another suitable TN within the next two months and the TN organization should pay the damages as previously agreed. The EP form will go back to Available status to find other suitable TNs. 7. Post-Match Policies 7.1 The AIESEC entity that is managing the TN account must inform the selected intern of the official start date for the internship within 1 week of acceptance by the organization.AIESEC International | Teilingerstraat 126 | 3032 AW Rotterdam | The Netherlands | www.aiesec.org | tel +31-10-443.4383 | fax +31-10-265.1386
  • 8. 7.2 Within 1 week of formal acceptance of the intern by the host organization, 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/MC is responsible for providing all documentation in time to apply for all necessary legal papers and also provide education on labour regulations within the host country. 7.3 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). 7.4 An intern can end his/her internship, after prior written notification to the Hosting LC, without financial penalties only in any of 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, origin, or age at his work place. f) The intern is sexually harassed at their work place. g) The organization does not provide the basic work conditions or any main benefit offered to the intern in the TN form on MyAIESEC.net for two consecutive months and the intern did not agree to the abolition. The basic work conditions or benefits referred above must be of a nature that their abolition reasonably makes impossible or too difficult the interns job or life conditions. h) The organization does not pay for two consecutive months the corresponding salary to the intern. 7.4.1 Under sections 7.4.a or 7.4.e or 7.4.f or 7.4.g. or 7.4.h, the intern may request a new internship within the same country. The Hosting LC/MC 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 organization 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, or if the immigration or labour local law does not allow the intern to stay in the country or to change of work place, the Hosting LC shall compensate the full travel expenses of the intern to and from the host country. The Hosting LC/MC is entitled to claim this expense from the TN organization. 7.4.2 Under sections 7.4.b, 7.4.c., and 7.4.d, the intern is responsible for his/her own travel expenses to and from the country of origin. 7.4.3 Notwithstanding what stated under section 7.4.1, under section 7.4.h, the TN Organization and the Hosting LC/MC are still responsible for affording the owed salary to the intern during the third month. The Hosting LC/MC is entitled to claim this payment from the TN organization. 7.5 If the intern ends his/her internship for any other reason, the intern or his/her sending LC/MC may be asked to financially compensate the TN organization up to the 50% of the TN fee. This compensation shall only take place upon the request of the TN organization.AIESEC International | Teilingerstraat 126 | 3032 AW Rotterdam | The Netherlands | www.aiesec.org | tel +31-10-443.4383 | fax +31-10-265.1386
  • 9. 7.6 A TN organization 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 fulfil his internship job role as specified in the TN form. b) If the intern is breaking a law of the hosting country or is continuously breaking internal regulations of the organisation despite being aware of them. c) The organization is within the labour laws of the host country to end the internship early. 7.7 In all circumstances in section 7.6, but 7.6c, the intern may be asked to pay up to 50% of the TN fee. The compensation is only paid upon the request of the TN organization. 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. 7.8 Under sections 7.6.a and 7.6.b, the TN organization 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 fulfil 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 organization. Compensation is paid only upon request of the TN organization. 7.9 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 7.4.1. 8. Measurement 8.1 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 organizations should be sent to the sending LC, so the sending LC is aware of the progress of the internship. 8.2 The following evaluation questionnaires are to be completed by organizations and interns. Refer to the table below for when and who should complete each form. The forms are to be completed online on MyAIESEC.net at the Exchange Module. Who fills in Who is Evaluated Evaluation EP Home LC One month Evaluation EP Host LC One month Evaluation Organization Host LC One week Evaluation EP Organization Midterm Evaluation EP Host LC Midterm Evaluation Organization Host LC Midterm evaluation Organization EP Midterm evaluation EP Organization End term Evaluation EP Host LC End term Evaluation Organization Host LC End term Evaluation Organization EP End term Evaluation EP Home LC Post term evaluationAIESEC International | Teilingerstraat 126 | 3032 AW Rotterdam | The Netherlands | www.aiesec.org | tel +31-10-443.4383 | fax +31-10-265.1386