This document was created to track the correct process of service for an intern in Venezuela. It outlines the stages and responsibilities for tasks before, during, and after the intern's arrival, including selecting a buddy, preparing welcome materials, setting expectations, assisting with paperwork and transportation, and a goodbye package. Responsibilities are assigned to the trainee manager, service team, buddy, and local committee at different stages of the process.

1. ESTE DOCUMENTO FUE CREADO CON LA
FINALIDAD DE HACER SEGUIMIENTO AL
PROCESO CORRECTO DEL "SERVICE" DEL
INTERN

2. ICX/SERVICE TRACKING TOOL
VENEZUELAN SERVICE GUIDE
STAGE PROCESS WHEN RESPONSIBLE SUPPORT DONE
VISA-Send Information Just after Match TN Manager
VISA-Send Letter (In cas is
Just after Match TN Manager
needed)
2 weeks before Sevice
Select Interns Buddy TN Manager
Arrival Team/TM
At least 1 week
Send Venezuela Booklet TN Manager
before
Send guide "Value of Money At least 1 week
TN Manager
in VZLA" before
Add Intern to Intern's
Just after Match TN Manager
Facebook group
PRE Send E-mail to all LC with At least 1 week
TN Manager
Intern's Information before
ARRIVAL
At least 1 week
Send "News Website" TN Manager
before
Clarify In case of buying a
TRAVEL GUIDE, buy THE Just after Match TN Manager
NEWEST EDITION
Send Pictures of Living At least 2 weeks
TN Manager Service Team
Commodities before Arrival
Pre-Meeting with Company to At least 1 week
TN Manager
set expectations about Intern before Arrival
Send the Company all the
TN Manager/Account
Interns information, so they Just after Match
Manager
can be in contact
Send Emergency Card to the At least 1 week Buddy/Service
TN Manager
Intern before Arrival Team
At least 1 week
Prepare Welcome Package Service Team & Buddy ICX
before Arrival
When the Intern
Airport Pick Up Service Team & Buddy
Arrives
Give Welcome Package 1st Day Service Team & Buddy
Dinner/Lunch Arrival 1st Day Service Team & Buddy
Show House 1st Day Buddy Service Team
Get Data to Fill "Venezuelan
1st Week TN Manager Buddy
Interns Form"
Expectation Setting with LC
ARRIVAL 1st Week Buddy & Service Team LC
and Buddy
Expectation Setting with
First Day of Work Buddy Service Team
Company
1st Day of Work
1st Day of Work Buddy Service Team
transportation
Embassy Papers (If needed) 1st Week TN Manager & Buddy Service Team
Open Bank Account and get
1st Week Buddy & Service Team
Cellphone
Cultural Shock understanding 1st Week Buddy & Service Team TM
Sign Intern-Company
1st Week Buddy & TN Manager
Agreement
At least once a
Trainee Nights Service Team Buddy
Month
At least once a
Follow Up Meetings Buddy Service Team
Month
Beggining, Middle
Quality Survey (Interns
DURING X and End of the TN Manager Buddy
Experience)
Internship
Beggining, Middle
Quality Survey (Company TN Manager/Account
and End of the
Experience) Manager
Internship
Information about Cultural
Monthly/Biweekly Service Team
Agenda in Venezuela
At least once a
Activities with Intern Buddy Service Team
Month
Follow up in Payments Monthly/Biweekly Finance & TN Manager Buddy
Week of the
Close Bank Account Buddy
Departure
Finished X Return Cellphone to the LC Last 3 Days Buddy & TN Manager
Goodbye Package Last 3 Days Buddy & Service Team
Goodbye Party Last Week Service Team Buddy

3. ICX/SERVICE TRACKING TOOL
VENEZUELAN SERVICE GUIDE
INTERN'S BASIC
INFORMATION
NAME AND LAST NAME
AIESEC LC/COUNTRY
ARRIVING DATE
DEPARTURE DATE
COMPANY
ACCOUNT MANAGER
STAGE PROCESS WHEN RESPONSIBLE SUPPORT DONE
VISA-Send Information Just after Match
VISA-Send Letter (In cas is
Just after Match
needed)
2 weeks before
Select Interns Buddy
Arrival
At least 1 week
Send Venezuela Booklet
before
Send guide "Value of Money At least 1 week
in VZLA" before
Add Intern to Intern's
Just after Match
Facebook group
Send E-mail to all LC with At least 1 week
PRE ARRIVAL before
Intern's Information
At least 1 week
Send "News Website"
before
Clarify In case of buying a
TRAVEL GUIDE, buy THE Just after Match
NEWEST EDITION
Send Pictures of Living At least 2 weeks
Commodities before Arrival
Pre-Meeting with Company to At least 1 week
set expectations about Intern before Arrival
Send the Company all the
Interns information, so they Just after Match
can be in contact
Send Emergency Card to the At least 1 week
Intern before Arrival
At least 1 week
Prepare Welcome Package
before Arrival
When the Intern
Airport Pick Up
Arrives
Give Welcome Package 1st Day
Dinner/Lunch Arrival 1st Day
Show House 1st Day
Get Data to Fill "Venezuelan
1st Week
Interns Form"
Expectation Setting with LC
ARRIVAL 1st Week
and Buddy
Expectation Setting with
First Day of Work
Company
1st Day of Work
1st Day of Work
transportation
Embassy Papers (If needed) 1st Week
Open Bank Account and get
1st Week
Cellphone
Cultural Shock understanding 1st Week
Sign Intern-Company
1st Week
Agreement
At least once a
Trainee Nights
Month
At least once a
Follow Up Meetings
Month
Beggining, Middle
Quality Survey (Interns
DURING X and End of the
Experience)
Internship
Beggining, Middle
Quality Survey (Company
and End of the
Experience)
Internship
Information about Cultural
Monthly/Biweekly
Agenda in Venezuela
Follow up in Payments Monthly/Biweekly
Close Bank Account
Finished X Return Cellphone to the LC
Goodbye Package
Goodbye Party