Becoming an Exchange Participant : Becoming an Exchange Participant The definitive guide to get yourself set for eXchange on MyAIESEC.net.
Getting Ready : Getting Ready About this presentation
Getting Ready : Getting Ready This presentation will guide you through the process of getting your EP Form online.
Click it through before starting online or while following each step on MyAIESEC.net
Getting your form online will take you about 60 minutes*.
A little clock symbol in the lower left corner will show you how far you got in the process.**
*) Provided you already passed the Exchange Certification Test.
**) The clock symbol will only appear on the slides concerning MyAIESEC.net.It will not show on slides dealing with paperwork.
Getting Ready : Getting Ready We will assume self-matching during this presentation.
If you are matched by an EP Manager, not all sections of this presentation may apply to yourself.
Make sure to check with your EP Manager before you begin.
Contents : Contents
Contents : Contents Applying for the EXCHANGE Stage on MYAIESEC.net
The Competency Assessment
Adding your Profile
Editing your EP Form
Applying for the EXCHANGE Stage : Applying for the EXCHANGE Stage
Getting Ready : Getting Ready Before we begin, make sure you have
passed the Exchange Module Test on MyAIESEC.net
your offline (printed) EP Form within reach
an English CV ready as PDF file
handed in all necessary documents
paid the exchange fee!
Applying for the EXCHANGE Stage : Applying for the EXCHANGE Stage Switch to your Profile… Click Here
Applying for the EXCHANGE Stage : Applying for the EXCHANGE Stage …scroll down and make sure your country and city options are set correctly.
Applying for the EXCHANGE Stage : Applying for the EXCHANGE Stage Then return to the “Home” screen…
Applying for the EXCHANGE Stage : Applying for the EXCHANGE Stage …and in the Actions section on the right side click on “Go to EXCHANGE”.
Applying for the EXCHANGE Stage : Applying for the EXCHANGE Stage Then select your LC. Your MC
Applying for the EXCHANGE Stage : Applying for the EXCHANGE Stage You’ll be redirected to an overview page.
Click on the link for the Stage Survey and fill it out.
Applying for the EXCHANGE Stage : Applying for the EXCHANGE Stage You’ll be redirected to the overview.
Click on the link for the Competency Assessment.
Applying for the EXCHANGE Stage : Applying for the EXCHANGE Stage Click on the green contribute button.
If you can’t see it, just skip the following slide. Click
Applying for the EXCHANGE Stage : Applying for the EXCHANGE Stage Click on the green contribute button to start the module and fill in the survey. Click
Applying for the EXCHANGE Stage : Applying for the EXCHANGE Stage Done! You may now cycle through the results by clicking Results. Click Note: You can return later on if you like.
Applying for the EXCHANGE Stage : Applying for the EXCHANGE Stage You can download a booklet on Coaching on the last results page. Click Home Page when you’re done reading through the results. Click
Applying for the EXCHANGE Stage : Applying for the EXCHANGE Stage On the start page there should be no Tasks left. Click on Logout. Click
Applying for the EXCHANGE Stage : Applying for the EXCHANGE Stage Once you are logged out, close the window and return to MyAIESEC.net.
If you closed the MyAIESEC.net window, just log back into MyAIESEC.net and click again on Go to EXCHNANGE.
Applying for the EXCHANGE Stage : Applying for the EXCHANGE Stage Back in MyAIESEC.net, retrieve the results from the Competency Assessment tool by clicking the link.
!! IMPORTANT !! : !! IMPORTANT !! Do NOT continue before you have
handed in all documents and
paid the exchange fee to your LC
or your VPOGX will reject your application
and you will have to fill out everything again!!! The presentation will continue after 30 seconds.
Applying for the EXCHANGE Stage : Applying for the EXCHANGE Stage If you see this error message, just ignore it. Then click „Final Confirmation To Stage Change“. When done, log out and wait for the approval by your Executive Board (EB). You will receive an e-mail once you are confirmed.
Adding your EP Form : Adding your EP Form
Adding your EP Form : Adding your EP Form Verify you are on the right stage. Click here Then choose the Exchange Menu from the navigation.
Note: If there is no link „Exchange“ in your navigation, make sure you
are on Exchange stage.
passed the Exchange Certification Test.(There‘s a seperate presentation avialable on how to.)
Adding your EP Form : Adding your EP Form Change to the EP tab (OGX section). Click
Adding your EP Form : Adding your EP Form Click on Add EP Form (or Add My Form). Click here
Adding your EP Form : Adding your EP Form You can now search for your profile.
Select Committee: Local. Click Note: Only users on EXCHANGE stage can have an EP form added.
Adding your EP Form : Adding your EP Form If you cannot find yourself on the list go to… Profile,
My AIESEC,
scroll down and check you are on the EXCHANGE stage. (4) Go to Roles in Committees and verify you are currently assigned to the right committee. 1 2 3 4
Adding your EP Form : Adding your EP Form Make sure you selected the right profile by verifying the Roles match your AIESEC eXperience. When you selected the right profile and when you are absolutely sure the exchange fee arrived at your LC‘s account, then click Select User. Note: When something doesn’t work, do NOT try again. Abort and contact your EP Manager! IMPORTANT: Adding an EP Form without having transferred the fee first can lead to your permanent exclusion from the exchange programme.
In Germany, your LC will also fail in the OGX section of the “Jahresabschluss”. Please be careful!
Adding your EP Form : Adding your EP Form Should you experience a problem at any point;
should the server not respond or
should you get an error message or a blank page
do NOT continue! Please contact your EP Manager immediately and have him check the status of your form before you continue. (This is to avoid the creation of duplicate forms which you would have to pay for.)
Step 1: Personal Information : Step 1: Personal Information Add your first and last name as well as your date of birth in the form dd.mm.yyyy. As address, enter your home address, not your term address, so documents send by either Home or Hosting LC can reach you! Remember: All information you enter in your online EP Form must be identical to those in your offline EP Form!
Step 1: Personal Information : Step 1: Personal Information Include the international dialling code to your home address’s phone number. (Your term-time address can be entered in your MyAIESEC.net user profile.) Enter an e-mail address you check daily. TN manager will send you e-mails there. Nationality and passport number are important for visa processing.
Even though we hope we won’t need the information, we ask you to enter your nearest of kin (person to be contacted in an emergency). Don’t forget the international dialling code! Do not click Add EP before you paid the exchange fee! ;-) CLICK
Step 2: Select Type of Internship : Step 2: Select Type of Internship Select the pool you are most interested in.
Then, click Create EP Form. CHOOSE Click here Adding a new form will cost you money!
Step 3: Personal Resume : Step 3: Personal Resume For every university you studied at:
enter the university’s name in English transcription.
how long you studied there.
the course of study (e. g. the subject), translated into English.
the year you graduated (=finish) in or plan to graduate in.
Step 3: Personal Resume : Step 3: Personal Resume As degree, select the highest university degree you already have. If you have none, select Undergraduate! Add your work experience. Select the ones most relevant to your future internship. Use English transcriptions for the organisation’s name and English translations for your title, if possible.
Step 3: Personal Resume : Step 3: Personal Resume Enter your work experience within AIESEC. If you worked in more positions than there is room for, select the ones most relevant to the internship you would like to go to, or the most impressive ones. Use English transcriptions for project names, if possible. IMPORTANT: Clicking Next or Previous will save your form. Click
Step 4: Academic & Working Backgrounds : Step 4: Academic & Working Backgrounds Here, you can select up to 20 Academic or Working Backgrounds.
You must supply proof for each background.
When you could select more than 20 backgrounds, select the ones most relevant to the internship you would like to go to. Click here to open a window describing every item.
Step 4: Academic & Working Backgrounds : Step 4: Academic & Working Backgrounds The list detailing every background is also available for download from MyAIESEC.net (useful when you are filling out your offline EP Form).
You can use the File Search of MyAIESEC.net
Search for files with the title
Formfilling guide
Academic and Working Backgrounds
Academic Achievments
SN Resume
Make sure you download a recent copy. It should be as recent as 2006. You can also open the online version by clicking here:
http://www.myaiesec.net/exchange/acadbginfo.do
Step 5: Skills : Step 5: Skills Here you can add al skills you possess.
The skills you choose here must be identical to those you selected in your offline EP Form.
You can view a detailed description of each skill by clicking the bubble at the top of the page.
When done, click Next. You can also open the online version of the skills description by clicking here: http://www.myaiesec.net/exchange/skillinfo.do Note: You can interrupt the creation of your form by clicking Save instead of Next.
You can later return to where you left of by using the Review EP Form menu. We will look at it later on.
Step 6: Languages : Step 6: Languages Enter your Native language as your first language.
You can add up to four other languages you speak.
AIESEC differentiates between Native (N), Excellent (A), Good (B), Fair (C) and Basic (D).
You may only enter your mother tongue as “Native”.
You need a Certificate signed by a professional assessor if you want to enter the language levels “Excellent” or “Good”. Click
Step 7: Personal Preferences : Step 7: Personal Preferences Here you can specify your personal preferences for your internship.
Enter the earliest date you can go on exchange and the latest you can return in the form dd.mm.yyyy.
Then, click Calculate Weeks.
Select Preferred if you are flexible with the dates (e. g. “would like to return no later than”) or Required if you are not (e. g. “must be back by then”).
Select for how many weeks you would like to stay abroad. Click here
Step 7: Personal Preferences : Step 7: Personal Preferences If your internship is part of a GN Initiative, you can select that initiative here.
Your EP Manager will have advised you to do so.
If you don’t know what this is all about, just ignore this option and leave it as “Please Select”!
Step 7: Personal Preferences : Step 7: Personal Preferences Learning Networks are a concept where added value is provided with your internship, e. g. in form of LC projects at home and/or abroad.
If you are interested in the topic of e. g. Energy, then you can select the “Energy Learning Network”.
My AIESEC.net will only show you TNs which cover that topic in any way.
Your Hosting LC might also have projects running concerning Energy while you are abroad.
You can select several Learning Network Initiative Groups (LN IG). If in doubt, select “No Particular LN IG” Ask your EP Manager for further information/advise or look for Wikis.
Step 7: Personal Preferences : Step 7: Personal Preferences You may select the fields of work you are interested in.
The system will use your input to filter the TNs for you.
Selecting fewer fields will result in fewer internships showing up in your searches.
Selecting more fields will make finding the right internship more tedious.
Select at least one field of work!
Step 8: Regions of the World : Step 8: Regions of the World Select in which regions you would like to search for an internship.
The regions are inclusive: Selecting World will include all regions; Selecting Africa will include all African sub-regions.
You may also select a language area (in addition to or instead of a region of the world).
You may also specify whether you are looking for developing or industrial nations (in addition to or instead of a region of the previous areas).
Selecting Required will not return internships in other regions, even if they would be a perfect match otherwise. Click
Form added! : Form added! Congratulations!
Your form is added to the pool, once you completed all required fields. However, it is still on NEW status.
Your VPOGX will have to approve you before you can begin looking for internships. Contact your EP Manager and ask him to be put on available.
You may now log out until your VPOGX has set your form’s status on Available!
Editing your EP Form : Editing your EP Form Making Changes or Resuming Editing
Searching your EP Form : Searching your EP Form Login and go to…
Exchange,
EP tab,
Edit EP Form
Select Committee = Local
EP Status = New for resuming editing saved forms or EP Status = Available for changing completed forms
Make sure the Raised dates match your form. (Raised date = date the form was created.)
Click Search. Click here Click here Click here VERIFY VERIFY CLICK
Select Your Form : Select Your Form Click on your form’s ID to open it.
Clicking on the box with the arrow next to the ID will open the form in a new window.
You will be redirected to the overview page you saw when you finished creating your form.
Selecting an area will let you edit that area.
IMPORTANT
Your form will change back to NEW status when you edit it. E-Mail your EP Manager and ask him to approve it and switch it back on Available again! Click here Click here