AIESEC Chapel Hill OGX GuideA Word From Your VPBeing a part of AIESEC is an adventure in and of itself. Being a part of OGX can be a stressful adventure if the right steps are not taken to fully acquaint yourself with the exchange process. This is a user-friendly guide to give you the resources to take OGX processes into your own hands and make an impact in providing life changing experiences to UNC students, providing American ambassadors to the rest of the world to better our national image, and to serve social issues and societal needs of other countries. YOU have the power. Kathryn CarlsonVice President Outgoing Exchange 10/11AIESEC Chapel HillPhotojournalism and African Studies 2013Table of Contents General……………………………………………………………………….……………………………………2Important websites…………………………………………………………………………………….….2AIEEC abbreviations……………………………………………………………………………………….2 Pocket Recruitment……………………………………………………………………….…………………3What they are………….………………………………………………………………..…………………..3Why they work………………………………………………………………………..……………………..3 EP Management: Basics……………………………………………………………………………………4Types of TNs……………………………………………………………………………………….………….4General Facts………………………………………………………………………..……………………….4Accounts you Need…………………………………………………………..……………………………5 The Exchange Process……………………………………………………………………..……………….5Your Job………………………………………………………………………………………………………….5Edit EP ID/Form…………………………………………………………………………………………….. 9EP Tracking Database…..…………………………………………………………….………………… 11TN Form/ID…….……………………………………………………………………………..………………12Search for TNs: General…………………………………………………………………………………13Techniques for Getting EPs Matched……………………………………….……………………16 Match…………………………………………………..…………………………………………………………17Match Process………………………………………………………………………………….……………17 Post Match……………………………………………………………………………..……………………….18Culture Prep……………………………………………………………………..……………………………18When They’re Abroad……………………………………………………….……………………………18When They’re Back…………………………………………………………………………………………18Need-To-Know BasicsImportant WebsitesAIESEC CH EP database: (HERE)www.aieseconline.net www.myaiesec.net AIESEC US OGX Wiki: (HERE)AIESEC CH OGX Wiki (HERE)AIESEC ABBREVIATIONS AIESEC XP: AIESEC Experience AN: Acceptance Note (Contract) CV: Curriculum Vitae (Resume) DT TN: Development Traineeship EP: Exchange Participant, AIESEC member going on exchange (You are an EP) EP Form: on myaiesec.net; contains information about your skills, academic background, working experience, preferred location of the TN; you also add your CV EP ID: Identification number of your EP form (ex: EP-In-US-CH-2010-1111) EP Manager: The EP him/herself (You are your own EP Manager) ET TN: Education Traineeship Euro-XPRO: European International Exchange Program ICX: Incoming Exchange; the part of AIESEC responsible for bringing in trainees and generating traineeships with companies/organizations. You will be sending emails to ICX members of LCs in other countries. Matched: Status of EP Form myaiesec.net. This status means you and the company/organization have signed an agreement with each other and the traineeship is finalized. Matching Fee: the matching fee is the fee that is paid after the EP matches. The Match Fee for education and development traineeships in the United States is USD $425 and the fee for management and technical traineeships is USD $625 MT TN: Management Traineeship OGX: Outgoing Exchange OGX TL: Outgoing Exchange Team Leader TN: Traineeship/ Internship (You as an EP are trying to match with a TN) TN Form: on myaiesec.net; contains information about job description of the TN, desired skills in good candidates, and salaryTN ID: Identification number of the TN (ex: TN-In-US-CH-2010-1111) TN Manager: AIESECer who is responsible for the TN in the other country and is the contact between the company/organization and AIESEC (TN Managers are part of the ICX team and are the people you will be emailing to ask questions about specific TNs) TR: Taking Responsibility TT TN: Technical Traineeship VP ICX: Vice President Incoming Exchange (the AIESECer who runs the exchange program for that Local Committee in the other country) X: Exchange XP: ExperienceAbbreviations in AIESEC are not even our second language- it’s a major dialect. KNOW THEM!What They ArePocket Recruitment is a technique we use to make AIESEC appeal to a very select group of people. By that I mean we are only looking for certain kind of people to fill a certain kind of TN. So as an example: if we have an ET in Oman that needs a fluent Arabic speaker we would go to the Middle Eastern Studies classes and the upper level Arabic classes to recruit for these TNs. A pocket recruitment can also focus on a specific issues such as HIV/AIDS, meaning that it could be to recruit EPs for DT TNs all around the world that have the similarity of focusing on HIV/AIDS.Why They WorkPocket Recruitments works because when we have a narrow search field that already has invested interest in the TN’s requirements, we increase our chances of finding an applicable candidate. For a TN that needs to be matched quickly or has very specific requirements, Pocket recruitment is ideal.Types Of TNsMT - Management Traineeship –internships related to administration, finance, accounting, marketing, project management and HR with companies DT - Development Traineeship –internships with nonprofit organization related to a wide variety of issues, for example community development, entrepreneurship, HIV/AIDS, etc. They could also pertain to external relations, marketing, and finances for a nonprofit. TT - Technical Traineeship – internships related to technical development, software, internet, networks, and databases and engineering. ET - Education Traineeship – internships related to promotion, curriculum development, teaching, and counseling in educational sectors. General FactsAIESEC traineeships have a maximum duration of 6 weeks and a minimum duration of 18 months. Each EP has the opportunity to go on an AIESEC traineeship for no more than 36 months in their AIESEC career. The whole process from their first registration on myaiesec.net until matching will take about 2-5 months. YOU MUST REITERATE AND REITERATE AND REITERATE THE FEES OF AIESEC:TYPE OF TNAPPLICATION FEEMATCH FEE for participant’s 1st AIESEC tripMATCH FEE for participant’s 2nd or more AIESEC tripFINAL SUMDT/ET$75- paid after they complete the aieseconline.net account AND the interview AND confirmed that they want to continue with AIESEC**$425 $325$400-$500 plus airline ticketMT/TT$75- paid after they had completed the aieseconline.net account AND the interview AND confirmed that they want to continue with AIESEC$675$525$600- $750 plus airline ticketBe sure to tell them, repeatedly, until they can recite it back to you- what these fees are! Let them know that AIESEC does NOT pay for their airline ticket, except in very specific TNs. AIESEC also pays for housing, food and/or transportation in certain but NOT ALL TNs. Ensure that the EP knows FOR CERTAIN what is and what it is not required of him/her to pay through AIESEC.**Question: Is a person applying on aieseconline.net required to pay the $75 USD application fee?Answer: NO. Only if after the interview they still decide to participate will they have to pay the non-refundable $75 USD fee. While the application requires they input their credit card information, there is not an automatic payment when they submit their application.AIESEC Accounts You Needwww.aieseconline.net: You need this in order to manage EPs in the initial application stage. Here they enter their credit card number and all the information that will later be transferred to myaiesec.net. To become an EP manager on the system:Go to www.aieseconline.netClick on “create an account”Fill out your information then click on “create”Log in with your email and passwordNOTE: You do not need to fill out the application and submit it within the account, you just need to have the account.Email VPOGX and ask to be added as manager. You will be added as manager with “view only” admin access (you can only view information)www.myaiesec.net: This is where all the action happens. On myaiesec.net, they search for the TNs that suit their needs. But YOU create their account. In order for you to create their account, you need to have an account yourself. Here is how you do it:To get an account on myaiesec.netwww.myaiesec.netClick on “Sign up”Click on “Member”Fill out all the information, then click “Submit”You will create your account name and password, then sign inWhen you sign in, you will come to “HOME” with the “My AIESEC Experience” flow chart. On that chart, click on “Go to TR”Under “Scope” click “Local” and in the drop-down tabs beside “Scope,” click on “UNITED STATES” and “AIESEC CHAPEL HILL”Fill out your name Sign out (I have to approve you to TR stage)Once you’re approved you sign back in and click on “ Go to LR,” also located on “My AIESEC Experience flow chartUnder “Scope” click on “local” and select “UNITED STATES” and then “AIESEC CHAPEL HILL” Your Job DescriptionIn the following you see the most important steps in the process for the EP, which do not necessarily have this order: Applicant Application and Interview- aieseconline.netApplicant Acceptance into AIESEC ProgramRegistration on myaiesec.net- final stage: Exchange StageMake EP formSearch TNAcceptance NotePreparationRealizationApplication and InterviewThis is to access their education and work experience to evaluate their suitability as an AIESEC trainee. It also serves to highlight their expectations concerning the exchange and give them an idea about the whole process. After being selected, and after they choose to continue in the program, there is the initial exchange fee of $75.Registration on myaiesec.netIf selected as an EP of AIESEC Chapel Hill, an EP Manager from AIESEC Chapel Hill will use the information from their aieseconline.net application to create a myaiesec.net account for them. That account will then be given to them.Matching Matching is the process where they:Search for TNs on myaisec.netEmail the TN managers of those TNsApply for those TNsAsk question about specifics concerning the TN (before you accept the TN)Send EP Acceptance NoteReceive TN Acceptance Note (AN) in returnLeave for your Traineeship**Sometimes they will ask for EP Acceptance Note PRIOR to the interview- only do this if they are willing to definitely go on the internshipPreparation SeminarAll EPs are required to go through a preparation seminar which could happen before or after they match. The seminar covers areas such as the following:Logistical preparation: Ensuring that they are physically and legally prepared to work in another country.Cultural shock preparation: Preparation on the effects of cultural shock and how to cope with it. Preparation on the country they will be going to and also how to cope with the pressures of living in a foreign culture.EP EvaluationsAll EPs are required to complete 4 surveys throughout their AIESEC experience. These are used to help us ensure we are providing the best service we can, and to get their honest feedback. They arePost-Recruitment: Given to them after they have gotten on the www.myaiesec.net databasePost-Match: Given to them after they have been legally matched (ANs) but before you realize1-Month-Post-Realization: Given to them after their first month on their internshipPost-Return: Given to them after they have returned to the States from your internshipBlogsAll Eps are required to write a blog while they are abroad. This does not have to be updated every day, but once a week is desirable (depending on their internet access). Blogs are a good way for AIESEC Chapel Hill to keep in touch with them while they are on their internship, and allows us to see what they are doing on their job. They will also be given to future EPs who are interested in going to the same country they went to, or the same type of job. For you, there are a lot more steps behind the scenes. You are the one who does a majority of the steps for the EPs. Conduct Applicant InterviewApprove EP on aieseconline.netCreate account on myaiesec.net for EP based on their aieseconline.net formMake their EP formCommunicate in detail with TN managerEnsure they receive an AN (hard copy NOT oral acceptance)Prepare them (cultural integration)Follow-up realizationGeneral InquiryMany people will not understand the program very well and will have a number of questions. It is your responsibility to be knowledgeable enough to answer those questions whether it be through email or office hours so that they become well informed. It is in this stage that you should make a point to tell them that by just filling out an AIESEConline.net application, there is NO automatic fee of $75 USD. While it does require that they input their credit card information, they are not charged until AFTER the interview and AFTER they decide that they do indeed want to continue in the program. If they decide that AIESEC is not for them after submitting an application, and even during the interview, there is NO charge. Stress the fact that the $75 USD fee is to get some commitment from the Exchange Participant. You can tell them that in the past we had tons of people that showed a lot of interest, but were not really committed and we wasted a lot of our time on them.AIESEConline.netTo start off the application process, they need to fill out an application at aieseconline.net. Tell them to fill out the application thoroughly and in great detail because it is the blueprint for their myaiesec.net account (which you create for them). If the information on aieseconline.net is inaccurate or lacking, then it is very difficult for you as an EP manager to carry out a personal interview thoroughly as well as in making their EP form. Also notify them that after being approved through the interview, and after they choose to continue with AIESEC, they will be charged the initial exchange fee of $75 when they advance from aieseconline.net to myaiesec.net. Sometimes people have trouble with the AIESEConline.net application, so here are the most common troubleshooting tips:Program Questions- Some people cannot understand why it won’t let them submit their application even though they’ve answered every question. It’s probably because their answers were TOO short. The system has a minimum word count for the Program Question answers meaning that short answers will not be accepted.Uploading proof of “University Enrollment”- they should upload a screenshot of their “ConnectCarolina Student Center” found at http://my.unc.edu/ which shows the classes they are taking. If this takes too long, they can just upload a blank document and upload this laterUploading passport picture- Many people have pictures that are over the maximum size limit. They should try putting it in a word document and uploading it that way. Or they should use AdobePhotoshop to make a photo that is of a smaller size. If their passport is at home, they can upload a blank document and then upload this later. Selection Process: Personal InterviewWe as OGX members must conduct interviews of the applicants for a variety of reasons. We need to make sure they are serious about X, or else they will simply waste our time and effort. We need to confirm that they want to expand their horizons and are willing to accept, learn about and even integrate into cultures other from their own. It is part of the AIESEC way to be an open-minded and driven individual. These questions are designed to reveal whether or not the applicants will be suitable for our program. To determine whether to accept a candidate or not, we use their aieseconline.net application along with interview questions.In order to see their AIESEConline.net application, you should do the following:Log in to aieseconline.net with aiesecch.ogx@gmail.com username & “aiesec123” passwordIn your account, you will see “EP Management” on the left-hand side underneath “Menu”Click “My EPs”On the right-hand side you’ll see “Manage my EPs” with many options underneath.There is another option, “Search for an EP.” This option is great because you don’t have to manually search through the names in each category for your EP. With this tool, you just type in his/her name and he/she will pop up. Click on their nameYou will now see their full application.**If they haven’t filled out the application fully, you should not do the interview until they have.At the bottom of their application, you will see CV, Passport, and University Enrollment which you can click on to download.**If you don’t see their application, have them log in to their account and make sure it is fully submitted.The parts of the application that you will be evaluating are:Program Questions- Shows their motivation for AIESECResume/CV- Shows their professional experience and educationMatchability- Whether or not AIESEC can meet their needs/wants in terms of the internships (where/what/duration)We are evaluating two areas: 1) Personal Attributes and Experience, and 2) Flexibility. You may take a few liberties with these questions- making them more specific for each applicant if need be. There is a googledoc that is shared with you all called “EP Interviews in Spring.” Put all your interview answers in this document. The first criteria personal attributes and experience evaluates whether they have the personality and proven leadership experience in the past that will guarantee that they represent AIESEC Chapel Hill in a positive manner, as well as guaranteeing that they provide to the company/organization “top talent” which is what we promise to companies/organizations. If they don’t have it, they shouldn’t be accepted. The second criteria, Flexibility, evaluates the candidate to see if we can provide what they are looking for. If they specifically want to work for a large multinational company in France (and only France), we must reject them because we cannot provide that. They can be an all-star candidate in terms of personal attributes and experience, but if they are too specific in what they want, we CANNOT accept them as it would only end in a disappointed stakeholder. If they pass the personal interview based on those criteria, you are ready to approve them on aieseconline.net.To approve them on aieseconline.net: Once you log in to aieseconline.net in your account, you will see “EP Management” on the left-hand side underneath “Menu”. Click it.On the right-hand side you’ll see “Manage my EPs” with many options underneath.There is another option, “Search for an EP.” This option is great because you don’t have to manually search through the names in each category for your EP. With this tool, you just type in his/her name and he/she will pop up. Click on “Review” next to their name.Scroll to the bottom Status in AIESEConline.netActions for OGX Member to TakePending ApplicationInterview the applicantsApprove/reject the applicant.NOTE: the applicant will be charged application fee once accepted. Don’t approve until you finish EP selection and ensured that they want to continue in the program!EPs ready for My@.netRun EP Induction Meeting.Get an EP form for the applicant.NOTE: You can get all the info needed for EP form from the aieseconline.net application. Once you have the EP ID, got aieseconline.net> My EPs> EPs Ready for My@.net> Set EP ID. The EP form in myaiesec.net has to be on “NEW” status before you set EP ID.EPs to be set on availableWait for MCVPOGX to set the EP on available EPs on availableMatch the EPMatched EPsEP preparation Failed match paymentsNotify the EP to update cardinfoRejected applicantsIf you want, you can contact them to offer new opportunities Myaiesec.net AccountSo now you must create the EP’s myaiesec.net account and set it to AVAILABLE. To do this you must:Log into www.aieseconline.net Search for the EP Click on their name to pull up their applicationSIGNING EP UP FOR I2A (Introduction to AIESEC) StageIn a new browser, go to www.myaiesec.net Click “Sign up”Click “Member”Use aieseconline.net information to fill out the information requested on myaiesec.netMake their account name being their email provided in their aieseconline.net applicationVERY IMPORTANT: Set the Password as “aiesec123”Now, the request for their account has been sent to the system.APPROVING EP FOR I2A (Introduction to AIESEC) StageYOU log in to VP OGX’s myaiesec.net account (Kathryn Carlson is Kathryn.carlson@aiesec.net, aiesec123) Click on “Administration” on the left-hand side in the blue column Click on “Users” at the topClick “Approve/Reject Members” on the right-hand side at the topSelect “AIESEC Chapel Hill” beside “Local”Select “I2A” (I2A means Introduction to AIESEC)Click on “Pending Requests”Find your EP on the list and approve them by clicking on the drop down bar under the “Status” column and selecting “Approve”Click “Update request status” at the bottom to finalize the approval***SOMETIMES IT TAKES A COUPLE DAYS FOR THE SYSTEM TO UPLOAD THEM ONTO THE SYSTEM TO GIVE THEM AN ACCOUNT SO YOU MIGHT NOT BE ABLE TO PROCEED TO THE NEXT STEP FOR A COUPLE DAYS.***They will be receiving an automatic email from the system congratulating them on their new myaiesec.net account. Make sure to tell them to don’t touch it until you finish with it because if they change their password for instance, you can no longer enter their account which is not good.GETTING EP TO TR (Taking Responsibility) StageLog in to EP’s myaiesec.net accountClick on “Go to TR” on the My AIESEC Experience flow chartSelect “UNITED STATES” in the drop down bar, and then “AIESEC CHAPEL HILL”Click “Select”Set their AIESEC.net email as their firstname.lastname@aiesec.net Log them outAPPROVING EP FOR TR (Taking Responsibility) StageYOU log in to VP OGX’s myaiesec.net account (Kathryn Carlson is Kathryn.carlson@aiesec.net, aiesec123) Click on “Administration” on the left-hand side in the blue column Click on “Users” at the topClick “Approve/Reject Members” on the right-hand side at the topSelect “AIESEC Chapel Hill” beside “Local”Click on “Pending Requests”Find your EP on the list and approve them for “TR” by clicking on the drop down bar under the “Status” column and selecting “Approve”Click “Update request status” at the bottom to finalize the approval***SOMETIMES IT TAKES A COUPLE DAYS FOR THE SYSTEM TO CHANGE THEM FROM I2A Stage to TR Stage SO YOU MIGHT NOT BE ABLE TO PROCEED TO THE NEXT STEP FOR A COUPLE DAYS.GETTING EP TO X (Exchange) StageLog in to EP’s myaiesec.net accountClick on “Go to X” on the MyAIESEC Experience flow chart on homepageSelect “UNITED STATES” in the drop down bar, and then “AIESEC CHAPEL HILL”Click “Select”Log them outAPPROVING EP FOR X (Exchange) StageYOU log in to VP OGX’s myaiesec.net account (Kathryn Carlson is Kathryn.carlson@aiesec.net, aiesec123) Click on “Administration” on the left-hand side in the blue column Click on “Users” at the topClick “Approve/Reject Members” on the right-hand side at the topSelect “AIESEC Chapel Hill” beside “Local”Click on “Pending Requests”Find your EP on the list and approve them for “X Stage” by clicking on the drop down bar under the “Status” column and selecting “Approve”Click “Update request status” at the bottom to finalize the approvalPASSING EXCHANGE TEST FOR EPLog in to EP’s myaiesec.net account Click on “Exchange Test” on the left-hand side in the blue column. Complete the test using the answer key that was emailed to youNOTE: The order of the answers is NOT the same as it is on the test key. You are going to have to refer back to the test key to complete the test. Log outADDING EP TO A GROUP IN MYAIESEC.NET- Required to have access to X platformLog into their myaiesec.net accountClick on “Groups” on left-hand sideClick on “Browse Groups” at topSearch “AIESEC Chapel Hill EPs” in upper right-hand cornerFind it in the list and click “AIESEC Chapel Hill EPs”Click “Members” at topClick “Join this group” at bottomIt will say “You have been successfully added to the group” up topCOMPLETING EP’s “EP FORM”Log back into the EP’s myaiesec.net accountThey should have a tab that says “Exchange” in the left-hand blue column (meaning the sign up process is complete)Now you must create their EP form- click on “Exchange”At the top, click on “EP”On the right, click on “Add EP Form”**If it doesn’t say “Add EP Form”, you have incorrectly done the step of adding them to the group “AIESEC Chapel Hill EPs”Click “Local: AIESEC Chapel Hill” and nothing elseMaking an “EP Form” for the EPFind the EP on the list and click “Select User”** If they don’t show up on the list, they are NOT in Exchange Stage on myaiesec.netFill in their “Personal Information” using the information they filled out on their AIESEConline.net applicationClick “Add EP”Filling Out “EP Form” for the EPIn “Apply for Exchange”, select the Exchange Type that you believe that they will be doing. It can be changed later, no problem.Fill out “Personal Resume”To upload their CV, you must download it to your computer, change the name of it to “firstname_lastname_CV”, and then upload it from your computerFill out all the information based on their answers on the aieseconline.net accountYou must email the MCOGX and get them to set your EP to AVAILABLE EP Id/EP FormEP IDIt is very important that the EP know their EP ID. The EP ID is the identification number that they are given as an EP of AIESEC (ex: EP-In-US-CH-2010-1299). Each LC has a different EP ID formation: “EP” means “Exchange Participant;” “In” means, literally “in;” “US” is the country; and “CH” stands for the LC. Some countries reverse the order of the LC and the country.It is also very important that you know how to find the EP ID for your EPs. They must always include their EP ID in messages to AIESEC TN Managers in other countries. If you are emailing other AIESECers about your EP, you must also include their EP ID in that email. To find the EP ID of a particular person you go to “myaiesec.net>Exchange>EP (at top)>Review EP form (on right).” This shows an EP search tool. Just select “AIESEC Chapel Hill” in the dropdown box and enter in the EP’s first and last name. In the “Date to/from” section, plug in one year earlier from today’s date (ex: May 10, 2015) for “Date from” and today’s date (ex: May 10, 2016) for “Day to.”The status of the EP is also very important. Here is an easy guide to what each status means: IncompleteThe EP form isn’t completeNewThe EP form was just put online, it needs to be put on “available”AvailableThe EP is currently looking for a traineeshipOn HoldThe EP is currently not looking for a traineeshipMatchedThe EP has sent in the acceptance note and they’ve received the TN acceptance noteRealizedThe EP arrived in the host country and started workingRejectedThe EP is no longer interested in AIESECEdit EP FormThe EP should be the one to edit the EP form. They have been given an EP Guide so there are specific instructions. If for some reason, you need to edit the form here’s how:Go to “myaiesec.net> Exchange> EP> Edit EP Form” Input the following: Committee: AIESEC Chapel Hill EP Status: See earlier in the section for how to find yours Date From: One year earlier than today‟s date (ex: May 10, 2015) Date To: Today‟s date (ex: May 10, 2016) Click “Search” Click your EP ID number “Edit EP Form” Menu Click on each section you want to edit Click “Next” or “Save” to save your work Personal Preferences Internship Earliest Start Date: That earliest date at which you could start your traineeship. Internship Lastest End Date: The latest date at which you would have to end your traineeship to return back home GN Initiative: Leave blank unless you specifically know of it and want to do it. Learning Network: Click one only if you have a strong interest in it for your traineeship. If no, click “No particular LN IG”. Field of Work: Check all the fields that you would be interested in doing your traineeship. See the changes you’ve made at “myaiesec.net> Exchange>EP> My EP Forms” EP Tracking DatabaseThe EP database serves to keep track of all our EPs. This database has practically everything you need to know about any EP we have on record right now. You can get to the database by going to the AIESEC Chapel Hill WIKI. There are some important pieces of information you need to know about this database. It is a googledoc so everything you change on this database savesBecause it saves every change you make, if anyone else signs in your changes are on their database as well. Sometimes it is easier to look at the database by downloading it into an Excel document. To do this: Click “File” on googledocScroll down to “Download As” -> ExcelNOTE: IF YOU DOWNLOAD THE EP DATABASE AS AN EXCEL DO NOT REUPLOAD YOUR EDITED VERSION. MAKE ALL CHANGES ONLINE BECAUSE IF YOU REUPLOAD THE DATABASE, YOU WILL DELETE WHAT OTHERS HAVE DONE. In the upper right hand corner of the Googledoc database you will a button that says “Save Now.” When you make a change to the database you click that button. Everything on the database is pretty self-explanatory. You need to update the database anytime we get a new EP and with every change that occurs for current or new EPs (i.e. once they get an EP Form you need to put their EP ID in column F).Some of the columns may need a bit of explaining: We May be getting a new database!!!! But know the stuff below anywaysMT and TN Type may sound a bit redundant but there is a purpose for it. We are really trying to promote MTs this year so if there is an EP who is looking for an MT, this column allows us to find them quickly. Respond to May Email refers to an email that Raley sent out to all the EPs in May 2010 making sure they were still interested in AIESEC. The blanks mean they never responded. “No 1” means they are an EP who told us they were going on X in the next 3 months- if not, they were asked when they want to go. “No 2/3” means they are interested in joining the committee or going on X.IXPQS: refers to the International Exchange Policies and Quality Standards document that the EP is supposed to read before going through with the internship. The real IXPQS document is really long, so we supply them with a condensed version: ask VP OGX to email it to youCurrent Status: There are 12 statuses listed in this column:Raised: they are on myaiesec.net and are either new or incomplete, NOT AVAILABLEAwaiting raised: they are not on myaiesec.net yetLong Term: not going to be doing it this year On hold: gone through available but not looking right nowAvailable: they have a myaiesec.net account that is complete. They are ready to be matchedIncomplete: added on myaiesec.net but they haven’t finished the EP form yetHas shown interest: we don’t know who they are or how they got here but they are not on aieseconline.net or myaiesec.netRandomly here: they are on myaiesec.net but not aieseconline.net- we regard them as if they have done absolutely nothing. But if they do follow through with interest in AIESEC and pass the interview, we should NOT make them a new myaiesec.net account.Rejected: one of 2 options: 1) they were available and then they decided not to do AIESEC, or 2) they were not available but emailed to say they weren’t continuing with AIESEC. Either way, these EPs are no longer doing AIESEC.Matched: means they signed the AN and received one in returnRealized: means the EP is on the TN currentlyBroke Match: means the EP signed the AN but broke it for some reason Interview Complete: this means the EP has completed their interview but is NOT on www.aieseconline.netUse this database instead of a listserve when sending emails because it is hard to keep a listserve updated. OGX will have 1 or 2 people who are responsible for all mass emails sent to EPs. The TN Form is your online profile of all the opportunities that AIESEC has available at any one moment. TN (Traineeship Nominee) is the term used to refer to the traineeship while the TN Taker is the organization or company that will be host to the traineeship. The TN ID is the identification number that each TN is given as a traineeship (ex: TN-In-CH-US-2010-1999). TN Form And TN IDEach TN Form gives all the information about the specific TN: TN Manager: the email of the AIESECer in the other country who is in charge of selecting an EP for this opportunity. Be very nice to this person as they decide whether your EP is accepted or not. Organization Name: the name of the TN Taker which is the company or organization Status: See status below Exchange Type: See “TN Types” above TN Fee: this is a fee between AIESEC and the organization, NOT the salary that the EP receives NOR an extra fee that the EP has to pay to apply to that TN Payment: the salary that the EP receives Working Hours: the hours of each day the EP would be expected to work Job Description: the description of the job that this opportunity is for Details of Working Details: the description of what will be provided at the workplace. At times, this line will also show information about accommodation provided etc. Internship Earliest Start Date: the earliest date that the traineeship could start Backgrounds and Skills: this is what the TN is looking for in an EP in terms of education, skills, and knowledge Languages Preferred: If it only says (preferred) for languages that you don’t know, still considering contacting the TN Manager. If it says (required) for languages that you don’t know, they probably wouldn’t accept you. Regions: The area of the world that the company wants the EP to come from. If it says the “United States”, you have a good chance of being selected. If it doesn’t say the “United States”, that doesn’t mean that they wouldn’t be interested in you. The status explanations of TN Forms are: NewThe TN form has just been put on the systemAvailableThe TN is available and looking for applicantsOn HoldThe TN is currently reviewing all the applicants or has had an issue with the TNMatchedThe TN has already accepted another EP (they haven’t started the TN yet)RealizedThe TN has already accepted another EP (they have arrived and started the TN)TN/EP LookupIf you are ever given a TN ID (ex: TN-In-US-CH-2010-1999) and want to see the information about that TN, copy the TN and paste it into “MyAIESEC.net> Exchange> TN/EP Lookup”. This will take you to the TN Form of that TN. Search For TNs GeneralIn order for the EP to be able to apply to specific TNs, you/or they must first have to find the TNs that interest them. The system updates continuously with new opportunities so it‟s important to be proactive in your search. Your proactivity will be the source of your success. There are a number of ways to search for TNs, so they are outlined in the following sections.Search For TNs: Search TN Database“Search TN Database” is a good tool to see absolutely all TNs available in a specific region, country, or city. It shows TNs in the order that they were put on the system, so the newest ones appear at the top of the list. To see this search tool, go to “MyAIESEC.net> Exchange> EP> Search TN Database”. To see more about how this tool works, watch the youtube video (here). Input the following (leave the rest blank): Search Tool Specifics:TN Search Tool Rank: 1Good for: Seeing all the TNs available for a certain regionBad for: Searching TNs by durationCommittee: Choose Global/National/Local LevelTN Status: Available (You can do Realized but that means the TN is already taken)Exchange Type: Choose the Exchange type you’re interested inDate From: One year earlier than today’s date (ex: May 10, 2015)Date To: Today’s date (ex: May 10, 2016)SEARCH FOR TNS: AVAILABLE FORMS TRACKER “Available Forms Tracker” is a downloadable excel document that has all the traineeships in an easy format to search offline. This is a great tool for searching that‟s put out every month. The EP will get an email from us each month with the new Available Forms Tracker which they can use the first week after it comes out. You will need a zip file downloader to be able to open this file. They are downloadable free here: · http://www.winzip.com/index.htm· http://www.izarc.org/Search Tool Specifics:TN Search Tool Rank: 2Good for: Seeing every single TN in an easy to search Excel documentBad for: Only updated monthly (it only shows the TNs on the system for when it was published so use only when first publishedSEARCH FOR TNS: SUPPLY AND DEMAND MANAGEMENT “Supply and Demand Management” is a good tool to see urgent to match TNs in a specific region. This means that they are looking for an EP to realize the TN very soon. This search tool will not show all the TNs available, rather it will show only urgent to match TNs. To see this search tool, go to “MyAIESEC.net> Exchange> Supply and Demand Management”. To see more about how this tool works, watch the youtube video . Search Tool Specifics:TN Search Tool Rank: 3Good for: Seeing urgent to match for a certain region for a specific durationBad for: Seeing all the TNs AvailableSEARCH FOR TNS: FIND A SUITABLE TN “Find a Suitable TN” is a good way to see what TN Forms are similar to your EP Forms. It gives you a list of TNs that match the specifics of your EP Form. To see this search tool, go to “MyAIESEC.net> Exchange> EP> Find a Suitable TN”.Input the following (Leave the rest blank): o Committee: AIESEC Chapel Hill o Exchange Type: Choose the Exchange Type they’re interested in. o Date From: One year earlier than today’s date (ex: May 10, 2015) o Date To: Today’s date (ex: May 10, 2016) Select the bullet next to your EP ID Click “Search” Modify anything you would like Click “Search” and click on the TN at the arrow to see the TN Form Search Tool Specifics:TN Search Tool Rank: 4Good for: Seeing all the TNs available for a certain regionBad for: Searching TNs by durationSEARCH FOR TNS: BROWSE INTERNSHIPS “Browse Internships” is a tool to search for very specific skill sets. It is NOT good for a general search. To see this search tool, go to “MyAIESEC.net> Exchange> EP> Browse Internships”. To see more about how this tool works, watch the youtube video.Input the following (leave the rest blank): Date From: One year earlier than today‟s date (ex: May 10, 2015) Date To: Today‟s date (ex: May 10, 2016) Duration: Choose your duration Academic and Working Backgrounds: Select ~2 criteria Languages: Leave blank Search Tool Specifics:TN Search Tool Rank: 5Good for: Seeing very specific skills set TNsBad for: General searches/seeing all the TNs availableSEARCH FOR TNS: VIEW ADVERTISED TN FORMS “View Advertised Forms” is a good tool to see urgent to match TNs looking for Americans. This means that they are looking for an EP to realize the TN very soon. This search tool will not show all the TNs available, rather it will show only urgent to match TNs. To see this search tool, go to “MyAIESEC.net> Exchange> EP> View Advertised TN Forms”. Search Tool Specifics:TN Search Tool Rank: 6Good for: Seeing random Urgent to Match TNs looking for AmericansBad for: Seeing all the TNs availableTECHNIQUES TO GETTING EPS MATCHED: There are a few places on myaiesec.net that may help you with your search if the previous techniques didn’t. Classified On the left hand side, in the blue column, click on the link “Classifieds.” Classifieds are exactly what they sound like- the classified ads you find in the paper. These are posted by TN managers in all different countries and are usually there to advertise a TN that needs to be matched ASAP. Occasionally there will be an EP that advertises themselves as well. Country PartnershipsCountry partnerships can be your ticket to getting EPs matched. The way you set them up is getting in contact with other AIESECers in other countries and find a project that they need EPs for. By setting up the partnership, you are establishing a personal relationship with the TN manager that is reliable. You will find that TN managers don’t always respond to your emails. When you set up a partnership, you create a dependable contact that can really help you get an EP matched. In addition, you can raise EPs to supply their TNs.Apply to at Least 10So as was previously stated, sometimes TN managers don’t respond to either yours or the EPs emails. So you should always recommend that the EP apply to at least 10 TNs. By applying to the TN, they are NOT committing to the TN. All they are doing is expressing their interest. The more they apply to, the more options they are giving themselves if for one reason or another, the TN they initially wanted doesn’t work out. Keep Constant ContactSometimes EPs can get discouraged or lazy and will stop actively searching. What you need to do as their EP manager is keep them interested and updated. Even if that means just checking in once a week and making sure their search is going well or seeing what you can do to help, keeping constant contact with your EP will keep them driven. Of course do not bombard them with emails, but try your best to keep them motivated.Match ProcessEstablish contact with TN manager Skype Interview EP Acceptance Note (EP AN) TN Acceptance Note (TN AN)Establish Contact with TN mangerOnce the EP finds a TN they are interested in, they should email that TN manager. In this email, they need to include their EP ID and the TN ID. They should also attach their CV (resume). They need to introduce themselves and express their interest. InterviewOnce the TN manager responds that they are interested in your EP to fill their job opening, the TN manager is going to request an interview with that candidate. Usually the interview is conducted via skype. Their EP Guide gives them instructions on how to do this, but basically they need to be honest and eager when they conduct this interview. The TN manager usually conducts it with questions from the company. They need to take the interview seriously but encourage them not to stress too much. EP Acceptance NoteSo once the EP finds a TN that they want to commit to, and have established contact with the TN manager via email AND the interview, the EP is ready to send their AN. This AN is their work contract. They must know that this document is binding and it is their agreement to absolutely participate in the TN if the company/organization accepts them. It is not something to play aground with. If they send the AN and later refuse to do the TN, they will be rejected from AIESEC CH as an EP and will not get a refund of the initial participation fee ($75) nor the match fee (DT/ET: $425, MT/TT: $650). They can only send 1 AN at a time. If they send 2 or more ANs to different TN managers at the same time, they will be rejected from AIESEC Chapel Hill as an EP and will not get a refund of any sort. Sometime the company will ask for the EP AN prior to the interview with the company. They may do this if they understand that if they pass the interview and are accepted, they are bound to this internship. TN Acceptance NoteAfter they send their AN, they must wait 10 days to receive the response from the organization/company regarding their denied acceptance. BEFORE they can send another AN. If the TN manager does not respond within that 10 day period, the AN is void. The following table shows example situations and the result in the even that they send their AN to the TN manager. The Match Fee as explained in the contract on aieseconline.net will be charged in the event that they send in an Acceptance Note and are accepted by the organization. You need to talk to the EP about the Acceptance Note before they do it just to make sure that it’s in their best interest. Sending EP Acceptance Note VP OGX will give you the AN templatePrint Acceptance Note filled out with all the specific information Sign your signature by hand with a pen Scan the Acceptance Note into the computer using a scanner Send the scanned image to the TN Manager Response from TN ManagerEP ActionRejects them between 1 & 10 days after they sent their AnTheir signed AN is void and they can send another AN to other TNsSends the TN AN between 1 & 10 days after they send their ANThey are obligated to carry out that TNVerbally accepts them after between 1 & 10 days after they send their ANA verbal AN does not mean anything until they receive the TN AN from the TN. If they don’t get one, they should email and request one. NOTE: A MATCH IS NOT FINAL UNTIL THEY HAVE RECEIVED THE TN ACCEPTANCE NOTE (CONTRACT) FROM THE TN WITH THE SIGNATURE OF THE COMPANY/ORGANIZATION. A VERBAL AN FROM TH ETN MANAGER DOES NOT FINALIZE A MATCH AND DOES NOT MEAN ANYTHINGCulture PrepOnce they have sent their AN and received a TN AN in return, make sure you prep them for the culture shock. A lot of times these students have never traveled before. It is important that they understand they are representing AIESEC Chapel Hill and more importantly AIESEC USA on their TN. By this I mean that they should be respectful of other cultures and NOT live up to American steretypes. We are trying to present America as an intelligent, dilligent and caring nation by providing these EPs and if they behave badly that reflects on our nation as a whole. You need to make sure they know what shots they should get (CDC website) what NOT to wear (especially in very religious areas like the Middle East), and things like that. You need to make sure they get travel health insurance, passports, visas and travel safety tips. They will have a lot of this information in their EP Guide but it is important for you to follow through as their manager and answer any questions or concerns they might have. Most of this information can be found at www.travel.state.gov, and then search the country they are going to. When They’re AbroadWhen the EP is abroad, it is important for you to send them emails, skype them or facebook them. You need to be ready for them whenever they have problems like they aren’t getting paid when the TN form said they would, or they aren’t living like it was agreed upon. If these cases arise, you need to email/skype/hassel the crap out of the TN managers, the LCP or the MCICX regarding the fact that the contract was not followed as it should have been. When They Arrive Back in the StatesWhen they come back to the US you should set up a time to call and chat about how their trip went, if they had any comments about AIESEC CH’s performance and if they would be willing to give a testimonial of their trip. We use these testimonials to advertise AIESEC to future EP candidates. Also, it reflects well on AIESEC Chapel Hill if you show genuine interest and concern in their XP. People Applying to MyaIESEC.net IncorrectlySome people will apply to MyAIESEC.net and not to aieseconline.net as they should just because they don’t know. If we don’t follow up with the people that apply to MyAIESEC.net incorrectly, we’ll lose them because they’ll never hear from us because they’re outside the system. The person that does this followup needs to be in the “LR” stage of myaiesec.net and be on a team or group. For the person that does audits by checking up every so often on who has incorrectly applied to myaiesec.net and needs to apply to aieseconline.net needs to do the following:Go to MyAIESEC.netClick on “Administration>Users>Approve/Reject Members”Put in Local: “AIESEC Chapel Hill” and AIESEC Stages “All XP Stages”Look at the people that have newly applied (for each stage, the top is longest ago and the bottom is most recent”Copy the email of the person that applied incorrectly and send them something like the following email:Failed EP Match PaymentAIESEConline.net requires that applicants input their credit card information upon applying to the Exchange Program. When they are accepted into the program after the selection process, they are charged the $75 initial fee. Once they get matched in myAIESEC.net, they are automatically charged the Match fee of $425 (DT/ET) or $675 (MT/TT). If they don’t have enough money in their account when that automatic charge occurs, a “Failed EP Match Payment” occurs. It’s important to follow up with that person to get them to put the money into their account, otherwise, the money is automatically deducted from AIESEC Chapel Hill’s account, which is no good. Steps to take when this occurs:Send the following email to the EP:SUBJECT: Failed EP Match PaymentHey [Input EP’s name] Unfortunately your Match Payment failed and I need you to redo it. This basically means at the time of your match, you did not have [Input 425 or 675] on the account of your credit card you provided in www.aieseconline.net . You’ll need to do the following:1) make sure you have at least $425 on your account2) resubmit credit card info in your AIESEConline.net application, as shown below3) Once you’ve done this, reply to me in an emailThanks,[Input Your Name]INPUT EMAIL SIGNATURE BELOWThese are questions your EPs may ask you- so just so you know!What if a TN Manager doesn’t respond when I email him/her?There are a number of possibilities. It could be that the TN Manager has received so many applicants for one specific TN that he/she just hasn’t had time to respond to everyone. It could be that they have had a busy week at the university, after all they are students as well. We recommend that if the TN Manager hasn’t responded within 4 days, go ahead and send another email reminding him/her that you wanted to apply for their TN.How do I know if housing or food is provided by the TN?That is something you would have to ask directly to the TN Manager. Some TN Forms will have it written in there, but most will not. To find out all that’s provided, you just have to ask the TN Manager.Are the quoted salaries in the TN form a stipend and therefore exempt from taxation by either or both the United States and applicable country's(German, Austrian, or Swiss) government?There would be no taxation involved from the United States government. In terms of taxation by the country in which the @CH EP would be doing their internship, it entirely depends on the country. This would be a question to ask directly to the TN Manager of the specific TN that they are interested in. They would know the answer.Does the TN Acceptance Note come first, or does the EP Acceptance Note come first?In short, the answer is that it depends. A TN Acceptance Note would come first only the event of DT that hardly provides anything and is not competitive at all. In this case, they would only send the TN Acceptance Note first if the TN Manager was really interested in matching it as soon as possible and was not getting other applicants. This scenario is very rare and not something you should count on. An EP Acceptance Note is sent first in the large majority of the situations. You should NOT expect that the TN send their TN Acceptance Note before you send your EP Acceptance Note. If there is more than 1 applicant to the TN (which is very common), they are going to select the EP that sends in their EP Acceptance Note over the one that doesn’t. For MT and TT TNs, you will NEVER receive the TN Acceptance Note first. What should I Expect before sending in my EP Acceptance Note?Never send in your EP Acceptance Note before getting every single one of your questions answered and talking in person (through skype) to the TN Manager. If you have not done this, DO NOT send in your EP Acceptance Note. You should NOT expect to have an interview with the organization/company before sending in your EP Acceptance Note. The TN Manager will generally only allow you to interview with the organization/company if you have committed to doing that TN by sending in your EP Acceptance Note. The TN Manager continues to ask for my EP Acceptance Note even though I haven’t had an interview with the organization. Do I send it or not?The TN Manager will always keep asking for your EP Acceptance Note because that is what the need to match their TN. Their primary objective is to match their TN with the most qualified applicant possible. Just because they demand the EP Acceptance Note right from the beginning, doesn’t mean that you should send it in immediately. You should always get every single one of your questions answered and have an in-person interview with the TN Manager (by skype) before you send in your EP Acceptance Note. TN Managers will generally not allow you to interview with the company/organization until you have sent in your EP Acceptance Note, so don’t expect to be able to do it. OGX ChecklistCompletedHave they passed the interview from an AIESEC Chapel Hill representative?Have they agreed to the costs, blogs, and surveys? Meaning, have they agreed to pursue AIESEC under our terms?Have you updated the OGX Database with their status/info?Have you approved the EP on www.aieseconline.net?Have you completed their www.myaiesec.net account?Have you moved them to Exchange Stage and added them to Chapel Hill EP group? Have you completed their EP Form and emailed VP OGX to move them to available status?Have you taught the EP how to search the database?Have you taught them how best to contact TN managers? (What to include in the email that makes them stand out)Have you checked in on your EP every 4 days?Have you prepared them for sending EP AN?Do they understand how serious the EP AN is?Do they know to cc you in all emails dealing with ANs?Do they understand that they must receive the TN AN within 10 days of sending their EP AN?Have you helped them write their AN?Have they gone through the matching process correctly?Have they received the TN acceptance note within 10 days of sending their EP AN? (Matched)Have they saved this document for record keeping and sent it to you too?Has their myaiesec.net status been changed to “Matched?”Have they been charged the match fee? ($425/$675)Have you given them the Culture Preparation Seminar?Have they arranged the following:Correct visa?Travel Tickets?Health Insurance (Required)? Have they provided you with: Telephone number of a host AIESECer responsible for themTheir passport numberTheir departure dateHave they completed the first 2 evaluation surveys?Have they set up a blog site and provided it to you?Have they completed their 1-month-post-realization survey?Are you maintaining contact with your EP – check in every 2/3 weeks via email or blogHave they completed post-realization survey?Have you met with them following their return to school?