MINIMUM PROMISES OF INCOMING EXCHANGE GLOBAL

COMMUNITY DEVELOPMENT PROGRAM 2013/2014

A. General Information

a. Checking our impact

i. All goals of project should be reviewed by LCEB during the project

hearing.

ii. All goals of project should have measurable indicators of achievement.

b. Stakeholder Relations (host family, buddy, partner, TN taker, OC, EP etc)

i. Each stakeholder`s experience should be evaluated.

ii. Each stakeholder should be recognized with certificates.

B. Before the Experiences

a. Forming the Job Description

i. All of Job Description should be submitted into TN form.

ii. TN Form will be rejected after 4 months being available (on hold) on the

system.

iii. TN form beside main requirement from system should mention:

- LC integration activities;

- Daily expenses of food and transportation in Hosting Entity;

- Information about Internet connection;

- The things to take to the internship;

- Type and location of accommodation, housing condition;

- Location of working place, working conditions;

- Timeline of project/adhoc (attached in the booklet);

- Link of Complaint Management Wiki;

- Information about buddy (responsibility of buddy);

- Responsibility to fill and submit the NPS Survey and Internship Report.

iv. Job Descriptions of projects should be according to national standard.

b. Selection and Acceptance Process

i. Interview should be done via skype video call or other video call platform.

ii. Interns should be 18 – 30 years old, speak English, interest in GCDP

issues, adaptable, respect host entity culture and will be able to stay for

minimum 6 weeks in Indonesia (but not longer than 90 days).

iii. Outgoing Preparation Seminar is required to be held by home entity,

which consists of:

- XPP education;

- Culture Shock training;

- myaiesec.net knowledge;

- NPS knowledge.

iv. After the interview (within 2 x 24 hours), hosting entity (TN Manager)

should announce the result by sending approval or rejection mail to Intern.

v. During announcement TN Manager will require to submit:

- scan of passport;

- EP AN;

- Indemnity Form;

- Matching questioner (allergic, food dietary, etc) in one RAR Files.

vi. Within 2 x 24 hours after EP submit needed documents, TN manager will

send TN AN and the Invitation Letter to apply for Socio Cultural Visa

which will take approximately 7 – 14 working days.

vii. Selected or unselected candidate has the right to ask for constructive

feedback from hosting entity.

c. Preparation Process

i. Preparation process will be started right after the Interns are matched in

myaiesec.net.

ii. Home entity will provide preoperational webinar for Interns before arrival.

Content of webinar will consist of:

- Culture shock preparation;

- Expectation setting (accommodation, work condition and location);

- Intern`s timeline;

- Personal goal setting;

- checking point for existence of travel insurance and round trip ticket;

- LC contact list (LCP, LCVP, Manager related, OCP, OC and TN takers);

- Logistical preparation;

- NPS Survey Coaching (three surveys, intern will be asked to fill the

matched survey before webinar);

- Risk management (check the indemnity form);

- XPP;

- AIESEC Essence;

- Opportunity in AIESEC (in Host entity);

- LEAD introduction;

- CAT education (intern will be asked to fill the CAT before webinar).

iii. All outputs of the webinar should be tracked by the project/program

controller/auditor.

C. During the Experiences

a. Incoming Preparation Seminar

i. Each intern in project will have possibility to attend Incoming Preparation

Seminar.

ii. If intern has internship in ad hoc or arrives some days after Incoming

Preparation Seminar, TN manager or some representative from project is

obligated to have meeting with intern/s to provide all needed information.

iii. Incoming Preparation Seminar should cover next topics:

- culture shock preparation;

- basic education of Indonesian language;

- detailed explanation of project timeline;

- information about all possible expanses during internship (excursions,

travelling, meal etc);

- practical training of using public transportation;

- present the objective and measurable results for every activity in project;

- national Complaint Management procedure explanation and provide all

needed contacts of people and places;

- NPS education and tracking;

- LEAD session;

- visa extension process information (Visa Timeline should be submitted

to Exchange Quality Manager);

b. Communication Flow

i. Interns will receive support from EP Buddy of Host Entity.

ii. EP Buddy and Organizing Committee should have once in 2 weeks

evaluation meeting with interns.

iii. Intern should have contact information of TN takers and host family

before arrival.

iv. Each intern should know about national Complaint Management

procedure.

c. Benefit of Program

i. Accommodation is be provided.

ii. Intern will be picked up based on reception standard of each entity.

iii. Intern will have buddy to maintain constant communication, engaging

intern to LC’s activities, remind intern to fill three times NPS survey, track

intern`s 360 submission and evaluate development goal.

iv. Intern can join LEAD Program which is standardized by AIESEC in

Indonesia.

v. Intern will have possibility to join AIESEC local activities in Hosting

Entity.

D. After the Experience

a. As the reward and recognition, intern will get certificate after summation of NPS

survey (Matched and Realized).

b. Personal Development

i. Intern will have post – evaluation meeting with EP Buddy.

ii. Intern will get practical training to have 360 evaluation.

c. Showcasing the Experience

i. Interns need to submit their internship report as poster, stories, pictures or

video.

ii. Host Entity will publish the experiences of interns in one of on-line or off-

line platform.