2. Supporting Document for the Global Compendium after IPM 2016
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AIESEC Global Compendium Supporting Document Updated International Presidents Legislation Meeting – February 2016
Updated by Governance and Legislation SubCommittee and approved by AIVP Finance
Table of Content 1.
INTRODUCTION ........................................................................................................................................... 3 Global ER Principles ............................................................................................................................. 3
2.
MEMBERSHIP............................................................................................................................................. 26 Who can run AIESEC operations ........................................................................................................ 26 Definition of Membership ................................................................................................................. 26 Membership Criteria and timeline .................................................................................................... 36 Current membership status............................................................................................................... 39 War Status and Domestic & Civil Unrest ........................................................................................... 39 Membership Subcommittee (MSC) ................................................................................................... 40 Global Expansion Committee (GEC) .................................................................................................. 40
3.
ELD MANAGEMENT ................................................................................................................................... 41 Glossary of terms ............................................................................................................................... 41 AIESEC Experience ............................................................................................................................. 42 Exchange Program Policies (XPP) ...................................................................................................... 42 Complaint Procedure......................................................................................................................... 57 Annex Submission of Report of Harassment ..................................................................................... 79 Internal Control Board (ICB) .............................................................................................................. 81 Entity Control Board (ECB) ................................................................................................................ 81 Annexes ............................................................................................................................................. 82
4.
FINANCIAL MANAGEMENT ........................................................................................................................ 83 Financial Models ................................................................................................................................ 83 Global Funds ...................................................................................................................................... 86
5.
GLOBAL DECISION MAKING ....................................................................................................................... 93 International Conferences ................................................................................................................. 93 Global Reporting .............................................................................................................................. 104 Motions and Mandates ................................................................................................................... 107 Minute Taking .................................................................................................................................. 112 Extraordinary Global Legislations .................................................................................................... 114 Governance & Legislation Subcommittee (GLSC)............................................................................ 116
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6.
AI MANAGEMENT .................................................................................................................................... 117 Data Privacy & Terms Of Use Policies On Global Information Systems .......................................... 117 Global Information Management Principles ................................................................................... 127
7.
PIPELINE MANAGEMENT ......................................................................................................................... 130 AI Election and Selection Procedure ............................................................................................... 130 Global Subcommittee Structure ...................................................................................................... 135 Global External Body Structure ....................................................................................................... 136 Internal Auditor ............................................................................................................................... 136 Supervisory Group Structure ........................................................................................................... 138
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1. INTRODUCTION Global ER Principles Purpose of the Global ER Principles The aim of this document is to establish a framework to enable the overall growth of partnerships across the AIESEC network, whether that be between AIESEC International and Member Entities, or among Member Entities themselves. It outlines the following principles related to enabling a collaboration framework between entities, market access definition, communication processes, partnership classification, product standardization, pricing standardization, revenue share and responsibility share of parties engaged with GEPs and GEAPs (Defined in point 4.2.2 of this document).
Managing Disputes in the Global ER Principles In the event that the ER principles are breached, the concerned parties should attempt to resolve the dispute between themselves. If no agreement is found, a case can be submitted to the internal control board through the case submission procedure outlined in the internal control board section of this document.
Market Access and Communication Process between entities Market Access Definition Market access between Entities, be it among Member Entities themselves or between AIESEC International and Member Entities, shall be defined through the use of Focus Lists. The Global Focus List refers to the list of organisations AIESEC International has the intention of focusing on during the term. The Entity Focus List refers to the list of organisations a Member Entity partners with and/or has the potential of up-scaling during the term. They are both defined in more detail in the points 3.2.1 and 3.3.1 of this document. All Focus Lists must include: the Name of Company, the Current Status of the relationship with that company, the Products taken by the company (for current partners only) and the updated contact information of the AIESEC account manager. These Focus Lists will ensure transparency, alignment and collaboration among Entities, as well as, professionalism when approaching the external market. Entities are expected to consult the Global and Entity Focus Lists before approaching any organisation. Member Entity Responsibilities Each Member Entity will ensure that their Local Entities are not prospecting an organisation listed in the Global Focus List without permission from AIESEC International. Each Member Entity is encouraged to notify another Member Entity if their Local Entities are prospecting an organisation listed in said other Member Entity’s focus list.
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Entity Focus List Member Entities must provide their Entity Focus List to AIESEC International by the end of International Congress every year. The Entity Focus List is created by each Member Entity and comprises of every Member Entity’s current Entity Partners, as well as, their top 10 leads (A minimum of 1 lead must be submitted). It should also include all points covered in point 3.1. In order to submit an organisation as a top 10 lead, the following criteria must be met: The Member Entity has a direct contact inside the organisation, and Either the organisation has an interest in purchasing GEPs or GEAPs at a global scale, Or The Member Entity identifies potential for this organisation to become a Premium Partner (defined in point 4.1.1 of this document) and grow on a global scale. Entity Conference List Member Entities wanting AIESEC International to sell, on their behalf, Plenary Spaces for their Entity Conferences (defined in point 4.2.3.2 of this document) must submit to AIESEC International, their list of conferences for the term. The Entity Conference List must include conference dates, location, objective of the conference, delegate capacity, profile of target delegates, and cost of a plenary space for that conference (minimum delivery standards found in point 4.2.3.2. of this document). The Entity Conference List must be submitted to AIESEC International by the end of International Congress every year. Member Entities that do not submit an Entity Conference List, are expressing that they do not wish to open their Plenary Spaces to Premium Partners.
AIESEC International Responsibilities AIESEC International is responsible for collecting Entity Focus Lists and storing them on a platform accessible and editable by all Member Entities. This is in order to enable all Member Entities and AIESEC International to consult the Global and Entity Focus Lists before engaging in sales processes. AIESEC International should also remind Member Entities to update their Entity Focus lists each quarter and equally AIESEC International should update the Global Focus List each Quarter. The Global Focus List AIESEC International must share the Global Focus List with the network each year 30 days after the end of International Congress.
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The Global Focus List is created by AIESEC International and should be updated quarterly throughout the term. It comprises of the top 550 organisations AIESEC International has the intention of focusing on during the term, whether it be through new sales, up-scaling Entity Partners and/or expanding existing Premium Partners (detailed in point 6 of this document). The Global Focus List should also include all current Premium Partners, even though AIESEC International may not choose to focus on expanding them during that term. It should also include all points covered in point 3.1 of this document. The Global Portfolio AIESEC International is encouraged to circulate to the network the Global Portfolio each year, including the AIESEC International GEPs and GEAPs and their prices for the term. This should be circulated at the latest 30 days after the end of the annual International Congress. If AIESEC International does not circulate the Global Portfolio, they are expressing that they do not wish for the Member Entities to sell GEPs and GEAPs managed by AIESEC International.
Communication Processes The following processes outline the standard behaviours and action steps that should be adopted by the parties depending on the scenario. Engaging with an organisation listed in the Global Focus List Any Member Entity wanting to work with, or contacted by, an organisation listed in the Global Focus List, must: 1.1.6.1.1.1. Before initiating any contact with the organisation, receive written approval from the AIESEC International account manager, stating that this Member Entity has the authorization to engage with this organisation. 1.1.6.1.1.2. The AIESEC International account manager must respond within 7 working days of receiving the Member Entity’s request. 1.1.6.1.1.3. If the AIESEC International account manager responds that the Member Entity should not approach the organisation, they must provide explanations as to why not. In the case where the Member Entity was contacted by the organisation; the Member Entity must refer AIESEC International to the organisation so that AIESEC International can take up the conversation from then onwards.
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1.1.6.1.1.4. If the AIESEC International account manager gives approval for the Member Entity to engage with the organisation, AIESEC International and the Member Entity must define together whether they will approach the organisation jointly using the Co-Sales, Up-Scale or Expansion Sales process, respectively defined in point 6 of this document, or whether the Member Entity will approach the organisation on their own using the usual Member Entity sales approach. 1.1.6.1.1.5. If the AIESEC International account manager does not respond within 7 working days, the Member Entity can proceed with contacting the organisation using the usual Member Entity sales approach. Engaging with an organisation listed in an Entity Focus List Between Member Entities 1.1.6.2.1.1. Any Member Entity X wanting to work with, or contacted by, an organisation listed in another Member Entity’s Entity Focus List, must:
Before initiating any contact with the organisation, inform (without need of approval) the Member Entity/ies that have listed the organisation in their Entity Focus List, of their intention to approach said organisation and give an overview of the current situation.
The Member Entity X and Member Entity/ies that have listed the organisation in their Entity Focus List are encouraged to share their experience with the organisation to date and keep each other updated with the progress of the partnership in their respective entities. Between AIESEC International and a Member Entity
1.1.6.2.2.1. When AIESEC International wants to work with, or is contacted by, an organisation listed in an Entity Focus List, that is not a Premium Partner, and whose key contact is based in territory Y, AIESEC International must:
Before initiating any contact with the organisation, inform the Member Entity/ies that have listed the organisation in their Entity Focus List, of who AIESEC International intends to interact with within the organisation and of what the current situation is.
Invite the Member Entity of territory Y to join AIESEC International in the co-sales or up-scale process (Defined in this document in points 6.1 and 6.2 respectively).
AIESEC International does not need to wait for a response from Member Entity Y to proceed, however AIESEC International, cannot sell, virtually or physically, in Member Entity Y’s territory without informing them of the intention to do so and without informing of which partner they’re approaching.
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If the Member Entity Y does not reply within 7 working days regarding joining in the co-sale or up-scale process (Defined in this document in points 6.1 and 6.2 respectively), then AIESEC International shall consider that Member Entity Y has chosen to leave AIESEC International to proceed with the organisation on their own.
Defining Products & Partnerships Differentiating Partnerships Premium Partner Definition 1.1.7.1.1.1. Are recognized as Premium Partners, all organisations that sign a contract with AIESEC International to acquire GEPs or GEAPs (defined in point 4.2.2 of this document) with scope at the global and/or entity level. 1.1.7.1.1.2. An Organisation will be recognized as a Premium Partner for as long as the contract with AIESEC International lasts. 1.1.7.1.1.3. A Memorandum of Understanding (MoU) must be signed between AIESEC International and the Member Entity/ies in which the Premium Partnership is to be delivered, in order to agree on:
The duration of the agreement,
Delivery minimums,
Responsibilities and revenue share,
Payment duties
Any other matters necessary to respond to the Premium Partner’s requests. Entity Partner Definition
1.1.7.1.2.1. Are recognized as an Entity Partner, all organisations that sign a contract with a Member Entity to acquire GEPs or GEAPs (defined in point 4.2.2 of this document) with scope at the entity level. 1.1.7.1.2.2. An Organisation will be recognized as an Entity Partner for as long as the contract with the Member Entity lasts. 1.1.7.1.2.3. An Entity Partner can take global GEPs and/or GEAPs without becoming a Premium Partner through the Expansion-Sales process explained in point 6.3 of this document. 1.1.7.1.2.4. An Entity Partner can become a Premium Partner through the Up-Scaling process detailed in point 6.2 of this document. If a Partnership is created across more than one Member Entity, without the involvement of AIESEC International, then a Memorandum of Understanding (MoU) must be signed by the Member Entities in question, to agree on: 1.1.7.1.3.1. The duration of the agreement,
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1.1.7.1.3.2. Delivery minimums, 1.1.7.1.3.3. Responsibilities and revenue share, 1.1.7.1.3.4. Payment duties 1.1.7.1.3.5. Any other matters necessary to respond to the Partner’s requests. Differentiating Products The purpose of having Products 1.1.7.2.1.1. Products represent the services delivered by Entities (both AIESEC International and Member Entities) to Premium and Entity Partners in order to achieve AIESEC’s vision by driving exchange and raising funds for activities that increase AIESEC’s impact at the Global and Entity level. 1.1.7.2.1.2. Products are the basis around which partnerships between AIESEC and external organisations are established. Product Definition AIESEC’s current products are, but are not limited to, those listed below: 1.1.7.2.2.1. Global Exchange Products (GEPs)– These products directly relate to AIESEC’s Global Internship Programme (GIP) (including the Global Entrepreneurs subproduct) and Global Community Development Programme (GCDP). 1.1.7.2.2.2. GEPs can be taken by both Premium Partners and Entity Partners. 1.1.7.2.2.3. Global Exchange Amplifiers Products (GEAPs) – These are products that increase the appeal, exposure and value of AIESEC’s GEPs. They often include partner Brand Positioning exposure. Such exposure can be achieved during, but is not limited to, Plenary Spaces in conferences (further detailed in point 4.2.3.2 of this document). GEAPs can be taken by both Premium Partners and Entity Partners. 1.1.7.2.2.4. Entities interested in selling GEAPs other than the Plenary Space product with AIESEC International or a Member Entity are welcome to approach the concerned party to negotiate which activities will be sold, at which prices and how revenue will be split. Product Delivery Standards For GEPs All entities involved in the delivery of GEPs should fulfil the responsibilities and standards outlined in the Global Compendium Supporting Document For GEAPs
Plenary Space: GEAPs are not limited to the delivery of the Plenary Space product, however, all entities involved in the sales and delivery of the Plenary Spaces Product should fulfil the requirements outlined below:
Allocate a minimum of 30 minutes for the duration of a Plenary Space.
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Ensure the Plenary Space will be delivered to 100% of the Delegates attending the conference or event
Guide & support the partner with the creation of the content and review the final version before the Plenary Space is delivered to ensure alignment between the partner and the Entity who is hosting the conference.
Create a Partner Engagement Plan that provides the partner with an experience greater than the simple delivery of the Plenary Space and that ensures they will truly engage with the AIESEC network during the conference or event. An agenda detailing the Partner’s experience during the conference or event should be sent to the partner at least 7 days before the start of the conference or event.
Provide the right information to the partner minimum 1 month before about the venue, the number of delegates and their profiles, the agenda and the wished content.
Collect feedback about the space delivered by the partner from all delegates and communicate the output of the feedback to the partner.
Create a report for the partner, showcasing the outcome of their participation in the conference or event.
Delivery Responsibilities For GEPs 1.1.7.4.1.1. When AIESEC International is involved: The table below outlines the list of internal responsibilities that must be fulfilled by each entity as part of the delivery of GEPs. Open
In
Approved
Realized
Completed
progress
AI
- Account management
- Notify MC/LC
- Notify MC/LC
- EXPA management
- Shortlisting
- MA on EXPA (GC or AI)
Shortlisting
-
Keep contact details
- Define JD - S&S (4,5,6) - Promotion & sources MC
- Open the opportunity
& LC
on EXPA - Track Standards - Pre Visa Review
Track VISA / Work permit - Buddy Assignment - Follow up JD
- NPS reminder - RE on EXPA
- Reintegration
- S&S (1,2,3,7, 8,12,13,14,15)
(Recommended)
- S&S (9,10,11)
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1. 2. 3. 4. 5. 6. 7. 8.
Visa and work permit (HOST) Arrival pickup (HOST) Departure support (HOST) Job description (HOST) Duration (HOST) Working Hours (HOST) First day of work (HOST) Ind. respon. & goals (HOST)
9. Insurance (HOME) 10. Accommodation (HOST) 11. Basic living costs (HOST) 12. AIESEC Purpose (HOME) 13. Expectation setting (HOME) 14. Preparation (HOME) 15. Leadership development spaces (HOST) 16. Leadership development spaces (HOME)
The table below outlines the different services that are provided to the partner as part of the delivery of GEPs. The responsibility share of each service category is as follows:
Model Type
Global Promotion & Key Account Management Fee
Talent Shortlisting, Selection and Approved Fee
Delivery & Sub Account Management Fee
Model A: AI
AI
MC
MC
MC
Model B: AI Model C
AI
AI & MC
MC
The decision to use Model A, B or C will depend on either the wishes of the partner, and/or on the agreement made between AIESEC International and the Member Entity/ies involved. Revenue share will be allocated in accordance to the responsibility share model used. 1.1.7.4.1.2. When AIESEC International is not involved: Responsibility share to deliver a GEP when two or more Member Entities are involved, will be agreed on between the Member Entities involved. The details of the agreement should be expressed in a MoU between the entities, as explained above.
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1.1.7.4.1.3. For GEAP For the Plenary Space product:
A Member Entity is the final responsible for ensuring the entire delivery of all GEAPs that have scope within said Member Entity’s territory.
AIESEC International is the final responsible for ensuring the entire delivery of all GEAPs that have regional and global scope across any Member Entity’s/ies’ territory.
However, when both entities are involved with the partner, they are encouraged to support the final responsible with the delivery process. 1.1.7.4.1.4. For other GEAPs Delivery responsibility share for GEAPs that are not defined in this document will be defined between the entities involved.
Pricing & Revenue Share The pricing for GEPs and GEAPs with scope at the global level are defined and managed by AIESEC International on behalf of the global plenary, and are published in the Global Portfolio. The prices published in the Global Portfolio plus those listed in this document in points 5.1.2.1; 5.1.3.1 and 5.1.5.1 represent the ‘Global Prices’. All the products mentioned in this document will be sold using Global Prices if a global contract got signed with the respective company.
Pricing Tiers Entities are allocated into different pricing tiers based on market prices and delivery costs in order to be able to maximize sales taking into consideration different markets.
Changing an Entity’s Pricing Tier Any entity can choose to change tiers either on the recommendation of AIESEC International or based on their own decision to do so. Any changes to the tier structure, be it entity allocation across the tiers or changes regarding the price range of each tier can only be made during each physical ILM (International Legislation Meeting) every year. Changes are applicable immediately after having been legislated, however contracts signed before the changes must be respected for their full duration and price changes will only apply when the contract is updated or resigned. GEP: GIP Pricing
Tier
Total Cost per trainee
Global Promotion & Key Account Management Fee
Talent Shortlisting, Selection and Approved
Delivery & Sub Account Management Fee
AIESEC Countries & Territories
Fee
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1
A
€ 4,400
€ 400
€ 1,000
€ 3,000
Denmark, Norway, Qatar, Sweden, USA.
1
B
€ 3,900
€ 400
€ 1,000
€ 2,500
United Kingdom, Iceland
1
C
€ 3,100
€ 400
€ 1,000
€ 1,700
Australia, Finland, Germany, Switzerland
1
D
€ 2,700
€ 400
€ 1,000
€ 1,300
Austria, Belgium, Canada, Colombia, France, Hong Kong, Ireland, Malaysia, The Netherlands, UAE.
2
D
€ 2,200
€ 300
€ 900
€ 1,000
Italy, Korea, Malta, New Zealand, Portugal, Russia, Taiwan, Japan, Singapore
3
E
€ 1,800
€ 200
€ 800
€ 800
Azerbaijan, Bahrain, Brazil, Costa Rica, Croatia, Czech Republic, Estonia, Greece, Hungary, Latvia, Lithuania, Mainland of China, Oman, Panama, Poland, Slovakia, South Africa, Spain.
3
F
€ 1,500
€ 200
€ 800
€ 500
Algeria, Argentina, Armenia, Bosnia & Herzegovina, Botswana, Bulgaria, Chile, Dominican Republic, Egypt, El Salvador, Gabon, Ghana, Guatemala, Iran, Jordan, Kazakhstan, Lebanon, Mauritius, Mexico, Mongolia, Morocco, Mozambique, Nigeria, Peru, Puerto Rico, Republic of Macedonia, Romania, Slovenia, Tajikistan, Thailand, Tunisia, Turkey, Ukraine, Uruguay, Venezuela
4
G
€ 1,000
€ 100
€ 600
€ 300
Afghanistan, Benin, Bolivia, Burkina Faso, Cambodia, Cameroon, Cote d’Ivoire, Ecuador, Ethiopia, Georgia, India, Indonesia, Kenya, Kyrgyzstan, Laos, Liberia, Moldova, Nicaragua, Pakistan, Paraguay, Rwanda, Senegal, Sri Lanka, Tanzania, The Philippines, Togo, Uganda, Vietnam
1.1.10.2.1.1. Global Promotion & Key Account Management Fee definition: Services which are always delivered by AIESEC International. These include but are not limited to the access to the global AIESEC exchange platform, a promotion space within that platform and extra promotion activities organized by AIESEC International. They also refer to the work invested by AIESEC International in terms of Managing the Account globally.
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1.1.10.2.1.2. Talent Shortlisting, Selection & Approved Fee definition: This includes but is not limited to the services delivered as part of shortlisting candidates; from the selection process (i.e. interviews) to connecting relevant candidates to the organisation. 1.1.10.2.1.3. Delivery Fee & Sub Account Management Fee definition: Services which are always delivered by a Member or Local Entity to ensure the right standards and satisfaction of an exchange experience and to facilitate the leadership development we aim to achieve. They also refer to the work invested by the Member or Local Entity in terms of Managing the Account locally. All entities involved (home and host entities) in the delivery of GEPs should fulfil the responsibilities and standards outlined in the Global Compendium Supporting Document Art. 3.3 Exchange Program Policies. Revenue Sharing Model 1.1.10.2.2.1. The Global Promotion & Key Account Management fee will always be allocated to AIESEC International at the exception of when the cross-sales process is used, where the concerned parties will agree on the prices used and the revenue share allocation, (detailed in point 6.4 of this document). 1.1.10.2.2.2. The Delivery & Sub Account Management fee, will always be allocated to the Member or Local Entity delivering the product, under the condition that all the minimum standards of delivery, defined in point 4.2.4.1 of this document, are met. 1.1.10.2.2.3. The Talent Shortlisting, Selection & Approved fee revenue sharing model will be agreed between the parties according to who will be the final responsible for the activities that make up the fee*
Model Type
Global Promotion & Key Account Management Fee
Talent Shortlisting, Selection and Approved Fee
Delivery & Sub Account Management Fee
Model A
AI
MC
MC
Model B
AI
AI
MC
Model C
AI
AI & MC*
MC
GEP: GE (Global Entrepreneurs) Pricing
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Tier
Total Cost per trainee
Global Promotion & Key Account Management Fee
Talent Shortlisting, Selection and Approved
Delivery & Sub Account Management Fee
AIESEC Countries & Territories
Fee 1
A
€ 1,760
€ 160
€ 400
€ 1,200
Denmark, , Iceland, Norway, Qatar, Sweden, USA
1
B
€ 1,560
€ 160
€ 400
€ 1,000
United Kingdom
1
C
€1,240
€ 160
€ 400
€680
Australia, Finland, Germany, Switzerland,
1
D €1,080
€160
€400
€520
Austria, Belgium, Canada, Colombia, France, Hong Kong, Ireland, Malaysia, The Netherlands, UAE.
€ 880
€120
€360
€400
Greece, Italy, Korea, Malta, New Zealand, Portugal, Russia, Taiwan, Japan, Singapore
€ 320
Azerbaijan, Bahrain, Brazil, Costa Rica, Croatia, Czech Republic, Estonia, Hungary, Latvia, Lithuania, Mainland of China, Oman, Panama, Poland, Slovakia, South Africa, Spain.
€ 200
Algeria, Argentina, Armenia, Bosnia & Herzegovina, Botswana, Bulgaria, Chile, Dominican Republic, Egypt, El Salvador, Gabon, Ghana, Guatemala, Iran, Jordan, Kazakhstan, Lebanon, Mauritius, Mexico, Mongolia, Morocco, Mozambique, Nigeria, Peru, Puerto Rico, Republic of Macedonia, Romania, Slovenia, Tajikistan, Thailand, Tunisia, Turkey, Ukraine, Uruguay, Venezuela
€120
Afghanistan, Benin, Bolivia, Burkina Faso, Cambodia, Cameroon, Cote d’Ivoire, Ecuador, Ethiopia, Georgia, India, Indonesia, Kenya, Kyrgyzstan, Laos, Liberia, Moldova, Nicaragua, Pakistan, Paraguay, Rwanda, Senegal, Sri Lanka, Tanzania, The Philippines, Togo, Uganda, Vietnam
2
3
D
E €720
3
€320
F
€600
4
€80
€80
€320
G
€ 400
€40
€240
1.1.10.3.1.1. Global Promotion & Key Account Management Fee definition: Services which are always delivered by AIESEC International. These include but are not limited to the access to the global AIESEC exchange platform, a promotion space within that platform and extra promotion activities organized by AIESEC International. They also refer to the work invested by AIESEC International in terms of Managing the Account globally.
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1.1.10.3.1.2. Talent Shortlisting, Selection & Approved Fee definition: This includes but is not limited to the services delivered as part of shortlisting candidates, from the selection process (i.e. interviews) to connecting relevant candidates to the organisation. 1.1.10.3.1.3. Delivery Fee & sub account management Fee definition: Services which are always delivered by a Member or Local Entity to ensure the right standards and satisfaction of an exchange experience and to facilitate the leadership development we aim to achieve. They also refer to the work invested by the Member or Local Entity in terms of Managing the Account locally. All entities involved (home and host entities) in the delivery of GEP should fulfil the responsibilities and standards outlined in the Global Compendium Supporting Document. Revenue Sharing Model 1.1.10.3.2.1. The Global Promotion & Key Account Management fee will always be allocated to AIESEC International at the exception of when the cross sales process is used, where the concerned parties will agree on the prices used and the revenue share allocation, (detailed in point 6.4 of this document). 1.1.10.3.2.2. The Delivery & Sub Account Management fee, will always be allocated to the Member or Local Entity delivering the product, under the condition that all the minimum standards of delivery, defined in point 4.2.4.1 of this document, are met. 1.1.10.3.2.3. The Talent Shortlisting, Selection & Approved fee revenue sharing model will be agreed between the parties according to who will be the final responsible for the activities that make up the fee* Global Promotion & Key Account Management Fee
Model Type
Talent Shortlisting, Selection and Approved Fee
Delivery & Sub Account Management Fee
Model A
AI
MC
MC
Model B
AI
AI
MC
Model C
AI
AI & MC*
MC
GEP: GCDP Prices for GEP: GCDP products are not defined in this document, they are to be defined between the entities involved who are responsible for negotiate which activities will be sold, at which price and how revenue and responsibilities will be split.
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GEAPs: Plenary Spaces Pricing
Tier
Total Cost per Plenary Session
AIESEC Countries & Territories
1
A
€ 4,400
Denmark, Norway, Qatar, United Kingdom, Sweden, USA.
1
B
€ 3,100
Australia, Finland, Germany, Switzerland
1
C
€ 2,700
Austria, Belgium, Canada, France, Hong Kong, Iceland, Ireland, The Netherlands, UAE.
2
D
€ 2,200
Greece, Italy, Korea, Malaysia, Malta, New Zealand, Portugal, Russia, Taiwan, Japan, Singapore
3
E
€ 1,800
Azerbaijan, Bahrain, Brazil, Colombia, Costa Rica, Croatia, Czech Republic, Estonia, Hungary, Latvia, Lithuania, Mainland of China, Oman, Panama, Poland, Slovakia, South Africa, Spain.
3
F
€ 1,500
Algeria, Argentina, Armenia, Bosnia & Herzegovina, Botswana, Bulgaria, Chile, Dominican Republic, Egypt, El Salvador, Gabon, Ghana, Guatemala, Iran, Jordan, Kazakhstan, Lebanon, Mauritius, Mexico, Mongolia, Morocco, Mozambique, Nigeria, Peru, Puerto Rico, Republic of Macedonia, Romania, Slovenia, Tajikistan, Thailand, Tunisia, Turkey, Ukraine, Uruguay, Venezuela
4
G
€ 1,000
Afghanistan, Benin, Bolivia, Burkina Faso, Cambodia, Cameroon, Cote d’Ivoire, Ecuador, Ethiopia, Georgia, India, Indonesia, Kenya, Kyrgyzstan, Laos, Liberia, Moldova, Nicaragua, Pakistan, Paraguay, Rwanda, Senegal, Sri Lanka, Tanzania, The Philippines, Togo, Uganda, Vietnam
Revenue Sharing Model 1.1.10.5.2.1. Revenues will be shared according to the Global ER Principles Sales Model outlined in this document. GEAPs: Others If a GEAP other than a Plenary Space is sold, AIESEC International and the Member Entity must define the prices and revenue share together depending on the situation.
Global ER Principles Sales Models
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Co-Selling Sales Model Definition Co-sales take place in the case where AIESEC International and a Member Entity identify a joint prospect, present in the territory of the said Member Entity, and choose to attend meetings together (virtually or physically), in order to explore the possibility of establishing a partnership between the prospect and AIESEC by selling GEPs and/or GEAPs. Sales Process AIESEC International plans on making a visit to the Member Entity’s market, or wants to book virtual meetings, with representatives of organisations whose main office is in the Member Entity’s market, to drive GEP or GEAP sales, Or the Member Entity identifies a prospect which they think has potential to become a Premium Partner, or identifies a prospect they would like to approach which is listed on AIESEC International’s Global Focus List. AIESEC International must notify the Member Entity in question of the dates of the visit or the virtual meeting and share with them the list of prospects they have the intention of approaching during the visit or the planned virtual meetings, Or the Member Entity must contact AIESEC International and ask them whether or not they can approach this prospect. AIESEC International and the Member Entity must ask each other and agree on whether they have interest in co-selling to the partners in question. AIESEC International and the Member Entity must define who will approach the prospect based on who has the warmest lead. AIESEC International and the Member Entity will work together to define and co-create the strategy to approach the prospect, as well as, design together the presentation delivered during the co-sales meeting and follow up. Both Entity and Global Prices & Portfolios should be presented during the co-sales meeting. Revenue Sharing Model In the case where the outcome of the Co-sales process results in an Entity Partnership, where the partner takes GEPs or GEAPs in the said Member Entity’s territory only; the Member Entity is then responsible for the entire delivery process of the products sold and Entity Prices shall be applied; no revenue share between the Member Entity and AIESEC International shall occur. In the case where the outcome of the Co-sales process results in a Premium Partnership, where the partner does not take GEPs or GEAPs in the said Member Entity’s territory, then AIESEC International is responsible for ensuring the entire delivery process of the products sold and Global Prices shall be applied; no revenue share between AIESEC International and the Member Entity shall occur.
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In the case where the outcome of the Co-sales process results in a Premium Partnership, where the partner takes GEPs or GEAPs in the said Member Entity’s territory, Global Prices shall be used and the following processes and revenue share allocations shall be applied:
For GEPs: The usual revenue share for the delivery of the GEPs shall be applied as outlined in Point 5.1.2.2 and 5.1.3.2 of this document.
For GEAPs: Revenue share will depend on who generated the lead and booked the meeting as well as on who is delivering the product:
Model Type
Entity finding the lead and Booking the meeting
% of Total Revenue Share
Entity delivering on the GEP Amplifier
10%
90%
Up-Scaling Sales Model Definition The up-scaling of a partnership takes place when a Member Entity decides to sell to a current Entity Partner with AIESEC International, the opportunity to become a Premium Partner taking any of the GEPs or GEAPs at a global scale. Up-scaling an Entity Partner to become a Premium Partner does not cancel the existing Entity Partnership contract; the initial contract must continue until its termination date. Once the initial Entity Partner contract has ended, the Premium Partnership contract(s) should be the sole contract(s) used between the Partner and AIESEC. The Member Entity and AIESEC International must ensure that the up-scaling process does not negatively affect the existing Entity Partnership. Sales Process The Member Entity will approach AIESEC International to inform them of their interest in up-scaling a current partnership from Entity Partner to Premium Partner or AIESEC International will approach the Member Entity with a suggestion to up-scale one of their Entity Partners to become a Premium Partner. The Member Entity will work with AIESEC International to define and cocreate a proposal to be presented to the Entity Partner. The Member Entity will introduce AIESEC International in order to schedule a virtual or physical meeting with the company where the global portfolio will be introduced.
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The Member Entity and AIESEC International will go together to the upscaling meeting, where new opportunities will be presented to the partner and both will be responsible for the follow-up. Revenue Sharing Model Up-scaling Significant Entity Partners 1.1.13.3.1.1.
Significant Member Entity Partners, are defined as the top 5 Entity Partners that bring the largest amounts of revenue within one entity.
During the up-scaling process, when an Entity Partner is significant, the AIESEC Entity has the option to continue being one of the account managers with AIESEC International within their territory. This means that the Member Entity will oversee and run all the activities to do with this newly up-scaled partner in their territory.
1.1.13.3.1.2.
Delivery Process and Responsibilities
All the GEPs or GEAPs raised to be delivered in the Member Entity’s territory who upscaled the partnership will be delivered by that Member Entity and/ or AIESEC International depending on the responsibility share model used (see points 4.2.4.1 and 4.2.4.2 of this document).
All the GEPs or GEAPs raised in other Member Entity for that partner will be delivered by AIESEC International and those other Member Entities.
1.1.13.3.1.3.
Revenue Sharing Model
GEPs: Global Prices must apply as according to point 5.1 of this document.
GEAPs: Global Prices (detailed in point 5.1.5.1 of this document) and the following revenue share structure must apply:
Entity up-scaling the partnership
Model Type* % of Total Revenue Share
Definition
10%
Key Account Management (AI)
Entity Delivering the GEAP
35%
55%
This revenue model will apply for the first 12 months after the premium partnership is signed and will concern GEP Amplifier products delivered in Entities other than the upscaling entity. It represents a percentage of the total financial revenue brought by the GEP Amplifier product.
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If the soon-to-be Premium Partner requests it and if the Member Entity and AIESEC International agree; the new premium partner can choose to keep the original Entity’s prices just for the Member Entity who up-scaled the partnership. However global prices will be used for products in all other Entities.
For GEAPs delivered in the up-scaling entity no revenue share shall apply. Up-scaling Non-Significant Entity Partners 1.1.13.3.2.1.
Definition
Non-Significant Entity Partners, are defined as all partners that do not meet the significant Entity Partner criteria detailed in point 6.2.3.1 of this document.
During the up-scaling process, AIESEC International will become the sole Account Manager for the partnership. 1.1.13.3.2.2.
Delivery Process and Responsibilities
All the GEPs or GEAPs raised to be delivered in the Member Entity’s territory who upscaled the partnership will be delivered by that Member Entity and/ or AIESEC International depending on the responsibility share model used (see points 4.2.4.1 and 4.2.4.2 of this document).
All the GEPs or GEAPs raised in other Member Entity for that partner will be delivered by AIESEC International and those other Member Entities. 1.1.13.3.2.3.
Revenue Sharing Model
GEPs: Global Prices must apply as according to point 5.1 of this document.
GEAPs: Global Prices (detailed in point 5.1.5.1 of this document) and the following revenue share structure must apply:
Entity up-scaling the partnership
Model Type* % of Total Revenue Share
5%
Key Account Management (AI)
Entity Delivering the GEP Amplifier
35%
60%
This revenue model will apply for the first 12 months after the premium partnership is signed and will concern GEAPs delivered in Entities other than the up-scaling entity. It represents a percentage of the total financial revenue brought by the GEAP.
If the soon-to-be Premium Partner requests it and if the Member Entity and AIESEC International agree; the new premium partner can choose to keep the original Entity’s prices just for the Member Entity who up-scaled the partnership. However global prices will be used for products in all other Entities.
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For GEAPs delivered in the up-scaling entity no revenue share shall apply.
Expansion Sales Model Expansion Sales I Definition 1.1.14.1.1.1. Expansion Sales I take place when a Member Entity sells, to their Entity Partner, a GEAP with scope at the global level and when this Entity Partner is not interested in becoming a Premium Partner. In the case where a Member Entity wishes to expand GEPs to another Entity or to the global scale through AIESEC International, this corresponds to the processes of Cross-Sales and Up-scales respectively (defined in points 6.4 and 6.2 of this document). 1.1.14.1.1.2. Expansion Sales I happen in order to allow Entity Partners to access one-off opportunities of taking a GEP Amplifier product at the global scale. Entity Partners can only be offered 2 GEAPs using the Expansion Sales I process per term; if they wish to take more GEAPs at the global scale after that, they will need to upscale to become a Premium Partner. 1.1.14.1.1.3. Expansion Sales I do not require a contract to be signed between the Entity Partner and AIESEC International; the Member Entity managing the partner will continue issuing and managing the contract with that partner. Sales process 1.1.14.1.2.1. The Member Entity will approach AIESEC International to inform them of their interest in selling a GEAP delivered at the global scale to a current Entity Partner. 1.1.14.1.2.2. The Member Entity will create a proposal to be presented to the Entity Partner, after having received approval and relevant information from AIESEC International. 1.1.14.1.2.3. The Member Entity will approach the Entity Partner to sell the GEAP and will inform AIESEC International of the output of the meeting. AIESEC International’s involvement in this step is optional and to be agreed between the two parties. 1.1.14.1.2.4. The Member Entity will sign the agreement with the Entity Partner, after having received approval from AIESEC International regarding the conditions set in the agreement. 1.1.14.1.2.5. Once the agreement with the Entity Partner is signed, an MoU between AIESEC International and the Member Entity will be signed to define responsibility share during the delivery of the product. 1.1.14.1.2.6. AIESEC International will not become an account manager for this partner. Revenue Sharing Model
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1.1.14.1.3.1. For GEAPs: Global Prices, found in the Global Portfolio defined in point 3.3.2 of this document, must be applied and the following revenue share model must be used:
Model Type*
Entity expanding and managing the partnership
% of Total Revenue Share
Entity Delivering the GEP Amplifier
30%
70%
1.1.14.1.3.2. This revenue model will be applied to the single sales of GEAPs with scope at the global level to Entity delivered in Entities other than the up-scaling entity. It represents a percentage of the total financial revenue brought by the GEAPs. Expansion Sales II Definition 1.1.14.2.1.1. Expansion Sales II take place when AIESEC International sells, to a current Premium Partner, GEPs or GEAPs in Entities in which that partner previously didn’t have any operations. 1.1.14.2.1.2. Expansions Sales II operate as part of the Premium Partner contract and use global prices. AIESEC International remains the key account manager. Sales Process 1.1.14.2.2.1. After finding an opportunity for a specific Member Entity, AIESEC International will contact the Member Entity to inform them about it. 1.1.14.2.2.2. The Member Entity has the right to accept or not to deliver the proposed opportunity. 1.1.14.2.2.3. If the Member Entity accepts to deliver on the opportunity, AIESEC International and the Member Entity will work together to co-create the final proposal and will both follow up on the opportunity. 1.1.14.2.2.4. AIESEC International will sign the agreement with the Premium Partner if needed. Once the agreement with the Premium Partner is signed, a MoU between AIESEC International and the Member Entity will be signed to define responsibility share during the delivery of the product. 1.1.14.2.2.5. AIESEC International will remain the key account manager for this partner, and the Member Entity may become a sub account manager if required.
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Revenue Sharing Model 1.1.14.2.3.1. GEPs: Global Prices must apply as according to point 5.1 of this document. 1.1.14.2.3.2. GEAPs: Global Prices (detailed in point 5.1.5.1 of this document) and the following revenue share structure must apply:
Entity expanding and managing the partnership
Model Type* % of Total Revenue Share
Entity Delivering the GEAP
30%
70%
Cross-Selling Sales Model Definition A Cross-selling process takes place when a Member Entity X, capitalizing on its network, sells or provides a referral* that results in a partnership of GEPs or GEAPs for a Member Entity Y. There are different scenarios to be taken into account in the cross-sales process. Cross-sales can occur with either new or current partners of Member Entity X. *A referral is worthy only if the following criteria is provided by Member Entity X:
Name of a key contact
Role of this contact
Email of this contact
Official introduction via a recommendation letter, internal email introduction or meeting invitation
Sales Process Scenario A 1.1.15.2.1.1.
Definition
Member Entity X: Provides a referral to Member Entity Y without being involved in the sales process.
Member Entity Y: Receives the referral, sells and deliver the GEP(s) or GEAP(s) sold.
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1.1.15.2.1.2.
Delivery process and responsibilities
Member Entity X’s Entity Partner Contacts Member Entity X and shows an interest for the market of the Member Entity Y OR the Member Entity X identifies an opportunity for Member Entity Y’s market OR Member Entity Y asks Member Entity X for a specific referral.
The Member Entity X initiates the contact between the Partner and Member Entity Y. Revenue Share will also be defined by the two entities at this stage.
The Member Entity Y will follow up, sell and sign a Member Entity contract with the Partner and deliver 100% of the products.
1.1.15.2.1.3.
Revenue Sharing Model
GEP: Member Entity Y’s Prices must apply.
GEP Amplifiers: Member Entity Y’s Prices must apply
The revenue share structure must be defined by the two concerned entities. Scenario B
1.1.15.2.2.1.
Definition
Member Entity X: Provides a referral to Member Entity Y and is involved in the sales process.
Member Entity Y: Receives the referral, co-sells and delivers the GEPs or GEAPs sold
1.1.15.2.2.2.
Delivery process and responsibilities
Member Entity X’s Entity Partner Contacts Member Entity X and shows an interest for the market of Member Entity Y OR the Member Entity X identifies an opportunity for Member Entity Y’s market OR Member Entity Y asks Member Entity X for a specific referral.
Member Entity X needs to have an alignment meeting with Member Entity Y to provide information about Entity X’s Partner and to co-create the final proposal and sales strategy. Revenue Share will also be defined by the two entities at this stage.
Member Entity X initiates the contact between the Partner and Member Entity Y.
Both Member entities are encouraged to participate in the sales process be it virtually or through physical meetings.
Member Entity Y will follow up and sign a Member Entity contract with the Entity Partner.
Member Entity Y delivers 100% of the products.
1.1.15.2.2.3.
Revenue Sharing Model
GEP: Member Entity Y’s Prices must apply.
GEP Amplifiers: Member Entity Y’s Prices must apply.
The revenue share structure must be defined by the two concerned entities.
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Glossary Cross-Selling: Cross-selling means that a Member Entity X, capitalizing on its network, is helping the Member Entity Y to create a partnership with an organisation. It can be a current reliable partner of Entity X or a totally new partner. Co-Selling: Co-sales take place in the case where AIESEC International and a Member Entity identify a joint prospect, present in the territory of the said Member Entity, and choose to attend meetings together (virtually or physically), in order to explore the possibility of establishing a partnership between the prospect and AIESEC by selling GEPs and/or GEAPs. Entity Conference List: The Entity Conference List refers to the list of conferences held by a Member Entity in one term submitted to AIESEC International. Entity Partner: Are recognized as Entity Partners all those organisations that sign a contract with a Member Entity to acquire entity’s GEPs or GEAPs. Entity Partnership: Partnership established with an organisation that only takes GEPs or/and GEAPs at the entity level. Entity Focus List: The Entity Focus List refers to the list of current Entity Partner and Top Leads a Member Entity has. Expansion Sales I: Expansion sales take place when a Member Entity sells, to an organisation which is not a current Premium Partner, a GEAP delivered by AIESEC International and when this organisation does not wish to become Premium Partner. Expansion Sales II: Expansion sales take place when AIESEC International sells, to a current Premium Partner, GEPs or GEAPs in Entities in which that partner previously didn’t have any operations. Focus List: They are two types of Focus Lists: the Global Focus List and the Entity Focus List. Global Entrepreneurs (GE): This is one of the sub product of the Global Internship Programme. Global Exchange Products (GEP): They are AIESEC’s Global Internship Programme (including the Global Entrepreneurs sub-product) and Global Community Development Programme. Global Exchange Amplifiers Products (GEPA): These are the products that increase the appeal, exposure and value of AIESEC’s GEPs and include partner Brand Positioning exposure. For example, Plenary Spaces in a conference. Global Focus List: The Global Focus List refers to the list of organisations AIESEC International has the intention of focusing on during the term plus the current Premium Partners. Global Portfolio: The Global Portfolio refers to the list of the GEPs and GEAPs that AIESEC International is wanting to sell at the global level during that term and their prices. Local Entity(ies): Local Entity are all the local full member offices in a Member Entity (LCs) Member Entity(ies): Member Entities are all the full member, contracted Units and Entities in Debt who can run AIESEC activities. Expansion
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Initiatives (officially endorsed by AIESEC International) are only allowed to gather information to support a feasibility study Plenary Space: Space within an AIESEC conference agenda in which Premium or Entity Partners can interact and engage with AIESEC members for minimum 30 minutes. Premium Partner: An organisation who signs a contract with AIESEC International acquiring global or entity level GEPs or GEAPs. Revenue Sharing: Amount of money shared between two or more Entities involved in the sales and/or delivery of GEPs or GEAPs. Up-Scaling: Up-scaling is a sales model that happens when a Member Entity decides to sell to a current Entity Partner with AIESEC International the opportunity to become a Premium Partner and have access to any of the global products.
2. MEMBERSHIP Who can run AIESEC operations Full Members, Contracted Units, Entities in Debt and Members in Alert can run AIESEC activities.
Definition of Membership Full Member is an entity that is fulfilling all membership criteria according to the Global Compendium. Full Member has the right to participate and vote in Global decision-making process.
Member in Alert If a Full Member fails to fulfil membership requirements after every membership check, the Member will become a Member in Alert. The move from Full Member to Member in Alert is automatic on July 1st and January 1st of each year. For all Members in Alert the following must occur: The Membership subcommittee shall be responsible for reviewing the Member in Alert’s at every membership check after the Member in Alert failed criteria. This review will be based on the development plan action steps and timeline together with the report that the Member in Alert has provided to the Global Plenary 30 days before the membership check. The report includes; 2.2.2.2.1.1. Reasons why the criteria were not fulfilled 2.2.2.2.1.2. Current and past performance of the Member 2.2.2.2.1.3. The commitments that were made in a development plan at the preceding membership check 2.2.2.2.1.4. The plan for next membership check to fulfil the commitments presented at the previous one
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2.2.2.2.1.5. Any other information that the subcommittee finds relevant If a Member in Alert fails to regain full membership requirements within three years of Member in Alert status, there will be an automatic motion to disband the Member with immediate effect. The Member in Alert with the input of the respective Subcommittee will create an entity development plan (to re-gain Full Membership) within 1 month after each ILM. The development plan will outline the responsibilities of all parties. Membership Subcommittee will be responsible to track the implementation of this development plan continually and give this information to the Global Plenary two weeks before each ILM. A Member in Alert is not a voting Member. The following sanctions apply to members in alert based on the numbers of years they have been on Member in alert status Year of MIA
Sanction
First year running (0-1) Second year running (1-2) Third year running (2-3)
If not getting disbanded after over 3 years year running (>3)
1. Cannot apply for or receive any global awards 2. Must report twice per year, 30 days before each membership check 1. Cannot apply for or receive any global awards 2. Must report twice per year, 30 days before each membership check 1. Cannot apply for or receive any global awards 2. Cannot submit any ILM hosting bids 3. Must report every three months to plenary, on March 1 st, June 1st, September 1st and December 1st on membership criteria fulfilment plan 4. Cannot be partner entity 5. Cannot register new LCs in Experience.aiesec.org 1. Cannot apply for any global awards 2. Cannot submit any ILM hosting bids 3. Must report every three months to plenary, on March 1 st, June 1st, September 1st and December 1st on membership criteria fulfilment plan 4. Cannot be partner entity 5. Cannot register new LCs in Experience.aiesec.org 6. Cannot apply regional conferences bid
Entity in Debt An entity that fails to pay AI membership fee and/or owes any debt over 5000€ to AIESEC International automatically becomes Entity in Debt (EiD)
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An entity can also voluntarily choose to become an Entity in Debt An Entity in Debt is a non-voting member in the Global Plenary An Entity in Debt no longer pays Member fees until their debt is repaid Following invoices then are excluded and sums reflected upon the distribution model for the Global Plenary. An Entity in Debt is subject to regulation, management, and support from the Finance Subcommittee as indicated in Section 4: Financial Management under Finance Subcommittee. All Entity(ies) in debt sign a repayment contract with AI stating repayment of debt. Entity in Debt that fails agreed repayment with AI or has Entity in Debt status for 2 years receives an automatic vote for disbandment in the Global Plenary. If any Member fails to pay their AI fees for 3 years, or they have a debt to AI larger than 5000 EURO, there is an automatic motion for the entity to become an Entity in Debt. An EiD will not pay Member fees, and they are required to sign a repayment contract with AI that states the timeline for the repayment of their debt. If no repayment contract is signed, each year the EiD must pay back the yearly average of their last 3 years AI fees. An Entity in Debt is not a voting member For all EiD, the following must occur Once an EiD repays the debt, if the entity was previously a full member and they now fulfil all membership criteria, they automatically go to Full Member. If not, MSC makes a recommendation to go to OE or MiA. Progress and Review 2.2.3.11.2.1. If an Entity in Debt fails to fully repay their debt within 3 years, there is an automatic motion for disbandment. 2.2.3.11.2.2. In every ILM the Entity in Debt must present a financial report, which includes (at least but not limited to) a Profit and Loss Statement, and Balance Sheet of the previous year, and a cash flow projection of the following six months, taking into consideration (at least but not limited to) the following items. I. Balance Sheet: 1. Assets A. Cash in hand (petty cash and bank) B. Receivables C. Other assets 2. Liabilities A. Liabilities external
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B. Liabilities internal C. Other liabilities II. Profit and loss statement 1. Costs A. Direct exchange costs - GIP ICX - GIP OGX - GCDP ICX - GCDP OGX B. Partnership delivery costs C. HR costs - accommodation - salaries - other HR costs D. Office costs E. Conferences and meetings F. Other costs 2. Revenues A. Exchange revenues - GIP ICX - GIP OGX - GCDP ICX - GCDP OGX B. Sponsorship C. Other Revenues 2.2.3.11.2.3. The entity reporting has to mention dates of the submitted data (Balance Sheet and Profit and Loss Statement). All information needs to be submitted in Euros. 2.2.3.11.2.4.
The entity can choose to submit only MC or MC+LC data.
2.2.3.11.2.5. In case there are receivables, the entity reporting is requested to mention these, if these are contracted.
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Contracted Unit A contracted unit is the first stage of a new country/territory to become a member of AIESEC. A Contracted Unit (CU) is a fully operating entity in AIESEC that can run all or some AIESEC ELD programmes. It has a partner entity (PE) who can support it in a number of different aspects, which is governed by a contract between the two entities. Becoming a Contracted Unit Signed a contract with at minimum one partnering entity regarding financial, HR and knowledge support regarding setting up and running operations and a proof from a company or government stating their support to AIESEC. Partner entities can be Local Committees or Member Committees. In case it is a Local Committee then a recommendation letter will be required from the Member Committee with the contract signing. Agreement on coverage of financial liability towards global plenary 2.2.4.2.3.1. The contract(s) needs to contain provisions for liability coverage of the Partnering Entity (ies) regarding Member Fees of the CU and any other liabilities towards global plenary f.ex. but not limited to ICB financial penalties, cancellation and no-show fees of global conferences or 2.2.4.2.3.2. Partnering Entity may apply directly for full or partial liability coverage for the above mentioned items to the Global Plenary Reserve Fund as outlined in section 4 Financial Management of the Global Compendium. The contract between the two or more entities is by default valid until the Contracted Unit becomes either a full member, is discontinued or has contracted with another partnering entity. The Partnering Entity will be responsible for any commitments made in the contract towards Global Plenary. The Contracted Unit is responsible for meeting its responsibilities in the contract towards Global Plenary. Global Plenary will be the ultimate decision maker as to any breaches of contract between the entities and consequences thereof Being a Contracted Unit (CU) Contracted Units are permitted to: 2.2.4.3.1.1. Establish a legal entity of AIESEC in the country/territory and register its trademark 2.2.4.3.1.2. Run any AIESEC operations for the ELD Programmes, including incoming and outgoing exchange, membership Programmes and recruitment of students. This is subject to the legality of these operations in the laws of the country/territory in question. Contracted Units are required to: 2.2.4.3.2.1. Send a progress report 30 days before each membership check containing:
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a. Structure and operations Plan that includes:
MC or Expansion Team Structure
LCEB structure
Planned and achieved results in every programme
Functional and general Initiatives/projects
Plan/contribution of the Partner Country(ies) to the FM
a. General HR situation and sustainability of TMP and TLP programmes to sustain operations b. Planned vs. Achieved goals as Contracted Unit c. General Information of Legality, specifying the following: d. Information/research on the time and needs to register the organization in the country e. Information/research on the time and needs for the trademark f.
Partner Country(ies) letter stating the support and feasibility of the operations of the entity. A Contracted Unit has 2 year from the ILM after becoming a Contracted Unit to apply for full membership. In the case that the PE breaks the contract with the CU, the case is presented to the Global plenary that then decides on the appropriate measures to take In the case that the CU breaks the contract, it has a period of six months to find a new partner entity. In case CU does not find partner entity within this period, there will be an automatic motion for disbandment.
Becoming a Full Member A Contracted Unit can become a full member by applying for Membership according to the requirements and criteria outlined in Section 2 of the International Compendium. In addition to the criteria the Membership Sub Committee will make a decision regarding the overall HR sustainability of the entity. As guiding principles an entity should have at least 15 realized TMP and 5 realized TLP experiences on experience.aiesec.org at the time of application. Should the Membership Sub Committee not accept the HR sustainability of the Contracted Unit, instead of automatically becoming a Full Member at the ILM, there shall be an automatic motion of the same to be voted upon by the Global Plenary. To become a Full member in this case it would require a 2/3 majority by the voting members.
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Should the Membership Sub Committee accept the HR sustainability of the Contracted Unit, they will automatically become a Full Member upon meeting the membership criteria In case of changes or updates in the membership model of AIESEC, all entities must be submitted to a status match under the new model. The Membership Subcommittee and the Global Expansions Committee are responsible for defining the equivalent of statuses. An entity can receive special authorization to keep its old status up to fulfil full membership status, within a maximum of one year.
Partner Entities The criteria’s to be a partner entity are: Full Member status or Member in Alert Status for the running year and the current year A Member in Alert can become partner entity only after a review is done by the Membership Subcommittee, based on the responsibilities agreement by partnering countries. A MiA entity cannot be partner entity for more than 2 years. Commitment to support in terms of Human Resources the CU for the whole contracted period, and the first year of membership (total maximum of 3 years). Should the CU have the needed Human resources, the Partner entity will provide at least 2 people (An Expansion Director and 1 other person). The partner entity budget should be able to cover all the expenses of budget and plan of the first 6 months of the CU. Should the CU have the funds to cover the budget and plan for 6 months, the partner entity will only track its usage. The responsibilities of a Partner Entity shall be: Ensure operational and education support by having a Member Committee Responsible for the Expansion Entity as part of his/her job description. Ensure the standards and satisfaction of the experiences realized by the Expansion Entity. Support the Expansion Entity in creating a one-year action plan and budget that shall be reviewed every operative semester (6 months). Provide the Expansion Entity with 1 year of logistics and infrastructure funds. 2.2.5.4.4.1. Minimum requirements: 2.2.5.4.4.1.1.
Living and working space
2.2.5.4.4.1.2.
Internet access
2.2.5.4.4.1.3.
Visa costs of Expansion Manager (EM)
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2.2.5.4.4.1.4. EM stipend of 70% of country/territory minimum wage according to United Nations standards. Ensure process support and funds for the cost of legalization of AIESEC in the expansion country/territory. Provide two annual physical touch points to coach the Expansion Entity on all AIESEC subsystems and branding. 2.2.5.4.6.1. Those physical touch points can be managed in the framework of IC and IPM. Guarantee the presence of at least MCP from the Contracted Unit at IPM and IC. Travel costs and delegate fee shall be paid by Entity Partner, if Expansion Entity does not have enough exchange generated revenue. They shall also track and support fulfilment of membership criteria[s] until Contracted Unit meets Full Membership status. If a partner entity fails to ensure that the CU submits their progress report, they will automatically lose their full membership status. If a partner entity loses its full member status due to the fact that its CU did not submit their progress report on time, they will have the opportunity to regain full membership in the coming ILM
Merging Entities Full Members can only apply for the merging process to start at ILM. Full Members that want to merge have to send the following documents to the global plenary and the AI VP F at least 30 days prior to IPM: One document made by the two or more Full Members involved stating the reasons for the merger One report made by the two or more Full Members involved including the benefits and risks of the merger in the following categories:
Overall performance and capacity
Budget Fund raising
AIESEC brand
Impact on stakeholders
Implementation of the AIESEC experience
Organizational strategies
Organizational structure
Legal registration of the merging Full Members
Trademark registration of the merging Full Members
Governance
BoA recommendations for the merger of each of the involved Full Members
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External audit report of each of the involved Full Members
A merging process plan that goes up to 12 months from IPM onwards Once the Global Plenary votes that the merging process can start the two or more Full Members become one entity having the “Merging Member” status. A merging member entity is an entity that has all rights and duties of a full member entity. An entity can only become a merging entity at ILM and may only be a splitting member for a maximum period of one year. The Merging Member has to present a progress report of the operations and organizational results in the next IC and a final report of the operations and organizational results in the next IPM The entities that apply to merge communicate before ILM to the Member Subcommittee who will be representing the Merging Member during the one year merger process The Merging Member shall fulfil all Full Member criteria according to paragraph 2.3 of the compendium before the next membership check. If this is not the case, the entity will automatically become a Member in Alert Full Member(s) and an Official Extension that want to merge Full Members(s) and the OE that want to merge can only apply for the merging process to start on IPM The CU that wants to merge with the Full Member(s) has to submit a progress report 30 days before IPM takes place The Full Member(s) and the OE that want to merge have to send the following documents to the global plenary and the AI VPF at least 30 days prior to IPM One document made by the Full Member(s) and CU involved stating the reasons for the merger One report made by the Full Member(s) and CU involved including the benefits and risks of the merger in the following categories according to the national standards:
Overall performance and capacity
Budget
Fund raising
AIESEC brand
Impact on stakeholders
Implementation of the AIESEC experience
Organizational strategies
Legal registration of both the Full Member and OE
Trademark registration of both the Full Member and OE
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Governance BoA recommendations for the merger of the involved Full Member(s) and Official Extension External audit report of the involved Full Member(s) and Official Extension A merging process plan that goes up to 12 months from IPM onwards When the Global Plenary votes that the merging process can start the two entities become one entity having the “Merging Member” status A merging member entity is an entity that has all rights and duties of a full member entity. An entity can only become a merging entity at IPM and may only be a splitting member for a maximum period of one year. The Merging Member has to present a progress report of the operations and organizational results in the next IC and a final report of the operations and organizational results in the next IPM The entities that apply to merge communicate before IPM to the Member Subcommittee who will be representing the Merging Member during the one year merger process The Merging Member shall fulfil all Full Member criteria according to paragraph 2.3 of the compendium before the next IPM. If this is not the case, the entity will automatically become a Member in Alert
Member Committees that want to split into multiple entities The Full Member that wants to split into multiple entities shall send the following documents to the global plenary and the AI VPF at least 30 days prior to IPM. 2.2.6.11.1.1.
One document stating the reasons for the split of the Full Member
2.2.6.11.1.2. One report including the benefits and risks for the entities arising from the split in the following categories:
Overall performance and capacity
Budget
Fund raising
AIESEC brand
Impact on stakeholders
Implementation of the AIESEC experience
Organizational strategies
Organizational structure
Legal registration
Trademark registration
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Governance
BoA recommendation for the split of the entity
A proposed timeline for when splitting entity becomes separate entities.
When a non-full member wants to split Follow the guidelines required by a full member. Provide an additional report where it is explained that the splitting will actually be beneficial to achieve full membership criteria and that not meeting some of the criteria is in fact due to difficulties arising from being one entity. When the Global Plenary votes that the splitting process can start the Full Member that wants to split turns into one entity having the “Splitting Member” status A splitting member entity is an entity that has all rights and duties of a full member entity. An entity can only become a splitting entity at IPM and may only be a splitting member for a maximum period of one year. The Splitting Member has to present a progress report of the operations and organizational results of the entities in the next IC and a final report of the operations and organizational results of the entities in the next IPM The entities that arise from the split shall fulfil all Full Member criteria before the next IPM. If this is not the case, the Splitting Member will automatically become a Member in Alert.
Membership Criteria and timeline Find in the following paragraphs the detailed explanation of the current Membership criteria: To pay all Service Fees and contribute to the restricted funds, as legislated by the Global Plenary. The fees should be paid twice per year and are due day 0 of every ILM. To maintain its status, a member needs to complete the State of the Global Association (SOGA) quarterly surveys as necessary and within the deadlines determined by AIESEC International. For December membership check entities should submit Q2 and Q3 reports and for July membership check entities should submit Q 4 and Q 1 reports. Entities will be given at least three weeks for completion of the survey every quarter. To maintain its status, a member needs to complete the Internal Audit Survey as necessary and within the deadlines determined by AIESEC International twice per year. Member entities will be given at least 4 weeks for completion of the survey.
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To have settled or agreed on payment plans for any debt held towards other members or growth networks. If any member has an unsettled debt with another member, the creditor entity is entitled to disclose such situation to the Membership Subcommittee before each ILM If an agreement before the ILM is reached, this must be submitted by the indebted entity through a written memorandum of understanding signed by both parties. (Confirm AI Balance) To confirm their financial balance with AI as at May 31st. AI shall send their balance to member committees no later than June 11th. Every member committee shall ask any questions needed in advance of the deadline and confirm their agreement with the balance no later than June 25th. The balance is to be signed by the Member Committee President of the member and sent to AIESEC International by email (scanned original) by the due date. (Complete FLB survey) For December membership check entities should submit Q2 and Q3 reports and for July membership check entities should submit Q 4 and Q 1 reports. To have only MCP of the entities as representative at every ILM. Finance and Governance (Unqualified external audit) To submit an unqualified external audit conducted by a licensed auditor and consisting minimum of balance sheet, profit and loss statement and auditor’s opinion. External audit should be from previous financial year of the entity. If the entity’s financial year is calendar year, in IPM the entity cannot submit the audit from the immediate financial year, but must submit the previous. An English translation of the audit must be provided. The audit is to be signed by the auditor, include auditor’s contact information, scanned and uploaded to entity membership wiki or its equivalent. In case a member is not able to conduct an unqualified external audit due to legal reasons, a member can apply for an exception at the previous ILM where membership is reviewed; to deliver a corresponding audit. FLB is a body who reviews the criteria and give recommendations to MSC. (Independent bank account) To have an independent bank account or bank account with the entity that they are affiliated with, in accordance with 2.3.8.1. Members must submit a scanned account statement or letter from the bank where consistency with 2.3.8.1 is shown. The criteria should be updated for every membership check meaning by 1st of July and by 1st of January. (Legal status) To have legal status as a separate entity or as an affiliation to existing legal body in the territory or territories a member operates in. To have notarized translation of legal status is required
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(Constitution and/or Compendium) All entities must have a constitution and/or a compendium. English translation of MCP elections/selection part of the compendium is required. (External accountability body) Each member should have an external body that keeps it financially accountable to their national plenary. The national plenary of the member entity has the power to determine the process of managing the members of this external body. (VAT or equivalent tax declaration) A proof of the VAT or equivalent tax status of AIESEC in each country/territory has to be in one of the following forms:
VAT or equivalent tax declaration
Confirmation letter from official authorities stating exception from VAT or equivalent tax, including the contact details from responsible lawyers or the official officers
Letter of proof of VAT or equivalent tax research in progress, including contact details from the responsible lawyer with a cap for 2 years
2.3.1.2.6.1. The proof has to be offered in English Translation. (Trademark) To submit a proof of a completed trademark registration or a trademark registration in progress. The trademark registration in progress cannot exceed a period of 2 years. The proof should contain the AIESEC name and the AIESEC logo registration in the classes 35, 36, and 41, signature and stamp of the official authorities, date and place of registration/expedition and validity/expiration of the registration. Contracted Units must submit a plan on how to register the trademark for their country/territory. If an entity is not able to register the trademark in their country/territory within 2 years, due to national laws and regulations, then the entity is required to prove that fact to the Membership Subcommittee. To have at least one legislative meeting during the year: To have at least one legislative meeting per year, including elections or selection. The national plenary of the member entity has to have the power to decide the process of selection or election of the Member Committee President. Please follow the template letter for submission. Exchange performance To maintain or gain Full Member status, a member needs to realize on average 2 EPs and 2 opportunities per LC. Number of LCs, Eps and opportunities will be counted from official LCs and exchanges registered on experience.aiesec.org. On each membership check, MSC is going to review the performance from the previous 12 months.
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In order to gain or maintain full membership an entity should not have more than 1 lost case with ICB per 1000 exchanges in period between membership checks. Entities doing less than 1000 exchanges should not have more than one lost case in period between membership checks. Every entity should establish an ECB and submit a letter proving that entity has Entity control board. The letter needs to be signed by MCP and ECB responsible.
Current membership status Total number of entities: 122 Full Members (76): AIESEC in: Albania, Argentina, Armenia, Australia, Austria, Azerbaijan, Bahrain, Belarus, Benin, Bolivia, Bosnia and Herzegovina, Brazil, Bulgaria, Burkina Faso, Cape Verde, Chile, Colombia, Costa Rica, Croatia, Czech Republic, Denmark, Egypt, Estonia, Finland, France, Georgia, Germany, Ghana, Greece, Guatemala, Hong Kong, Hungary, India, Indonesia, Iran, Japan, Kenya, Korea, Lithuania, Mainland of China, Malaysia, Malta, Mexico, Mongolia, Montenegro, Morocco, Mozambique, Nepal, Netherlands, Oman, Pakistan, Panama, Paraguay, Peru, Poland, Romania, Russia, Senegal, Serbia, Singapore, Spain, Sri Lanka, Sweden, Switzerland, Taiwan, Tajikistan, Tanzania, Thailand, Togo, Tunisia, Turkey, Uganda, Ukraine, United Kingdom, United States, Uruguay;
Members in Alert (31) (+ when membership was lost): AIESEC in: Afghanistan (IPM 2016), Belgium (IPM 2016), Botswana (IPM 2014), Cambodia (2016) Cameroon (IPM 2015), Canada (IPM 2015), Cote D'Ivore (IPM 2016), Dominican Republic (IPM 2006), Ecuador (IPM 2014), El Salvador (IPM 2015), Ethiopia (IPM2016), Gabon (IPM 2013),Iceland (IPM 2016), Jordan ( IPM 2016), Kazakhstan (IPM 2016), Kyrgyzstan (IPM 2016), Latvia (IPM 2009), Lebanon (IPM 2016),Republic of Macedonia (IPM 2015), Moldova (IPM 2016) New Zealand (IPM 2011), Nigeria (IPM 2015), Norway (IPM2016), Philippines (IPM 2016), Portugal (IPM 2013), Puerto Rico (IPM 2013), Rwanda (IPM 2010), Slovakia (IPM 2016), Slovenia (IPM 2015), South Africa (IPM 2016), United Arab Emirates (IPM 2014);
Entities in debt (5) (when membership was lost/entity entered into EiD; AIESEC in: Italy (IPM 2016), Ireland (IPM 2003 / IPM 2012), Mauritius (IPM 2016), Venezuela (IPM 2016) Vietnam (IPM 2015);
Contracted Units are also present in (10) Contracted Units of AIESEC to: Algeria, Bangladesh, Kuwait, Laos, Liberia, Malawi, Myanmar, Namibia, Nicaragua, Seychelles
War Status and Domestic & Civil Unrest A Member in war status is not required to fulfil membership criteria and is not permitted to perform Exchange activities
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A Member shall stay for a maximum of two consecutive years in war status. The Membership Subcommittee will then review the status and make a report to the Global Plenary. Membership subcommittee shall automatically prepare a motion for the removal of membership for any entity remaining on War Status for two consecutive years. War Status/Domestic & Civil Unrest will be determined by the following two sources: ReliefWeb and then crosschecked with the US Department of State website. If a Member’s war status is removed, and the entity does not fulfil membership criteria, the Member automatically becomes a Contracted Unit. A partner entity needs to be found by the next ILM. In case a partner entity can’t found by the upcoming ILM, the Membership Subcommittee shall make a report on the situation of this entity to the Global Plenary.
Membership Subcommittee (MSC) Membership Subcommittee is responsible for managing the global membership criteria and application, review process of entity membership. Responsibilities Membership subcommittee would be responsible for reviewing and membership criteria at every membership checkpoint before ILM. Chair of membership subcommittee will be responsible for selection of the team, structured based on regional allocation. Membership Subcommittee will be responsible for membership criteria education of the Global Plenary. Each MSC member should have maximum of 10 entities to review.
Global Expansion Committee (GEC) The Global Expansions Committee is an independent body, responsible for coordinating the international expansion process of AIESEC, supporting the Global Plenary and all stakeholders interested in the sustainable growth of the organization. Responsibilities Coordinate and constantly review AIESEC’s global expansion process, according to organizational trends, mid-term ambition and needs; Support, track and coach (internal and external) expansions stakeholders Provide accurate information and present periodic reports to the global plenary and AIESEC International on the evolution of expansion goals at each international legislation meeting; Track the organizational status evolution of expansion entities
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Propose updates and improvements, regarding expansions and membership criteria, to the global compendium. Present to the global plenary a quarter report on the entities progress stating: Performance Financial resources and management Human resources Legal management Supporting directly the expansion entities with the following content: strategy knowledge, financial management, frameworks (financial and strategical), legal management
Access to information Within limitations of data sensitivity and data confidentiality considerations, the GEC shall have access to all global data necessary for the execution of its mission, especially the ones regarding membership criteria and potential expansion markets.
3. ELD MANAGEMENT Glossary of terms Term Definition Global Exchange Refers to the AIESEC Exchange Programmes, including the Global Programme or Exchange Community Development Programme (GCDP) and Global Internship Programme (GIP). Global Internship Programme (GIP)
An opportunity for an EP to develop entrepreneurial and responsible leadership by living a cross-cultural professional developmental experience.
Global Community Development Programme (GCDP) Intern or Exchange Participant (EP) Organisation (TN Taker)
An opportunity for EP to develop entrepreneurial and responsible leadership by creating direct positive impact through an international volunteer experience. AIESEC members participating in the Global Exchange Programmes and going through all stages of the Exchange process. A corporate, non-governmental or governmental entity hosting the EP during the Exchange Programmes. Local Committee (LC) Any local headquarter formally recognized as such by AIESEC International. An LC can send its members abroad or receive EPs. Sending AIESEC Entity Official Local or Member Committee of AIESEC or AIESEC International (SE) which carried out the selection process of an EP and is or was responsible for its preparation, Approval, and reintegration. Hosting AIESEC Entity The official Local or Member Committee of AIESEC that carries out the (HE) Exchange Programme with an organisation by uploading the exchange form, Approval, and organizing the EP’s reception and integration.
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Member Committee (MC)
Any country or territory headquarter formally recognized as such by AIESEC International. The Member Committee is the final responsible regarding the activities of any of its Local Committees. Sponsor Member or A sponsor member is the Member Committee which is supporting the Sponsoring Country extension of AIESEC to a new country or territory. AIESEC International (AI) Foundation administered by the Management Board of Stichting AIESEC International, having its official office located at 126 Teilingerstraat, NL3032 AW Rotterdam, The Netherlands. It is the highest governing body of AIESEC looking over operations of the global AIESEC network. Acceptance Note (AN) The official document contained in the appendices of the Exchange Programme Policies; Appendix B – EP Acceptance Note and Appendix C – TN Acceptance Note. The AN form contains the final conditions of the particular exchange as agreed by all involved parties.
AIESEC Experience [New AIESEC Experience to be legislated at IC 2016 and to be added to the Global Compendium Supporting Document.]
Exchange Program Policies (XPP) Introduction Any stakeholder involved in the AIESEC Exchange Programme is required to: Observe all aspects of the XPP, be informed of its content and respond in a timely and constructive manner to any grievances, which may arise at any stage. Follow all the responsibilities stated in the XPP article 3.6.5. Global Safety Management Guideline. Fulfil any and all private, written mutual agreements with EPs and OPs relating to responsibilities of one party to another; Follow all the responsibilities stated in the XPP article 3.6.6. Anti-Harassment and Violence Protocol
Liabilities of AIESEC Entities AIESEC International, SE and HE may only be held liable for their personal respective responsibilities as described in these policies. In particular, the afore mentioned entities shall never be held liable: In case of refusal from the authorities to provide a visa, work permit or any other legal document or authorization needed by the individual to participate in the exchange; In case of false, inaccurate or incorrect information provided by the EP or the OP resulting in the approved stage, when they were not aware of the information on being false; In case of accident incurred by the EP during the exchange;
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In case of damages caused by the EP to the organization or to any third party during the exchange; In case of damages or loss of any working material (as laptop, camera, cell phone, etc.) provided to the EP by the OP taker for work purposes; For any consequential or indirect damages, including loss of income or profits; Where the failure to fulfil their obligations has been caused by circumstances beyond their control. In case of any failure if it is a result of Acts of Nature (including fire, flood, earthquake, storm, hurricane, or other natural disaster), war, invasion, act of foreign enemies, hostilities (whether war is declared or not), civil war rebellion, revolution, insurrection, military or usurped power or confiscation, terrorist activities, nationalization, government sanction, blockage, embargo, labour dispute, strike, lockout or interruption or failure of electricity. In case EP causes direct or indirect damage to the organization; including loss of income or profits because of his/hers actions such as stealing intellectual property
Responsibilities of Member Committees To develop EP and OP exchange contracts in agreement to the XPP and local/national labour regulations; To implement a mechanism which ensures that all forms are reviewed for Approvability and respect all standards as referred to in Exchange Programme Standards in Compendium, prior to putting the form on ‘Open’. Ensure that this is completed within one (1) week. To provide assistance on complaint procedures to its LCs, EPs and organizations when standards issues or violations from the present policies arise. Member Committees should attempt to resolve complaints with sending/hosting Member Committees privately and file claim with the ECB Responsible of counter entity according to Section 3.6. when such attempts cannot be resolved independently. To cover financial compensations in accordance with the law and XPP, and remain the final responsible for any violation made by its LCs. To ensure all exchanges facilitated by AIESEC should fulfil the conditions set in the national and local labour regulations that are in force in the hosting entity and in the local area where the exchange has taken place. All exchanges must also fulfil the conditions set in the present XPP. In case of any difference or contradiction between the referred rules, the regulation which offers more benefits to the EP shall prevail; To ensure that all LCs are running exchanges and to provide all the necessary systems and tools for them to operate any exchange programmes; To ensure that all LCs are adhering to the XPP, and any other relevant supporting documents of the International Compendium as well as policies that the MC has developed specifically for their entity; To follow all relevant policies if any MC plays the role of SE or HE;
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Participate in a national audit if directed by AIESEC International or ICB. In case of natural, social or any other disaster and/or crisis occurring within the area of the HE, the HE MC is responsible to check the safety status of all the EPs in their entity and report the status to the Global Plenary, AI, and ICB within 24 hours. The report must be continuously shared to the MCPs, AI, and ICB until the HE MC ensures the status of all the EPs’ safety. The communication in case of such situation must be aligned to the Global Communication Protocol. To ensure that HE has external involvement one or more organizations (OP taker) and doesn’t solely organize an exchange.
Exchange Program Criteria Exchange Participants (EP) To qualify as an EP a person must: Be at the age of 30 or under before signing the contract Demonstrate the following: 3.3.4.1.3.1. Understanding of the purpose of the Exchange Programme the applicant is applying for; 3.3.4.1.3.2. Language proficiency in English and/or any other language necessary for an exchange; 3.3.4.1.3.3. Capability of living and working in a foreign culture; 3.3.4.1.3.4. Academic and/or working qualifications and skills suitable to his/her desired type of exchange; 3.3.4.1.3.5. Understanding of his/her role as an ambassador of his SE; An EP may: 3.3.4.1.4.1. take up a maximum period of 36 months of Exchange Programme in total. These 36 months can be allocated whenever and in whichever order, so long as they follow the minimum and maximum duration of AIESEC exchanges as outlined in section 1 of this document, and respect all XPP; 3.3.4.1.4.2. apply for an Exchange with any country or territory in which he/she has lived for a minimum period of six (6) weeks; 3.3.4.1.4.3. have an Exchange in any entity with the exception of entities in which they have lived for more than two (2) years in the last ten (10) years. The starting date of the last ten (10) years should be considered from the date that the EP applies to the Exchange selection process. CEED/MC/AI experiences may be excluded from this two-year period. An individual does not have the right to apply for the AIESEC Exchange Programme:
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3.3.4.1.5.1. If he/she does not have the capacity to enter into legal agreements in its SE, cannot legally travel abroad independently, with or without parent/legal guardians formal authorization and without requiring the HE to have legal power of attorney over the individual; 3.3.4.1.5.2. If he/she previously violated the XPP. Opportunity (OP) taker To qualify as a OP Taker a company/organisation must: 3.3.4.2.1.1. Be legally registered company/organisation in the territory of operations 3.3.4.2.1.2. Support AIESEC’s values 3.3.4.2.1.3. Aim to create or support direct positive impact in communities through their activities, initiatives, or projects. Can be from public, private, or social sector, or a project. 3.3.4.2.1.4. Aim to enhance their organization through involving an EP, improving their processes or growing their organizational performance. 3.3.4.2.1.5. Be able to provide an adequate working environment to ensure the EP is not being discriminated by race, colour, gender, sexual orientation, creed, and religion, national, ethnic and social origin, age, their life put at risk or where they would be harassed. An organisation does not have the right to apply for the AIESEC Exchange Programme: 3.3.4.2.2.1. If it cannot meet the XPP due to any reasons; 3.3.4.2.2.2. It has been recognized by an authoritative AIESEC entity and/or the ICB as having previously broken the XPP. 3.3.4.2.2.3. If they do not align with the Code of Ethics and the Global ER Principles.
Exchange Programs Criteria Global Internship Program Global Community Development Program 1a. HE to provide an internship in a hosting 1b. HE to provide an international volunteer organisation, through which an EP experience through which EPs develop contributes to the goals of the organisation, themselves while empowering individuals, completes a job description requiring communities or organisations. Be focused special expertise or skills. This includes the on areas and issues with the needs for direct development of practical skills and social impact and sustainable solutions. knowledge in a foreign environment to GCDP EPs may have different type of complement the EP’s higher educational volunteer experiences, including using background or field of career aspirations. professional skills, to contribute to their The EP is supervised and evaluated by one personal development and positive impact or more full-time employee of the host OP. on the society. 2. The internship lasts from a minimum of 6 weeks to a maximum of 78 weeks from the first day to the last day of the internship 3. Extension must not be accepted for over a total 78 weeks with the same OP taker. If the
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OP taker and the intern agree to extend the programme, AIESEC will have no responsibility or role in facilitating this; 4. Meet the national and local legality in the both HE and SE. In case of any difference or contradiction between the referred rules, it shall prevail the regulation which offers more benefits to the EP; 5. Have a OP taker, that provides clear legal status for visa invitation and other conditions in the HE as the OP taker, fulfilling all its responsibilities as described in the XPP
General Policies and Procedures General Policies and Procedures Applicable to all stakeholders at any stage To follow the privacy policy on internships.aiesec.org (http://internships.aiesec.org/) and refrain from exporting information about EPs/organizations to other platforms
General Policies and Procedures Applicable to Exchange Participant (EP) At any stage of the exchange programme a) To raise the issue with the relevant party (OP taker or AIESEC entity) according to the dispute resolution mechanism described on Article 3.6. and be proactive in resolving it. The issue raised should be based on Section 3.5. Exchange Program Policies [XPP]. b) To make proactive steps to resolve any issues faced by contacting the hosting entity, sending entity and actively participating in negotiations with the OP taker. From Engagement with AIESEC to the form(s) being open on internships.aiesec.org. Meet the selection criteria in Compendium (Exchange Participant) and the ones below: Participate in a selection process organised by the SE, if entities require it. Complete and sign all documentation necessary for participation in an AIESEC exchange. This includes, but is not limited to: the Student Contract, Resume, an agreement regarding the programme fee and the EP form on Internships.aiesec.org; Have written proof of the academic background (transcripts) and working experiences (references) as specified on the EP form; Pass the language test(s) for all proficiency levels in non-native languages or have written proof of the language level(s) as specified in the EP form; Pay the necessary application fees and/or deposits to their SE; Attend preparation events and complete the preparation requirements of the country and territory; Provide true and accurate information relating to work experience, academic backgrounds or language proficiency levels of the EP;
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Provide the required legal information to the HE and organisation so that they may verify that the EP may legally travel abroad and work in the host entity on an AIESEC exchange. From the form(s) being Open until being Approved on internships.aiesec.org EP can start a new selection process once he/she is informed that the application was not successful, or if after 10 subsequent days the EP does not receive any reply or update regarding the selection process; Inform the sending AIESEC entity if he/she becomes unavailable for an exchange, or if the EP is looking into other opportunities; Communicate constantly about approval status with sending entity; Keep all communication concerning the exchange only with the OP manager of the potential HE and not contact the organisation directly until an approved Approval is made, at which time the organisation may communicate freely with the intern; Provide complete information about the EP, including the candidate’s EP form, cover letter (motivation letter) and other information as requested by the organisation (telephone interview, detailed CV/resume, photos, academic transcripts or certificates, etc.) within reasonable limits. The information requested must also abide with the legal regulations of the HE. From Approved on internships.aiesec.org until arrival in HE The EP must follow all selection requirements of an OP form while acceptance is valid, within reasonable limits. The EP reviews and understands the conditions under which he/she can withdraw from exchange without financial penalties; Acceptance of OP form automatically means that the EP is guaranteed as available for the exchange while Acceptance Note is valid; Acceptance is valid for ten (10) subsequent days after official acceptance of OP in accordance to point If the EP rejects the OP form after he/she has officially accepted AN to opportunity and the OP taker has accepted the EP, he/she will no longer be allowed to take part in the exchange programme through AIESEC; An approved Approval between an EP and organisation is only considered official when both the EP and organisation has fulfilled at least one of the requirements below: Have accepted each other through internships.aiesec.org and signed their online official Acceptance Notes. The EP must: Officially accept the OP Acceptance Note as the final agreement of all conditions of the particular exchange;
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To hold a valid passport, if not apply for a passport so that the validation date covers the entire duration of the exchange; After providing the passport details, receive, within two (2) weeks, all the necessary documentation from the hosting AIESEC entity (including the written acceptance note/invitation) required for application for a visa/work permit; To update the hosting entity about his/her passport application within one (1) weeks of an Approval in cases where an application for a passport has been initiated with the government officials upon acceptance, unless otherwise agreedupon with the hosting AIESEC entity or organisation. An EP Acceptance Note may be deemed invalid if this standard is not met; To 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); To submit the visa application within a period up to two (2) weeks after getting all the documents mentioned in OP form; HE must provide information of this policy unless an alternative timeline was agreed-upon with the sending AIESEC entity or the OP. The EP has to keep in touch with hosting AIESEC entity and provide regular updates; To cover visa costs, unless otherwise agreed upon with the Hosting AIESEC entity or OP; To inform him/herself about all information related to specific legal policies, life conditions, safety, and cultural norms in the hosting country in order to be aware of any potential risk in the country or local area, both by asking the hosting entity as well as through independent research. The EP is the only responsible for assuming those risks, and shall not sue AIESEC or OP for any damage or prejudice caused by an event related to those risks, and shall not break its Approval or end an exchange without accrued financial penalties. From arrival in HE until completion of internship Exchange is considered realised when the EP starts working at the OP office on the first working day. The OP manager is responsible to change the status of OP form on Realised. Once a Realisation is assigned on Internships.aiesec.org by the OP Manager or by any other qualified AIESEC member from the hosting Member Committee it can only be broken (i.e., the status of the EP and OP form can only be changed) with mutual agreement of the two relevant Member Committees. The break of realisations between merged entities can be authorized by its Member Committee representatives standing for both, EP and OP form. The realisation broken will be discounted from both countries’ official results for the matter of the Membership Criteria.
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The EP must have sufficient funds to incur all expenses related to transportation to and from the country or territory. The EP must have sufficient funds to cover For GIP: all living expenses for the first four weeks of the exchange. This period can be prolonged in case first salary is received after more than four weeks of exchange provided this information is outlined in the OP. For GCDP: all living expenses for the entire period of the exchange if he/she is not receiving any monetary compensation from the OP Taker as outlined on the OP. The EP must officially register with the home embassy in the host country if their home country requires. The EP must behave in accordance to cultural, religious, ethical norms, national or local law and other policies that exist in the country or territory of exchange. The EP must take a proactive role in informing HE about any situations or requirements. The EP must inform SE and take a proactive role if he/she intends to be involved in AIESEC activities during the exchange. Completion Stage Must inform SE and HE about his/her departure at least two (2) weeks about his/ travel details. Re-Integration Stage The EP has the right to participate in re-integration activities including: 3.3.7.15.1.1. entity;
The opportunity to debrief the experience with AIESEC in the sending
3.3.7.15.1.2. The opportunity to evaluate and review the EP’s goal and reintegrate into LC activities (if applicable); 3.3.7.15.1.3. The opportunity to share the exchange experience with other members of the LC, including outgoing EPs; 3.3.7.15.1.4.
Information about reverse culture shock and how to cope with it;
3.3.7.15.1.5. Information on how to utilize and position the international exchange experience in a professional resume and in the local job market in general.
General Policies and Procedures Applicable to OP taker At any stage of the exchange programme To receive support from AIESEC in dispute resolution in cases where there are complaints against the EP for violation of any policy stated in the XPP, breaking any internal corporate code of conduct, or any other ethical/religious/cultural norms. To receive a replacement EP under the conditions stated in the XPP; or if this proves to be unreasonable or impossible, to receive financial compensation.
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To raise the issue with the relevant party [EP or AIESEC entity(ies)] according to the dispute resolution mechanism described in the section 6 of XPP and be proactive in resolving the situation. The issue raised should be based on the AIESEC XPP when unsatisfied with the EP’s performance or if the EP has violated any XPP statement. To ensure that the EP is legally qualified to work in the offered exchange (legal residency requirements and labour law exigencies); From the form(s) being Open until being Approved on internships.aiesec.org To select an EP according to procedure described in the XPP and its own selection criteria and procedure; provided they are mentioned in Job Questionnaire [Find in Annex] and the OP; Select an EP among the candidates who have accepted particular exchange (sent an Official Acceptance Note). EP form of such candidates should be presented to this organisation by hosting AIESEC entity. An Acceptance Note of EP is valid for 10 subsequent days; Receive complete information about the candidate including the candidate’s EP form, letter of motivation and other information as requested within reasonable limits. The information requested must also abide with the legal regulations of the country where the organisation is located; Contact the candidate directly for the interview or fulfilment of any other selection criteria To designate one representative in the organisation as responsible for coordinating the selection process (interviewing and accepting/rejecting candidates), together with an AIESEC Representative and subsequently supporting the EP for the duration of the exchange. To give a response regarding the suitability of any candidate or next selection stages in the period not exceeding 10 subsequent days from the date the EP has accepted particular exchange, unless the candidate agrees to continue this period. If a selection process takes place, the rules and deadlines of each stage must be communicated to the candidate in advance; To provide feedback to AIESEC about all the candidates if the OP rejects more than three candidates that fulfil all the criteria set as requested in the OP form. To review its criteria for selection with the AIESEC representative if the OP rejects more than three candidates that fulfil all the criteria set as requested in the OP form and does not provide a sufficient feedback on those candidates. At this point, AIESEC can determine whether the organisation should continue to participate in the programme. From Approved on internships.aiesec.org until arrival in HE
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The OP Taker must sign an OP Acceptance Note as a proof of final selection of particular candidate for the particular job description, within ten (10) days of selection. The OP Taker can request a supplementary signed work contract from the EP which is in conformity with the labour laws of the hosting country, provided contract does not change the working conditions indicated on the OP form and the Acceptance Note; The OP Taker can request another EP from the same AIESEC entity, if previous EP rejected the exchange after being accepted by the OP. The OP Taker can get a copy of the EP’s passport details within one (1) week of an Approval in cases where an application for a passport has been initiated with the government officials upon acceptance, unless otherwise agreed-upon with the hosting AIESEC entity or the OP; The OP Taker must provide within two (2) weeks all the necessary documents to the EP directly or through the HE (including the written invitation) required for application for visa/work permit. If 2 weeks are insufficient, the EP should be informed and agree with the timeline for provision of any required documents. The OP Taker can expect from the EP to submit the visa application in a period up to two (2) weeks after getting all the necessary documents and if the other timeline was not agreed with the hosting entity or the OP. The OP Taker must make sure together with AIESEC entity that the EP for the exchange would be able to leave and return to the home country independently, and they also must verify the EP would be able to work in an AIESEC exchange legally in the country the organisation is located; The OP Taker must set expectations with the EP regarding expectations of the exchange job role prior to the arrival of the EP. From arrival in HE until completion of internship The OP Taker can demand that the EP perform the full extent of requirements and duties stated in the Job Questionnaire [find in Annex], OP and the XPP; The OP Taker must provide a job description that corresponds to the signed job questionnaire and corresponds to the AIESEC exchange definitions outlined in section 1; The OP Taker must provide guidance, training and adequate working conditions according to signed Job Questionnaire [find in Annex] and the OP, for the EP to achieve the objectives agreed-upon. In all cases, the organisation is the sole responsible for any damage or loss of any working material (as laptop, camera, cell phone, etc) unless otherwise agreed-upon with the intern;
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The OP Taker must assign one representative as responsible for the EP’s workplace integration, so he/she may integrate as best as possible into the new working environment; The OP Taker must provide any additional information that the EP will need to know during the whole period of the exchange in terms of working and fulfilling the Job Description; The OP Taker must provide performance-related feedback on EP’s performance on a regular basis throughout the exchange. If the OP fee mentioned on the OP is (0) zero, there can be no OP fee reimbursement through complaint procedures. However, if the hosting entity can provide evidence of expenses incurred on the EP by organisation, the amount can be scrutinized or considered for reimbursement during complaint procedures.
General Policies and Procedures Applicable to Hosting Entity From Engagement with AIESEC to the form(s) being open on internships.aiesec.org To receive written consent from another AIESEC entity before opening opportunities within the geographic jurisdiction of said AIESEC Entity.) From the form(s) being Open until being Approved on internships.aiesec.org To have a login created for the OP Taker and access to Partnership Menu in internships.aiesec.org. To have the whole process of pre-screening candidates conducted for the OP Taker. To put OP form on “Draft” status if the exchange programme has become temporary unavailable, or if the particular organisation cannot participate in an AIESEC Exchange programme due to reasons stated in Compendium. To constantly (once a week) inform applicant about the progress of his application if he/she was shortlisted. Information should be sent to applicant either by OP manager or by Global coordinator. From Approved on internships.aiesec.org until arrival in HE The HE must send Link to Reception article to the EP. The HE must provide the EP Visa Assistance in accordance with XPP. The HE must provide the EP relevant visa and labour law information. The HE must send the EP key contact information including: 3.3.9.3.4.1. The OP manager/EP LCP contact number and email, 3.3.9.3.4.2. Responsible/buddy person’s contact number and email, 3.3.9.3.4.3. LCVPICX contact number and email, 3.3.9.3.4.4. OP taker’s responsible person’s number and email, 3.3.9.3.4.5. LC and MC office address and accommodation address.
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The HE must send the EP key information on OP’s expectations The HE must provide information on local specific safety for the areas of OP and accommodation location referring to the local authorities’ official statements. From arrival in HE until completion of internship Check the EP’s safety status at least once in a week until he/she departs from the country/territory with the same visa status provided by the HE, even after the Exchange Programme duration has ended. If the EP decides to stay in the country/territory longer with his/her own coordination of the visa or residential status, AIESEC is no longer responsible for his/her safety status. Provide Minimum General Services: 3.3.9.4.2.1. To have an individual responsible person (preferably OP manager) for providing overall services to the EP throughout the exchange duration. They must facilitate the EP’s reception and orientation during the first month of the exchange, unless otherwise specifically assigned; 3.3.9.4.2.2. To have an access to platform (e.g. forum, mail group, phone number etc.) for the EP to be able to communicate with the hosting entity members during the whole period of exchange. Provide Minimum Logistical Services: 3.3.9.4.3.1. Provide support on registration with relevant local authorities within the timelines mentioned by the country's law. The hosting LC shall communicate (including information on country page) the registration timelines and requirement to the sending LC and the EP as soon as the EP is selected. 3.3.9.4.3.2. Assistance to open a bank account if necessary and assistance in converting money to the local currency on EP’s request. 3.3.9.4.3.3. Provide information about location and guidance for use of general services such as medical systems, use of emergency services, public transport, groceries and any other information that would be necessary to allow the EP to successfully complete their exchange. 3.3.9.4.3.4. Provide assistance in obtaining essential service as electricity, water, gas, heating if required and provide a communication platform in case any inconveniences with these services take place. 3.3.9.4.3.5. Provide assistance in dealing with housing agreements and landlords if required by EP. Provide Minimum Work Related Services: 3.3.9.4.4.1. Setting expectations with the EP’s supervisor regarding expectations of the exchange job role, unless it is stated in OP already.
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3.3.9.4.4.2. Inform all the stakeholders involved regarding the complaint and termination procedures (Section 3), integration plans for EP and frequency of communication/evaluation between the OP taker and the AIESEC. 3.3.9.4.4.3. Ensure the EP receives performance-related feedback from the organisation on a regular basis throughout the exchange. Provide Cultural Integration Assistance: 3.3.9.4.5.1. Provide information about places of interest for the EP to visit (at least through entity page in form of website links) 3.3.9.4.5.2. Provide information about local cultural norms, including those related to dressing, greeting, traditions and law policies (at least through entity page in form of website links) Provide Minimum AIESEC Integration Services: 3.3.9.4.6.1. Introduction to the local AIESEC members, the LC reality and culture. 3.3.9.4.6.2. Provide communication platform for the EP to connect with other members of the LC. 3.3.9.4.6.3. Provide opportunities for the EP to become involved in AIESEC activities related to their interests and goals if EP is interested.
General Policies and Procedures Applicable to Sending Entity From the form(s) being Open until being Approved on internships.aiesec.org From Approved in HE From the form(s) being Open until being Approved on internships.aiesec.org The SE must provide training and support through an EP Buddy/Manager during the Approval stage to ensure that the EP is familiar with the functions of internships.aiesec.org such as browsing for exchange opportunities, viewing articles/library section, and searching for contacts. Provide Outgoing Preparation which includes: 3.3.10.2.2.1.
Exchange Programme Policies
3.3.10.2.2.2.
EP Expectation Setting
3.3.10.2.2.3.
EP Goal-Setting
3.3.10.2.2.4.
EP Cultural Preparation
3.3.10.2.2.5.
AIESEC Way
The SE must research on destination safety status together with the EP. The EP is responsible for the decision on going to the destination country/territory as his/her own choice.
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The SE must provide access to a platform (e.g. forum, mail group, phone number etc.) for the EP to be able to communicate with sending LC during the whole period of exchange for feedback, evaluation, information sharing and general support. From arrival in HE until completion of internship Constantly communicating with the EP including his/her location and the safety at least: GIP: when he/she arrives and after once a month GCDP: when he/she arrives, in the middle of the experience and in the end. If the SE cannot reach the EP any longer than 10 (ten) days without any notification from the EP and/or the HE, the SE is responsible to coordinate with the HE to research and be updated about the EP location and his/her safety, and on SE’s own judgment, contact the family/guardian of the EP in the SE. Re-Integration Stage Inform the EP about existing re-integration opportunities in AIESEC Approved Policies Approved Status between an EP and organisation is only considered official when both the EP and organisation has fulfilled at least one of the requirements below: 3.3.10.5.1.1. Have accepted each other through internships.aiesec.org and signed online official Acceptance Notes 3.3.10.5.1.2.
Have signed and exchanged traditional Acceptance Note
Acceptance of opportunity automatically means the EP is accepting the particular exchange with all its conditions, as described in the opportunity available in internships.aiesec.org unless otherwise stated in the Acceptance Note; Acceptance opportunity automatically means that the EP is guaranteed as available for the exchange while Acceptance Note is valid Acceptance is valid for ten (10) subsequent days after official acceptance of OP in accordance to point Policy of Breaking Approved Status The EP has the right to break Approval if one of the following situations applies: 3.3.10.6.1.1. The EP has not received all necessary documents required for application for visa/work permit from the hosting LC (including invitation) within two (2) weeks, which has resulted in the EP not being able to commence with the exchange; or the EP was not informed of the timeline for provision of any required documents;
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3.3.10.6.1.2. In the case where the standard under policy 3.5.7.6.5; (to view the visa ) is met by the EP but a delay was caused by third party and this delay fundamentally changes the conditions of the exchange (Proof required).; 3.3.10.6.1.3. The EP has an emergency in his/her family (Proof required). After breaking an Approval due to family emergency the EP is not allowed to put an EP form on “Open“ or raise new EP form on internships.aiesec.org for the next 6 weeks; 3.3.10.6.1.4. The EP becomes ill and the situation can be dangerous for his/her health (Proof required); 3.3.10.6.1.5. The EP may be put in danger due to the area where he/she works being formally declared in emergency due to war, natural disasters, people revolution, and terrorism attacks; 3.3.10.6.1.6. The OP Taker has the right to break Approval if one of the following situations applies: 3.3.10.6.1.7. The organisation is within the labour laws of the host country to end the exchange early. 3.3.10.6.1.8. The EP has falsified information related to his work experience, academic background or language proficiency, and is unable to fulfil his exchange job role as specified in the OP form. Break Realisation Policy 3.3.10.7.1.1. The EP has the right to Break realisation if one of the following situations applies: 3.3.10.7.1.2. The EP has an emergency in his/her family (Proof required). After breaking a realization due to family emergency the EP is not allowed to put an EP form on “Open” or open new EP form on internships.aiesec.org for the next 6 weeks. 3.3.10.7.1.3. The EP becomes ill and the situation can be dangerous for his/her health (Proof required); 3.3.10.7.1.4. The EP is in danger due to the area where he/she works being formally declared in emergency due to war, natural disasters, people revolution, and terrorism attacks; 3.3.10.7.1.5. The EP does not have an official working/living permit in the country of exchange upon arrival unless other legal options have been agreed upon; 3.3.10.7.1.6. The exchange job is different to the description the AN form refers to and was not agreed upon by the EP, where the change affects the nature/purpose of the job, or puts the EP in financially or physically disadvantaged state. The EP is expected to try to resolve the issue first with the OP taker and hosting entity;
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3.3.10.7.1.7. The EP is discriminated against race, colour, gender, sexual orientation, creed, religion, national, ethnic or social origin, or age at his/her work place; 3.3.10.7.1.8. The EP is sexually harassed at their work place or by AIESEC members; 3.3.10.7.1.9. The organisation does not provide the basic work conditions or any main benefit offered to the EP that the AN form refers to and the EP 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 EP’s job or living conditions in order for a broken Approval to be validated. The EP is expected to make certain preliminary steps to resolve the issue, including contacting the hosting entity and actively participating in negotiations with the organisation to resolve any issues; 3.3.10.7.1.10. The OP taker does not pay corresponding salary to the EP for two consecutive months. The EP may still claim accrued salary from the OP taker and hosting entity in case of a broken realization. The OP Taker has the right to Break realisation if one of the following situations applies: 3.3.10.7.2.1. The EP has falsified information related to his work experience, academic background or language proficiency, and is unable to fulfil his exchange job role as specified in the OP form. 3.3.10.7.2.2. The EP is breaking a law of the hosting country or is continuously breaking internal regulations of the organisation despite being warned or aware of them. 3.3.10.7.2.3. The organisation is within the labour laws of the host country to end the exchange early.
Complaint Procedure To raise an issue regarding AIESEC Exchange Programme, any party must follow the dispute resolution process in the order outlined below:
Step 1. (Internal Level): The complaint party should inform the Hosting AIESEC Entity and the response party and try to solve an issue privately with them.
Step 2. (Local Level): If Step 1 has been tried and failed, the complaint party should inform and involve the Sending Entity, while this entity will inform and communicate with the hosting entity to solve the problem in accordance with the Exchange Programme Policies.
Step 3. (National Level): If Step 2 has been tried and failed, then both sending and hosting entity should inform their ECB and MC that will work together to solve the issue. In addition, they may share the issue over the Global Network.
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Step 4. If the parties involved cannot reach a mutual agreement within a twoweek period, it is advised to submit a formal Case Application as stated in 3.6.2
Submission of a complaint to ECB Before any party can submit a complaint to ECB, it has to try to settle the issue on a local level. Complaining parties have a responsibility to raise complaints with appropriate local parties within one month of the date of the alleged violations. ECB shall automatically accept arbitration of cases where parties started negotiation/communication with each other on disputes within one month of the violation. However, ECB chair shall have discretion in accepting or rejecting arbitration of cases where communication between If the parties involved cannot reach a mutual agreement within one week period on a local level, it is advised that the situation be brought forth to ECB. The following steps must be followed to submit a complaint to ECB: The complaining party (LC or Intern) shall contact ECB with initial complain on Exchange Standards Delivery by writing an email to ECB of their entity. ECB contact email shall be accessible on the entity website. ECB shall support the complaining party in filling in the Official Case Application Package (please refer to Article 3.6.3.) within one week after official complaint is received. If no reply within one week or contact not found, please refer to [email protected]. Application package must contain LC to LC correspondence where ECB can find that mutually acceptable solution could not be found. Application package should contain all proof of acclaimed XPP violations which can include but not limited to: receipts, flight tickets, examples of communication, TN/EP ANs, pictures etc. Documents attached in Official Application pack must be in English. ECB has the right to request that documents are notary translated Along with this, ECB and EP must sign the last paragraph of the Official Case Application ECB will inform the relevant counter entity of the complaint by submitting Official Case Application Package. ECB of counter entity has one week to submit answer to the case by filling in Official Case Application which was sent to them, notice the following: In case ECB of a counter entity does not submit Official Case answer within one week and also didn’t ask for prolonging the deadline for valid reasons, ECB who filed a case automatically continues the procedure assuming that there are no arguments against from counter Entity. In this case counter entity cannot make an appeal to ICB, unless they can provide proof that the Case Application was not received.
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The respondent may also file a claim against the original claimant. Such counter-claims must include the same information originally submitted by the claimant. Once the above information is gathered, ECB will email the entities with any requests for required additional information. All information must be submitted within ONE week from the date of the email. In case the entity cannot meet this deadline then the entity can ask for additional time before the deadline by directly submitting such a request to ECB e-mail address. In case of an emergency or when basic living conditions of an intern do not fulfil the standards (lack accommodation, lack of salary etc.) case can be solved only by ECB Chair and ICB Team Leader of Case Solving within 48h.
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Official Case Application Form (in Annex) ECB Decisions and Follow Up ECB shall hand down decisions with recommendations for solutions of the case within 1 week of receiving all information. The solution provided by ECB is never obliged to include a financial compensation component, and is always subject the interpretation of the XPP by ECB. Solution should be provided due to the Official Case Solution form which is outlined in Article 3.6.3. Official Case Application should be send to ECB of counter entity and ICB ([email protected]). ICB is responsible to track follow up and/or reimbursement procedure. ECB is taking into consideration expectations of compensation submitted with the case and has the jurisdiction to decide on the amount and type of any applicable financial compensation. ICB will revise it after receiving Case Solution and has the final decision on the amount reimbursed and follow up actions. Financial compensation as a final solution may consist of the following categories prescribed by ECB according to particular case details, XPP policies violated and proofs submitted: TN/ EP fee; Travel Expenses; Travel Insurance; Visa Expenses; Additional Expenses incurred by any party caused by XPP violation by other party. In case of financial compensation, the complaining party is given up to one week to create an invoice. Fined party has up to one month to proceed with the payment after receiving invoice. In case the entity fails to pay the fine amount within the timeline set by ICB, AI should automatically pay this sum from its funds and record it as loan for the owing entity in their entity balance. If the internship in question is continuing at the time of complaint, ECB will inform ICB and provide an intermediate recommendation for immediate steps to address the situation within 2 days of receiving all the necessary information. ECB shall not be bound by this recommendation in forming its final decision. Entities will be responsible for sending a report to ICB about implementation of the solutions handed down within 1 month of the case being solved. In cases of ongoing cases, parties will be required to submit updates to ICB once every week until progress towards the solution is complete. Any personal details of individuals involved will be redacted from case solutions at time of publish. Break Realization Procedure: Both representatives of SE ECB and HE ECB must agree on it
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Inform ICB about ([email protected]):
Reason of break Realization
Link on internship.aiesec.org of EP and OP
Submission of an Appeal to the ICB In the case that ECB of counter entity or EP/LC does not agree to the decision made by ECB who filed the case, the party has the right to appeal against ECB decision during 7 days (one-week period) after Official Case Solution was announced by ECB. Appeal should be submitted to ICB ([email protected]) and should contain Official Case Application, Answer, Solution and all the proofs from both sides. In such events, a final appellate committee composed of ICB members will review the case. ICB has 48 hours to accept or reject appeal depending on the arguments and proves provided by Appealing party. If Appeal is accepted ICB will inform the relevant counter entity of the appeal by submitting Official Appeal Application Package. Once the above information is received, ICB will email the entities with any requests for required additional information. All information must be submitted within 72 hours from the date of the email. In case the entity cannot meet this deadline then the entity can ask for additional time before the deadline by directly submitting such a request to ICB e-mail address ([email protected]). ICB shall review the appeal independently of the first case solution. ICB shall base its decision on the documented evidences provided by ECB within the established deadlines The recommendation of ICB is the final decision which shall be sent within 72 hours after receiving all relevant documentation. In instances where a decision involving a fine is not paid by the involved parties within the timeframe required by ICB, AI should automatically pay this sum from its funds and record it as loan for the owing entity in their entity balance. If an ECB is noticed to be partial or not following up the procedure on compendium when solving a case, ICB has the right to disband the ECB depending on the gravity of the violation. ECB that was disbanded is not allowed to solve cases regarding quality of exchange programs until the body is re-elected and received new training from ICB. The training happens upon request ([email protected]), coach calls are provided within two weeks from receiving the request. After coach calls ECB will have one month probation under ICB supervision, by the end of probation ECB can solve cases independently.
Compensation for EPs No financial penalties can be claimed by any party under the circumstances stated in policies: 3.4.5.1.1.1. The EP has an emergency in his/her family (Proof required). After breaking a realization due to family emergency the EP is not allowed to put an EP form on “Open” or open new EP form on internships.aiesec.org for the next 6 weeks.
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3.4.5.1.1.2. The EP becomes ill and the situation can be dangerous for his/her health (Proof required); 3.4.5.1.1.3. The EP is in danger due to the area where he/she works being formally declared in emergency due to war, natural disasters, people revolution, and terrorism attacks) The EP has the right to Break realisation if one of the following situations applies: The EP becomes ill and the situation can be dangerous for his/her health (Proof required); The EP is in danger due to the area where he/she works being formally declared in emergency due to war, natural disasters, people revolution, and terrorism attacks; The EP does not have an official working/living permit in the country of exchange upon arrival unless other legal options have been agreed upon; The exchange job is different to the description the AN form refers to and was not agreed upon by the EP, where the change affects the nature/purpose of the job, or puts the EP in financially or physically disadvantaged state. The EP is expected to try to resolve the issue first with the OP taker and hosting entity; (The EP is responsible for their own travel expenses). Under the circumstance stated in policy: The EP has an emergency in his/her family (Proof required). After breaking a realization due to family emergency the EP is not allowed to put an EP form on “Open” or open new EP form on internships.aiesec.org for the next 6 weeks. The EP is discriminated against race, colour, gender, sexual orientation, creed, religion, national, ethnic or social origin, or age at his/her work place; The EP has not received all necessary documents required for application for visa/work permit from the hosting LC (including invitation) within two (2) weeks, which has resulted in the EP not being able to commence with the exchange; or the EP was not informed of the timeline for provision of any required documents; Compensatory act can be claimed by a party depending on which party has fulfilled the responsibilities stated in section: After providing the passport details, receive, within two (2) weeks, all the necessary documentation from the hosting AIESEC entity (including the written acceptance note/invitation) required for application for a visa/work permit; To update the hosting entity about his/her passport application within one (1) weeks of an Approval in cases where an application for a passport has been initiated with the government officials upon acceptance, unless otherwise agreedupon with the hosting AIESEC entity or organisation. An EP Acceptance Note may be deemed invalid if this standard is not met;
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To 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); To submit the visa application within a period up to two (2) weeks after getting all the documents mentioned in OP form HE must provide information of this policy unless an alternative timeline was agreed-upon with the sending AIESEC entity or the OP. The EP has to keep in touch with hosting AIESEC entity and provide regular updates; To cover visa costs, unless otherwise agreed upon with the Hosting AIESEC entity or OP; To inform him/herself about all information related to specific legal policies, life conditions, safety, and cultural norms in the hosting country in order to be aware of any potential risk in the country or local area, both by asking the hosting entity as well as through independent research. The EP is the only responsible for assuming those risks, and shall not sue AIESEC or OP for any damage or prejudice caused by an event related to those risks, and shall not break its Approval or end an exchange without accrued financial penalties. Under the circumstances stated in policies: The EP is sexually harassed at their work place or by AIESEC members; The organization does not provide the basic work conditions or any main benefit offered to the EP that the AN form refers to and the EP 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 EP’s job or living conditions in order for a broken Approval to be validated. The EP is expected to make certain preliminary steps to resolve the issue, including contacting the hosting entity and actively participating in negotiations with the organization to resolve any issues; The OP taker does not pay corresponding salary to the EP for two consecutive months. The EP may still claim accrued salary from the OP taker and hosting entity in case of a broken realization. The organization is within the labor laws of the host country to end the exchange early. The hosting entity must provide then a new exchange in the same country/territory. 3.4.5.5.5.1. For GIP within 1 month. This period may be extended upon written mutual consent. 3.4.5.5.5.2. For GCDP: within 2 week. This period may be extended upon written mutual consent.
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Either a suitable exchange cannot be found, or if the immigration/ labor law of the hosting country/territory does not allow the EP to stay in the country or to change work place, then the EP has the right to have compensated by the OP taker or the hosting entity the full travel expenses to and from the hosting entity and other expenses caused by the violation of the relevant policies. Hosting entity can charge the compensation from the OP taker. EP and hosting entity should consider that if a minimum of three exchanges corresponding to the specifications of the EP form are presented within the period of two week for GCDP and the EP rejects all of these, then the hosting entity is under no further obligation to the EP. Compensation for OP Takers No financial penalties can be claimed by any party under the circumstances stated in policies: 3.4.5.6.1.1. The EP becomes ill and the situation can be dangerous for his/her health (Proof required); 3.4.5.6.1.2. The EP is in danger due to the area where he/she works being formally declared in emergency due to war, natural disasters, people revolution, and terrorism attacks; 3.4.5.6.1.3. The EP does not have an official working/living permit in the country of exchange upon arrival unless other legal options have been agreed upon; 3.4.5.6.1.4. The exchange job is different to the description the AN form refers to and was not agreed upon by the EP, where the chanbereage affects the nature/purpose of the job, or puts the EP in financially or physically disadvantaged state. The EP is expected to try to resolve the issue first with the OP taker and hosting entity; 3.4.5.6.1.5. In the case where the standard under policy 3.5.7.6.5; (to view the visa ) is met by the EP but a delay was caused by third party and this delay fundamentally changes the conditions of the exchange (Proof required).; 3.4.5.6.1.6. The EP has an emergency in his/her family (Proof required). After breaking an Approval due to family emergency the EP is not allowed to put an EP form on “Open“ or raise new EP form on internships.aiesec.org for the next 6 weeks; 3.4.5.6.1.7. The EP becomes ill and the situation can be dangerous for his/her health (Proof required); 3.4.5.6.1.8. The EP may be put in danger due to the area where he/she works being formally declared in emergency due to war, natural disasters, people revolution, and terrorism attacks; Request a new EP to replace the original EP, in all circumstances stated below:
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3.4.5.6.2.1. The EP has an emergency in his/her family (Proof required). After breaking a realization due to family emergency the EP is not allowed to put an EP form on “Open” or open new EP form on internships.aiesec.org for the next 6 weeks. 3.4.5.6.2.2. The EP becomes ill and the situation can be dangerous for his/her health (Proof required); The Sending AIESEC entity is then responsible to find a suitable EP within 2 months. This period may be extended upon mutual written agreement between the OP taker and the sending AIESEC entity. The sending AIESEC entity must submit a minimum of 3 suitable candidates that reasonably fulfil the criteria of the OP form. If the OP taker rejects the candidates, the sending AIESEC entity is under no further obligation to the organisation. If no suitable EPs can be found within the timeframe, the EP or the sending entity may be asked to pay up to full amount of the Exchange programme fee (OP fee) paid by the OP taker or other expenses incurred on the EP by the OP taker. The amount can be scrutinized or considered for reimbursement during complaint procedures. Compensation shall only be paid upon the request of the organisation. Reimbursement Policies and Procedures Proof for all violations must be provided to the ECB and ICB in accordance with Official Case procedure outlined in articles 3.6.3. and 3.6.4. Violations Actions Responsible No LEAD for EP
EP fee reimbursement
SE
EP over 30 or more than 2 years after graduation
TN fee
If EP lied: EP
EP has lived in destination country for more than 2 years in the past 10 years (excluding AI/MC/CEED)
3 new EP to the HE entity
SE
EP has not lived in the country in which they were “raised” for more than 6 weeks
Put EP in the country by right
Wrong SE country to put in the right SE
EP provided false information
1st. 3 new EPs for the HE entity
SE
If SE knew: SE
2nd. If not suitable payment of TN fee Not getting salary
Payment of all salary
TN taker (or HE if TN taker does not communicate)
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Different salary from what agreed
Payment of the difference
1.If payment is less than agreed: HE to EP 2. If payment is more that agreed: EP to HE
Having wrong type of visa
visa payment reimbursement and any fines reimbursement related to visa
1.If missing or wrong information: HE is responsible 2.If EP applied for the wrong visa: EP is responsible
Accommodation was not provided as it promised – proof needed
Reimbursement of accommodation expenses
HE
Food was not provided as promised
Reimbursement for each meal that was promised
HE
JD does not correspond to the one in OP/AN
EP fee and traveling cost
HE
EP came to HE and the internship was cancelled and there was no option to find another one
Travel costs, EP fee and Visa
HE
The JD does not fit the description in more than 50%
Travel costs, EP fee and visa costs
HE
Exchange less than 6 weeks
Travel costs, EP fee and visa costs and any other cost EP had
HE
Exceptional Circumstances To facilitate an exchange with a non-member AIESEC entity. In such cases, all forms and procedures must flow through the Sponsoring Country. The following two scenarios illustrate this: 3.4.5.8.1.1. 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 Approval, as both the TN and EP IDs would be from the same country (Turkey).
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3.4.5.8.1.2. 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. The supporting MC must ensure that all the exchange policies 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. To facilitate exchanges between countries within a merged entity. Once Acceptance Notes have been exchanged, the hosting country must inform AIESEC International of the Approval and forward the Acceptance Notes as proof (via email or fax). AIESEC International will assign the Approval on behalf of the two parties. The TN and EP entities are responsible to follow all Exchange Programme Policies. In those cases the Acceptance Notes alone are enough proof for an Approval. In case of breaking realisation for an Approval or realisation between merged entity, the Member Committee must follow the breaking realisation policy stated in the XPP 5(SE) and report the situation to the ICB for confirmation. “Whistle-Blowing” procedure Whistle-blowing is an official reporting mechanism that will be enabled to create a direct reporting channel with the ICB. Whistle-blowing is justified when at least one of the following conditions is met: 3.4.5.9.1.1. The behaviours being reported are likely to result in serious harm to one of the entities involved 3.4.5.9.1.2. The usual channels have been tried and have failed If any controversial issues emerge as a result of non-compliance with the Exchange Program Policies or Global ER Principles, premises and implementation guidelines, and the concerned entities tried and could not come to an agreement between themselves then: It is possible to use the “whistle blowing” procedure available. In such a case, the ICB shall: 3.4.5.9.3.1. Inform the parties involved of the case and solutions 3.4.5.9.3.2. Track the implementation of the solutions/ recommendations given Under the conditions described by the whistle-blowing procedure, any AIESEC entity or individual can bring forward a complaint about a violation of the Exchange Program Policies or Global ER Principles to the ICB by submitting the complaint to the following e-mail address: [email protected] according to the escalation mechanism aforementioned or degree of the reported violation. The complaining party shall send an email to a member of ICB that will include the following information: Reasons for raising the complaint including areas of the AIESEC Exchange Program Policies or Global ER principles which have been violated
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Background information (e. g, documents, containing proof of the situation-letters, emails, scanned documents) A detailed description of the current situation Contact information (telephone and email) of all parties relevant to the case A request to be given a whistle blower status by ICB Along with this, the complaining party must submit a signed letter stating that: The case has been brought forth to ICB for case solving. When whistle-blower status is given to an individual his identity is protected by the ICB and shall not be disclosed to any party under any circumstances apart from individuals/entities that the whistle blower has agreed to be discovered e.g. PAI, FLB etc. AIESEC Entities need to respond to ICB emails within 48 working hours unless other deadline is provided. In case Entity representatives do not respond, ICB will inform the Global Plenary about the situation and proceed with further steps stated in XPP. Note: ICB emails – all emails received from current ICB members
Global Safety Management Guideline Purpose and scope of this guideline This guideline is to identify the minimum standard requirements for all entities and stakeholders involved in the AIESEC activities to ensure that the safety management and crisis response management systems and structures are in place. This is to protect AIESEC as a whole organisation when we face any crisis and to prevent any crisis to happen. This guideline is to be implemented for all full and non-full members of AIESEC, and this guideline is applicable for all activities organised under the name of AIESEC, including but not limited to: Exchange Programme, CEED, Conferences, and Study Tours. In case of any miss-implementation or violation of this guideline, any parties involved must follow the complaint/dispute resolution process outlined in the XPP and the International Compendium. Glossary: 3.4.6.1.4.1. Sending Entity MC is the MC whose local members are participating in overseas activities of AIESEC. 3.4.6.1.4.2. Hosting Entity MC is the MC whose hosting an Exchange Programme, CEED, Conference, Study Tour or any other AIESEC activities which receives international participants from overseas. Responsibility of the Sending Entity MC
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To ensure all the EPs and members of own entity to sign a contract with AIESEC local or member committee prior to their travel abroad under any activities with AIESEC name. The contract must contain the following: 3.4.6.2.1.1. “I,_______________, as a participant of AIESEC overseas activity (Exchange Programme/CEED/International Conference/Study Tour/____________) understand and hereby agree to follow all the terms, conditions and responsibility of myself stated in the AIESEC Exchange Programme Policies as well as following statements:
To be responsible for own participation to the AIESEC overseas activity programme and act with own safety as the first priority;
To be responsible for own decisions of going to the destination country/territory and for any safety risks it contains;
To be liable for any harms caused by own actions to any stakeholders involved;
To have overseas travel and health insurance as own responsibility, and take vaccination if necessary;
To inform the contact details in the destination prior to leave the home country/territory, to their family and the Sending Entity AIESEC committee.”
3.4.6.2.1.2. Full Name; Contact details in the home country/territory; Duration of overseas activity; Destination country/territory; signature of agreement to above statements. 3.4.6.2.1.3. Emergency contact details in the home country/territory. 3.4.6.2.1.4. Acknowledgement signature, full name and the contact details of parents/guardians if the participant does not have power to enter into legal agreements by his/her own. 3.4.6.2.1.5. AIESEC Sending Entity responsible person full name and contact details. To have a clear standard and guideline of identifying the possible destination choices and its restriction for any AIESEC overseas activities, based on own government or any official standard of safety status of the areas. If the Sending Entity decide not to have such restriction or guideline, the SE must clarify and emphasize the responsibility of each participants to take their own responsibility and liability of choosing the destination, and provide clear education to the participants on the destination safety conditions including: 3.4.6.2.3.1. Official status of the country/territory of its political situation; 3.4.6.2.3.2. Past terrorism, incidents and natural disasters records and current status of such safety standard; 3.4.6.2.3.3. Crisis prevention actions and mind set for traveling and living in the country/territory;
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3.4.6.2.3.4. Potential diseases and its necessary vaccinations; Responsibility of the Hosting Entity MC To ensure all the participants of AIESEC activities hosted in own entity to register at their home country/territory’s embassy or consulate. To have the contact details of the participant at least ten (10) days before he/she arrives the country/territory. To ensure all the participants of AIESEC activities hosted in own entity to agree on the responsibility and liability condition of AIESEC Hosting Entity in written proof (e.g. Indemnity form for conferences). To have prepared safety management guidelines for interns and AIESEC members in case of seasonal risks such as floods, earthquakes etc. To have complains system created for EPs, Opportunities as well as other visiting AIESEC Members where they can submit their complaints and track its solution. Responsibilities of both Hosting and Sending Entities MC To have established relations with the lawyer, a PR agency or/and other parties who in case of emergency can support AIESEC in dealing with crisis communication towards both media and sides of the conflict.
Anti-Harassment and Violence Protocol INTRODUCTION AIESEC has approved the present “Harassment and Violence Protocol” (hereafter ‘Protocol’) with the commitment of preventing sexual harassment, sex or gender-related harassment and/or psychological harassment, as this type of conduct represents a threat to the dignity of persons, damages the workplace atmosphere and has negative effect on the health, moral, confidence and self-esteem of individuals. With this in view, the present Protocol defines conducts to be avoided as well as specific measures aimed at prevention. It also explains how to process charges or claims that may be presented by individuals who have been victims of the said type of conduct. Consequently, an efficient and agile investigation procedure has been established that will be implemented when the said type of conduct is reported. The said procedure will guarantee confidentiality and protect the identity of the individuals affected and of all those taking part in the process. PRINCIPLES AIESEC’s vision is “We aim to achieve peace & fulfilment of humankind’s potential”. AIESEC’s values are: Acting Sustainably, Striving for Excellence, Enjoying Participation, Activating Leadership, Living Diversity, and Demonstrating Integrity.
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AIESEC is a global, youth-run, non-political organization We aim to provide a safe environment for all our stakeholders to develop themselves in by providing an adequate working environment to ensure all our stakeholders are not being discriminated by race, colour, gender, sexual orientation, creed, and religion, national, ethnic and social origin, age, their life put at risk or where they would be harassed. SCOPE The Protocol will be applicable to all people who work for AIESEC. This includes all exchange participants, and all levels within AIESEC, such as SUs, NSTs, etc. The sphere considered, for any mode of harassment, will be the work centre; consequently, if cases of harassment should occur outside the workplace, proof must be provided that the situation is directly work-related (for example, during global internship exchanges, CEED or MC term, conferences or events). CONTENTS CONCEPTS 3.4.7.4.1.1. SEXUAL HARASSMENT 3.4.7.4.1.1.1. Sexual Harassment is any conduct of a sexual nature, whether verbal or physical, with the purpose of infringing or that infringes on the dignity of a person, particularly when it generates an intimidating, derogatory or offensive environment. 3.4.7.4.1.1.2. Sexual harassment is distinguished from freely accepted and reciprocal advances to the extent that sexual harassment is unwanted by the person object of the said advances. As an example, and without excluding or limiting other aspects, the types of conduct described below could be considered sexual harassment. 3.4.7.4.1.2. CONDUCT UNDERSTOOD AS SEXUAL HARASSMENT 3.4.7.4.1.2.1. Verbal conduct is Unwelcome sexual insinuations, propositions or pressure to enter into sexual intercourse, insistence to take part in social activities outside the workplace once an individual has clearly stated that the said insistence is inappropriate and unwarranted; offensive flirting; insinuating, indirect or obscene comments; unwanted telephone calls; jokes or comments on a person’s sexual appearance. 3.4.7.4.1.2.2. Non-verbal conduct is Exhibition of sexually suggestive or pornographic photographs, of objects or texts, indecent looks, whistles or gestures; offensive letters or e-mail messages with sexual contents. 3.4.7.4.1.2.3. Physical conduct - is deliberate and unwanted physical contact, unwanted hugs or kisses, excessive and unnecessary physical nearness. TYPES OF SEXUAL HARASSMENT
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3.4.7.4.2.1. Two types of sexual harassment can be distinguished based on whether the above indicated behaviour implies an element of coercion or not. 3.4.7.4.2.1.1.
“Quid pro quo" harassment
This consists in forcing the victim to choose between accepting sexual advances or losing/seeing reduced certain work benefits or conditions that affect that person's access to professional training, employment, promotion, salary or any other decision connected with these issues. As this behaviour implies abuse of authority, the individual involved will have the power, whether directly or indirectly, to provide or refuse certain work benefits or situations. 3.4.7.4.2.1.2.
Environmental harassment
The subject involved in the harassment creates a work environment that is intimidating, hostile, derogatory, humiliating or offensive for the victim, due to unwelcome attitudes and behaviour of a sexual nature. This may involve any stakeholders involved with AIESEC, including employees of the company organizations that we work with, host family, etc., regardless of their position or status, or third persons with access to the Branch. 3.4.7.4.2.2. SEX- AND/OR GENDER-RELATED HARASSMENT Any conduct, based on a person’s sex, gender and/or sexual orientation, with the purpose of infringing or that infringes on the dignity of the person and generates an intimidating, derogatory or offensive environment 3.4.7.4.2.3. CONDUCT UNDERSTOOD AS SEX-RELATED HARASSMENT: Below is an example of behaviours or conducts that, if conducted in relation to a person’s sex or sexual orientation and with the intention of infringing against a person's dignity, could be considered sex-related harassment: 3.4.7.4.2.3.1.
Ignoring or excluding a person.
3.4.7.4.2.3.2.
Unfair or biased assessment of a person's work.
3.4.7.4.2.3.3. Assigning tasks or work below a person’s professional capacity or skills. 3.4.7.4.2.3.4. Explicit or implicit behaviour aimed at making decisions on a person's access to professional training and job scope, to the continuity of employment, salaries and/or subsidies or any other decision on these issues. 3.4.7.4.2.3.5.
Unfavourable treatment due to pregnancy or maternity situations.
3.4.7.4.2.4. PSYCHOLOGICAL HARASSMENT (MOBBING):
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Mobbing, “moral harassment at the workplace” or “psychological harassment at the workplace” are terms used to describe a situation where the behaviour of a person or group of people includes extreme, abusive and unfair psychological violence, in a systematic and recurring manner, over a prolonged period of time, against another person at the workplace and that may infringe on that person’s dignity. It must be stated that certain hostile actions may take place occasionally in the workplace, although, to be considered psychological harassment they must be, as stated above, systematic, habitual, over long periods of time and targeting one specific individual. Therefore, psychological harassment must not be confused with situations of work-related pressure or conflict. The latter refers to situations where there are disagreements, given that differences of opinion, discussions or eventual conflicts may arise in the workplace. Psychological harassment, on the other hand, consists in a malicious, systematic and sustained attack against a specific person. 3.4.7.4.2.5. CONDUCT UNDERSTOOD AS PSYCHOLOGICAL HARASSMENT: Below is an example of specific behaviours that, if they comply with the definition indicated in the previous point, may be considered psychological harassment at the workplace: 3.4.7.4.2.5.1.
Harassment based on organisational measures:
Forcing a person to perform tasks that go against their conscience.
Offensively judge a person's performance, concealing that person's efforts and skills.
Questioning and disavowing a person’s decisions.
Not assigning any tasks, or assigning pointless or degrading tasks.
Refusing or concealing the means to perform a task, or providing incorrect data.
Assigning tasks that are clearly above the skills or qualifications of the person, or that require qualifications far below those held by the person.
Giving contradictory or impossible orders.
Manipulating work tools (for example, deleting computer files).
Stealing belongings, documents, tools…
Threatening or putting pressure on the people who support the person being harassed.
Manipulating, concealing, returning a person’s correspondence, calls and messages.
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Refusing or complicating access to permits, courses, activities...
3.4.7.4.2.5.2.
Harassment based on reducing communication possibilities:
Changing people to a different place to separate them from colleagues (isolation).
Ignoring the presence of a person.
Not speaking to a person.
Restricting colleagues from speaking to a person.
Not allowing a person to express his/her views.
Avoiding all visual contact.
Eliminating or restricting available means of communication (telephone, email…).
3.4.7.4.2.5.3. Activities that affect the physical or psychological health of the victim:
Threats or physical aggression.
Verbal or written threats.
Shouting at or insulting a person.
Threatening telephone calls.
Provoking a person, forcing a person to react emotionally.
Intentionally generating expenses to affect the person.
Damaging a person’s workplace or belongings.
Requiring a person to perform jobs that are dangerous or damaging for a person’s health.
3.4.7.4.2.5.4. Criticising a person’s private life or an individual’s personal or professional reputation.
Manipulating an individual’s personal or professional reputation through spreading rumours, degrading remarks or ridiculing an individual.
Making it understood that a person has psychological problems, trying to make them go for a psychological examination or diagnosis.
Making fun of gestures, voice, physical appearance, disabilities, giving people nicknames…
Criticising a person’s nationality, political or religious attitudes and beliefs, private life… PREVENTIVE MEASURES
3.4.7.4.3.1. With a view to preventing and avoiding behaviours that may be considered as harassment at the workplace, AIESEC will disseminate this Protocol through:
AIESEC’s online platforms
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E-mails to all members of the organisation.
Any other means through which the said objective can be achieved.
3.4.7.4.3.2. AIESEC will encourage specific training of all members of its organisation on sexual harassment, sex-related harassment and psychological harassment. Moreover, AIESEC will provide appropriate training for any members of its organisation who hold any type of responsibility in the procedures implemented for reporting the abovementioned types of harassment as a part of induction in to the organisation. 3.4.7.4.3.3. Furthermore, AIESEC is committed to promoting respect and consideration among all its collaborators, preparing documents and performing any other action considered necessary to fulfil the purpose of this Protocol. PROTOCOL 3.4.7.4.4.1. INCIDENT REPORTING PROCEDURE 3.4.7.4.4.1.1. Any case detected must be reported in writing by the person affected or by a third party who is aware of any case of sexual harassment, sexrelated harassment and/or psychological harassment. The said person must identify him/herself, anonymous notices will not be taken into consideration. 3.4.7.4.4.1.2. The written report/charge sheet will be sent by e-mail, or by any other means that provide proof of delivery, to any of the people who form part of the "Harassment Prevention Committee", which will study and investigate the case. 3.4.7.4.4.1.3. An investigation will always take place regardless of the data provided in the report, although it must be stressed that the investigation will take less time and will be more efficient if as much information and details as possible are included in the report. Consequently, we recommend that the report should include the following information, at least:
The people involved.
Types of conduct.
Dates and places where the said behaviour took place.
Possible witnesses.
Identification of the potential harassment victim.
3.4.7.4.4.2. CONFIDENTIALITY AND PROTECTION
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3.4.7.4.4.2.1. The intention is that the procedure should be as speedy and efficient as possible and that the privacy, confidentiality and dignity of the people affected should be protected at all times. Furthermore, the victim will be provided sufficient protection in relation to his/her health and safety, taking into account any possible physical and psychological consequences that may derive from the situation; providing special attention to the work-related circumstances of the alleged victim of harassment. 3.4.7.4.4.2.2. A strict level of confidentiality will be maintained throughout the entire procedure, and all internal investigations will be performed with tact and due respect to both the person reporting the case, the victim – who may not receive any unfavourable treatment due to the case - and to the person reported, whose guilt will not be presumed. All people involved in the process will be under a commitment to confidentiality and will be identified in the dossier. 3.4.7.4.4.3. FUNCTIONS OF THE HARASSMENT PREVENTION COMMITTEE 3.4.7.4.4.3.1. The Committee will study and assess each case, it will have the right of access to all the information and documents required to solve a claim and its agreements will be adopted by a majority vote of its members. It will function in accordance with its internal regulations, which will be approved by the Committee at its first meeting. 3.4.7.4.4.3.2. The Committee should consist of at least one MC and one external (Alumni, Advisors, Lawyer and/or Psychologist) 3.4.7.4.4.3.3.
The competence/responsibilities of this Committee are:
Receive all reports, complaints, claims, suggestions or consultations in relation to harassment situations.
Investigate alleged cases of sexual harassment, sex-related harassment and/or psychological harassment; perform any tests of a documentary nature or interviews required, guarantee a strict level of confidentiality in relation to the issue and the people involved and provide equal treatment to all parties.
Prepare a detailed report that will include relevant proposals concerning measures to be adopted.
Submit the said report within a maximum period of 10 work days from the moment the original claim is made to The Committee
AIESEC so that the measures considered relevant may be implemented with a view to solving the problem and establishing any possible disciplinary actions. A copy of the said report will also be sent to the parties involved.
Follow-up each report made, attaching any actions implemented as an annex to each report.
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3.4.7.4.4.4. INVESTIGATION 3.4.7.4.4.4.1. The Committee will deal with each case individually and will guarantee that the people affected are heard and supported at all times, as they may be going through a delicate situation, even isolation. 3.4.7.4.4.4.2. With this in mind, the Committee may conduct interviews or use other investigation techniques in relation to any of the parties involved, witnesses or third parties who may provide useful information. 3.4.7.4.4.4.3. The main objective of an interview is to discover the situation of the affected parties and, among other issues:
Whether there is or has been a case of workplace harassment, its features, reasons, the phase it is in….
Who is considered to be embarking on the said harassment behaviour and the hierarchic relationship that exists.
The situations in which the harassment takes place. Whether it takes place in the presence of other colleagues and, if so, how they reacted.
If the case has been reported to a superior; how (verbally or in writing) and what response was given.
To what extent the situation has affected the health of the person, including whether any specialist assistance has been required or whether the person has been on sick leave in recent months and for what reasons.
Whether other colleagues have or have had similar problems with a view to obtaining additional information from them
3.4.7.4.4.4.4. The interviews will be conducted in accordance with the following rules:
If the Committee should decide to interview the harassed person and the person reported together; the said interview may only take place if both parties provide their express consent.
Either of the parties will be granted an interview on request.
All parties involved have the right to obtain assistance from representatives or advisors.
3.4.7.4.4.5. PREPARING REPORTS 3.4.7.4.4.5.1. With a view to preparing the most comprehensive report possible on the investigation process, the Committee will collect all the evidence they consider appropriate, including:
Statements by the parties affected, those involved, witnesses…
Written statements (corporate e-mail can be used.).
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Reports from specialists treating the affected party (in this case, the express and written authorisation of the person must be obtained).
Any other evidence that provides useful information for the procedure.
3.4.7.4.4.5.2.
The report will include the following information, at least:
Background to the case (summary of statements presented by the parties involved).
Summary of actions performed by the Committee and evidence obtained.
Summary of main facts. Conclusions and measures proposed.
3.4.7.4.4.5.3. All reports connected to the sexual harassment and mobbing have to be afterwards submitted to ICB Chair and PAI, once the case has been concluded. These reports will be used to help our organization improve our safety protocols in future and may be used as a reference. 3.4.7.4.4.5.4. If the Harassment Prevention Committee is unable to conclude the case, they may seek assistance from the ICB Chair directly. 3.4.7.4.4.6. HEALTH PROTECTION FOR AIESEC EMPLOYEES & VOLUNTEERS 3.4.7.4.4.6.1. AIESEC will adopt all the corrective measures that seem relevant in relation to situations of harassment to protect the health of company members. Some of the said measures may include:
Psychological and legal assistance for the alleged victim(s)
Within the organisation, the submission of a report of harassment, in itself, will not result in consequences. Disciplinary measures will be taken based on the conclusion of the investigation. MISCELLANEOUS STIPULATIONS
3.4.7.4.5.1. PROTECTION OF VICTIMS If the existence of a case of harassment, in any of its manifestations, is established and the penalty imposed to the aggressor does not imply dismissal from AIESEC, all necessary measures will be taken so that the aggressor and the victim do not co-exist in the same work environment, whenever possible. Concerning these measures - which may not imply any improvement or reduction of their contractual conditions – the victim will be entitled to preferential treatment. 3.4.7.4.5.2. FALSE REPORTS If it should be discovered that no case of harassment, in any of its manifestations, has existed in relation to a claim and if it is considered that the claim has been presented in bad faith; the relevant disciplinary measures will be taken. 3.4.7.4.5.3. REPRISALS
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If reprisals should take place against or discriminate the person who has presented the claim, the victim or other people involved in the procedure, whether any case of harassment (in any of its manifestations) has been established or not, the relevant disciplinary measures will be adopted. DATA PROTECTION The unauthorised dissemination of data of any nature in relation to the procedures will be considered a breach of contract and will be subject to disciplinary penalties. CONCLUSIONS In conclusion, and with a view to stressing the main points included in the Protocol, we have summarised the principles that should govern these issues at all times: 3.4.7.5.1.1. AIESEC will not tolerate any type of workplace harassment. 3.4.7.5.1.2. All AIESEC employees & volunteers are required to co-operate in guaranteeing a workplace environment that is respectful with the dignity of individuals. All employees & volunteers in charge of other people are specifically required to ensure that no type of workplace harassment takes place in their sphere within the company. 3.4.7.5.1.3. In the event of any claim, due diligence will be used to preserve the dignity and privacy of the parties involved. 3.4.7.5.1.4. All reports and claims will be presented in writing; they may not be anonymous and they will be speedily and reliably investigated and studied without delay. 3.4.7.5.1.5. All the people affected will be heard and supported at all times. 3.4.7.5.1.6. All the parties involved will be treated impartially and the reported party will not be presumed guilty. 3.4.7.5.1.7. Claims will be supported reliably and in detail. 3.4.7.5.1.8. False accusations and reprisals will not be tolerated and may lead to disciplinary actions. 3.4.7.5.1.9. The health and safety of the people will be protected at all times, adopting any measures considered appropriate in each case. In case of any questions please feel free to contact [email protected] Disciplinary measures can consist of warnings, penalties and/or dismissal from the organisation.
Annex Submission of Report of Harassment Purpose
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Any case detected must be reported in writing by the person affected or by a third party who is aware of any case of sexual harassment, sex- and/or gender-related harassment and/or psychological harassment. The said person must identify him/herself; anonymous notices will not be taken into consideration. The information provided in this submission of report of harassment will be used to determine the case and follow-up steps to address the issue. The Harassment Prevention Committee may request further information and/or interviews with the parties involved.
Confidentiality Confidentiality will be kept strictly to between the Harassment Prevention Committee and the parties involved. All parties will be treated equally. Submitter’s Information: First Name:__________________
Last Name:_____________________
Email:______________________
Phone Number:__________________
Entity:______________________
Country/Territory:_________________
Parties Involved: Person A:
Person B:
Name:______________________
Name:_________________________
Email:______________________
Email:__________________________
Entity:______________________
Entity:__________________________
Country/Territory:_____________
Country/Territory:_________________
Please select the type(s) of misconduct: Sexual Harassment Verbal Non-Verbal Physical
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Internal Control Board (ICB) Review the Exchange Program Policies twice a year, before IC and IPM respectively and keep the network accountable to respecting them. Solve cases or provide recommendations to the Global Plenary regarding ER, Partnership and ethical cases related to AIESEC International and the global network. Offer consultancy upon request on the interpretation of Exchange Program Policies and ER Principles to all AIESEC entities, AIESEC International and Exchange Participants. Conduct physical or virtual audit to AIESEC entities in order to ensure all operation are run in accordance with the Exchange Program Policies. Provide recommendations on special cases which are not outlined in the Exchange Program Policies, ER Principles or the Code of Ethics and ensure AIESEC entities take appropriate steps in resolving them. Support the establishment of entity control boards (ECBs) across all AIESEC entities and allow them to run operations on entity level as follows: Taking decisions on cases pertaining to the Exchange Program Polices. Offering consultancy upon request on the interpretation of Exchange Program Policies and ER Principles Conduct physical or virtual audit to AIESEC entities in order to ensure all operation are run in accordance with the Exchange Program Policies Serve as a final appealing body for Entity Control Board decisions and solve cases regarding quality of exchange programs Serve as a final responsible body for reimbursement and/or follow up procedure of Entity Control Board Case Solutions. Provide quarterly reports to the Global Plenary which include but are not limited to: consultancies offered, cases solved, audits conducted, Entity Control Boards established and financial state of the ICB Fund. Structure of Internal Control Board The ICB shall consist of a chair and at minimum 3 Team Leaders. All team leaders’ positions and chair should be held as full time positions. The profile shall include current MCPs, AIESEC Alumni as well as AIESEC members. Number of team members and structure inside the ICB team are defined by the Chair, taking in consideration the recommendations of the Legal Subcommittee for the each upcoming term.
Entity Control Board (ECB) Structure of Entity Control Board
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ECB shall have at minimum a chair. The profile shall include current or outgoing Member Committee Vice Presidents, AIESEC Alumni as well as AIESEC members. Number of team members and structure inside ECB team are defined by ECB Chair for the each upcoming term. Selection For the Chair 3.7.1.2.1.1. Applications for the chair of ECB shall be opened with at least 5 months before the beginning of the term. 3.7.1.2.1.2. It is recommended that the entity plenary selects and ratifies ECB Chair. Members 3.7.1.2.2.1. As soon as the chair is ratified, ECB Chair shall open applications for ECB members. 3.7.1.2.2.2. The selection shall be conducted by ECB Chair and at least one MC member and one LCP, where MC member and LCP are giving recommendations regarding candidates and ECB Chair takes final decision. Resignation 3.7.1.2.3.1. If members of ECB resign, the board still remains effective and is able to arbitrate cases, as long as there is at least one active member remaining. 3.7.1.2.3.2. If the chair resigns, the MC shall select an interim chair from within ECB membership and/or an application shall be reopened. Responsibilities of the members The Chair is responsible for fulfilling responsibilities mentioned in Articles 3.3.2. and 3.3.4., coordinating the members of ECB towards the same (distributing the cases and ensuring documentation and reporting to the entity plenary and MC). If the ECB Chair was not selected and ratified until MC term starts, the previous ECB Chair/team is eligible to continue with ECB operations.
Annexes Annex - TN Acceptance Note Annex - TN Acceptance Note - to be protected.docx
Annex - EP Acceptance Note Annex - EP Acceptance Note.doc
Annex - Exchange Program Job Questionnaire Annex - Exchange Programme Job Questionnaire.doc
Annex - Official Case Application Annex - Official Case Application.docx
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4. FINANCIAL MANAGEMENT Financial Models Membership Fee model Affiliation Fee: This fee is paid by all Members for access to the basic requirements for Members to be part of the global network (including fulfilling Membership criteria and governance costs). This fee is payable by all Members in the first invoice of Member fees. This fee should be predicted at each IPM for the next 3 years (but not legislated). Global Service Fees: For each Global Service (Global Information Systems, Exchange Management, Talent Management, Brand Management, Strategic Development, Country Development, Financial Management and Conference Management), Members will contribute the same percentage of the total costs. The Affiliation and the Global Service Fees are distributed to the Members as the following:
25 % of F will be allocated between Members based on the population of the Member adjusted by the relative GDP-PPP per capita
25 % of F will be allocated between Members based on the number of GCDP realized adjusted by the relative GDP-PPP per capita
25 % of F will be allocated between Members based on the number of GIP realized adjusted by relative GDP-PPP per capita
25 % of F will be allocated between Members based on the number of individual TMP/TLP participants adjusted by relative GDP-PPP per capita
Where: F = Total Affiliation and Global Service Fees (as legislated by Global Plenary during IPM) Number of Members: number of Full Members plus Members in Alert at the end of IPM Relative GDP-PPP per capita = (GDP-PPP per capita for the Member)/(Average GDP-PPP per capita for all Members). The source of the GDP-PPP will be the Annual World Bank Atlas. The figure will be updated annually before the first invoices (latest data is released by the World Bank annually in June). F F
Total of Fees payable globally Fees payable by the entity “m”
m
Part A
Part of fees distributed based on the market potential
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Part B
Part of fees distributed based on number of GCDP realized
Part C
Part of fees distributed based on number of GIP realized
Part D
Part of fees distributed based on number of TMP/TLP participants
P
Population of the country/territory “m”
P
Population of each country/territory
m
n
m
Number of GCDP realized by the entity “m”
GCDP
n
Number of GCDP realized by each entity
GIP
Number of GIP realized by the entity “m”
GIP
Number of GIP realized by each entity
GCDP
m
n
TXP
Number of individual TMP/TLP participants of the entity „m“
TXP
Number of individual TMP/TLP participants of each entity
R
m
Relative GDP-PPP per capita for the entity “m”
R
n
Relative GDP-PPP per capita for each entity
m
n
To obtain the values for data to be used, the following sources will be used: 4.1.1.2.3.1. Number of GCDP or GIP realized in the country or territory
Per country/territory from EXPA, taken from 1st Jan – 31st Dec
4.1.1.2.3.2. Number of individual TMP/TLP participants in the country or territory:
Average number of unique TMP/TLP participants of the Member based on the data from myaiesec.net by the end of every month from 1 Jan – 31 Dec st
st
These values will be used to demonstrate the Member fee impact per Member, when presenting the AI budget during IPM. At IPM annually, the following one-year motion should be updated and legislated by Global Plenary: For the year the following figures will be used: • The Total Fees (F) payable globally is EUR. • The population of entities (P) to be used in the calculations is . • The number of GCDP realized (GCDP) to be used in the calculations is . • The number of GIP realized (GIP) to be used in the calculations is . • The number of TMP/TLP participants (TXP) to be used in the calculations is .
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The predictions of Member fees for the following 3 years should also be communicated annually, but only legislated one year at a time. The TCS fee model Timeline for TCS calculations 4.1.1.3.1.1. 2 years before: CC researches the flights for that year 4.1.1.3.1.2. 1 year before: CC researches flight/travel costs for that year 4.1.1.3.1.3. 6 months before IC each year: AI launches the travel cost survey for members for both IC and 4.1.1.3.1.4. IPM. The CC numbers are used as the standard. 4.1.1.3.1.5. 4 months before IC: AI launches the firs TCS fees 4.1.1.3.1.6. Members review the first TCS fees and send comments to AIVPF 4.1.1.3.1.7. 3,5 months before IC: Final TCS caps for the whole year (IC and IPM) is released Only members requesting TCS support by the deadline set by AIESEC International (6 months before and ILM) will be considered to receive TCS. The TCS paying formula: 4.1.1.3.3.1. The Member Fee model is used, meaning all members contribute to the fund. 4.1.1.3.3.2. The TCS receiving formula: Eligibility for TCS:
The 40% of member countries with the lowest relative GDP/PPP are eligible for TCS support
Independent of relative GDP/PPP, any member countries which have internal factors in the top
25% of member countries are only eligible to receive TCS if they have applied for and been granted an exemption.
To receive and exemption and be eligible for TCS, the country has to submit an application for eligibility before IPM to the AIVPF. The application must include copies of the unqualified external audit, including a profit and loss and a balance sheet. It must also contain an explanation of why the country is not able to send one representative to the ILMs despite their high internal factor. The application shall be reviewed by the Finance Subcommittee during IPM. The Finance Subcommittee may grant an exemption for up to 2 years (4 ILMs), At that point the member would have to resubmit an application for exemption.
Relative GDP multiplying factor x Travel Cost of Member x Fund Size Multiplayer (R(a)/R)*(100/L*100)= Relative GDP multiplying factor T = Travel Cost of Member (F/T(a)) = Fund size multiplier P = Percentage of receiving members
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F = Fund Size L = Relative GDP of member with lowest relative GDP/PP I = Internal Factor of member T = Travel Cost of member T(a)=GDP adjust Travel cost of all members R = Relative GDP of eligible member R(a) = Sum of all relative GDPs of eligible members [(R(a)/R)*100/L*100]*T*[F/T(a)] Internal factor: N = Xm/X + Lm/L + Im/I
Regulations for Entities operating under currency restrictions: An entity that aims to be considered as entity with external currency restrictions, should give an official prove that its country or territory presents one or more of the following restrictions: Currency control Currency hyperinflation Fixed exchange rates When an entity is approved by the Finance Sub Committee, the entity is allowed to access one of the following solutions to settle their global fees payments. The final solutions will be agreed upon with AI: Flexibility on the payments timelines: Extend the final deadline of payment or pay an estimate temporary. Change of invoice timeline: Allow to invoice the entity for its entire AI fee only once, either before IC or IPM in order to make only one payment per year.
Global Funds Travel Cost Sharing Fund The TCS is a fund that aims to assist entities (FM, MiA, EiD and CU) to send as minimum one representative to IC and IPM, regardless of location and financial reality of the entity in question. Fund contribution can come from: Global Plenary: Authorized in motion under distribution model. AIESEC International: AIESEC International and its Management team. Member entities that are eligible may apply to receive money to cover travel costs according to the receiving formula up to a cap determined by the formula in the supporting document. If a Member’s travel expenses are less than calculated with the model, the adjustment will be made and the receiving Member will receive less than the original model released shows. The member will only get reimbursed actual costs against the show of receipts. The total amount reimbursed shall not exceed the part of the fund allocated per ILM. The model stipulates that if the amount to be reimbursed is more than the amount collected, each member will receive X% of the amount they were originally supposed to receive:
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(1) Where X = B/A
(2) A = Total amount to be reimbursed
(3) B = Total amount of fund allocated for ILM Fund contributions are to be paid twice every year. 50% of the fund contribution shall be paid before IC and the remaining 50% shall be paid before IPM together with Member invoice. The receiving member is required to indicate 1 month prior to the ILM how it wishes to receive the TCS. If no indication is made in time, the sum will be automatically put on the Entity fee of the member. The options are, in the following order of precedence: For the amount or parts of it to cover the member fees with AI (AI will make the transfer) For the amount or parts of it to cover the delegate fee(s) of the member at the ILM (AI will provide a guarantee for the CC and transfer the money. This option is only available if member fees have been covered their AI fees. For any remaining amounts the member may choose to: Put it on the Entity fee for future AI fees. For the remaining amount to be transferred by bank transfer to the receiving Member; Banking costs are carried by the receiving members who have to provide their bank details to AI. Non-MCP candidates for AI attending IPM and fulfilling the criteria below are eligible to apply for a subsidy of up to 50% of the travel and delegate fee costs: Candidates must request the subsidy when submitting their application for AIESEC International to the AI VPF before the AI application deadline. Travel Cost Sharing fees are calculated in EURO Contracted Units (CU) are only eligible to receive TCS for two ILMs in total, to support them to become full member. Afterwards they are only eligible if they moved to another member status.
Global Meetings Travel Fund The GMTF is a fund that aims to subsidize the travel costs of participants to international meetings (not ILMs or GNMs) with needed representation. The total amount of the fund, the number of meetings it shall subsidise, the maximum total subsidy that shall be paid at each meeting and the maximum subsidy per individual participant for the next AI financial year shall be approved at an ILM. Fund contribution can come from:
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4.2.2.2.1.1. Global Plenary: Authorized in motion under distribution model. 4.2.2.2.1.2. AIESEC International: AIESEC International and its Management team.
Global Roadmap Fund The Global Roadmap Fund is a fund that aims to support global initiatives that connect to the Global Roadmap and contributes to the long-term goal of the organization. Member entities and AI can apply for the fund. AI Management Team confirms fund applications on recommendations from the Finance Subcommittee. Fund contribution can come from: 4.2.3.1.3.1. Global Plenary: Authorized in motion under distribution model. 4.2.3.1.3.2. Alumni Donations: Direct alumni donations to Fund. 4.2.3.1.3.3. Individual Entities: AIESEC members and entities can contribute directly to fund. 4.2.3.1.3.4. AIESEC International: AIESEC International and its Management team. 4.2.3.1.3.5. Sponsors: who want to contribute directly any other source of revenue The total amount of the fund is decided by the Global Plenary every IPM.
Legal Management Fund A global legal management fund is set up with the following objectives in order to support Entity, GN and network related activities: Support and enforce legal management and trademark registration in the entities that AIESEC is currently operating in and will be expanding next years; Provide financial support for improvement of the legal management and generally legality of the entities that do not have the financial capacity. Support costs associated with trademark protection cases, e.g. legal fees. The Global Legal Management fund will be managed by AIESEC International and the Legal Subcommittee. Fund contribution can come from: Alumni Donations: Direct alumni donations to Fund. Individual Entities: AIESEC members and entities can contribute directly to fund. AIESEC International: AIESEC International and its Management team. Sponsors: who want to contribute directly any other source of revenue Any other source of revenue The allocation of the funds is decided by the Legal Management Fund Panel, which consists of the AI VPF and two more AI members, with the recommendation from Legal Subcommittee members and recommendation from the Finance Subcommittee.
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The deadlines for applying to the global legal management fund each year will be maximum 15 days after every quarter ends. The granted amount should not exceed 80 % of the total request. In case an applicant cannot cover the remaining 20%, they can present a request to receive the entire fee covered. The request should be presented to AI and needs to include documents that support their case. The Legal & Governance Subcommittee evaluates the requests and makes a recommendation to AI. The Legal Management Fund Panel (described in 4.3.6.4) takes the final decision. A report including receipts on the usage of the Global Legal Management Fund must be submitted by recipient entities before each IPM/IC for as long as funds remain unspent. It is up to the discretion of the Legal & Governance Subcommittee to decide if money should be returned to the fund via the entity balance in cases where 100% of the money is not spent within the first 3 months. In case AI applies for the Legal management fund, they should follow the same process than entities, however who takes the final decision are the Directors of Stichting AIESEC IP Licensing (at least 50% of the members should approve)
Information Systems Fund A Global Information System fund is set up with the following objectives: Carry out needed investments in the Global Information Systems Cover eventual emergencies in the Global Information Systems Support a long term strategy for the Global Information Systems. The Global Information Systems fund will be managed by AIESEC International, Legal SubCommittee and Information Management Sub-Committee. Fund contribution can come from: Alumni Donations: Direct alumni donations to Fund. Individual Entities: AIESEC members and entities can contribute directly to fund. AIESEC International: AIESEC International and its Management team. Sponsors: who want to contribute directly any other source of revenue Product development and sales within the Global Information Systems An Investment Plan must be presented by AIESEC International and approved by the Global Plenary at every IC and reviewed at IPM, with an estimate for the 12 upcoming months of what is going to be used, why, how much and when. The Investment Plan should refer and be in accordance with the Long-term Information Management Plan, or at least contextualize and justify the investments proposed with a long-term perspective in case an official Long-term Information Management Plan does not exist.
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The allocation of the funds can be decided by AI Management Team, as long as it is in accordance with the projects and no greater than the amounts presented and approved at the previous ILM. In case an additional investment needs to be made and/or exceed the amount preapproved by the Global Plenary, the IM Subcommittee can be consulted for official approval, represented by its chair, as long as an additional deposit is not required from the Global Plenary to the fund. Approval process The AI VP IM may apply at any time to use money from this fund. The application must include: 4.2.5.6.2.1. Detailed plan of use; 4.2.5.6.2.2. Budget requested; 4.2.5.6.2.3. Proposed breakdown between AI funds and funds from the GIS fund 4.2.5.6.2.4. Numeric analysis of ROI for the investment. The application must be approved by the Supervisory Group, which includes a minimum of one specialized information systems professional with extensive experience in the field. Reporting The AI VP IM reports on the following aspects every IPM to the Global Plenary: 4.2.5.7.1.1. Usage: Budget vs actual and activities planned vs actual 4.2.5.7.1.2. Outcome of funding: Planned vs achieved results The reports must contain activities and expenditures planned vs. realized, as well as a qualitative assessment of the return over the investments made on the past twelve months, prepared by the AI VP IM on behalf of AIESEC International. The AI VP IM to release 4 reports per year on IM Plan implementation before each ILM. For the reports released before International Presidents Meeting and International Congress, the reports need to have approval and comments by a member of the Supervisory Group with Information Systems expertise.
ILM Reserve Fund The Reserve Fund shall be used: Extreme necessity caused by unexpected ILM expenses for which the OC is not responsible. Such cases are to be approved at an ILM by a 2/3 majority. Extreme necessity caused by unexpected ILM expenses which endanger the ILM’s minimum functional execution. Such cases are to be approved by AI and legislated by the Global Plenary. Extraordinary external debt that threatens the bankruptcy of the hosting entity. Such cases are to be approved by AI and legislated by the Global Plenary.
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For the second and third case stated above, these funds will be loaned to the hosting entity and added to their Entity fee as an outstanding debt to the Global Plenary. All normal debt procedures apply. In the case that the exchange rate fluctuates by more than 10% in the onemonth period before the ILM, resulting in a negative financial effect for the hosting entity, then the host entity can apply to the ILM Reserve fund for financial aid to cover any loss incurred that goes beyond 10%. Fund contribution can come from: ILM Surplus: 20% of surplus made from each ILM. ILM Host Fines: 0.2% of total budgeted expenditure of the meeting according to report presented at ILM immediately prior to the one hosted. Amount is charged every 3 months from the last day of the meeting when report was due until report is received by AI. AIESEC International: AIESEC International and its Management team.
ICB Fund The Global ICB Fund is set up with the following objectives in order to support ICB activities:
Support the costs of the ICB Chair and her/his participation at International Conferences, i.e. travels and delegate fee;
Support the physical meetings of ICB members during International Conferences or in any other moment;
Support the auditing of cases caused by XPP violation (i.e. a minimum of travel and visa costs are covered) and other activities that the ICB is responsible for (i.e. disbandment and internal auditing of entities). Doesn’t make a lot of send that ICB has to apply for a fund to do their required operations (e.g. disbandment visit). The ICB is authorised to use the fund by AIESEC International Management Team. The updated budget needs to be presented to Finance Subcommittee at every ILM. Fund contribution can come from: Global Plenary: Authorized in motion under distribution model. Alumni Donations: Direct alumni donations to Fund. AIESEC International: AIESEC International and its Management team.
Global Plenary Reserve Fund The Global Plenary Reserve Fund management is set up for risks assessed that may harm the organization as a whole. Application process. The following entities can apply for this fund: 4.2.8.1.1.1. All member entities & expansions 4.2.8.1.1.2. A group of entities together
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4.2.8.1.1.3. Local Committees Application content and timeline Application content is different considering the reasons of application. If Entities are applying for any other reasons, applications must include: Risks assessment Impact on the Global Plenary. Application must be submitted to AIESEC International who will ask for recommendations from Finance Subcommittee and Membership Subcommittee. The final decision is taken by the Global Plenary during ILMs or Extraordinary ILMs. Fund contribution can come from: Alumni Donations: Direct alumni donations to Fund. AIESEC International: AIESEC International and its Management team.
Customer Experience Fund The Global Customer Experience Fund is set up with the objectives to support Customer Experience Management activities. Fund contribution can come from: Global Plenary: Authorized in motion under distribution model. Alumni Donations: Direct alumni donations to Fund. AIESEC International: AIESEC International and its Management team.
FLB Fund The FLB Fund is set up with the objectives to support activities of the Finance. Fund contribution can come from: Global Plenary: Authorized in motion under distribution model. Alumni Donations: Direct alumni donations to Fund. AIESEC International: AIESEC International and its Management team.
GEC Fund The GEC Fund is set up with the objectives to support activities of the Global Expansion Committee. Fund contribution can come from: Global Plenary: Authorized in motion under distribution model. Alumni Donations: Direct alumni donations to Fund. AIESEC International: AIESEC International and its Management team.
Reporting of Funds Report will follow the following framework:
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Key Findings & Outcomes
Fund Admission
Fund Allocation
Other Points (Additional Columns)
Travel Cost Sharing Global Meetings Travel Fun Roadmap Fund Legal Management Fund Information Systems Fund ILM Reserve Fund ICB Fund Global Plenary Reserve Fund Customer Experience Fund FLB Fund GEC Fund
5. GLOBAL DECISION MAKING International Conferences International Congress (IC) The purpose of IC shall be to ensure the relevance, growth and development of the Association and the members, by creating a forum on a global scale to share ideas and experiences. Furthermore IC should provide a forum for: Co-ordination and co-operation between AI and the member; Addressing national systems development with input from other members; Development of the individuals through skills learning; Development of issues in detail to develop concrete actions; External involvement to provide an outside perspective; Networking among the delegate; Gaining motivation.
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IC shall be held between the dates of 15th of August and the 15th of September each year. The exact dates of the congress shall be set together by AIESEC International and Congress Committee, and announced not later than the previous IPM in the same year. The working period of IC from the opening to the closing General Plenary shall be no longer than ten days. The delegates at IC shall be current MC or LCP. Six delegates per Member can attend paying the standard delegate fee. From the seventh delegate onwards, a special fee will be agreed between AI and the CC. This fee should not exceed the cost of accommodation and food. All IC delegates need to be approved by AIESEC International.
International Presidents Meeting (IPM) The purpose of IPM shall be to work towards the long-term development of AIESEC internationally by creating a clear vision for the Association. This shall be done by: Analysing the environment; Reviewing the role of the association; Establishing clear goals; Seeking commitment of members and AI in order to realize these goals; Furthermore IPM shall provide a forum For MCPs to create a clear vision for themselves of the association, the relevant issues and their term; Networking; To ensure effective transition; For further development of the international systems of the association; For reviewing the results achieved by the association To secure commitment from every member towards the global direction; To develop global strategies to aid the implementation of the Global Direction. IPM shall be held between February 10th and March 1st. The exact dates of the congress shall be set together by AIESEC International and Congress Committee, and announced not later than the previous IC. The working period of IPM from the opening to the closing of the general plenary shall be no longer than ten days. The delegates at IPM shall be two delegates per entity (MCP, MCPe) All IPM delegates need to be approved by AIESEC International.
EXPROs The purpose of EXPRO shall be to develop the strategic direction in each Growth Network through the elaboration of IPM strategies and the development of action plans. Furthermore, EXPROs shall provide a forum for:
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Ensuring continuity and implementation of global strategy through the presence of MC elects; Providing skills, attitudes, knowledge and networks to drive the global strategy in the region and in the member territory; Discussing and leveraging on trends of regional or global relevance. EXPRO shall be held in each Growth Network (with one combined conference for WENA and CEE). It should happen between 20th of March and 20th of April. The working period of each conference is at the discretion of each region, but should not last more than 7 days. The delegates of EXPRO shall be the current MC members, elected MC members, and LC EB members with a high level of exchange experience. The number of delegates per member and their approval is at the discretion of AI. The OC shall be responsible for covering the facilitators’ delegates’ fees up to a maximum of 10 facilitators for European EXPROs and 4 facilitators for all other EXPROs.
Leadership Development Seminar (LDS) The purpose of LDS shall be to foster Leadership skills and create a Multicultural setting for the delegates. Furthermore, LDS should provide the forum for but not limited to: Gaining international experience; Providing motivation for the members; Enhancing self-discovery processes fo leadership potential and leadership development. LDS shall be held at least once a year in each Growth Network. The working period of each conference is at the discretion of each region, but should not last more than 7 days. Delegate profile should be defined according to the GN needs. The OC shall be responsible for covering the facilitators' delegate fee up to the maximum of 10 facilitators.
General information regarding international conferences The Country/Territory flags cannot be displayed during any International AIESEC event. The proposed budget for IC shall include a variable analysis of paying delegate numbers: 500, 600, 800, 1000 people. The proposed budget for IPM shall include a variable analysis of paying delegate numbers: 150, 175, 200, 225, people. The IC hosting entity shall not restrict the number of delegates for less than 600. Mandates to host IC and IPM shall be given two years prior to the event. Mandates to host EXPRO and LDS shall be given one year prior to the event. If a mandate is not given at the time stated in (6.8.5), AI and the ILM board will collect bids in the following three months and the Global Plenary will decide on which member to mandate in the next Global Legislation.
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If there is no member bidding for IC or IPM after three months, AI will appoint a member in the next ILM to organise the legislative meeting for AI and one delegate per member based on a suggestion of the ILM boards entity analysis. The final bid for IC and IPM must be given to AI and the ILM board by the announced deadline. The deadline shall be latest 2 weeks before the next IC or IPM where the mandate will be awarded The deadline for the withdrawal of a mandate is For IC = 12 months prior to the IC in question; For IPM = 12 months prior to the IPM in question; For EXPRO and LDS = 6 months prior to the congress in question. After these deadlines the mandated member is financially liable to run the congress. In case of withdrawal of mandate before the deadline, the hosting entity will be charged an amount equal to 2% of the total budgeted expenditure of the meeting. This amount will be given to the new organising entity. If the CC of an ILM has not been discharged after 3 years from the last day of the meeting where the report was due, it will be automatically discharged, as soon as the CC pays the total amount of money due to AI until the moment of discharge. After the evaluation of the bids, the ILM board will reject applications that do not fulfil the legislated minimums. If only one bid fulfils the minimums, the bidding entity will be automatically mandated to host. If more entities fulfil the minimums the plenary will vote between them with preferential voting. The delegate fees must be quoted in the domestic currency of the hosting member or Euro and shall not exceed EUR 40 per day per delegate and EUR 350 per Congress per delegate at the time of bidding. The cost of an ILM pre-meeting should also be quoted in the domestic currency of the hosting member or Euro and shall not exceed EUR 40 per day per delegate at the time of bidding. The damage deposit cannot exceed 10% of the delegate fee in any ILM or GNM. The hosting member must hand over the collected damage deposit to AI. At the end of the meeting the hosting member will provide a list of all damages and their costs to AI. On this basis, AI will calculate the amount of the damage deposit, which will be returned to the delegates. The reimbursement will be credited on the member account with AI. There should always be the option to pay the delegate fees via bank transfer, in a period starting 30 days before the IM, and closing 5 days before the pre-meeting
Bidding process 5.1.6.1 Pre-bidding 5.1.6.1.1 MCs that are considering hosting an ILM need to submit the required documents to the ILM board in order to become eligible to bid for an ILM. The ILM board will review the submitted documents and announce a result
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to the entity within 1 month. The ILM board is responsible to maintain a list of eligible entities and update it if needed. 5.1.6.2 Bidding Requirements 5.1.6.2.1 All bids need to follow the templates published by the ILM board. For bids that do not follow the template it is up to the ILM board to decide to consider them or not. 5.1.6.2.2 Every bidding entity is required to create a wiki as bid, providing there all needed information according to the bidding criteria. 5.1.6.2.3 Only criteria that can’t be tracked on the official information system need to be submitted. 5.1.6.2.4 Find the bidding criteria in the tables below: Criteria
SPECIFIC CRITERIA
IC Minimum
IPM Minimun
Information Needed
1. Membership Status
FULL MEMBER
Yes
Yes
MSC report
2. External Analysis
2.1 Political Situation/ Economical Situation/ Infrastructure
Yellow calification in the PWC evaluation
Yellow calification in the PWC evaluation
-
3.Risk management
3.1 Health Risks ( Medical Infrastructure, Endemic Disease, health incidents)
Fit exceptions
Fit exceptions
3.2 Security Risk ( Legal, Political)
Fit exceptions
Fit exceptions
4.1 Main Venue Location
International/Intercontine ntal Airport with max 2h of distance
International/Intercontine ntal Airport with max 2h of distance
Images with the distance between the places
Hospital with 30 min max of distance
Hospital with 30 min max of distance
Images with the distance between the places
At least one the followings media transportation from airport: Bus, Train, Taxi
At least one the followings media transportation from airport: Bus, Train, Taxi
Description of the way to get to the places
4. Venues
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4.2 Main Venue Capacity
10 break out room for minimun 40 people each
7 breakout room for minimun 40 people each
Main plenary for minimun 700 people
Main Plenary for minumun 250 people
3 rooms of 300 delegates
2 room of 150 delegates
300 rooms, max 3people per room
150 rooms, max 3 people per room
Venue with capacity for seating 1/2 of the delegates at one time
Venue with capacity for seating 1/2 of the delegates at one time
4.3 Internet Connection/Accessi bility
3 networks available for the event (AI, CC, delegates)
3 networks available for the event (AI, CC, delegates)
4.4 Pre meeting Venue
100 Rooms, max 3/per room
100 Rooms, max 3/per room
Plenary Room for 200 people
Plenary Room for 200 people
6 break out room for minimun 40 people each
6 break out room for minimun 40 people each
Within 2 hours from Main ILM Venue
Within 2 hours from Main ILM Venue
Within 1 hour from Intercontinental/Internati onal Airport
Within 1 hour from Intercontinental/Internati onal Airport
Main plenary for 800 people
Main plenary for 300people
13 break out room for minimun 60 people each
13 break out room for minimun 60 people each
2 extra rooms: Partners Room, Conference Team Rooms
2 extra rooms: Partners Room, Conference Team Rooms
Transportation Options from Main Venue to Y2B Venue: Road Safety, Traffic
Transportation Options from Main Venue to Y2B Venue: Road Safety, Traffic
5.5 External Event Venue
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Letter in english, signed by the hotel where is shown that the requirements can be provided, photos of the venue and its spaces, web page of the venue
Letter in english, signed by the hotel where is shown that the requirements can be provided, photos of the venue and its spaces, web page of the venue Letter in english, signed by the hotel where is shown that the requirements can be provided, photos of the venue and its spaces, web page of the venue
5. VISA
Accesibility to get the visa
6. Corporate Market Analysis
All countries can have the visa with a lot or short process, for those cases that have an special case, the entity has to present a clear plan to solve the situation that will be tracked by the ILM Board
All countries can have the visa with a lot or short process, for those cases that have an special case, the entity has to present a clear plan to solve the situation that will be tracked by the ILM Board
A list of the countries that need visa, list of countries that don't require visa, and list of banned countries. On the case where is complicated for some countries get the visa, give an complete explanation of how this will be solve ( You can include possible partners and contacts that the entity has to solve the situation). In this explanation include the timeline
Presence of 1 Global AIESEC Partner
Presence of 1 Global AIESEC Partner
List of the MNC with presence in the country or territory, name the AIESEC Global Partners that are there
Bidding Criteria| Internal Factors Criteria 1. HR Health & Capacity
SPECIFIC CRITERIA
CC capacity : Delegates number CC capacity : Membership
IC Minimum 1 CC: 10 delegates; if 75% fulfillment - green, if between 50 and 57% fulfillment - yellow; if below 50% fulfillment red 19 -
IPM Minimun 1 CC: 10 delegates; if 75% fulfillment - green, if between 50 and 57% fulfillment - yellow; if below 50% fulfillment red Double Executive TLP 50% of TLPs > Double the TLP positions in positions (/LCVP, the TLP positions in CC CC _ Green ; between LCP, MCVP) _ Green ; between 50 - 50 - 65% of TLPs > each year for Leadership pipeline 65% of TLPs > Double Double the TLP past 3 years + the TLP positions in CC positions in CC Number of - Yellow; more than 65% Yellow; more than 65% individual of TLPs > Double the of TLPs > Double the applicants per TLP positions in CC TLP positions in CC - TLP position of Red Red past 1 year Green Calification: >6 Reserve Green Calification: >6 months of operational coverage in all Reserve coverage months of operational budget leftover after scenarios,Proof in all scenarios budget leftover after loss loss from ILM has of reserves from ILM has been been deducted off during the last deducted off reserves reserves year Green Calification: Green Calification: Diversified income and Diversified income and expenses, No one item expenses, No one item represents more than represents more than FLB . Financial Consolidated 60% of the entity’s 60% of the entity’s organizational reporting tool for income or income or health model the last year expenses,Financial expenses,Financial status is transparent and status is transparent consistent and consistent
3. Entity Entity Sales Sales Performance Performance
red
yellow, >19 - red
Incomes Growth during the last 3 years
Revenues (both Local Currency & EUR) & National Partners per non-exchange Product for each of last 3 years Incomes Growth during the last 3 years 4.2 Revenues (both Local Currency & EUR) per National Exchange Partner for each of Last 3 years
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5. ILM Sales Planning
Partners Suport
Sales Plan 6. Conference experience 6.1 Last 3 Biggest National Conference
6.2 Last 2 Regional Conferences (if Any) Per ELD 7. Previous Programme Exchange Performance & Performance Growth Rate for
4.3 List National non-Exchange Partners under following Categories for each of Past 3 Years: Partnership Revenue 20.000 2 Letters of 2 Letters of intent from 2 Letters of intent from intent from of of national financial of national financial national financial partners to support the partners to support the partners to ILM ILM support the ILM A sales plan outlining products, pricing per Product, Document with all the Document with all the timeline of Sales, information required information required person(s) responsible, and a list of high potential partners Conference Budget (Planned & Actual figures),OC HR At least2 conferences At least2 conferences Structure,Total # with positive revenues with positive revenues of Delegates Conference Budget (Planned & Actual figures),OC HR Structure,Total # of Delegates, At least the 70% At least the 70% revenues per of conferences that they of conferences that product of hosted with positive they hosted with regional revenues positive revenues conference Exchange performance Growth of 15% the least Growth of 15% the (including each year least each year absolute and
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each of Last 3 years
8. Entity support
Plenary Support
BoA of advisors support
relative growth) per program. 8.1 A letter from the Supervisory 8.1 A letter from the Group or Board 8.1 A letter from the Supervisory Group or of Advisors of the Supervisory Group or Board of Advisors of bidding entity, Board of Advisors of the the bidding entity, stating that they bidding entity, stating stating that they support and that they support and support and approve approve the approve the entity’s bid. the entity’s bid. entity’s bid. 8.1 A letter from 8.2 A letter signed by the Supervisory 8.2 A letter signed by at at least 50%+1 of the Group or Board least 50%+1 of the LCPs of the entity, of Advisors of the LCPs of the entity, stating they are aware bidding entity, stating they are aware of of the bidding process, stating that they the bidding process, and and that they support support and that they support the the realization of the approve the realization of the event event entity’s bid.
5.1.7 ILM Tracking In order to successfully organize an ILM, all hosting entities must accomplish the following milestones 18 months before the ILM is happening: 5.1.6.1.1.1. CCP is selected; 5.1.6.1.1.2. Negotiations with potential venues (that fulfil the necessary conditions) have started; 5.1.6.1.1.3. The government has been approached; 5.1.6.1.1.4. There is a defined accountability structure between the CC and the MC. One year before the ILM is happening:
5.1.6.1.2.1. The contract (in English) with the venue has been signed (before signing it, the hosting entity must receive the approval of the ILM Board for evaluation); 5.1.6.1.2.2. CC VPs are selected; 5.1.6.1.2.3. The contract with AI has been signed.
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Six months before the ILM is happening: 50% of the budgeted revenues, excluding delegates fee, are secured with the contracts signed; A cash flow plan has been created; There is a clear solution for the possible visa/migration challenges that ensures that every delegate from all the territories where AIESEC is present has the right to enter the geographical area where the meeting is taking place. Two months before the meeting: The organising entity must submit an updated official government letter confirming the right of all required members to attend the ILM. This should be submitted to AI two months before the meeting. This letter shall not be dated more than 2 months prior to the date of submission. According to the aforementioned milestones, the Global Plenary can reassess the possibility of the hosting entity to organize the ILM. Based on possible risk assessments and the recommendations of the ILM Board, the Global Plenary can decide if it’s necessary to re-legislate this mandate. Exceptions of this case are: Hosting entities that have been appointed by AIESEC International; Cases when an ILM has been reassigned to a new hosting entity. In case of reassignment of an ILM, the new hosting entity needs to be mandated by the Global Plenary within 15 days, under special circumstances, recommended by the ILM Board. If an ILM is reassigned because the mandated entity did not accomplish the milestones stated in the section 5.3.3, that mandated entity will be charged an amount equal to 2% of the total budgeted expenditure of the meeting. This amount will be given to the new organising member.
ILM Discharge The MC hosting an ILM shall present the original of its publicly audited financial report and a variance report between final budget and actual income and expenditure no later than the ILM after the ILM it hosted. The outgoing MC shall prepare a detailed report on the work undertaken and the problems involved, together with recommendations for improvements in efficiency and methods of overcoming such problems. This report will be given to the ILM board within 3 month after the end of the ILM. The report shall follow the structure given by the ILM board. Failure to comply with the presentation of the original external audit for the financial statements of the conference within a year of the ILM hosted, will result in the hosting MC being charged an amount equal to 0.2% of the total budgeted expenditure of the meeting according to the report presented at the ILM immediately prior to the one it hosted. This amount will be charged for every 3 months after the last day of the meeting where the report was due, until the report is received by AI. This amount must be deposited into the IM Reserve Fund
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The CC of an ILM shall present the original of its publicly audited financial report and a variance report between final budget and actual income and expenditure no later than the ILM after the ILM it hosted. The outgoing CC shall prepare a detailed report on the work undertaken and the problems involved, together with recommendations for improvements in efficiency and methods of overcoming such problems. This report will be given to the ILM board within 3 month after the end of the ILM. The report shall follow the structure given by the ILM board. Failure to comply with the presentation of the original external audit for the financial statements of the conference within a year of the ILM hosted, will result in the hosting MC being charged an amount equal to 0.2% of the total budgeted expenditure of the meeting according to the report presented at the ILM immediately prior to the one it hosted. This amount will be charged for every 3 months after the last day of the meeting where the report was due, until the report is received by AI. This amount must be deposited into the IM Reserve Fund.
Global Reporting Refer to the table below to see the overview of the reporting happening in AIESEC. Report from Mandated bodies SCs
Report to GLSC
Reason Report on ongoing mandates SC progress reports + list of findings
DDL 15th of July, 31st of December 15th of July, 31st of December
External Bodies
Legal SC, Global Plenary
External Bodies progress report + list of findings
Quarterly Reports
GLSC
Global Plenary
Supervisory Group Internal Auditor
Global Plenary
31st of July, 15th of January At IPM and IC
Global Plenary
Reports of SCs + lists of findings Report about AI performance Internal Audit report
MiA
MSC, GP
Progress Report
GLSC
10 days after the visit; latest 10 days before ILMs. MiA status up to 2 years: 30 days before each membership
Comments
Legal SC also has to submit the reports of External Bodies. MSC includes findings from the reports of MiAs, EiDs and CUs. Refer to Global Compendium for the explanation of what needs to be reported on: ICB: Art. 3.6. FB: Art. 4.1.3
At IC, the report shall include a written assessment
Refer to Global Compendium Art. 2.2.2.2. for the explanation of what needs to be reported on.
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check. MiA status more than 2 years: every 3 months 30 days before each membership check.
EiD
MSC
Progress Report
CU
MSC
Progress Report
30 days before each membership check.
IM SC
Global Plenary
IM progress report
Monthly
AIESEC International
Global Plenary
SG meeting minutes
AIESEC International
Global Plenary
AIESEC International
Global Plenary
Progress of trademark registration and risk associated Report on Global Fund usage
AIESEC International
Global Plenary
Financial External Audit + summary
AIESEC International (AI VP IM)
Global Plenary
IM Reporting
30 days after every SG meeting IPM; latest 14 days before the ILM starts. IPM, IC; latest 14 days before the ILM starts. IC; latest 14 days before the ILM starts. Quarterly; latest 14 days before the ILM starts.
AIESEC International (AI VP BD) AIESEC International
Finance SC
Sales Plan Report
Global Plenary
Internal Audit report
AIESEC
Global Plenary
Report on legal risks to
Quarterly; latest 14 days before the ILM starts. At least 10 days before ILMs and latest 30 days after the visit When needed
Refer to Global Compendium Art. 2.2.3 for the explanation of what needs to be reported on. During each ILM, the EiD must present a report to the Global Plenary. Refer to Global Compendium Art. 2.2.4 for the explanation of what needs to be reported on. If a CU doesn’t submit the report in time, the partner entity loses Full Membership status. The report shall include the points stated in Art. 6.7. 2 of the Global Compendium. Refer to Global Compendium Art. 6.2 Association Governance for the points that shall be reported on
AI VP IM has to report about the points stated in Art. 5.2.5 GIS Fund. The reports before IPM and IC need to have approval and comments by the SG. AI VP BD reports about the points stated in Art. 4.2.1.
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International
the Plenary when identified Report on investments made by AI
AIESEC International
Internal Auditor
AIESEC International
Global Plenary
Quarterly Financial Report
Quarterly; Oct. 30th, Jan. 31st, April 30th, July 31st
AIESEC International
Global Plenary
ILM satisfaction survey report
[Not defined]
AIESEC International
Finance SC
Report on AI investments exceeding € 8’000
AIESEC International
Global Plenary, Supervisory Group, Internal Auditor
Quarterly Report
Quarterly; Oct. 30th, Jan. 31st, April 30th, July 31st
AIESEC International
Global Plenary, Supervisory Group, Internal Auditor
Annual Report
IC; latest 14 days before the ILM starts.
The report shall as well state contribution to the AI plan and global strategy The report shall contain: Budget report Cash Flow Member debts Receivables overview (this shall also be sent to the SG) The report shall be a compilation of the answers received by the Global Plenary
The report shall include: Progress on organizational goals Assessment on global strategy AI financial sustainability Global systems Furthermore: IT system development PR relations with the external world PR: Events attended by AI on behalf of AIESEC BD: Sales pipeline, XPs delivered, revenue generated compared to plan The report has to be presented at IC.
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Motions and Mandates One year Motions That the AIESEC International budget for the term 2015/2016 is approved as follows: That the AIESEC International budget for the term 2015/2016 is approved as follows: Expenses: Global Secretariat: 250.134,77 € Long-term Organizational Growth and Development: 132.389,83 € Global Operations: 365.660,98 € Global Brand: 116.866,37 Global Sales and Partnership Management: 265.579,54 € Information Management: 301.256,51 € Total Expenses 1.431.888,00 € Revenues: Global Secretariat: 227.134,77€ Global Plenary Contribution, 8.500€ Subsidized by BD Revenue 23.000,00€ paid from Global Partnership Revenue Long-term Organizational Growth and Development: 132.389,83€ Global Plenary Contribution, fully subsidized by BD Revenue Global Operations: 365.660,98€ Global Plenary Contribution, out of which, 127.577,60€ Subsidized by BD Revenue Global Brand: 86.866,37 € Global Plenary Contribution, out of which, 86.866,37€ is subsidized by BD Revenue 30.000,00€ Subsidized by Global Partnership Revenue Global Sales and Partnership Management: 265.579,54€ Global Partnership Revenue Global Partnership Revenue Information Management: 301.256,51€ Global Plenary Contribution 3,326.66€ Subsidized by BD Revenue 1.113.308,46 € shall be covered by Global Plenary, 358.660,46€ shall be subsidized by BD Revenue, 318.579,54€ shall be covered by Global Partnership Revenue. The total Global Partnership Revenue to be raised is 677.240,00€. (IC 2015, India) That the AIESEC International budget for the term 16/17 is approved as follows: Expenses: Global Secretariat:
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299.104,00€ Global Plenary Contribution Long-term Organizational Growth and Development: 102.847,40€ Global Plenary Contribution Global Operations: 361.765,80€ Global Plenary Contribution Global Brand: 12.9476,40 € Global Plenary Contribution Global Sales and Partnership Management: 269.509,60€ Global Partnership Revenue Information Management: 301.623,20€ Global Plenary Contribution Total expenses: 1.464.326,40€ Revenues: Global Secretariat: 249.104,00€ Global Plenary Contribution 50.000,00€ Subsidized by BD Revenue 50.000,00€ Global Partnership Revenue Long-term Organizational Growth and Development: 102.847,40€ Global Plenary Contribution €102.847,40Subsidized by BD Revenue Global Operations: 336.765,80€ Global Plenary Contribution 72.700,00€ Subsidized by BD Revenue 25.000,00€ Subsidized by Global Partnership Revenue Global Brand: 79.476,40 € Global Plenary Contribution 79.476,40 € Subsidized by BD Revenue 30.000,00€ Global Partnership Revenue Global Sales and Partnership Management: 269.509,60€ Global Partnership Revenue Information Management: 301.623,20€ Global Plenary Contribution 10.000,00€ Subsidized by BD Revenue
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1.069.816,80 € shall be covered by Global Plenary, 315.023.80€ shall be subsidized by BD Revenue, 394.509,60€ shall be covered by Global Partnership Revenue. The total Global Partnership Revenue to be raised is 709.457,00€ Be it resolved that the 2014-15 AIESEC International Team be discharged and the 2014-15 audited financial statements be accepted as read. (IC 2015, India) That Maciej Rybinski be ratified as Global Finance chair for the term 2015-16. (IC 2015, India) That Miroslava Liskova be ratified as chair for the ILM Board chair for the term 2015-16. (IC 2015, India) That Ana Passaporte be ratified as GEC chair for the term 2015-16. (IPM 2016, Morocco) That Ivan Sirovatko be ratified as Internal Control Board chair for the term 2015-16. (VLM May 2015) That the following members of the Legal Subcommittee be appointed Directors with joint signing rights of Stitching AIESEC IP Licensing from 1st September 2015 until 31st August 2016:
Africa: Jude Ahor
AP: Nicholaz Diaz
CEE: Zdenda Tesarek
LatAm: Rui Correira
MENA: Maris Pihle
WENA: Lubka Mieresova (IC 2015, India)
To select Esteban Navarro as AIESEC International Internal Auditor for the term 2015-2016 following an intensive selection process by the Legal Subcommittee. (IC 2015, India) That all AIESEC entities adjust the Anti-Harassment and Violence. To the law of their country/territory by IC 2016 and legislate the corresponding protocol in their entities. To contribute for the term 2016-2017 the amount of 55.000,00€ EUR to the “Global Travel Cost Sharing Fund” The amount shall be charged to Members. (IPM 2016, Morocco) To contribute for the term 2016-2017 the amount of 10.000,00€ EUR to the “Global Meetings Travel Fund.” The amount shall be charged to Members. (IPM 2016, Morocco) To contribute for the term 2016-2017 the amount of 30.000,00€ EUR to the “Global Roadmap Fund” The amount shall be charged to Members. (IPM 2016, Morocco) To contribute for the term 2016-2017 the amount of 10.000,00€ EUR to the “Global Legal Management Fund” The amount shall be charged to Members. (IPM 2016, Morocco) To contribute for the term 2016-2017 the amount of 50.000,00€ EUR to the “Global Information Management Fund” The amount shall be charged to Members. (IPM 2016, Morocco) To contribute for the term 2016-2017 the amount of 30’938€ EUR to the “Internal Control Board Fund” The amount shall be charged to Members. (IPM 2016, Morocco)
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To contribute for the term 2016-2017 the amount of 19.800,00€ EUR to the “Global Finance Legal Board Fund”. The amount shall be charged to Members. (IPM 2016, Morocco) To contribute for the term 2016-2017 the amount of 20,000.00€ EUR to the LEAD Programme for MCPs. The amount shall be charged to Members. (IPM 2016, Morocco) To contribute for the term 2016-2017 the amount of 5,000.00€ EUR to the “Global GEC Fund”. The amount shall be charged to Members. (IPM 2016, Morocco) To contribute for the term 2016-2017 the additional amount of 4800 euros to the “Global GEC Fund”. The amount shall be charged to Members. (IPM 2016, Morocco) To raise the delegate fee for International Congress 2016 organized by AIESEC in Poland to 440 EUR. (IPM 2016, Morocco)
Long-term Motions That the Global Plenary pay for 41.586,60€ of 207.933,10€ to AIESEC International on behalf of AIESEC in Vietnam for the loss incurred from IPM 2015. The amount shall be charged to Members according to the contribution model in 12 semi-annual payment instalments until the end of 2021. Furthermore to approve a 166.346,50€ loan from AIESEC International to AIESEC in Vietnam. Terms of the loan will be approved by VLM of November 2015. The payback of the loan from AIESEC in Vietnam to AIESEC International has to be completed by the end of 2021. (IC 2015, India)
Mandates The numbering of the mandates is as follows: Name of ILM, year when ILM happened, number of the mandate. (For example: IPM2001-1). Contracted Units related IC2010-1: That AIESEC in United States of America be mandated to be the partner entity for the extension into Qatar. IPM2011-1: That AIESEC in Cote D’Ivoire to become a partner entity for OE in Liberia. IC2011-1: For Mexico to be the partner entity of the Contracted Unit of Nicaragua IC2012-1: That AIESEC in Tunisia becomes the partner entity of the Contracted Unit of AIESEC to Algeria. IPM2016-1: To mandate the GEC and AI to Clarify the Global Plenary on what it’s an expansion in the context of 2020. This shall be reported on by IC 2016. IPM2016-2: To mandate the GEC and AI to research of the feasibility to expand virtually without the need of physical presence. This shall be reported on by IC 2016. IPM2016-3: To mandate the GEC and the MSC to review the CU requirements in the Global Compendium. IPM2016-4: To mandate the Chair of the Global Expansions Committee to present by March 31st an action plan for the GEC following 4 months. International Legislative Meeting (ILM) VLM2014-1: That AIESEC in Poland is mandated to host International Congress 2016 (November VLM 2014).
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IPM2016-5: To mandate AIESEC International to host IPM 2017. AI will have a project manager responsible for the follow up on ILMs. AIESEC International IPM2016-6: To mandate AIESEC International to release an application by 6th of March 2016 for possible pilot entities to run short term 4 week GCDP experiences. The number of entities to be selected and experiences delivered is to be identified by the AI responsible. Outputs of the pilot shall be sent to the Global Plenary by 1st of August 2016 and presented during IC Poland 2016. IPM2016-7: To mandate AI to create Break Realization function on EXPA and give to ICB rights to use it by IC 2016 and make a mid report by 31st of May 2016. IPM2016-8: To mandate ICB and AI to include information to aiesec.org website by 31st of May 2016 regarding whom to approach (shall be ICB) if there are any problems happening during exchange process regarding the rights of an EP. IPM2016-9: To mandate AI and ICB to include “XPP terms and conditions” feature and add general information about ICB on Opportunity Portal by 31st of May 2016. IPM2016-10: To mandate AIESEC International to host a strategic summit to define when and how AIESEC shall run International Conferences. Representatives of the MCP network shall be included in this summit. IPM2016-11: To mandate AIESEC International to research on the feasibility to hire a professional Internal Auditor for AIESEC International. This research shall contain the potential fields to be audited as well as the costs that would go along with it. A first report shall be sent to the Global Plenary by June 30 th. A final decision on whether to change the Internal Auditor structure in the Global Compendium shall be taken by IC 2016. IPM2016-12: To mandate AIESEC International and Legal Subcommittee to define a framework for external bodies management and scope in the organisation. This shall be reported on to the Global Plenary as soon as the AI structure is clearer but not later than on 1st of July 2016. IPM2016-13: To mandate AIESEC International to present and put available to the plenary a protocol for organisational stands to be presented during quarter 1-2016. Subcommittee Mandates Finance Subcommittee IPM2016-14: To mandate the Finance Subcommittee to review the ILM Reserve Fund and create a report to be presented at IC 2016. Membership Subcommittee IPM2016-15: To mandate the Membership Subcommittee to do a research about membership criteria and define membership criteria that is sustainable for AIESEC. The outcome of the research shall be sent to the Global Plenary by June 30th and be presented during IC. Governance and Legislation Subcommittee IM Subcommittee
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Legal Subcommittee and Including Internal Auditor IPM2015-1: To mandate the Finance Board to continue the mandate of FSC regarding the creation of a tool or system for the evaluation of the Return on Investment for decision making information for the global plenary before and after investments for its evaluation for global services and global funds by November VLM. IPM2016-16: To mandate the Internal Auditor along with AIESEC International to define a new Risk Report for the plenary. IPM2016-17: To appoint Siddharth Bali as the Internal Auditor of AIESEC International. Others NovemberVLM2015-1: Authorizing AIESEC in Austria to operate in the market of Liechtenstein. MayVLM2015-1: Authorizing AIESEC in Belgium to operate in the market of Luxembourg. External Bodies Mandates: ICB (Internal Control Board) Finance Board (FB) IPM2016-18: To mandate the Finance Board to do a feasibility analysis on the implementation of a global payments system and prepare feasibility report to the Global Plenary by 31 st May 2016. IPM2016-19: To mandate the Finance Board to research a global consolidation software and prepare a feasibility report including options, prices, and implementation time to the Global Plenary by 31st May 2016. IPM2016-20: To mandate the Finance Board, Finance Subcommittee, and AI VP Finance to review the global finance model and to submit a report of proposed changes by IC 2016. IPM2016-21: To mandate the Finance Board, Finance Subcommittee, and AI VP Finance to review the travel cost sharing model and to submit a report of proposed changes by IC 2016. IPM2016-22: To mandate the Finance Board and AIESEC International to send to the plenary a summary of the external audit to the Global Plenary along with the official report. ILM Board (International Legislative Meeting Board)
Minute Taking The following are the procedures for minuting referred to in Section 5.11 of the Global Compendium. These procedures are to be used for the taking of minutes at all ILMs.
General At the top right-hand corner on the first page for each set of minutes, the following information is to be stated: Minutes of ILM Date of Session At the top left-hand corner on the first page, the following information shall be given Title of the meeting (i.e. International Congress or International President’s Meeting) Place of meeting
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Dates of meeting. Above the beginning of the minutes should be stated: The name of the Chairperson and Secretary for the ILM. Time of commencement The time at which the Chairperson declares the ILM open shall be recorded in the first sentence of the minutes.
Roll Call A list of Members present at the commencement of the ILM, together with AI members, shall appear at the beginning of the minutes. Members subsequently joining/leaving the session shall be recorded in the minutes.
Procedural Motions These motions only refer to the conduct of the debate and consist of: Opening of the ILM Approving the Chairperson Approving the Secretary Granting speaking rights Motions listed in paragraph 5.7.1 Heading: Each Procedural Motion shall be headed as in the following sample: MOTION (PROCEDURAL) Proposed by: A Seconded by: B Motion reads: That the motion now be put.
Motions Numbering: All Motions shall be numbered, taken out Procedural Motions. Heading: Each Motion shall be clearly headed as in the following sample: MOTION XY Proposed by: A Seconded by: B Motion reads: That section 1.2.3 of the International Compendium shall be changed as follows: (…).
Amendments Amendments proposed to motions shall be included in the minutes. Once an amendment has been completed, it shall be included in the final version of motion noted and voted upon.
Recording of voting Normal voting:
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In case the Motion carried: “VOTING: CARRIED with X for, Y against and Z abstentions” In case of motions defeated: “VOTING: DEFEATED with X for, Y against and Z abstentions” Roll Call Vote: It is written how each Member voted, followed by the result of the vote written as for normal voting. Procedural Motions When procedural Motions are introduced between a regular motion and the voting thereupon, the two votes should be recorded as follows: MOTION XY Proposed by: A Seconded by: B Motion reads: That section 1.2.3 of the International Compendium shall be changed as follows: (…) MOTION (PROCEDURAL) Proposed by: A Seconded by: B Motion reads: That the motion now be put. VOTING: CARRIED unanimously VOTING on Motion1: CARRIED, etc.
Closure of the ILM The time at which the Chairperson declares the Session closed will be recorded in the final sentence of the minutes.
Extraordinary Global Legislations Apart from the Global Legislations (GL) during ILMs (IPM, IC), there is the option that for extraordinary matters, an Extraordinary GL can be set up virtually. An Extraordinary GL shall be held in the case of a subject that needs to be decided on urgently and that can’t be postponed for an ordinary GL at IC and IPM. Decision to hold an Extraordinary ILM The Chair of the Governance & Legislation Subcommittee, the AI VP F and the PAI shall decide together about whether to accept or reject the proposal of calling for an Extraordinary ILM. In case the three parties cannot come to a common decision, the PAI has the final decision power.
Process to call for an Extraordinary GLs Any entity in AIESEC can send a proposal to call for an Extraordinary GL. The proposal must be sent to the PAI, AI VP F and the Governance & Legislation Subcommittee Chair.
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The proposal must state the reason/s of calling for an extraordinary GL, the motion/s and/or mandate/s that shall be voted on, a proposed date of the extraordinary GL and supporting documents. In case there are plenty of supporting documents, a one-page summary shall also be provided. The earliest date of holding an Extraordinary GL is two weeks after the proposal got accepted. The Global Plenary shall be notified immediately after the proposal got accepted, alongside with sending preparation documents and a timeline of legislation fair, the date of the GL and the legislation booklet.
Chair The Chair of an Extraordinary GL is appointed by AIESEC International.
Legislation Fair During the legislation fair, the proposed motion/s and/or mandate/s shall be discussed. The system to be used and the link to the virtual legislation room shall be communicated to the MCPs alongside the announcement of the GL. After the legislation fair, the Governance and Legislation Subcommittee Chair sends an output of the legislation fair to the Global Plenary and together with the final legislation booklet and the process of voting during an extraordinary GL.
Conduct of meeting There will be two virtual meeting rooms for the legislation meeting. One for general discussion and presentation that is consisting of all representatives, the other one is purely for Full Members to vote. Each Motion will be put in words in the chat box. Speakers shall raise their hand and the Chair will make a speakers list. Typing and speaking are all counted as speaking in a virtual ILM. Not responding in longer than one minute will be counted as absence. Motions and mandates that have no speaker against will be proceeded to pass by acclamation.
Amendments Amendments will be made in chatting.
Voting Proxy Voting shall be allowed at Extraordinary GLs. The Chair of the Governance & Legislation Subcommittee, the AI VP F and the PAI have to be informed about the assigned Proxy 10 days before the GL takes place in written format. During Extraordinary Global Legislations, the Proxy has to be from the same entity as the MCP who can’t be present. Motions can be voted in block only if that a respective Motion to vote in block is already in the legislation booklet.
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Pass by acclamation: to be defined according to the software used. When a motion is not passing by acclamation, the voting takes place in the voting room. Whenever a motion is being put to vote, the voting members shall be counted in the voting window, and this number shall be the number of Full Member voted.
Point of order and Point of Information Point of Order and Point of Information shall be given to the Chair in private chatting, and the Chair will then update the plenary with it.
Minuting There will be one secretary to take minutes in the chatting of each motion as well as when people are speaking with microphone.
Governance & Legislation Subcommittee (GLSC) The role of the GLSC is to manage the global legislation process regarding ILMs, therefore the responsibilities shall be: Manage the legislation education of MCPs. Organizing and managing legislation fairs (creating the agenda with the support of AI VP F and hosting the space). Ensuring that proposals of motions and mandates are consistent. Informing all Subcommittees, External Bodies and AIESEC International about the timeline for ILM preparation until May 31st. This includes: Deadline to submit reports about ongoing mandates to the GLSC: 15th of July, 31st of December. Deadline to submit reports about Subcommittees to the GLSC: 15th of July, 31st of December. (Legal & Governance Subcommittee is required to submit reports of ICB, FLB and ILM Board as well as a list of findings from the reports). Informing the plenary about the following deadlines: Deadline to submit topics for legislation fair 1st of August and 15th of January. The deadlines for the tasks to be fulfilled by the GLSC are the following: Send out reports of Subcommittees and External Bodies and a list of findings to the Global Plenary: 15th of January and 31st of July. Releasing 1st legislation booklet: 10 days before Day 0 of an ILM. Releasing final legislation booklet: 48 hours before the Global Legislation takes place.
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6. AI MANAGEMENT Data Privacy & Terms Of Use Policies On Global Information Systems 1. Privacy Statement AIESEC International (“AIESEC” or “we”) is committed to protecting your privacy and developing technology that gives you the most powerful and safe online experience. This Privacy Statement applies to AIESEC’s Global Information System and governs data collection and usage by AIESEC, including by local or national committees of AIESEC. By using the AIESEC’s Global Information System (experience.aiesec.org), you agree to AIESEC processing your personal data as set out below. If you do not agree to have your information used in any of the ways described in this Privacy Statement, you must discontinue use of experience.aiesec.org.
User’s Personal Information: We consider information that may be used to identify an individual, including, but not limited to, first and last name date of birth, credit card information, home or other physical address, email address, phone number or other contact information to be "Personal Data". You may be asked to provide Personal Data when you use the Global Information System. The Personal Data that we collect may include information such as: name, contact information (including telephone number and email address), web site usage preferences, and feedback regarding the Global Information System. This information is held by AIESEC on servers based in the United Kingdom and elsewhere from time to time. In addition, when you use the Global Information System our servers keep an activity log unique to you that collects certain administrative and traffic information including: source IP address, time of access, date of access, web page(s) visited, language use, software crash reports and type of browser used which are essential for the provision of and the quality of the Global Information System. We do not collect Personal Data about you on the Global Information System without your knowledge.
If you choose to participate in the Exchange Program, AIESEC will collect additional, more detailed information about you including your education, work experience and academic background (yours “Detailed Personal Data”). With your consent, AIESEC may share your Detailed Personal Data with selected organizations participating in the Exchange Program which match your interests. Other users of experience.aiesec.org will not be able to access your Detailed Personal Data without your consent.
AIESEC also collects anonymous demographic information, which is not unique to you, such as your city, country, age, gender, preferences, interests and favourites.
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AIESEC does not collect any data about you from other sources, such as public records or bodies, or private organizations. You are responsible for ensuring that any information you provide relates to you and is accurate, complete and remains up to date.
Use of your Personal Data AIESEC collects the Personal Data that you submit for the purpose of providing you with information about AIESEC, membership administration and management of the services we offer; the Exchange Program, surveys and on-line polls, applications for events organized and advertised by AIESEC and for statistical purposes in order to improve our services.
Personal Data collected on experience.aiesec.org may be stored and processed in any country in which we or our affiliates, suppliers, subsidiaries or agents maintain facilities, and by using Experience.aiesec.org you consent to any transfer of information outside of your country (including to third countries which may not have been assessed as having adequate privacy laws). Your data is however only processed within AIESEC network of local and national committees and will not be shared with third parties without your explicit consent, unless required by law. We take steps to ensure that our affiliates, agents, subsidiaries and suppliers comply with our standards of privacy regardless of their location.
AIESEC does not sell, rent or lease its member’s lists to third parties. AIESEC may, from time to time, contact you on behalf of external business partners about a particular offering that may be of interest to you. In those cases, your unique personally identifiable information (e-mail, name, address, telephone number) is not transferred to the third party. In addition, AIESEC may share data with trusted partners to help us perform statistical analysis, send you email or postal mail, provide user support, or arrange for deliveries. All such third parties are prohibited from using your Personal Data except to provide these services to AIESEC, and they are required to maintain the confidentiality of your information.
AIESEC does not use or disclose sensitive Personal Data, such as race, religion, or political affiliations, without your explicit consent. If you choose to participate in the Exchange Program, you consent to AIESEC sharing sensitive Personal Data with selected organizations participating in the Exchange Program where it is relevant to your participation in the Exchange Program.
If you choose to use the donation module of Experience.aiesec.org, AIESEC may process your payment using an external third party electronic payment processors and/or financial institutions (“Electronic Service Provider”). By accepting this Privacy Statement, you consent to Personal Data
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necessary for the processing of transactions being shared with Electronic Service Providers, including where necessary the transfer of information outside of your country. We take steps to ensure that our arrangements with Electronic Service Providers protect your privacy. This data is used to deliver customized content and advertising within AIESEC to customers whose behavior indicates that they are interested in a particular subject area. AIESEC will disclose your Personal Data, without notice, only if required to do so by law or in the good faith belief that such action is necessary to: (a) conform to the edicts of the law or comply with legal process served on AIESEC or the Global Information System; (b) protect and defend the rights or property of AIESEC; and, (c) act under exigent circumstances to protect the personal safety of users of AIESEC, or the public. You can change or complete the Personal Data that AIESEC holds about you by following the update procedure included in the systems. You may request the deletion of your Personal Data from the Global Information System, by contacting the system administrators at AIESEC. Deletion of your Personal Data from the Global Information System will result in the deletion of your account from Experience.aiesec.org. We may, however, still retain your Personal Data in our files to resolve disputes, to enforce our user agreement, and to comply with any and all technical and legal requirements and constraints related to the security, integrity and operation of the Global Information System. After the expiry of your membership in AIESEC your data will be processed by our alumni system. You may request the deletion of your Personal Data from our alumni system by contacting the system administrators at AIESEC. Deletion of your Personal Data from our alumni system will result in the deletion of your account from Experience.aiesec.org. Internet Awareness Whenever you voluntarily post Personal Data in public areas of the Experience.aiesec.org, you should be aware that this information can be accessed by other users of Experience.aiesec.org and can in turn be used by others to send you unsolicited communications, advertisements or for other purposes. Users should exercise caution in deciding what information you disclose on Experience.aiesec.org. We do not control the actions of third parties in public areas of Experience.aiesec.org, so if you disclose information in a public area, you do so at your own risk. Please keep in mind that if you directly disclose Personal Data through Experience.aiesec.org public message boards, this information may be collected and used by others. We have provided functionalities within the system where any individual can mark information as private which is not disclosed to others.
AIESEC encourages you to review the privacy statements of third party web sites you choose to link to from Experience.aiesec.org so that you can understand how those web sites collect, use and
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share your information. We cannot ensure the protection of any information or images that you provide to a third-party online site that links to or from Experience.aiesec.org since these third-party online sites are owned and operated independently of us. AIESEC is not responsible for the privacy statements or other content on web sites outside of the Experience.aiesec.org.
Security We understand the importance of information security and the techniques needed to secure information. AIESEC will take reasonable steps to protect your Personal Data safe. We employ a variety of security technologies and procedures to help protect your Personal Data from unauthorised access, use or disclosure. We employ firewalls and store all of our files and information on secure terminals. The security of your Personal Data depends on your protection of your account password. Please do not disclose your account password to unauthorized people. Although we will use reasonable efforts to safeguard the privacy of your information, transmissions on the internet cannot be made absolutely secure. Accordingly, we assume no responsibility or liability for disclosure of any of your information due to errors in transmission, unauthorized thirdparty access or other causes beyond our reasonable control.
Use of Cookies The Global Information System uses "cookies" to help you personalize your online experience. A cookie is a text file that is placed on your hard disk by a Web page server. Cookies cannot be used to run programs or deliver viruses to your computer. Cookies are uniquely assigned to you, and can only be read by a web server in the domain that issued the cookie to you.
One of the primary purposes of cookies is to provide a convenience feature to save you time. The purpose of a cookie is to tell the Web server that you have returned to a specific page. For example, if you personalize Experience.aiesec.org pages, or register with AIESEC site or services, a cookie helps AIESEC to recall your specific information on subsequent visits. This simplifies the process of recording your Personal Data, such as billing addresses, shipping addresses, and so on. When you return to the same AIESEC Web site, the information you previously provided can be retrieved, so you can easily use the AIESEC features that you customized.
You have the ability to accept or decline cookies. Most Web browsers automatically accept cookies, but you can usually modify your browser setting to decline cookies if you prefer. If you choose to decline cookies, you may not be able to fully experience the interactive features of the AIESEC services or Web sites you visit.
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Update to this Statement We may periodically make changes to this Privacy Statement. We will notify you of changes by posting the modified terms on the website and we advise you to revisit this Privacy Policy regularly. Your continued use of Experience.aiesec.org will be subject to the terms of the then-current policy.
Contact Information AIESEC welcomes your comments regarding this Statement of Privacy. If you believe that AIESEC has not adhered to this Statement, please contact AIESEC at [email protected]. We will use commercially reasonable efforts to promptly determine and remedy the problem. Last updated – August 2008
2. Terms of use AGREEMENT BETWEEN USER AND AIESEC International (“AIESEC” or “we”). The AIESEC Global Information System is comprised of various Web pages and modules operated by AIESEC. The Premier online platform of the Global Information System is Experience.aiesec.org (www.experience.aiesec.org)
Please read these Terms of Use carefully. By accessing the Global Information System and any pages hereof, you are indicating that you have read, acknowledge and assent to be bound by these terms and conditions. If you do not agree to these terms and conditions, do not access the Global Information System. AIESEC reserves the right to change these Terms of Use and you are responsible for regularly reviewing them. Your continued use of the Global Information System constitutes your agreement to all such Terms of Use.
Your attention is drawn to our Privacy Policy which describes how we deal with and protect your personal information. By accepting this Agreement, you are also acknowledging and agreeing to the use of your data in accordance with that policy.
These Terms of Use, together with the Privacy Policy constitute a legally binding agreement (the “Agreement”). This Agreement is written and is only available in English. If this Agreement is translated into another language the English version will prevail.
MODIFICATION OF THESE TERMS OF USE
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AIESEC reserves the right to change the terms, conditions, and notices under which the Global Information System is offered. We will notify you about significant changes in the way we treat personal information by sending a notice to the primary email address specified in your AIESEC.net email account or by posting the modified terms on the Global Information System and we advise you to revisit these Terms of Use regularly. NO UNLAWFUL OR PROHIBITED USE As a condition of your use of Experience.aiesec.org, you warrant to AIESEC International that you will not use Experience.aiesec.org for any purpose that is unlawful or prohibited by these terms, conditions, and notices. You may not use the Experience.aiesec.org in any manner which could damage, disable, overburden, or impair the Global Information System or interfere with any other party's use and enjoyment of the Experience.aiesec.org. You may not obtain or attempt to obtain any materials or information through any means not intentionally made available or provided for through the Global Information System. USE OF COMMUNICATION SERVICES Experience.aiesec.org contains open content spaces (wiki), news, groups, teams, classifieds, forums, networking, personal web pages, AIESEC.net email service, Exchange forms, mass mail, and/or other message or communication facilities designed to enable you to communicate with the public at large or with a group or team (collectively, "Internal Communication Services"). You agree to use the Internal Communication Services only for purposes that are permitted by these Terms of Use and any applicable laws or regulations in the relevant jurisdictions. In particular, you agree that you will not post any messages or other material using the internal Communication Services which are offensive, indecent or objectionable or which are unrelated to the particular Internal Communication Service. By way of example, which is not exhaustive, you agree that when using an Internal Communication Service, you will not:
Defame abuse, harass, stalk, threaten or otherwise violate the legal rights (such as rights of privacy and publicity) of others. Publish, post, upload, distribute or disseminate any inappropriate, profane, defamatory, infringing, obscene, indecent or unlawful topic, name, material or information. Upload files that contain software or other material protected by intellectual property laws (or by rights of privacy of publicity) unless you own or control the rights thereto or have received all necessary consents. Upload files that contain viruses, corrupted files, or any other similar software or programs that may damage the operation of another's computer. Advertise or offer to sell or buy any goods or services for any business purpose, unless such Internal Communication Service specifically allows such messages. Conduct or forward surveys, contests, and pyramid schemes, promotional schemes against the AIESEC way or chain letters. Falsify or delete any author attributions, legal or other proper notices or proprietary designations or labels of the origin or source of software or other material contained in a file that is uploaded.
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Restrict or inhibit any other user from using and enjoying the Internal Communication Services and overall user experience of Experience.aiesec.org. Violate any code of ethics or other guidelines which may be applicable for any particular section of Experience.aiesec.org. Harvest or otherwise collect information about others, including e-mail addresses, without their consent. Violate any applicable laws or regulations.
You agree that you are solely responsible for (and that AIESEC has no responsibility to you or any other third party for) any material that you create, transmit or display on the Internal Communication Services and for the consequences of your actions (including any loss or damage which AIESEC may suffer) by doing so. AIESEC reserves the right (but shall have no obligation) to pre-screen, review, modify, refuse, or remove materials posted to a/all Internal Communication Service in its sole discretion. Materials uploaded to an Internal Communication Service may be subject to posted limitations on usage, reproduction and/or dissemination. You are responsible for adhering to such limitations if you download the materials. AIESEC reserves the right at all times to disclose any information as necessary to satisfy any applicable law, regulation, legal process or governmental request.
LIMITATION OF LIABILITY Always use caution when giving out any personally identifying information about yourself. Although we will use reasonable efforts to safeguard the privacy of your information, transmissions on the internet cannot be made absolutely secure. Accordingly, we assume no responsibility or liability for disclosure of any of your information due to errors in transmission, unauthorized third-party access or other causes beyond our reasonable control. Nothing in these Terms of Use shall exclude or limit AIESEC’s liability for losses which may not be lawfully excluded or limited by applicable law.
MATERIALS PROVIDED TO AIESEC OR POSTED AT Experience.aiesec.org You retain copyright and any other rights you already hold in material, including feedback and suggestions, which you submit, upload, post or display on or through the Internal Communication Service (collectively, your “Submissions”). By submitting, posting or displaying Submissions on or through the Internal Communication Services, you grant to AIESEC a worldwide, non-exclusive, royalty-free, irrevocable and perpetual license to utilize the Submissions for the purposes of AIESEC’s business, including, without limitation, the right to reproduce, edit, reformat, distribute, transmit, and the Submissions. You agree
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that AIESEC may publish your name in connection with your Submissions. You confirm and warrant to AIESEC that you have the rights, power and authority necessary to grant the above license. To avoid doubt, AIESEC will not make any payment to you in respect of the use of any of your Submissions. AIESEC International is under no obligation to post or use any Submission you may provide and may remove any Submission at any time in AIESEC International's sole discretion.
EXCLUSION OF WARRANTIES AIESEC and its affiliates are constantly innovating in order to improve the services provided through Experience.aiesec.org. You acknowledge and agree that the format of the services offered by AIESEC through Experience.aiesec.org may change at any time. These services are, however, provided “as is” and “as-available” and AIESEC and its affiliates give you no warranty with respect to them. You agree and understand the following: THE INFORMATION, SOFTWARE, PRODUCTS, AND SERVICES INCLUDED IN OR AVAILABLE THROUGH EXPERIENCE.AIESEC.ORG MAY INCLUDE INACCURACIES OR TYPOGRAPHICAL ERRORS. CHANGES ARE PERIODICALLY ADDED TO THE INFORMATION HEREIN. ANY INFORMATION OBTAINED BY YOU AS A RESULT OF YOUR USE OF THE SERVICES MAY NOT BE ACCURATE OR RELIABLE. ADVICE RECEIVED VIA EXPERIENCE.AIESEC.ORG SHOULD NOT BE RELIED UPON FOR PERSONAL, MEDICAL, LEGAL OR FINANCIAL DECISIONS AND YOU SHOULD CONSULT AN APPROPRIATE PROFESSIONAL FOR SPECIFIC ADVICE TAILORED TO YOUR SITUATION. TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW, IN NO EVENT SHALL AIESEC AND/OR ITS SUPPLIERS BE LIABLE FOR ANY DIRECT, INDIRECT, PUNITIVE, INCIDENTAL, SPECIAL, CONSEQUENTIAL DAMAGES OR ANY DAMAGES WHATSOEVER INCLUDING, WITHOUT LIMITATION, DAMAGES FOR LOSS OF USE, DATA OR PROFITS, ARISING OUT OF OR IN ANY WAY CONNECTED WITH THE USE OR PERFORMANCE OF EXPERIENCE.AIESEC.ORG, WITH THE DELAY OR INABILITY TO USE EXPERIENCE.AIESEC.ORG OR RELATED SERVICES, THE PROVISION OF OR FAILURE TO PROVIDE SERVICES, OR FOR ANY INFORMATION, SOFTWARE, PRODUCTS, SERVICES AND RELATED GRAPHICS OBTAINED THROUGH EXPERIENCE.AIESEC.ORG, OR OTHERWISE ARISING OUT OF THE USE OF EXPERIENCE.AIESEC.ORG, WHETHER BASED ON CONTRACT, TORT, NEGLIGENCE, STRICT LIABILITY OR OTHERWISE, EVEN IF AIESEC INTERNATIONAL OR ANY OF ITS SUPPLIERS HAS BEEN ADVISED OF THE POSSIBILITY OF DAMAGES.
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TERMINATION/ACCESS RESTRICTION AIESEC reserves the right to terminate your access to Experience.aiesec.org and/or related services and/or terminate your membership of AIESEC at any time without notice for any violation of these Terms of Use. ELECTRONIC SERVICE PROVIDER AIESEC may use third party electronic payment processors and/or financial institutions ("ESPs") to process financial transactions if you use the donation module of Experience.aiesec.org. AIESEC will keep your financial information confidential. You irrevocably authorize us, as necessary, to instruct such ESPs to handle such financial transactions and you irrevocably agree that AIESEC may give such instructions on your behalf. You agree to be bound by the terms and conditions of use of each applicable ESP, and in the event or conflict between this Agreement and the ESP's terms and conditions, and then this Agreement shall prevail. ACCOUNT SECURITY You agree and understand that you are responsible for maintaining the confidentiality of passwords associated with any account you use to access Experience.aiesec.org. Accordingly, you agree that you will be solely responsible to AIESEC for all activities that occur under your account. If you become aware of any unauthorized use of your password or of your account, you agree to notify AIESEC immediately at [[email protected] ].
COPYRIGHT AND TRADE MARK NOTICES All materials used by Experience.aiesec.org, including but not limited to software, images, pictures, graphics, photographs, animations, videos, music, audio, text (and any intellectual property rights in and to any of the same) belong to AIESEC or its licensors and is protected by copyright and/or other intellectual property rights. You obtain no rights in such protected material and must not use any material used by Experience.aiesec.org without AIESEC’s written permission. The names of actual companies and products mentioned herein may be the trade marks of their respective owners. The example companies, organizations, products, people and events depicted herein are fictitious. No association with any real company, organization, product, person, or event is intended or should be inferred. Any rights not expressly granted herein are reserved.
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GENERAL To the maximum extent permitted by law, this Agreement is governed by the laws of the Netherlands and you hereby consent to the exclusive jurisdiction and venue of courts in the Netherlands in all disputes arising out of or relating to the use of Experience.aiesec.org. Use of Experience.aiesec.org is unauthorized in any jurisdiction that does not give effect to all provisions of these terms and conditions, including without limitation this paragraph.
You agree that no joint venture, partnership, employment, or agency relationship exists between you and AIESEC as a result of this agreement or use of Experience.aiesec.org. AIESEC’S performance of this Agreement is subject to existing laws and legal process, and nothing contained in this Agreement is in derogation of AIESEC International's right to comply with governmental, court and law enforcement requests or requirements relating to your use of Experience.aiesec.org or information provided to or gathered by AIESEC with respect to such use. If any part of this Agreement is determined to be invalid or unenforceable pursuant to applicable law including, but not limited to, the warranty disclaimers and liability limitations set forth above, the invalid or unenforceable provision will be deemed superseded by a valid, enforceable provision that most closely matches the intent of the original provision and the remainder of the Agreement shall continue in full force and effect.
All disclaimers, indemnities and exclusions in this Agreement shall survive termination of this Agreement. Unless otherwise specified herein, this Agreement constitutes the entire agreement between the user and AIESEC International with respect to the Experience.aiesec.org and it supersedes all prior or contemporaneous communications and proposals, whether electronic, oral or written, between the user and AIESEC International with respect to use of Experience.aiesec.org.
A printed version of this agreement and of any notice given in electronic form shall be admissible in judicial or administrative proceedings based upon or relating to this agreement to the same extent an d subject to the same conditions as other business documents and records originally generated and maintained in printed form. SERVICE CONTACT: [email protected]
DATE OF PUBLICATION: August 2008
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Global Information Management Principles The Information Management principles for AIESEC determine and make explicit the way in which AIESEC International and Member Committees operate together for the implementation of Global Information Systems and the successful development of the Information Management subsystem in all the levels of the organisation. All Member Committees and official extensions have the right to access and use the Global Information Systems under the present principles. Implementation of Global Information Systems AIESEC International is the ultimate responsible for the development, maintenance, support and education of the Global Information Systems. Every Member Committee shall ensure the proper implementation of the Global Information Systems in its territory as well as encourage its members on the responsible and sustainable usage of them. AIESEC International must support Member Committees in the implementation process. Every user (all stakeholders) of our Global Information Systems will accept the “Terms of Use” and follow “Privacy Statement”.
Data Security Global Information Systems should be kept as secure as possible with the ultimate objective of protecting the data and keeping services available. Any action or process that puts in risk the security will be considered as a threat. AI, in consultation with ICB and Supervisory Group (if needed), is responsible for dealing with matters related to security breaches to the Global Information Systems.
Data Ownership All personal data generated on the Global Information Systems remains the property of AIESEC International. As such, AIESEC International will be responsible for the maintenance, processing and protection of this data. AIESEC International shall not sell this data
Application Development and User Experience The Global Information Systems shall always be designed according to the following principles: Comprehensive and user friendly Seamless user experience (login, visuals and interfaces) Enables stability and mitigates the risk of application failures Scalable for the future Alignment to the brand and to the organisational The AIESEC Way and strategy Support the main organisational needs
System performance and availability
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AIESEC International is responsible for keeping the Global Information Systems available, stable and reasonably well performing and with reasonably low occurrence of failures (bugs).
Support and Education AIESEC International shall provide the education framework for the users of the Global Information systems as well as enable efficient support and feedback channels for them.
Communication AIESEC International shall update the organisation on a quarterly and ad-hoc basis about the development, stability, performance and issues regarding the Global Information Systems.
Global IS Management The costs of development and maintenance of Global Information Systems shall be always shared between AIESEC International and Member Committees. The revenue model for this will be agreed between AIESEC International and Member committees according to the financial situation. AIESEC International shall always implement the optimal financial and technological approach for the development of the Global Information Systems like using open technologies and outsourced development. AIESEC International will define the permission system of the Global Information Systems and will bear the highest access level to revoke and grant these permissions under the present principles.
Member Committee information system’s interoperability with the Global System With a more stable architecture our Global Information Systems provide us possibilities to connect country IT system to Global Information System through use of a defined approach of Application Programming Interface (APIs). Any country interested in designing and developing interoperability with GIS and country system should follow the process and principles mentioned below.
Principles All Member Committees shall use the Global Information Systems as the primary tool that supports their organisational processes and communication. Member Committee information systems shall not be developed as an alternative tool to the Global Information Systems but as a complementary tool for their specific business needs (functionalities that are not in Experience.aiesec.org). Member Committee information systems shall be completely aligned with the AIESEC Way, Our Brand and AIESEC Experience and not violate XPP and Code of Ethics. Member Committee will bear all the costs related to vendor efforts and extra hardware acquisition (if needed) in order to ensure that API is built. Additionally, if costs related to professional expertise or extra HR capacity at AI occur; all those costs will be paid by Member Committee.
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If an API proposed by Member Committee upon agreement with Global Plenary becomes a global enhancement of Global Information Systems, then cost of an API mentioned above will be met by Global Plenary. If an API proposed by any entity upon agreement with Global Plenary becomes a global enhancement of Global Information Systems, the country can submit cost of their system & put forward the proposal to Global Plenary to give back the cost of development of the system. If an API proposed by any entity upon agreement with Global Plenary becomes a global enhancement of Global Information Systems, the country loses rights to own it. Member Committees are responsible for the costs, development, maintenance, support and education related to their own systems. AIESEC International will follow the process mentioned below (‘API Integration Methodology’) to be in position to recommend which Member Committee information system can be connected to or disconnected from the Global Information Systems and to provide the access upon the request from the Member Committee. In order to enable their connection to the Global Information Systems, AIESEC International will support Member Committees to align their system with the AIESEC Way, Our Brand and AIESEC Experience and not violate XPP and Code of Ethics. Member Committee applications can connect to the Global Information Systems through standard connection modules (APIs/web services) that are designed and implemented by AIESEC International. The structure of these standard modules shall ensure the security, performance and sustainability of the connectivity of Member Committee systems to the global system. AIESEC International will provide the best possible necessary support to Member Committees for their connection through the standard modules and the maintenance of this connection. The login to Member Committee systems connected to the Global Information Systems must be done through the global system. It is as well up to the Member Committees to open the access for other Member Committees (as long as the present principles are respected). Under no condition the country can expect financial benefits through the plug-in application and can violate privacy policies applicable on Global Information Systems. AIESEC International will define the permission system of the Global Information Systems and will bear the highest access level to revoke and grant these permissions under the present principles. This will be required in order to make sure that Global Information Systems application and database is secured and performance of GIS is not compromised. AIESEC International will always make sure the security and stability of GIS is secured all time. In case of malfunctioning of any API, AIESEC International have right to take necessary steps to secure GIS services and shall afterwards present a detailed report on cause and future preventions.
The Process to evaluate the request of interoperability between Country System and Global Information Systems: The Country will agree to follow the above mentioned principles before starting the process. API Integration Methodology
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The country interested in having API with GIS will put forward to AI IM Team the requirements and needs to have the plug-in. This will be done after agreeing to the above mentioned principles. This needs to happen only between three to two months before every ILM. The AI IM Team with IM Subcommittee will review the requirements / business needs and understand the functioning of country IT system. After any needed clarifications are done regarding the proposal and after cross-checking it with The Information Management principles, the AI IM Team will take the processed requirements to a professional expert to get opinion on the suggested connection among two / multiple systems. This will help us identify the best and convenient solution. With the inputs from the professional expert highlighting the potential risks related to the Global Information System, the proposal will be discussed with the vendor in order to get the effort estimation and technical feasibility and its related dependencies on GIS in terms of increased load, consumed bandwidth, hardware utilization and any other potential risk. The output of the process will be compiled and released with recommendation to Global Plenary by IM Subcommittee, where Global Plenary at ILM will take the needed decision upon the report submitted.
7. PIPELINE MANAGEMENT AI Election and Selection Procedure PAI Election Process Each candidate will participate in the election process outlined below at IPM. None of the PAI candidates may participate in the final discussions about the process details. Each candidate will give a 10-minute opening speech to the plenary. Each candidate will participate in one or several Questions & Answers sessions. The Q&As must be designed so that every MCP has the opportunity to participate in at least one Q&A session with each candidate. Each candidate will participate in one or several panels/discussions. The panels/discussions must be designed so that every MCP has the opportunity to participate in at least one panel/discussion with each candidate. At least one part of the panels/discussions should be dedicated to issues external to AIESEC which are relevant to AIESEC. Each candidate will give a three-minute closing speech to the plenary. Immediately after all speeches are completed, ballot papers are being distributed to Full Members and voting shall be conducted.
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Voting for PAI shall be conducted by secret ballot. Voting Procedure Each voter has 4 options for voting: 7.1.1.2.1.1. Number all candidates in order of preference 7.1.1.2.1.2. Number some candidates in order of preference; place an "A" beside those candidates that the voter wants to abstain on; and/or, place an "N" beside those candidates that the voter definitely does not want for the position 7.1.1.2.1.3. Place an "A" beside all candidates 7.1.1.2.1.4. Place an "N" beside all candidates Explanation of each option: If voter feels all candidates are capable of fulfilling the job, they must rank the candidates (starting from "1" for most preferred candidate) in order of preference (ending with the last number of candidates' running). 7.1.1.3.1.1. All boxes must be numbered. If the voter does not have an opinion on some candidates, or does not care if those candidates are elected or not, the voter may abstain by placing an "A" beside those candidates' boxes. If the voter feels that some candidates are not capable of fulfilling the job, they should place ”N” beside those candidates’ boxes. This is counted as a vote of no-confidence in those candidates. All other candidates that the voter feels can fulfil the job are the ranked in order of preference starting from "1" and ending at that number of candidates who do not have an "A" or an "N" beside their name. If the voter feels they are unable to decide on any of the candidates, or if the voter does not care who is elected or if the voter does not want to take part in the election, they may abstain by placing an "A" in all candidates' boxes. Abstentions reduce the total pool of votes, and thus reduce the figure for the simple majority needed to reach a result. If the voter has no confidence in any candidate, then an "N" should be placed in all candidates boxes. Collecting the ballot papers: AI's ballot papers shall be collected and kept separately from the member ballot papers. INCORRECTLY FILLED OUT BALLOT PAPERS Any ballot paper that is left totally blank shall be counted as an abstention. Any box that is marked with a number that is greater than the number of candidates on the ballot paper shall have those boxes counted as abstentions.
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Any ballot paper that numbers some candidates boxes and leaves other candidates boxes blank shall have those unmarked boxes counted as abstention votes for those candidates Any ballot paper that does not contain the initials of the Chair shall be treated as an abstention vote. Any ballot paper that does not number all or some of the candidates' boxes in consecutive number order shall have the blank boxes treated as abstention votes against those candidates and all other boxes shall be treated as the prioritised ranking of the candidates. Any ballot paper that has numbered 2 boxes with the same number shall be considered valid for all the numbered votes above the "mistake". If the redistribution process means that either of the two candidates where the "mistake" occurred are now the preferred choice, the vote for that candidate shall be considered an abstention. COUNTING THE VOTES Before votes are counted, cards bearing the name of each candidate, "abstention", and "no-confidence" shall be laid out on a table. The vote counters look at each ballot's number 1 preference and place the ballot paper in the according pile, or in the "abstention" or "no-confidence" pile. If a candidate receives a simple majority of the total number of nonabstention votes that candidate is the winner. If there is no result, the candidate with the least amount of number 1 votes is eliminated, and the number 2 preferences are distributed to the other candidates. Continue this process until a candidate receives a majority of the votes. If there are 2 candidates remaining, and a ballot paper votes: "N" for one candidate, and "A" for the other, then the ballot paper is counted as a negative vote against the first candidate. "A" for one candidate and a number for the other candidate, then the vote shall count as a vote in favour of the second candidate. If the "no-confidence" result receives more votes than the final remaining candidate, then there is no result. The AI casting vote shall be kept separately from the other ballot papers, and may be used only when the voting is at the stage where there is a dead lock, between the last candidate and the "no-confidence" vote, or to break a tie between two candidates who must be eliminated. Counting of the votes shall be conducted by the Chair and the Selection Committee ELIMINATING A CANDIDATE
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If at any stage of the counting, two or more candidates have an equal number of votes and one has to be eliminated, the vote counters shall arrange all votes (excluding abstentions) in piles under each candidate by placing the ballot papers in piles according to which candidate is the least preferred on each ballot paper. An "N" vote counts as the lowest vote on a ballot paper. Only in the elimination process: if a ballot paper has an "A" for one candidate, and a number for the other candidate, then the ballot paper is counted as an abstention. The candidate who receives the most number of least preferred votes is eliminated. ANNOUNCING THE RESULT If no-result is achieved, then the chair should declare this without calling the candidates to the plenary room. The Chair shall show the vote distribution for all candidates for each round of the counting. Therefore, the secretary must record on a ballot paper the result at the end of each round of counting The Chair shall not declare if the AI casting vote was used. Instead, the Chair shall announce the winning candidate as having one vote more than the tied number of votes, and the losing candidate as having one vote less than the tied number of votes. For example, if the result is a 25 to 25 tie, the AI vote will be used to break the tie. The Chair will announce the result as 26 to 24. This way the total number of member votes remains at 50 and no one will know that the AI casting vote was used.
Vice Presidents The selection committee shall consist of the current PAI, the PAIe, one external, and one nominated MCP from each Growth Network. The MCPs shall come from the members that have no candidates for PAI or VP. The new VPs shall be announced latest at the end of regional conferences. Application Procedure The PAI elect decides on the final structure and the positions of the AI team within the legislated budget.
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Applicants must submit an endorsement letter from home entity. In the case that the host country does not want to endorse the candidate from their country they will need to submit a report to AI stating the reasons for the same which shall then be released to the global plenary. Applicants must submit a recommendation letter from outside of AIESEC for PAI elect to have references and contact the person if deemed necessary. Vice-Presidents candidates have to submit a 7 minute video along with the application to explain their candidature for AI. Vice-Presidents Pre-Selection and Selection Process AI will announce the applicants that have successfully submitted the complete application. PAI elect can shortlist the candidates based on application and videos and then proceed to have interviews with the candidates (either before or after the online Q&A session). After the interviews, AI will announce all candidates that are still in the selection process. The announced candidates will participate in an online Questions and Answer sessions. These will happen within the 5 days of the announcement of candidates. 7.1.2.4.4.1. All candidates are required to be available for the period specified in the process within the 5 days. 7.1.2.4.4.2. The candidates are expected to have basic Internet access during this period. 7.1.2.4.4.3. The Q&As will be arranged in such way that all candidates have the chance to answer the questions, independent of speed of Internet. 7.1.2.4.4.4. After completion of the Questions and Answers sessions, the online confidence voting will commence based on the application, videos and Question and Answers session. The deadline for voting should be announced along with the nomination of all the candidates. The deadline can be no sooner than 5 days after the nomination and announcement of all candidates. 7.1.2.4.4.5. The online confidence voting will be for the AI team, and not for a specific position 7.1.2.4.4.6. Missing votes will be counted as abstentions and discounted from the quorum. 7.1.2.4.4.7. PAI Elect will chose his/her team from the candidates that receive vote of confidence from the Plenary. 7.1.2.4.4.8. Once a result is achieved for the Vice-President selection, the announcement should be made to Global Plenary 7.1.2.4.4.9. No candidate can be selected if It fails to submit the legal documents required to be legally hired by Stichting AIESEC International
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7.1.2.4.4.10. Should not all positions be filled, AI is mandated to re-release applications and follow the same process steps, as specified by the above clauses.
Replacement PAI If the PAI resigns, AI shall select a new PAI in the interim, until a ratifying vote can take place. If the new PAI was a Vice President then AI can select a new Vice President. Vice President If a Vice President resigns, AI shall replace the Vice President with a candidate from the Selection Pool. If the selection pool is empty, or if no candidate in the Selection Pool wants to apply anymore, AI shall immediately inform all MCs about the matter setting a deadline for applications. AI shall then select a new Vice President. The Association can discharge or replace any member of AI with a two third (2/3) majority of voting Member at any Global Legislation.
Global Subcommittee Structure Legal Subcommittee AI VP Finance (or another AIESEC International member) Member Committee Presidents, with representation from each GN. A chair, selected from the Member Committee Presidents
Membership Subcommittee One AIESEC International member Member Committee Presidents of Full Member entities, with representation from each GN; A chair, selected from the Full Member Committee Presidents
Finance Subcommittee AI VP Finance (or another AIESEC International member) Member Committee Presidents, with representation from each GN A chair, selected from the Member Committee Presidents
Governance & Legislation Subcommittee The AIVPF and one other AIESEC International member Member Committee Presidents A chair, selected from the Member Committee Presidents
Information Management Subcommittee The AIESEC International VP IM (or another AIESEC International member)
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Member Committee Presidents A chair, selected from the Member Committee Presidents
Global Expansions Committee Member Committee Presidents A chair, selected from the Member Committee Presidents, as a full-time position The Committee shall have one full-time chair and at least three members
Global External Body Structure Finance: The FLB shall consist of the FLB chair, FLB Division Leaders and team members. The FLB Chair shall define the number of Division Leaders and structure of the FLB management team.
Internal Control Board The ICB shall consist of the ICB chair, ICB Division Leaders and team members. The ICB Chair shall define the number of Division Leaders and structure of the ICB management team.
Internal Auditor Profile of the Internal Auditor Has minimum 1 year of relevant working experience after leaving AIESEC and is able to demonstrate how this experience will help to perform the role Has completed at least a full-time MCP or AI leadership role and is discharged from duties/liability by the national plenary (where applicable) and has not taken an active leadership role within the organization in the last two years. Has demonstrated previous active involvement on the global level Is able to demonstrate solid motivation, commitment and availability to perform the role of Internal Audit Is able to demonstrate the analytical & communication skills and understanding of financial management Previous academic background or experience in risk assessment and evaluation is preferred.
Duration of the Internal Auditor Term 12 months term and 2 months of transition: Period 1: 1 January – 31 December (Selection procedure to finish at least one month before transition) Period 2: 1 July – 30 June (Selection procedure to finish at least one month before transition) The transition should happen in June and July for the one selected prior to IC and in December January for the one selected prior to IPM.
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Internal Auditor selection Step 1. Application package AIESEC International, after receiving input from the Legal Subcommittee and the current internal auditors, should open the application process by releasing the application package that consist of application questionnaire and a case study that need to be solved. In addition to completing the questionnaire and solving the case study, each candidate should submit a video summary of their application as well as at least 2 recommendation letters out of which one should be from an individual that the candidate worked with who is external to AIESEC. Application deadline is latest by 1st of May or 1st of November each year. In case, there are no candidates a second round application process should be opened. Step 2 Review Panel Legal Subcommittee should review the candidates in the course of two weeks after the application deadline has passed and provide a recommendation to the Global Plenary that outlines strengths and weaknesses of each candidate for the position. Virtual selection of the Internal Auditor will be conducted by the Legal Subcommittee with recommendation of the FB
Confidentiality of Data Each internal auditor is required to sign at the beginning of his/her term a confidentiality agreement in correspondence to the code of conduct stated in the Global Compendium Supporting Document, the template of which shall be provided by AIESEC International.
Internal Auditor Code of Conduct Internal auditors are expected to apply and uphold the following principles: Integrity The integrity of internal auditors establishes trust and thus provides the basis for reliance on their judgement. Internal auditors: 1.1. Shall perform their work with honesty, diligence, and responsibility. 1.2. Shall observe the law and make disclosures expected by the law and the profession. 1.3. Shall not knowingly be a party to any illegal activity, or engage in acts that are discreditable to the profession of internal auditing or to the organization. 1.4. Shall respect and contribute to the legitimate and ethical objectives of the organization. Objectivity Internal auditors exhibit the highest level of professional objectivity in gathering, evaluating, and communicating information about the activity or process being examined. Internal auditors make a balanced assessment of all the relevant circumstances and are not unduly influenced by their own interests or by others in forming judgments. Internal auditors:
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2.1. Shall not participate in any activity or relationship that may impair or be presumed to impair their unbiased assessment. This participation includes those activities or relationships that may be in conflict with the interests of the organization. 2.2. Shall not accept anything that may impair or be presumed to impair their professional judgment. 2.3. Shall disclose all material facts known to them that, if not disclosed, may distort the reporting of activities under review. Confidentiality Internal auditors respect the value and ownership of information they receive and do not disclose information without appropriate authority unless there is a legal or professional obligation to do so. Internal auditors: 3.1. Shall be prudent in the use and protection of information acquired in the course of their duties. 3.2. Shall not use information for any personal gain or in any manner that would be contrary to the law or detrimental to the legitimate and ethical objectives of the organization. Competency Internal auditors apply the knowledge, skills, and experience needed in the performance of internal audit services. Internal auditors: 4.1. Shall engage only in those services for which they have the necessary knowledge, skills, and experience. 4.2. Shall continually improve their proficiency and the effectiveness and quality of their services.
Supervisory Group Structure Composition The AI SG will consist of up to twelve people (excluding: ex-officio PAI, President AAI, PPC Chair). The SG aims to be a balanced group with diverse representation of gender, geographic background, experience and previous interaction with AIESEC to ensure it can advise the organization to respond to the challenges and opportunities it faces. SG members should have the following profiles: Current/retired executives or managers with a strong understanding of, and commitment to AIESEC and AI; Former AI members and other alumni; The former president of AI, for a one-year term (Jan – Dec) The SG as a collective should have representation/expertise in the following areas of expertise: Strategic Leadership; Business Management; Marketing and sales; Finance;
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Legal; Human resources and diversity; Higher Education; Non-Governmental sector or social business sector Before the April SG meeting (or more frequently if required), the Chair of the SG, PAI and VPF will revisit the current SG membership and determine what (if any) profiles and knowledge areas are missing from the SG. Communication will then be released to the Global Plenary informing them of areas of SG membership to be improved. Members of the Global Plenary will then be invited to propose new individuals. The process of selecting new SG members (as described below) will begin.
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Updated by Governance and Legislation SubCommittee and approved by AIVP Finance
Table of Content 1.
INTRODUCTION ........................................................................................................................................... 3 Global ER Principles ............................................................................................................................. 3
2.
MEMBERSHIP............................................................................................................................................. 26 Who can run AIESEC operations ........................................................................................................ 26 Definition of Membership ................................................................................................................. 26 Membership Criteria and timeline .................................................................................................... 36 Current membership status............................................................................................................... 39 War Status and Domestic & Civil Unrest ........................................................................................... 39 Membership Subcommittee (MSC) ................................................................................................... 40 Global Expansion Committee (GEC) .................................................................................................. 40
3.
ELD MANAGEMENT ................................................................................................................................... 41 Glossary of terms ............................................................................................................................... 41 AIESEC Experience ............................................................................................................................. 42 Exchange Program Policies (XPP) ...................................................................................................... 42 Complaint Procedure......................................................................................................................... 57 Annex Submission of Report of Harassment ..................................................................................... 79 Internal Control Board (ICB) .............................................................................................................. 81 Entity Control Board (ECB) ................................................................................................................ 81 Annexes ............................................................................................................................................. 82
4.
FINANCIAL MANAGEMENT ........................................................................................................................ 83 Financial Models ................................................................................................................................ 83 Global Funds ...................................................................................................................................... 86
5.
GLOBAL DECISION MAKING ....................................................................................................................... 93 International Conferences ................................................................................................................. 93 Global Reporting .............................................................................................................................. 104 Motions and Mandates ................................................................................................................... 107 Minute Taking .................................................................................................................................. 112 Extraordinary Global Legislations .................................................................................................... 114 Governance & Legislation Subcommittee (GLSC)............................................................................ 116
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6.
AI MANAGEMENT .................................................................................................................................... 117 Data Privacy & Terms Of Use Policies On Global Information Systems .......................................... 117 Global Information Management Principles ................................................................................... 127
7.
PIPELINE MANAGEMENT ......................................................................................................................... 130 AI Election and Selection Procedure ............................................................................................... 130 Global Subcommittee Structure ...................................................................................................... 135 Global External Body Structure ....................................................................................................... 136 Internal Auditor ............................................................................................................................... 136 Supervisory Group Structure ........................................................................................................... 138
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1. INTRODUCTION Global ER Principles Purpose of the Global ER Principles The aim of this document is to establish a framework to enable the overall growth of partnerships across the AIESEC network, whether that be between AIESEC International and Member Entities, or among Member Entities themselves. It outlines the following principles related to enabling a collaboration framework between entities, market access definition, communication processes, partnership classification, product standardization, pricing standardization, revenue share and responsibility share of parties engaged with GEPs and GEAPs (Defined in point 4.2.2 of this document).
Managing Disputes in the Global ER Principles In the event that the ER principles are breached, the concerned parties should attempt to resolve the dispute between themselves. If no agreement is found, a case can be submitted to the internal control board through the case submission procedure outlined in the internal control board section of this document.
Market Access and Communication Process between entities Market Access Definition Market access between Entities, be it among Member Entities themselves or between AIESEC International and Member Entities, shall be defined through the use of Focus Lists. The Global Focus List refers to the list of organisations AIESEC International has the intention of focusing on during the term. The Entity Focus List refers to the list of organisations a Member Entity partners with and/or has the potential of up-scaling during the term. They are both defined in more detail in the points 3.2.1 and 3.3.1 of this document. All Focus Lists must include: the Name of Company, the Current Status of the relationship with that company, the Products taken by the company (for current partners only) and the updated contact information of the AIESEC account manager. These Focus Lists will ensure transparency, alignment and collaboration among Entities, as well as, professionalism when approaching the external market. Entities are expected to consult the Global and Entity Focus Lists before approaching any organisation. Member Entity Responsibilities Each Member Entity will ensure that their Local Entities are not prospecting an organisation listed in the Global Focus List without permission from AIESEC International. Each Member Entity is encouraged to notify another Member Entity if their Local Entities are prospecting an organisation listed in said other Member Entity’s focus list.
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Entity Focus List Member Entities must provide their Entity Focus List to AIESEC International by the end of International Congress every year. The Entity Focus List is created by each Member Entity and comprises of every Member Entity’s current Entity Partners, as well as, their top 10 leads (A minimum of 1 lead must be submitted). It should also include all points covered in point 3.1. In order to submit an organisation as a top 10 lead, the following criteria must be met: The Member Entity has a direct contact inside the organisation, and Either the organisation has an interest in purchasing GEPs or GEAPs at a global scale, Or The Member Entity identifies potential for this organisation to become a Premium Partner (defined in point 4.1.1 of this document) and grow on a global scale. Entity Conference List Member Entities wanting AIESEC International to sell, on their behalf, Plenary Spaces for their Entity Conferences (defined in point 4.2.3.2 of this document) must submit to AIESEC International, their list of conferences for the term. The Entity Conference List must include conference dates, location, objective of the conference, delegate capacity, profile of target delegates, and cost of a plenary space for that conference (minimum delivery standards found in point 4.2.3.2. of this document). The Entity Conference List must be submitted to AIESEC International by the end of International Congress every year. Member Entities that do not submit an Entity Conference List, are expressing that they do not wish to open their Plenary Spaces to Premium Partners.
AIESEC International Responsibilities AIESEC International is responsible for collecting Entity Focus Lists and storing them on a platform accessible and editable by all Member Entities. This is in order to enable all Member Entities and AIESEC International to consult the Global and Entity Focus Lists before engaging in sales processes. AIESEC International should also remind Member Entities to update their Entity Focus lists each quarter and equally AIESEC International should update the Global Focus List each Quarter. The Global Focus List AIESEC International must share the Global Focus List with the network each year 30 days after the end of International Congress.
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The Global Focus List is created by AIESEC International and should be updated quarterly throughout the term. It comprises of the top 550 organisations AIESEC International has the intention of focusing on during the term, whether it be through new sales, up-scaling Entity Partners and/or expanding existing Premium Partners (detailed in point 6 of this document). The Global Focus List should also include all current Premium Partners, even though AIESEC International may not choose to focus on expanding them during that term. It should also include all points covered in point 3.1 of this document. The Global Portfolio AIESEC International is encouraged to circulate to the network the Global Portfolio each year, including the AIESEC International GEPs and GEAPs and their prices for the term. This should be circulated at the latest 30 days after the end of the annual International Congress. If AIESEC International does not circulate the Global Portfolio, they are expressing that they do not wish for the Member Entities to sell GEPs and GEAPs managed by AIESEC International.
Communication Processes The following processes outline the standard behaviours and action steps that should be adopted by the parties depending on the scenario. Engaging with an organisation listed in the Global Focus List Any Member Entity wanting to work with, or contacted by, an organisation listed in the Global Focus List, must: 1.1.6.1.1.1. Before initiating any contact with the organisation, receive written approval from the AIESEC International account manager, stating that this Member Entity has the authorization to engage with this organisation. 1.1.6.1.1.2. The AIESEC International account manager must respond within 7 working days of receiving the Member Entity’s request. 1.1.6.1.1.3. If the AIESEC International account manager responds that the Member Entity should not approach the organisation, they must provide explanations as to why not. In the case where the Member Entity was contacted by the organisation; the Member Entity must refer AIESEC International to the organisation so that AIESEC International can take up the conversation from then onwards.
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1.1.6.1.1.4. If the AIESEC International account manager gives approval for the Member Entity to engage with the organisation, AIESEC International and the Member Entity must define together whether they will approach the organisation jointly using the Co-Sales, Up-Scale or Expansion Sales process, respectively defined in point 6 of this document, or whether the Member Entity will approach the organisation on their own using the usual Member Entity sales approach. 1.1.6.1.1.5. If the AIESEC International account manager does not respond within 7 working days, the Member Entity can proceed with contacting the organisation using the usual Member Entity sales approach. Engaging with an organisation listed in an Entity Focus List Between Member Entities 1.1.6.2.1.1. Any Member Entity X wanting to work with, or contacted by, an organisation listed in another Member Entity’s Entity Focus List, must:
Before initiating any contact with the organisation, inform (without need of approval) the Member Entity/ies that have listed the organisation in their Entity Focus List, of their intention to approach said organisation and give an overview of the current situation.
The Member Entity X and Member Entity/ies that have listed the organisation in their Entity Focus List are encouraged to share their experience with the organisation to date and keep each other updated with the progress of the partnership in their respective entities. Between AIESEC International and a Member Entity
1.1.6.2.2.1. When AIESEC International wants to work with, or is contacted by, an organisation listed in an Entity Focus List, that is not a Premium Partner, and whose key contact is based in territory Y, AIESEC International must:
Before initiating any contact with the organisation, inform the Member Entity/ies that have listed the organisation in their Entity Focus List, of who AIESEC International intends to interact with within the organisation and of what the current situation is.
Invite the Member Entity of territory Y to join AIESEC International in the co-sales or up-scale process (Defined in this document in points 6.1 and 6.2 respectively).
AIESEC International does not need to wait for a response from Member Entity Y to proceed, however AIESEC International, cannot sell, virtually or physically, in Member Entity Y’s territory without informing them of the intention to do so and without informing of which partner they’re approaching.
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If the Member Entity Y does not reply within 7 working days regarding joining in the co-sale or up-scale process (Defined in this document in points 6.1 and 6.2 respectively), then AIESEC International shall consider that Member Entity Y has chosen to leave AIESEC International to proceed with the organisation on their own.
Defining Products & Partnerships Differentiating Partnerships Premium Partner Definition 1.1.7.1.1.1. Are recognized as Premium Partners, all organisations that sign a contract with AIESEC International to acquire GEPs or GEAPs (defined in point 4.2.2 of this document) with scope at the global and/or entity level. 1.1.7.1.1.2. An Organisation will be recognized as a Premium Partner for as long as the contract with AIESEC International lasts. 1.1.7.1.1.3. A Memorandum of Understanding (MoU) must be signed between AIESEC International and the Member Entity/ies in which the Premium Partnership is to be delivered, in order to agree on:
The duration of the agreement,
Delivery minimums,
Responsibilities and revenue share,
Payment duties
Any other matters necessary to respond to the Premium Partner’s requests. Entity Partner Definition
1.1.7.1.2.1. Are recognized as an Entity Partner, all organisations that sign a contract with a Member Entity to acquire GEPs or GEAPs (defined in point 4.2.2 of this document) with scope at the entity level. 1.1.7.1.2.2. An Organisation will be recognized as an Entity Partner for as long as the contract with the Member Entity lasts. 1.1.7.1.2.3. An Entity Partner can take global GEPs and/or GEAPs without becoming a Premium Partner through the Expansion-Sales process explained in point 6.3 of this document. 1.1.7.1.2.4. An Entity Partner can become a Premium Partner through the Up-Scaling process detailed in point 6.2 of this document. If a Partnership is created across more than one Member Entity, without the involvement of AIESEC International, then a Memorandum of Understanding (MoU) must be signed by the Member Entities in question, to agree on: 1.1.7.1.3.1. The duration of the agreement,
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1.1.7.1.3.2. Delivery minimums, 1.1.7.1.3.3. Responsibilities and revenue share, 1.1.7.1.3.4. Payment duties 1.1.7.1.3.5. Any other matters necessary to respond to the Partner’s requests. Differentiating Products The purpose of having Products 1.1.7.2.1.1. Products represent the services delivered by Entities (both AIESEC International and Member Entities) to Premium and Entity Partners in order to achieve AIESEC’s vision by driving exchange and raising funds for activities that increase AIESEC’s impact at the Global and Entity level. 1.1.7.2.1.2. Products are the basis around which partnerships between AIESEC and external organisations are established. Product Definition AIESEC’s current products are, but are not limited to, those listed below: 1.1.7.2.2.1. Global Exchange Products (GEPs)– These products directly relate to AIESEC’s Global Internship Programme (GIP) (including the Global Entrepreneurs subproduct) and Global Community Development Programme (GCDP). 1.1.7.2.2.2. GEPs can be taken by both Premium Partners and Entity Partners. 1.1.7.2.2.3. Global Exchange Amplifiers Products (GEAPs) – These are products that increase the appeal, exposure and value of AIESEC’s GEPs. They often include partner Brand Positioning exposure. Such exposure can be achieved during, but is not limited to, Plenary Spaces in conferences (further detailed in point 4.2.3.2 of this document). GEAPs can be taken by both Premium Partners and Entity Partners. 1.1.7.2.2.4. Entities interested in selling GEAPs other than the Plenary Space product with AIESEC International or a Member Entity are welcome to approach the concerned party to negotiate which activities will be sold, at which prices and how revenue will be split. Product Delivery Standards For GEPs All entities involved in the delivery of GEPs should fulfil the responsibilities and standards outlined in the Global Compendium Supporting Document For GEAPs
Plenary Space: GEAPs are not limited to the delivery of the Plenary Space product, however, all entities involved in the sales and delivery of the Plenary Spaces Product should fulfil the requirements outlined below:
Allocate a minimum of 30 minutes for the duration of a Plenary Space.
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Ensure the Plenary Space will be delivered to 100% of the Delegates attending the conference or event
Guide & support the partner with the creation of the content and review the final version before the Plenary Space is delivered to ensure alignment between the partner and the Entity who is hosting the conference.
Create a Partner Engagement Plan that provides the partner with an experience greater than the simple delivery of the Plenary Space and that ensures they will truly engage with the AIESEC network during the conference or event. An agenda detailing the Partner’s experience during the conference or event should be sent to the partner at least 7 days before the start of the conference or event.
Provide the right information to the partner minimum 1 month before about the venue, the number of delegates and their profiles, the agenda and the wished content.
Collect feedback about the space delivered by the partner from all delegates and communicate the output of the feedback to the partner.
Create a report for the partner, showcasing the outcome of their participation in the conference or event.
Delivery Responsibilities For GEPs 1.1.7.4.1.1. When AIESEC International is involved: The table below outlines the list of internal responsibilities that must be fulfilled by each entity as part of the delivery of GEPs. Open
In
Approved
Realized
Completed
progress
AI
- Account management
- Notify MC/LC
- Notify MC/LC
- EXPA management
- Shortlisting
- MA on EXPA (GC or AI)
Shortlisting
-
Keep contact details
- Define JD - S&S (4,5,6) - Promotion & sources MC
- Open the opportunity
& LC
on EXPA - Track Standards - Pre Visa Review
Track VISA / Work permit - Buddy Assignment - Follow up JD
- NPS reminder - RE on EXPA
- Reintegration
- S&S (1,2,3,7, 8,12,13,14,15)
(Recommended)
- S&S (9,10,11)
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1. 2. 3. 4. 5. 6. 7. 8.
Visa and work permit (HOST) Arrival pickup (HOST) Departure support (HOST) Job description (HOST) Duration (HOST) Working Hours (HOST) First day of work (HOST) Ind. respon. & goals (HOST)
9. Insurance (HOME) 10. Accommodation (HOST) 11. Basic living costs (HOST) 12. AIESEC Purpose (HOME) 13. Expectation setting (HOME) 14. Preparation (HOME) 15. Leadership development spaces (HOST) 16. Leadership development spaces (HOME)
The table below outlines the different services that are provided to the partner as part of the delivery of GEPs. The responsibility share of each service category is as follows:
Model Type
Global Promotion & Key Account Management Fee
Talent Shortlisting, Selection and Approved Fee
Delivery & Sub Account Management Fee
Model A: AI
AI
MC
MC
MC
Model B: AI Model C
AI
AI & MC
MC
The decision to use Model A, B or C will depend on either the wishes of the partner, and/or on the agreement made between AIESEC International and the Member Entity/ies involved. Revenue share will be allocated in accordance to the responsibility share model used. 1.1.7.4.1.2. When AIESEC International is not involved: Responsibility share to deliver a GEP when two or more Member Entities are involved, will be agreed on between the Member Entities involved. The details of the agreement should be expressed in a MoU between the entities, as explained above.
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1.1.7.4.1.3. For GEAP For the Plenary Space product:
A Member Entity is the final responsible for ensuring the entire delivery of all GEAPs that have scope within said Member Entity’s territory.
AIESEC International is the final responsible for ensuring the entire delivery of all GEAPs that have regional and global scope across any Member Entity’s/ies’ territory.
However, when both entities are involved with the partner, they are encouraged to support the final responsible with the delivery process. 1.1.7.4.1.4. For other GEAPs Delivery responsibility share for GEAPs that are not defined in this document will be defined between the entities involved.
Pricing & Revenue Share The pricing for GEPs and GEAPs with scope at the global level are defined and managed by AIESEC International on behalf of the global plenary, and are published in the Global Portfolio. The prices published in the Global Portfolio plus those listed in this document in points 5.1.2.1; 5.1.3.1 and 5.1.5.1 represent the ‘Global Prices’. All the products mentioned in this document will be sold using Global Prices if a global contract got signed with the respective company.
Pricing Tiers Entities are allocated into different pricing tiers based on market prices and delivery costs in order to be able to maximize sales taking into consideration different markets.
Changing an Entity’s Pricing Tier Any entity can choose to change tiers either on the recommendation of AIESEC International or based on their own decision to do so. Any changes to the tier structure, be it entity allocation across the tiers or changes regarding the price range of each tier can only be made during each physical ILM (International Legislation Meeting) every year. Changes are applicable immediately after having been legislated, however contracts signed before the changes must be respected for their full duration and price changes will only apply when the contract is updated or resigned. GEP: GIP Pricing
Tier
Total Cost per trainee
Global Promotion & Key Account Management Fee
Talent Shortlisting, Selection and Approved
Delivery & Sub Account Management Fee
AIESEC Countries & Territories
Fee
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1
A
€ 4,400
€ 400
€ 1,000
€ 3,000
Denmark, Norway, Qatar, Sweden, USA.
1
B
€ 3,900
€ 400
€ 1,000
€ 2,500
United Kingdom, Iceland
1
C
€ 3,100
€ 400
€ 1,000
€ 1,700
Australia, Finland, Germany, Switzerland
1
D
€ 2,700
€ 400
€ 1,000
€ 1,300
Austria, Belgium, Canada, Colombia, France, Hong Kong, Ireland, Malaysia, The Netherlands, UAE.
2
D
€ 2,200
€ 300
€ 900
€ 1,000
Italy, Korea, Malta, New Zealand, Portugal, Russia, Taiwan, Japan, Singapore
3
E
€ 1,800
€ 200
€ 800
€ 800
Azerbaijan, Bahrain, Brazil, Costa Rica, Croatia, Czech Republic, Estonia, Greece, Hungary, Latvia, Lithuania, Mainland of China, Oman, Panama, Poland, Slovakia, South Africa, Spain.
3
F
€ 1,500
€ 200
€ 800
€ 500
Algeria, Argentina, Armenia, Bosnia & Herzegovina, Botswana, Bulgaria, Chile, Dominican Republic, Egypt, El Salvador, Gabon, Ghana, Guatemala, Iran, Jordan, Kazakhstan, Lebanon, Mauritius, Mexico, Mongolia, Morocco, Mozambique, Nigeria, Peru, Puerto Rico, Republic of Macedonia, Romania, Slovenia, Tajikistan, Thailand, Tunisia, Turkey, Ukraine, Uruguay, Venezuela
4
G
€ 1,000
€ 100
€ 600
€ 300
Afghanistan, Benin, Bolivia, Burkina Faso, Cambodia, Cameroon, Cote d’Ivoire, Ecuador, Ethiopia, Georgia, India, Indonesia, Kenya, Kyrgyzstan, Laos, Liberia, Moldova, Nicaragua, Pakistan, Paraguay, Rwanda, Senegal, Sri Lanka, Tanzania, The Philippines, Togo, Uganda, Vietnam
1.1.10.2.1.1. Global Promotion & Key Account Management Fee definition: Services which are always delivered by AIESEC International. These include but are not limited to the access to the global AIESEC exchange platform, a promotion space within that platform and extra promotion activities organized by AIESEC International. They also refer to the work invested by AIESEC International in terms of Managing the Account globally.
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1.1.10.2.1.2. Talent Shortlisting, Selection & Approved Fee definition: This includes but is not limited to the services delivered as part of shortlisting candidates; from the selection process (i.e. interviews) to connecting relevant candidates to the organisation. 1.1.10.2.1.3. Delivery Fee & Sub Account Management Fee definition: Services which are always delivered by a Member or Local Entity to ensure the right standards and satisfaction of an exchange experience and to facilitate the leadership development we aim to achieve. They also refer to the work invested by the Member or Local Entity in terms of Managing the Account locally. All entities involved (home and host entities) in the delivery of GEPs should fulfil the responsibilities and standards outlined in the Global Compendium Supporting Document Art. 3.3 Exchange Program Policies. Revenue Sharing Model 1.1.10.2.2.1. The Global Promotion & Key Account Management fee will always be allocated to AIESEC International at the exception of when the cross-sales process is used, where the concerned parties will agree on the prices used and the revenue share allocation, (detailed in point 6.4 of this document). 1.1.10.2.2.2. The Delivery & Sub Account Management fee, will always be allocated to the Member or Local Entity delivering the product, under the condition that all the minimum standards of delivery, defined in point 4.2.4.1 of this document, are met. 1.1.10.2.2.3. The Talent Shortlisting, Selection & Approved fee revenue sharing model will be agreed between the parties according to who will be the final responsible for the activities that make up the fee*
Model Type
Global Promotion & Key Account Management Fee
Talent Shortlisting, Selection and Approved Fee
Delivery & Sub Account Management Fee
Model A
AI
MC
MC
Model B
AI
AI
MC
Model C
AI
AI & MC*
MC
GEP: GE (Global Entrepreneurs) Pricing
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Tier
Total Cost per trainee
Global Promotion & Key Account Management Fee
Talent Shortlisting, Selection and Approved
Delivery & Sub Account Management Fee
AIESEC Countries & Territories
Fee 1
A
€ 1,760
€ 160
€ 400
€ 1,200
Denmark, , Iceland, Norway, Qatar, Sweden, USA
1
B
€ 1,560
€ 160
€ 400
€ 1,000
United Kingdom
1
C
€1,240
€ 160
€ 400
€680
Australia, Finland, Germany, Switzerland,
1
D €1,080
€160
€400
€520
Austria, Belgium, Canada, Colombia, France, Hong Kong, Ireland, Malaysia, The Netherlands, UAE.
€ 880
€120
€360
€400
Greece, Italy, Korea, Malta, New Zealand, Portugal, Russia, Taiwan, Japan, Singapore
€ 320
Azerbaijan, Bahrain, Brazil, Costa Rica, Croatia, Czech Republic, Estonia, Hungary, Latvia, Lithuania, Mainland of China, Oman, Panama, Poland, Slovakia, South Africa, Spain.
€ 200
Algeria, Argentina, Armenia, Bosnia & Herzegovina, Botswana, Bulgaria, Chile, Dominican Republic, Egypt, El Salvador, Gabon, Ghana, Guatemala, Iran, Jordan, Kazakhstan, Lebanon, Mauritius, Mexico, Mongolia, Morocco, Mozambique, Nigeria, Peru, Puerto Rico, Republic of Macedonia, Romania, Slovenia, Tajikistan, Thailand, Tunisia, Turkey, Ukraine, Uruguay, Venezuela
€120
Afghanistan, Benin, Bolivia, Burkina Faso, Cambodia, Cameroon, Cote d’Ivoire, Ecuador, Ethiopia, Georgia, India, Indonesia, Kenya, Kyrgyzstan, Laos, Liberia, Moldova, Nicaragua, Pakistan, Paraguay, Rwanda, Senegal, Sri Lanka, Tanzania, The Philippines, Togo, Uganda, Vietnam
2
3
D
E €720
3
€320
F
€600
4
€80
€80
€320
G
€ 400
€40
€240
1.1.10.3.1.1. Global Promotion & Key Account Management Fee definition: Services which are always delivered by AIESEC International. These include but are not limited to the access to the global AIESEC exchange platform, a promotion space within that platform and extra promotion activities organized by AIESEC International. They also refer to the work invested by AIESEC International in terms of Managing the Account globally.
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1.1.10.3.1.2. Talent Shortlisting, Selection & Approved Fee definition: This includes but is not limited to the services delivered as part of shortlisting candidates, from the selection process (i.e. interviews) to connecting relevant candidates to the organisation. 1.1.10.3.1.3. Delivery Fee & sub account management Fee definition: Services which are always delivered by a Member or Local Entity to ensure the right standards and satisfaction of an exchange experience and to facilitate the leadership development we aim to achieve. They also refer to the work invested by the Member or Local Entity in terms of Managing the Account locally. All entities involved (home and host entities) in the delivery of GEP should fulfil the responsibilities and standards outlined in the Global Compendium Supporting Document. Revenue Sharing Model 1.1.10.3.2.1. The Global Promotion & Key Account Management fee will always be allocated to AIESEC International at the exception of when the cross sales process is used, where the concerned parties will agree on the prices used and the revenue share allocation, (detailed in point 6.4 of this document). 1.1.10.3.2.2. The Delivery & Sub Account Management fee, will always be allocated to the Member or Local Entity delivering the product, under the condition that all the minimum standards of delivery, defined in point 4.2.4.1 of this document, are met. 1.1.10.3.2.3. The Talent Shortlisting, Selection & Approved fee revenue sharing model will be agreed between the parties according to who will be the final responsible for the activities that make up the fee* Global Promotion & Key Account Management Fee
Model Type
Talent Shortlisting, Selection and Approved Fee
Delivery & Sub Account Management Fee
Model A
AI
MC
MC
Model B
AI
AI
MC
Model C
AI
AI & MC*
MC
GEP: GCDP Prices for GEP: GCDP products are not defined in this document, they are to be defined between the entities involved who are responsible for negotiate which activities will be sold, at which price and how revenue and responsibilities will be split.
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GEAPs: Plenary Spaces Pricing
Tier
Total Cost per Plenary Session
AIESEC Countries & Territories
1
A
€ 4,400
Denmark, Norway, Qatar, United Kingdom, Sweden, USA.
1
B
€ 3,100
Australia, Finland, Germany, Switzerland
1
C
€ 2,700
Austria, Belgium, Canada, France, Hong Kong, Iceland, Ireland, The Netherlands, UAE.
2
D
€ 2,200
Greece, Italy, Korea, Malaysia, Malta, New Zealand, Portugal, Russia, Taiwan, Japan, Singapore
3
E
€ 1,800
Azerbaijan, Bahrain, Brazil, Colombia, Costa Rica, Croatia, Czech Republic, Estonia, Hungary, Latvia, Lithuania, Mainland of China, Oman, Panama, Poland, Slovakia, South Africa, Spain.
3
F
€ 1,500
Algeria, Argentina, Armenia, Bosnia & Herzegovina, Botswana, Bulgaria, Chile, Dominican Republic, Egypt, El Salvador, Gabon, Ghana, Guatemala, Iran, Jordan, Kazakhstan, Lebanon, Mauritius, Mexico, Mongolia, Morocco, Mozambique, Nigeria, Peru, Puerto Rico, Republic of Macedonia, Romania, Slovenia, Tajikistan, Thailand, Tunisia, Turkey, Ukraine, Uruguay, Venezuela
4
G
€ 1,000
Afghanistan, Benin, Bolivia, Burkina Faso, Cambodia, Cameroon, Cote d’Ivoire, Ecuador, Ethiopia, Georgia, India, Indonesia, Kenya, Kyrgyzstan, Laos, Liberia, Moldova, Nicaragua, Pakistan, Paraguay, Rwanda, Senegal, Sri Lanka, Tanzania, The Philippines, Togo, Uganda, Vietnam
Revenue Sharing Model 1.1.10.5.2.1. Revenues will be shared according to the Global ER Principles Sales Model outlined in this document. GEAPs: Others If a GEAP other than a Plenary Space is sold, AIESEC International and the Member Entity must define the prices and revenue share together depending on the situation.
Global ER Principles Sales Models
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Co-Selling Sales Model Definition Co-sales take place in the case where AIESEC International and a Member Entity identify a joint prospect, present in the territory of the said Member Entity, and choose to attend meetings together (virtually or physically), in order to explore the possibility of establishing a partnership between the prospect and AIESEC by selling GEPs and/or GEAPs. Sales Process AIESEC International plans on making a visit to the Member Entity’s market, or wants to book virtual meetings, with representatives of organisations whose main office is in the Member Entity’s market, to drive GEP or GEAP sales, Or the Member Entity identifies a prospect which they think has potential to become a Premium Partner, or identifies a prospect they would like to approach which is listed on AIESEC International’s Global Focus List. AIESEC International must notify the Member Entity in question of the dates of the visit or the virtual meeting and share with them the list of prospects they have the intention of approaching during the visit or the planned virtual meetings, Or the Member Entity must contact AIESEC International and ask them whether or not they can approach this prospect. AIESEC International and the Member Entity must ask each other and agree on whether they have interest in co-selling to the partners in question. AIESEC International and the Member Entity must define who will approach the prospect based on who has the warmest lead. AIESEC International and the Member Entity will work together to define and co-create the strategy to approach the prospect, as well as, design together the presentation delivered during the co-sales meeting and follow up. Both Entity and Global Prices & Portfolios should be presented during the co-sales meeting. Revenue Sharing Model In the case where the outcome of the Co-sales process results in an Entity Partnership, where the partner takes GEPs or GEAPs in the said Member Entity’s territory only; the Member Entity is then responsible for the entire delivery process of the products sold and Entity Prices shall be applied; no revenue share between the Member Entity and AIESEC International shall occur. In the case where the outcome of the Co-sales process results in a Premium Partnership, where the partner does not take GEPs or GEAPs in the said Member Entity’s territory, then AIESEC International is responsible for ensuring the entire delivery process of the products sold and Global Prices shall be applied; no revenue share between AIESEC International and the Member Entity shall occur.
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In the case where the outcome of the Co-sales process results in a Premium Partnership, where the partner takes GEPs or GEAPs in the said Member Entity’s territory, Global Prices shall be used and the following processes and revenue share allocations shall be applied:
For GEPs: The usual revenue share for the delivery of the GEPs shall be applied as outlined in Point 5.1.2.2 and 5.1.3.2 of this document.
For GEAPs: Revenue share will depend on who generated the lead and booked the meeting as well as on who is delivering the product:
Model Type
Entity finding the lead and Booking the meeting
% of Total Revenue Share
Entity delivering on the GEP Amplifier
10%
90%
Up-Scaling Sales Model Definition The up-scaling of a partnership takes place when a Member Entity decides to sell to a current Entity Partner with AIESEC International, the opportunity to become a Premium Partner taking any of the GEPs or GEAPs at a global scale. Up-scaling an Entity Partner to become a Premium Partner does not cancel the existing Entity Partnership contract; the initial contract must continue until its termination date. Once the initial Entity Partner contract has ended, the Premium Partnership contract(s) should be the sole contract(s) used between the Partner and AIESEC. The Member Entity and AIESEC International must ensure that the up-scaling process does not negatively affect the existing Entity Partnership. Sales Process The Member Entity will approach AIESEC International to inform them of their interest in up-scaling a current partnership from Entity Partner to Premium Partner or AIESEC International will approach the Member Entity with a suggestion to up-scale one of their Entity Partners to become a Premium Partner. The Member Entity will work with AIESEC International to define and cocreate a proposal to be presented to the Entity Partner. The Member Entity will introduce AIESEC International in order to schedule a virtual or physical meeting with the company where the global portfolio will be introduced.
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The Member Entity and AIESEC International will go together to the upscaling meeting, where new opportunities will be presented to the partner and both will be responsible for the follow-up. Revenue Sharing Model Up-scaling Significant Entity Partners 1.1.13.3.1.1.
Significant Member Entity Partners, are defined as the top 5 Entity Partners that bring the largest amounts of revenue within one entity.
During the up-scaling process, when an Entity Partner is significant, the AIESEC Entity has the option to continue being one of the account managers with AIESEC International within their territory. This means that the Member Entity will oversee and run all the activities to do with this newly up-scaled partner in their territory.
1.1.13.3.1.2.
Delivery Process and Responsibilities
All the GEPs or GEAPs raised to be delivered in the Member Entity’s territory who upscaled the partnership will be delivered by that Member Entity and/ or AIESEC International depending on the responsibility share model used (see points 4.2.4.1 and 4.2.4.2 of this document).
All the GEPs or GEAPs raised in other Member Entity for that partner will be delivered by AIESEC International and those other Member Entities.
1.1.13.3.1.3.
Revenue Sharing Model
GEPs: Global Prices must apply as according to point 5.1 of this document.
GEAPs: Global Prices (detailed in point 5.1.5.1 of this document) and the following revenue share structure must apply:
Entity up-scaling the partnership
Model Type* % of Total Revenue Share
Definition
10%
Key Account Management (AI)
Entity Delivering the GEAP
35%
55%
This revenue model will apply for the first 12 months after the premium partnership is signed and will concern GEP Amplifier products delivered in Entities other than the upscaling entity. It represents a percentage of the total financial revenue brought by the GEP Amplifier product.
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If the soon-to-be Premium Partner requests it and if the Member Entity and AIESEC International agree; the new premium partner can choose to keep the original Entity’s prices just for the Member Entity who up-scaled the partnership. However global prices will be used for products in all other Entities.
For GEAPs delivered in the up-scaling entity no revenue share shall apply. Up-scaling Non-Significant Entity Partners 1.1.13.3.2.1.
Definition
Non-Significant Entity Partners, are defined as all partners that do not meet the significant Entity Partner criteria detailed in point 6.2.3.1 of this document.
During the up-scaling process, AIESEC International will become the sole Account Manager for the partnership. 1.1.13.3.2.2.
Delivery Process and Responsibilities
All the GEPs or GEAPs raised to be delivered in the Member Entity’s territory who upscaled the partnership will be delivered by that Member Entity and/ or AIESEC International depending on the responsibility share model used (see points 4.2.4.1 and 4.2.4.2 of this document).
All the GEPs or GEAPs raised in other Member Entity for that partner will be delivered by AIESEC International and those other Member Entities. 1.1.13.3.2.3.
Revenue Sharing Model
GEPs: Global Prices must apply as according to point 5.1 of this document.
GEAPs: Global Prices (detailed in point 5.1.5.1 of this document) and the following revenue share structure must apply:
Entity up-scaling the partnership
Model Type* % of Total Revenue Share
5%
Key Account Management (AI)
Entity Delivering the GEP Amplifier
35%
60%
This revenue model will apply for the first 12 months after the premium partnership is signed and will concern GEAPs delivered in Entities other than the up-scaling entity. It represents a percentage of the total financial revenue brought by the GEAP.
If the soon-to-be Premium Partner requests it and if the Member Entity and AIESEC International agree; the new premium partner can choose to keep the original Entity’s prices just for the Member Entity who up-scaled the partnership. However global prices will be used for products in all other Entities.
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For GEAPs delivered in the up-scaling entity no revenue share shall apply.
Expansion Sales Model Expansion Sales I Definition 1.1.14.1.1.1. Expansion Sales I take place when a Member Entity sells, to their Entity Partner, a GEAP with scope at the global level and when this Entity Partner is not interested in becoming a Premium Partner. In the case where a Member Entity wishes to expand GEPs to another Entity or to the global scale through AIESEC International, this corresponds to the processes of Cross-Sales and Up-scales respectively (defined in points 6.4 and 6.2 of this document). 1.1.14.1.1.2. Expansion Sales I happen in order to allow Entity Partners to access one-off opportunities of taking a GEP Amplifier product at the global scale. Entity Partners can only be offered 2 GEAPs using the Expansion Sales I process per term; if they wish to take more GEAPs at the global scale after that, they will need to upscale to become a Premium Partner. 1.1.14.1.1.3. Expansion Sales I do not require a contract to be signed between the Entity Partner and AIESEC International; the Member Entity managing the partner will continue issuing and managing the contract with that partner. Sales process 1.1.14.1.2.1. The Member Entity will approach AIESEC International to inform them of their interest in selling a GEAP delivered at the global scale to a current Entity Partner. 1.1.14.1.2.2. The Member Entity will create a proposal to be presented to the Entity Partner, after having received approval and relevant information from AIESEC International. 1.1.14.1.2.3. The Member Entity will approach the Entity Partner to sell the GEAP and will inform AIESEC International of the output of the meeting. AIESEC International’s involvement in this step is optional and to be agreed between the two parties. 1.1.14.1.2.4. The Member Entity will sign the agreement with the Entity Partner, after having received approval from AIESEC International regarding the conditions set in the agreement. 1.1.14.1.2.5. Once the agreement with the Entity Partner is signed, an MoU between AIESEC International and the Member Entity will be signed to define responsibility share during the delivery of the product. 1.1.14.1.2.6. AIESEC International will not become an account manager for this partner. Revenue Sharing Model
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1.1.14.1.3.1. For GEAPs: Global Prices, found in the Global Portfolio defined in point 3.3.2 of this document, must be applied and the following revenue share model must be used:
Model Type*
Entity expanding and managing the partnership
% of Total Revenue Share
Entity Delivering the GEP Amplifier
30%
70%
1.1.14.1.3.2. This revenue model will be applied to the single sales of GEAPs with scope at the global level to Entity delivered in Entities other than the up-scaling entity. It represents a percentage of the total financial revenue brought by the GEAPs. Expansion Sales II Definition 1.1.14.2.1.1. Expansion Sales II take place when AIESEC International sells, to a current Premium Partner, GEPs or GEAPs in Entities in which that partner previously didn’t have any operations. 1.1.14.2.1.2. Expansions Sales II operate as part of the Premium Partner contract and use global prices. AIESEC International remains the key account manager. Sales Process 1.1.14.2.2.1. After finding an opportunity for a specific Member Entity, AIESEC International will contact the Member Entity to inform them about it. 1.1.14.2.2.2. The Member Entity has the right to accept or not to deliver the proposed opportunity. 1.1.14.2.2.3. If the Member Entity accepts to deliver on the opportunity, AIESEC International and the Member Entity will work together to co-create the final proposal and will both follow up on the opportunity. 1.1.14.2.2.4. AIESEC International will sign the agreement with the Premium Partner if needed. Once the agreement with the Premium Partner is signed, a MoU between AIESEC International and the Member Entity will be signed to define responsibility share during the delivery of the product. 1.1.14.2.2.5. AIESEC International will remain the key account manager for this partner, and the Member Entity may become a sub account manager if required.
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Revenue Sharing Model 1.1.14.2.3.1. GEPs: Global Prices must apply as according to point 5.1 of this document. 1.1.14.2.3.2. GEAPs: Global Prices (detailed in point 5.1.5.1 of this document) and the following revenue share structure must apply:
Entity expanding and managing the partnership
Model Type* % of Total Revenue Share
Entity Delivering the GEAP
30%
70%
Cross-Selling Sales Model Definition A Cross-selling process takes place when a Member Entity X, capitalizing on its network, sells or provides a referral* that results in a partnership of GEPs or GEAPs for a Member Entity Y. There are different scenarios to be taken into account in the cross-sales process. Cross-sales can occur with either new or current partners of Member Entity X. *A referral is worthy only if the following criteria is provided by Member Entity X:
Name of a key contact
Role of this contact
Email of this contact
Official introduction via a recommendation letter, internal email introduction or meeting invitation
Sales Process Scenario A 1.1.15.2.1.1.
Definition
Member Entity X: Provides a referral to Member Entity Y without being involved in the sales process.
Member Entity Y: Receives the referral, sells and deliver the GEP(s) or GEAP(s) sold.
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1.1.15.2.1.2.
Delivery process and responsibilities
Member Entity X’s Entity Partner Contacts Member Entity X and shows an interest for the market of the Member Entity Y OR the Member Entity X identifies an opportunity for Member Entity Y’s market OR Member Entity Y asks Member Entity X for a specific referral.
The Member Entity X initiates the contact between the Partner and Member Entity Y. Revenue Share will also be defined by the two entities at this stage.
The Member Entity Y will follow up, sell and sign a Member Entity contract with the Partner and deliver 100% of the products.
1.1.15.2.1.3.
Revenue Sharing Model
GEP: Member Entity Y’s Prices must apply.
GEP Amplifiers: Member Entity Y’s Prices must apply
The revenue share structure must be defined by the two concerned entities. Scenario B
1.1.15.2.2.1.
Definition
Member Entity X: Provides a referral to Member Entity Y and is involved in the sales process.
Member Entity Y: Receives the referral, co-sells and delivers the GEPs or GEAPs sold
1.1.15.2.2.2.
Delivery process and responsibilities
Member Entity X’s Entity Partner Contacts Member Entity X and shows an interest for the market of Member Entity Y OR the Member Entity X identifies an opportunity for Member Entity Y’s market OR Member Entity Y asks Member Entity X for a specific referral.
Member Entity X needs to have an alignment meeting with Member Entity Y to provide information about Entity X’s Partner and to co-create the final proposal and sales strategy. Revenue Share will also be defined by the two entities at this stage.
Member Entity X initiates the contact between the Partner and Member Entity Y.
Both Member entities are encouraged to participate in the sales process be it virtually or through physical meetings.
Member Entity Y will follow up and sign a Member Entity contract with the Entity Partner.
Member Entity Y delivers 100% of the products.
1.1.15.2.2.3.
Revenue Sharing Model
GEP: Member Entity Y’s Prices must apply.
GEP Amplifiers: Member Entity Y’s Prices must apply.
The revenue share structure must be defined by the two concerned entities.
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Glossary Cross-Selling: Cross-selling means that a Member Entity X, capitalizing on its network, is helping the Member Entity Y to create a partnership with an organisation. It can be a current reliable partner of Entity X or a totally new partner. Co-Selling: Co-sales take place in the case where AIESEC International and a Member Entity identify a joint prospect, present in the territory of the said Member Entity, and choose to attend meetings together (virtually or physically), in order to explore the possibility of establishing a partnership between the prospect and AIESEC by selling GEPs and/or GEAPs. Entity Conference List: The Entity Conference List refers to the list of conferences held by a Member Entity in one term submitted to AIESEC International. Entity Partner: Are recognized as Entity Partners all those organisations that sign a contract with a Member Entity to acquire entity’s GEPs or GEAPs. Entity Partnership: Partnership established with an organisation that only takes GEPs or/and GEAPs at the entity level. Entity Focus List: The Entity Focus List refers to the list of current Entity Partner and Top Leads a Member Entity has. Expansion Sales I: Expansion sales take place when a Member Entity sells, to an organisation which is not a current Premium Partner, a GEAP delivered by AIESEC International and when this organisation does not wish to become Premium Partner. Expansion Sales II: Expansion sales take place when AIESEC International sells, to a current Premium Partner, GEPs or GEAPs in Entities in which that partner previously didn’t have any operations. Focus List: They are two types of Focus Lists: the Global Focus List and the Entity Focus List. Global Entrepreneurs (GE): This is one of the sub product of the Global Internship Programme. Global Exchange Products (GEP): They are AIESEC’s Global Internship Programme (including the Global Entrepreneurs sub-product) and Global Community Development Programme. Global Exchange Amplifiers Products (GEPA): These are the products that increase the appeal, exposure and value of AIESEC’s GEPs and include partner Brand Positioning exposure. For example, Plenary Spaces in a conference. Global Focus List: The Global Focus List refers to the list of organisations AIESEC International has the intention of focusing on during the term plus the current Premium Partners. Global Portfolio: The Global Portfolio refers to the list of the GEPs and GEAPs that AIESEC International is wanting to sell at the global level during that term and their prices. Local Entity(ies): Local Entity are all the local full member offices in a Member Entity (LCs) Member Entity(ies): Member Entities are all the full member, contracted Units and Entities in Debt who can run AIESEC activities. Expansion
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Initiatives (officially endorsed by AIESEC International) are only allowed to gather information to support a feasibility study Plenary Space: Space within an AIESEC conference agenda in which Premium or Entity Partners can interact and engage with AIESEC members for minimum 30 minutes. Premium Partner: An organisation who signs a contract with AIESEC International acquiring global or entity level GEPs or GEAPs. Revenue Sharing: Amount of money shared between two or more Entities involved in the sales and/or delivery of GEPs or GEAPs. Up-Scaling: Up-scaling is a sales model that happens when a Member Entity decides to sell to a current Entity Partner with AIESEC International the opportunity to become a Premium Partner and have access to any of the global products.
2. MEMBERSHIP Who can run AIESEC operations Full Members, Contracted Units, Entities in Debt and Members in Alert can run AIESEC activities.
Definition of Membership Full Member is an entity that is fulfilling all membership criteria according to the Global Compendium. Full Member has the right to participate and vote in Global decision-making process.
Member in Alert If a Full Member fails to fulfil membership requirements after every membership check, the Member will become a Member in Alert. The move from Full Member to Member in Alert is automatic on July 1st and January 1st of each year. For all Members in Alert the following must occur: The Membership subcommittee shall be responsible for reviewing the Member in Alert’s at every membership check after the Member in Alert failed criteria. This review will be based on the development plan action steps and timeline together with the report that the Member in Alert has provided to the Global Plenary 30 days before the membership check. The report includes; 2.2.2.2.1.1. Reasons why the criteria were not fulfilled 2.2.2.2.1.2. Current and past performance of the Member 2.2.2.2.1.3. The commitments that were made in a development plan at the preceding membership check 2.2.2.2.1.4. The plan for next membership check to fulfil the commitments presented at the previous one
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2.2.2.2.1.5. Any other information that the subcommittee finds relevant If a Member in Alert fails to regain full membership requirements within three years of Member in Alert status, there will be an automatic motion to disband the Member with immediate effect. The Member in Alert with the input of the respective Subcommittee will create an entity development plan (to re-gain Full Membership) within 1 month after each ILM. The development plan will outline the responsibilities of all parties. Membership Subcommittee will be responsible to track the implementation of this development plan continually and give this information to the Global Plenary two weeks before each ILM. A Member in Alert is not a voting Member. The following sanctions apply to members in alert based on the numbers of years they have been on Member in alert status Year of MIA
Sanction
First year running (0-1) Second year running (1-2) Third year running (2-3)
If not getting disbanded after over 3 years year running (>3)
1. Cannot apply for or receive any global awards 2. Must report twice per year, 30 days before each membership check 1. Cannot apply for or receive any global awards 2. Must report twice per year, 30 days before each membership check 1. Cannot apply for or receive any global awards 2. Cannot submit any ILM hosting bids 3. Must report every three months to plenary, on March 1 st, June 1st, September 1st and December 1st on membership criteria fulfilment plan 4. Cannot be partner entity 5. Cannot register new LCs in Experience.aiesec.org 1. Cannot apply for any global awards 2. Cannot submit any ILM hosting bids 3. Must report every three months to plenary, on March 1 st, June 1st, September 1st and December 1st on membership criteria fulfilment plan 4. Cannot be partner entity 5. Cannot register new LCs in Experience.aiesec.org 6. Cannot apply regional conferences bid
Entity in Debt An entity that fails to pay AI membership fee and/or owes any debt over 5000€ to AIESEC International automatically becomes Entity in Debt (EiD)
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An entity can also voluntarily choose to become an Entity in Debt An Entity in Debt is a non-voting member in the Global Plenary An Entity in Debt no longer pays Member fees until their debt is repaid Following invoices then are excluded and sums reflected upon the distribution model for the Global Plenary. An Entity in Debt is subject to regulation, management, and support from the Finance Subcommittee as indicated in Section 4: Financial Management under Finance Subcommittee. All Entity(ies) in debt sign a repayment contract with AI stating repayment of debt. Entity in Debt that fails agreed repayment with AI or has Entity in Debt status for 2 years receives an automatic vote for disbandment in the Global Plenary. If any Member fails to pay their AI fees for 3 years, or they have a debt to AI larger than 5000 EURO, there is an automatic motion for the entity to become an Entity in Debt. An EiD will not pay Member fees, and they are required to sign a repayment contract with AI that states the timeline for the repayment of their debt. If no repayment contract is signed, each year the EiD must pay back the yearly average of their last 3 years AI fees. An Entity in Debt is not a voting member For all EiD, the following must occur Once an EiD repays the debt, if the entity was previously a full member and they now fulfil all membership criteria, they automatically go to Full Member. If not, MSC makes a recommendation to go to OE or MiA. Progress and Review 2.2.3.11.2.1. If an Entity in Debt fails to fully repay their debt within 3 years, there is an automatic motion for disbandment. 2.2.3.11.2.2. In every ILM the Entity in Debt must present a financial report, which includes (at least but not limited to) a Profit and Loss Statement, and Balance Sheet of the previous year, and a cash flow projection of the following six months, taking into consideration (at least but not limited to) the following items. I. Balance Sheet: 1. Assets A. Cash in hand (petty cash and bank) B. Receivables C. Other assets 2. Liabilities A. Liabilities external
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B. Liabilities internal C. Other liabilities II. Profit and loss statement 1. Costs A. Direct exchange costs - GIP ICX - GIP OGX - GCDP ICX - GCDP OGX B. Partnership delivery costs C. HR costs - accommodation - salaries - other HR costs D. Office costs E. Conferences and meetings F. Other costs 2. Revenues A. Exchange revenues - GIP ICX - GIP OGX - GCDP ICX - GCDP OGX B. Sponsorship C. Other Revenues 2.2.3.11.2.3. The entity reporting has to mention dates of the submitted data (Balance Sheet and Profit and Loss Statement). All information needs to be submitted in Euros. 2.2.3.11.2.4.
The entity can choose to submit only MC or MC+LC data.
2.2.3.11.2.5. In case there are receivables, the entity reporting is requested to mention these, if these are contracted.
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Contracted Unit A contracted unit is the first stage of a new country/territory to become a member of AIESEC. A Contracted Unit (CU) is a fully operating entity in AIESEC that can run all or some AIESEC ELD programmes. It has a partner entity (PE) who can support it in a number of different aspects, which is governed by a contract between the two entities. Becoming a Contracted Unit Signed a contract with at minimum one partnering entity regarding financial, HR and knowledge support regarding setting up and running operations and a proof from a company or government stating their support to AIESEC. Partner entities can be Local Committees or Member Committees. In case it is a Local Committee then a recommendation letter will be required from the Member Committee with the contract signing. Agreement on coverage of financial liability towards global plenary 2.2.4.2.3.1. The contract(s) needs to contain provisions for liability coverage of the Partnering Entity (ies) regarding Member Fees of the CU and any other liabilities towards global plenary f.ex. but not limited to ICB financial penalties, cancellation and no-show fees of global conferences or 2.2.4.2.3.2. Partnering Entity may apply directly for full or partial liability coverage for the above mentioned items to the Global Plenary Reserve Fund as outlined in section 4 Financial Management of the Global Compendium. The contract between the two or more entities is by default valid until the Contracted Unit becomes either a full member, is discontinued or has contracted with another partnering entity. The Partnering Entity will be responsible for any commitments made in the contract towards Global Plenary. The Contracted Unit is responsible for meeting its responsibilities in the contract towards Global Plenary. Global Plenary will be the ultimate decision maker as to any breaches of contract between the entities and consequences thereof Being a Contracted Unit (CU) Contracted Units are permitted to: 2.2.4.3.1.1. Establish a legal entity of AIESEC in the country/territory and register its trademark 2.2.4.3.1.2. Run any AIESEC operations for the ELD Programmes, including incoming and outgoing exchange, membership Programmes and recruitment of students. This is subject to the legality of these operations in the laws of the country/territory in question. Contracted Units are required to: 2.2.4.3.2.1. Send a progress report 30 days before each membership check containing:
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a. Structure and operations Plan that includes:
MC or Expansion Team Structure
LCEB structure
Planned and achieved results in every programme
Functional and general Initiatives/projects
Plan/contribution of the Partner Country(ies) to the FM
a. General HR situation and sustainability of TMP and TLP programmes to sustain operations b. Planned vs. Achieved goals as Contracted Unit c. General Information of Legality, specifying the following: d. Information/research on the time and needs to register the organization in the country e. Information/research on the time and needs for the trademark f.
Partner Country(ies) letter stating the support and feasibility of the operations of the entity. A Contracted Unit has 2 year from the ILM after becoming a Contracted Unit to apply for full membership. In the case that the PE breaks the contract with the CU, the case is presented to the Global plenary that then decides on the appropriate measures to take In the case that the CU breaks the contract, it has a period of six months to find a new partner entity. In case CU does not find partner entity within this period, there will be an automatic motion for disbandment.
Becoming a Full Member A Contracted Unit can become a full member by applying for Membership according to the requirements and criteria outlined in Section 2 of the International Compendium. In addition to the criteria the Membership Sub Committee will make a decision regarding the overall HR sustainability of the entity. As guiding principles an entity should have at least 15 realized TMP and 5 realized TLP experiences on experience.aiesec.org at the time of application. Should the Membership Sub Committee not accept the HR sustainability of the Contracted Unit, instead of automatically becoming a Full Member at the ILM, there shall be an automatic motion of the same to be voted upon by the Global Plenary. To become a Full member in this case it would require a 2/3 majority by the voting members.
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Should the Membership Sub Committee accept the HR sustainability of the Contracted Unit, they will automatically become a Full Member upon meeting the membership criteria In case of changes or updates in the membership model of AIESEC, all entities must be submitted to a status match under the new model. The Membership Subcommittee and the Global Expansions Committee are responsible for defining the equivalent of statuses. An entity can receive special authorization to keep its old status up to fulfil full membership status, within a maximum of one year.
Partner Entities The criteria’s to be a partner entity are: Full Member status or Member in Alert Status for the running year and the current year A Member in Alert can become partner entity only after a review is done by the Membership Subcommittee, based on the responsibilities agreement by partnering countries. A MiA entity cannot be partner entity for more than 2 years. Commitment to support in terms of Human Resources the CU for the whole contracted period, and the first year of membership (total maximum of 3 years). Should the CU have the needed Human resources, the Partner entity will provide at least 2 people (An Expansion Director and 1 other person). The partner entity budget should be able to cover all the expenses of budget and plan of the first 6 months of the CU. Should the CU have the funds to cover the budget and plan for 6 months, the partner entity will only track its usage. The responsibilities of a Partner Entity shall be: Ensure operational and education support by having a Member Committee Responsible for the Expansion Entity as part of his/her job description. Ensure the standards and satisfaction of the experiences realized by the Expansion Entity. Support the Expansion Entity in creating a one-year action plan and budget that shall be reviewed every operative semester (6 months). Provide the Expansion Entity with 1 year of logistics and infrastructure funds. 2.2.5.4.4.1. Minimum requirements: 2.2.5.4.4.1.1.
Living and working space
2.2.5.4.4.1.2.
Internet access
2.2.5.4.4.1.3.
Visa costs of Expansion Manager (EM)
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2.2.5.4.4.1.4. EM stipend of 70% of country/territory minimum wage according to United Nations standards. Ensure process support and funds for the cost of legalization of AIESEC in the expansion country/territory. Provide two annual physical touch points to coach the Expansion Entity on all AIESEC subsystems and branding. 2.2.5.4.6.1. Those physical touch points can be managed in the framework of IC and IPM. Guarantee the presence of at least MCP from the Contracted Unit at IPM and IC. Travel costs and delegate fee shall be paid by Entity Partner, if Expansion Entity does not have enough exchange generated revenue. They shall also track and support fulfilment of membership criteria[s] until Contracted Unit meets Full Membership status. If a partner entity fails to ensure that the CU submits their progress report, they will automatically lose their full membership status. If a partner entity loses its full member status due to the fact that its CU did not submit their progress report on time, they will have the opportunity to regain full membership in the coming ILM
Merging Entities Full Members can only apply for the merging process to start at ILM. Full Members that want to merge have to send the following documents to the global plenary and the AI VP F at least 30 days prior to IPM: One document made by the two or more Full Members involved stating the reasons for the merger One report made by the two or more Full Members involved including the benefits and risks of the merger in the following categories:
Overall performance and capacity
Budget Fund raising
AIESEC brand
Impact on stakeholders
Implementation of the AIESEC experience
Organizational strategies
Organizational structure
Legal registration of the merging Full Members
Trademark registration of the merging Full Members
Governance
BoA recommendations for the merger of each of the involved Full Members
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External audit report of each of the involved Full Members
A merging process plan that goes up to 12 months from IPM onwards Once the Global Plenary votes that the merging process can start the two or more Full Members become one entity having the “Merging Member” status. A merging member entity is an entity that has all rights and duties of a full member entity. An entity can only become a merging entity at ILM and may only be a splitting member for a maximum period of one year. The Merging Member has to present a progress report of the operations and organizational results in the next IC and a final report of the operations and organizational results in the next IPM The entities that apply to merge communicate before ILM to the Member Subcommittee who will be representing the Merging Member during the one year merger process The Merging Member shall fulfil all Full Member criteria according to paragraph 2.3 of the compendium before the next membership check. If this is not the case, the entity will automatically become a Member in Alert Full Member(s) and an Official Extension that want to merge Full Members(s) and the OE that want to merge can only apply for the merging process to start on IPM The CU that wants to merge with the Full Member(s) has to submit a progress report 30 days before IPM takes place The Full Member(s) and the OE that want to merge have to send the following documents to the global plenary and the AI VPF at least 30 days prior to IPM One document made by the Full Member(s) and CU involved stating the reasons for the merger One report made by the Full Member(s) and CU involved including the benefits and risks of the merger in the following categories according to the national standards:
Overall performance and capacity
Budget
Fund raising
AIESEC brand
Impact on stakeholders
Implementation of the AIESEC experience
Organizational strategies
Legal registration of both the Full Member and OE
Trademark registration of both the Full Member and OE
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Governance BoA recommendations for the merger of the involved Full Member(s) and Official Extension External audit report of the involved Full Member(s) and Official Extension A merging process plan that goes up to 12 months from IPM onwards When the Global Plenary votes that the merging process can start the two entities become one entity having the “Merging Member” status A merging member entity is an entity that has all rights and duties of a full member entity. An entity can only become a merging entity at IPM and may only be a splitting member for a maximum period of one year. The Merging Member has to present a progress report of the operations and organizational results in the next IC and a final report of the operations and organizational results in the next IPM The entities that apply to merge communicate before IPM to the Member Subcommittee who will be representing the Merging Member during the one year merger process The Merging Member shall fulfil all Full Member criteria according to paragraph 2.3 of the compendium before the next IPM. If this is not the case, the entity will automatically become a Member in Alert
Member Committees that want to split into multiple entities The Full Member that wants to split into multiple entities shall send the following documents to the global plenary and the AI VPF at least 30 days prior to IPM. 2.2.6.11.1.1.
One document stating the reasons for the split of the Full Member
2.2.6.11.1.2. One report including the benefits and risks for the entities arising from the split in the following categories:
Overall performance and capacity
Budget
Fund raising
AIESEC brand
Impact on stakeholders
Implementation of the AIESEC experience
Organizational strategies
Organizational structure
Legal registration
Trademark registration
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Governance
BoA recommendation for the split of the entity
A proposed timeline for when splitting entity becomes separate entities.
When a non-full member wants to split Follow the guidelines required by a full member. Provide an additional report where it is explained that the splitting will actually be beneficial to achieve full membership criteria and that not meeting some of the criteria is in fact due to difficulties arising from being one entity. When the Global Plenary votes that the splitting process can start the Full Member that wants to split turns into one entity having the “Splitting Member” status A splitting member entity is an entity that has all rights and duties of a full member entity. An entity can only become a splitting entity at IPM and may only be a splitting member for a maximum period of one year. The Splitting Member has to present a progress report of the operations and organizational results of the entities in the next IC and a final report of the operations and organizational results of the entities in the next IPM The entities that arise from the split shall fulfil all Full Member criteria before the next IPM. If this is not the case, the Splitting Member will automatically become a Member in Alert.
Membership Criteria and timeline Find in the following paragraphs the detailed explanation of the current Membership criteria: To pay all Service Fees and contribute to the restricted funds, as legislated by the Global Plenary. The fees should be paid twice per year and are due day 0 of every ILM. To maintain its status, a member needs to complete the State of the Global Association (SOGA) quarterly surveys as necessary and within the deadlines determined by AIESEC International. For December membership check entities should submit Q2 and Q3 reports and for July membership check entities should submit Q 4 and Q 1 reports. Entities will be given at least three weeks for completion of the survey every quarter. To maintain its status, a member needs to complete the Internal Audit Survey as necessary and within the deadlines determined by AIESEC International twice per year. Member entities will be given at least 4 weeks for completion of the survey.
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To have settled or agreed on payment plans for any debt held towards other members or growth networks. If any member has an unsettled debt with another member, the creditor entity is entitled to disclose such situation to the Membership Subcommittee before each ILM If an agreement before the ILM is reached, this must be submitted by the indebted entity through a written memorandum of understanding signed by both parties. (Confirm AI Balance) To confirm their financial balance with AI as at May 31st. AI shall send their balance to member committees no later than June 11th. Every member committee shall ask any questions needed in advance of the deadline and confirm their agreement with the balance no later than June 25th. The balance is to be signed by the Member Committee President of the member and sent to AIESEC International by email (scanned original) by the due date. (Complete FLB survey) For December membership check entities should submit Q2 and Q3 reports and for July membership check entities should submit Q 4 and Q 1 reports. To have only MCP of the entities as representative at every ILM. Finance and Governance (Unqualified external audit) To submit an unqualified external audit conducted by a licensed auditor and consisting minimum of balance sheet, profit and loss statement and auditor’s opinion. External audit should be from previous financial year of the entity. If the entity’s financial year is calendar year, in IPM the entity cannot submit the audit from the immediate financial year, but must submit the previous. An English translation of the audit must be provided. The audit is to be signed by the auditor, include auditor’s contact information, scanned and uploaded to entity membership wiki or its equivalent. In case a member is not able to conduct an unqualified external audit due to legal reasons, a member can apply for an exception at the previous ILM where membership is reviewed; to deliver a corresponding audit. FLB is a body who reviews the criteria and give recommendations to MSC. (Independent bank account) To have an independent bank account or bank account with the entity that they are affiliated with, in accordance with 2.3.8.1. Members must submit a scanned account statement or letter from the bank where consistency with 2.3.8.1 is shown. The criteria should be updated for every membership check meaning by 1st of July and by 1st of January. (Legal status) To have legal status as a separate entity or as an affiliation to existing legal body in the territory or territories a member operates in. To have notarized translation of legal status is required
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(Constitution and/or Compendium) All entities must have a constitution and/or a compendium. English translation of MCP elections/selection part of the compendium is required. (External accountability body) Each member should have an external body that keeps it financially accountable to their national plenary. The national plenary of the member entity has the power to determine the process of managing the members of this external body. (VAT or equivalent tax declaration) A proof of the VAT or equivalent tax status of AIESEC in each country/territory has to be in one of the following forms:
VAT or equivalent tax declaration
Confirmation letter from official authorities stating exception from VAT or equivalent tax, including the contact details from responsible lawyers or the official officers
Letter of proof of VAT or equivalent tax research in progress, including contact details from the responsible lawyer with a cap for 2 years
2.3.1.2.6.1. The proof has to be offered in English Translation. (Trademark) To submit a proof of a completed trademark registration or a trademark registration in progress. The trademark registration in progress cannot exceed a period of 2 years. The proof should contain the AIESEC name and the AIESEC logo registration in the classes 35, 36, and 41, signature and stamp of the official authorities, date and place of registration/expedition and validity/expiration of the registration. Contracted Units must submit a plan on how to register the trademark for their country/territory. If an entity is not able to register the trademark in their country/territory within 2 years, due to national laws and regulations, then the entity is required to prove that fact to the Membership Subcommittee. To have at least one legislative meeting during the year: To have at least one legislative meeting per year, including elections or selection. The national plenary of the member entity has to have the power to decide the process of selection or election of the Member Committee President. Please follow the template letter for submission. Exchange performance To maintain or gain Full Member status, a member needs to realize on average 2 EPs and 2 opportunities per LC. Number of LCs, Eps and opportunities will be counted from official LCs and exchanges registered on experience.aiesec.org. On each membership check, MSC is going to review the performance from the previous 12 months.
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In order to gain or maintain full membership an entity should not have more than 1 lost case with ICB per 1000 exchanges in period between membership checks. Entities doing less than 1000 exchanges should not have more than one lost case in period between membership checks. Every entity should establish an ECB and submit a letter proving that entity has Entity control board. The letter needs to be signed by MCP and ECB responsible.
Current membership status Total number of entities: 122 Full Members (76): AIESEC in: Albania, Argentina, Armenia, Australia, Austria, Azerbaijan, Bahrain, Belarus, Benin, Bolivia, Bosnia and Herzegovina, Brazil, Bulgaria, Burkina Faso, Cape Verde, Chile, Colombia, Costa Rica, Croatia, Czech Republic, Denmark, Egypt, Estonia, Finland, France, Georgia, Germany, Ghana, Greece, Guatemala, Hong Kong, Hungary, India, Indonesia, Iran, Japan, Kenya, Korea, Lithuania, Mainland of China, Malaysia, Malta, Mexico, Mongolia, Montenegro, Morocco, Mozambique, Nepal, Netherlands, Oman, Pakistan, Panama, Paraguay, Peru, Poland, Romania, Russia, Senegal, Serbia, Singapore, Spain, Sri Lanka, Sweden, Switzerland, Taiwan, Tajikistan, Tanzania, Thailand, Togo, Tunisia, Turkey, Uganda, Ukraine, United Kingdom, United States, Uruguay;
Members in Alert (31) (+ when membership was lost): AIESEC in: Afghanistan (IPM 2016), Belgium (IPM 2016), Botswana (IPM 2014), Cambodia (2016) Cameroon (IPM 2015), Canada (IPM 2015), Cote D'Ivore (IPM 2016), Dominican Republic (IPM 2006), Ecuador (IPM 2014), El Salvador (IPM 2015), Ethiopia (IPM2016), Gabon (IPM 2013),Iceland (IPM 2016), Jordan ( IPM 2016), Kazakhstan (IPM 2016), Kyrgyzstan (IPM 2016), Latvia (IPM 2009), Lebanon (IPM 2016),Republic of Macedonia (IPM 2015), Moldova (IPM 2016) New Zealand (IPM 2011), Nigeria (IPM 2015), Norway (IPM2016), Philippines (IPM 2016), Portugal (IPM 2013), Puerto Rico (IPM 2013), Rwanda (IPM 2010), Slovakia (IPM 2016), Slovenia (IPM 2015), South Africa (IPM 2016), United Arab Emirates (IPM 2014);
Entities in debt (5) (when membership was lost/entity entered into EiD; AIESEC in: Italy (IPM 2016), Ireland (IPM 2003 / IPM 2012), Mauritius (IPM 2016), Venezuela (IPM 2016) Vietnam (IPM 2015);
Contracted Units are also present in (10) Contracted Units of AIESEC to: Algeria, Bangladesh, Kuwait, Laos, Liberia, Malawi, Myanmar, Namibia, Nicaragua, Seychelles
War Status and Domestic & Civil Unrest A Member in war status is not required to fulfil membership criteria and is not permitted to perform Exchange activities
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A Member shall stay for a maximum of two consecutive years in war status. The Membership Subcommittee will then review the status and make a report to the Global Plenary. Membership subcommittee shall automatically prepare a motion for the removal of membership for any entity remaining on War Status for two consecutive years. War Status/Domestic & Civil Unrest will be determined by the following two sources: ReliefWeb and then crosschecked with the US Department of State website. If a Member’s war status is removed, and the entity does not fulfil membership criteria, the Member automatically becomes a Contracted Unit. A partner entity needs to be found by the next ILM. In case a partner entity can’t found by the upcoming ILM, the Membership Subcommittee shall make a report on the situation of this entity to the Global Plenary.
Membership Subcommittee (MSC) Membership Subcommittee is responsible for managing the global membership criteria and application, review process of entity membership. Responsibilities Membership subcommittee would be responsible for reviewing and membership criteria at every membership checkpoint before ILM. Chair of membership subcommittee will be responsible for selection of the team, structured based on regional allocation. Membership Subcommittee will be responsible for membership criteria education of the Global Plenary. Each MSC member should have maximum of 10 entities to review.
Global Expansion Committee (GEC) The Global Expansions Committee is an independent body, responsible for coordinating the international expansion process of AIESEC, supporting the Global Plenary and all stakeholders interested in the sustainable growth of the organization. Responsibilities Coordinate and constantly review AIESEC’s global expansion process, according to organizational trends, mid-term ambition and needs; Support, track and coach (internal and external) expansions stakeholders Provide accurate information and present periodic reports to the global plenary and AIESEC International on the evolution of expansion goals at each international legislation meeting; Track the organizational status evolution of expansion entities
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Propose updates and improvements, regarding expansions and membership criteria, to the global compendium. Present to the global plenary a quarter report on the entities progress stating: Performance Financial resources and management Human resources Legal management Supporting directly the expansion entities with the following content: strategy knowledge, financial management, frameworks (financial and strategical), legal management
Access to information Within limitations of data sensitivity and data confidentiality considerations, the GEC shall have access to all global data necessary for the execution of its mission, especially the ones regarding membership criteria and potential expansion markets.
3. ELD MANAGEMENT Glossary of terms Term Definition Global Exchange Refers to the AIESEC Exchange Programmes, including the Global Programme or Exchange Community Development Programme (GCDP) and Global Internship Programme (GIP). Global Internship Programme (GIP)
An opportunity for an EP to develop entrepreneurial and responsible leadership by living a cross-cultural professional developmental experience.
Global Community Development Programme (GCDP) Intern or Exchange Participant (EP) Organisation (TN Taker)
An opportunity for EP to develop entrepreneurial and responsible leadership by creating direct positive impact through an international volunteer experience. AIESEC members participating in the Global Exchange Programmes and going through all stages of the Exchange process. A corporate, non-governmental or governmental entity hosting the EP during the Exchange Programmes. Local Committee (LC) Any local headquarter formally recognized as such by AIESEC International. An LC can send its members abroad or receive EPs. Sending AIESEC Entity Official Local or Member Committee of AIESEC or AIESEC International (SE) which carried out the selection process of an EP and is or was responsible for its preparation, Approval, and reintegration. Hosting AIESEC Entity The official Local or Member Committee of AIESEC that carries out the (HE) Exchange Programme with an organisation by uploading the exchange form, Approval, and organizing the EP’s reception and integration.
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Member Committee (MC)
Any country or territory headquarter formally recognized as such by AIESEC International. The Member Committee is the final responsible regarding the activities of any of its Local Committees. Sponsor Member or A sponsor member is the Member Committee which is supporting the Sponsoring Country extension of AIESEC to a new country or territory. AIESEC International (AI) Foundation administered by the Management Board of Stichting AIESEC International, having its official office located at 126 Teilingerstraat, NL3032 AW Rotterdam, The Netherlands. It is the highest governing body of AIESEC looking over operations of the global AIESEC network. Acceptance Note (AN) The official document contained in the appendices of the Exchange Programme Policies; Appendix B – EP Acceptance Note and Appendix C – TN Acceptance Note. The AN form contains the final conditions of the particular exchange as agreed by all involved parties.
AIESEC Experience [New AIESEC Experience to be legislated at IC 2016 and to be added to the Global Compendium Supporting Document.]
Exchange Program Policies (XPP) Introduction Any stakeholder involved in the AIESEC Exchange Programme is required to: Observe all aspects of the XPP, be informed of its content and respond in a timely and constructive manner to any grievances, which may arise at any stage. Follow all the responsibilities stated in the XPP article 3.6.5. Global Safety Management Guideline. Fulfil any and all private, written mutual agreements with EPs and OPs relating to responsibilities of one party to another; Follow all the responsibilities stated in the XPP article 3.6.6. Anti-Harassment and Violence Protocol
Liabilities of AIESEC Entities AIESEC International, SE and HE may only be held liable for their personal respective responsibilities as described in these policies. In particular, the afore mentioned entities shall never be held liable: In case of refusal from the authorities to provide a visa, work permit or any other legal document or authorization needed by the individual to participate in the exchange; In case of false, inaccurate or incorrect information provided by the EP or the OP resulting in the approved stage, when they were not aware of the information on being false; In case of accident incurred by the EP during the exchange;
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In case of damages caused by the EP to the organization or to any third party during the exchange; In case of damages or loss of any working material (as laptop, camera, cell phone, etc.) provided to the EP by the OP taker for work purposes; For any consequential or indirect damages, including loss of income or profits; Where the failure to fulfil their obligations has been caused by circumstances beyond their control. In case of any failure if it is a result of Acts of Nature (including fire, flood, earthquake, storm, hurricane, or other natural disaster), war, invasion, act of foreign enemies, hostilities (whether war is declared or not), civil war rebellion, revolution, insurrection, military or usurped power or confiscation, terrorist activities, nationalization, government sanction, blockage, embargo, labour dispute, strike, lockout or interruption or failure of electricity. In case EP causes direct or indirect damage to the organization; including loss of income or profits because of his/hers actions such as stealing intellectual property
Responsibilities of Member Committees To develop EP and OP exchange contracts in agreement to the XPP and local/national labour regulations; To implement a mechanism which ensures that all forms are reviewed for Approvability and respect all standards as referred to in Exchange Programme Standards in Compendium, prior to putting the form on ‘Open’. Ensure that this is completed within one (1) week. To provide assistance on complaint procedures to its LCs, EPs and organizations when standards issues or violations from the present policies arise. Member Committees should attempt to resolve complaints with sending/hosting Member Committees privately and file claim with the ECB Responsible of counter entity according to Section 3.6. when such attempts cannot be resolved independently. To cover financial compensations in accordance with the law and XPP, and remain the final responsible for any violation made by its LCs. To ensure all exchanges facilitated by AIESEC should fulfil the conditions set in the national and local labour regulations that are in force in the hosting entity and in the local area where the exchange has taken place. All exchanges must also fulfil the conditions set in the present XPP. In case of any difference or contradiction between the referred rules, the regulation which offers more benefits to the EP shall prevail; To ensure that all LCs are running exchanges and to provide all the necessary systems and tools for them to operate any exchange programmes; To ensure that all LCs are adhering to the XPP, and any other relevant supporting documents of the International Compendium as well as policies that the MC has developed specifically for their entity; To follow all relevant policies if any MC plays the role of SE or HE;
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Participate in a national audit if directed by AIESEC International or ICB. In case of natural, social or any other disaster and/or crisis occurring within the area of the HE, the HE MC is responsible to check the safety status of all the EPs in their entity and report the status to the Global Plenary, AI, and ICB within 24 hours. The report must be continuously shared to the MCPs, AI, and ICB until the HE MC ensures the status of all the EPs’ safety. The communication in case of such situation must be aligned to the Global Communication Protocol. To ensure that HE has external involvement one or more organizations (OP taker) and doesn’t solely organize an exchange.
Exchange Program Criteria Exchange Participants (EP) To qualify as an EP a person must: Be at the age of 30 or under before signing the contract Demonstrate the following: 3.3.4.1.3.1. Understanding of the purpose of the Exchange Programme the applicant is applying for; 3.3.4.1.3.2. Language proficiency in English and/or any other language necessary for an exchange; 3.3.4.1.3.3. Capability of living and working in a foreign culture; 3.3.4.1.3.4. Academic and/or working qualifications and skills suitable to his/her desired type of exchange; 3.3.4.1.3.5. Understanding of his/her role as an ambassador of his SE; An EP may: 3.3.4.1.4.1. take up a maximum period of 36 months of Exchange Programme in total. These 36 months can be allocated whenever and in whichever order, so long as they follow the minimum and maximum duration of AIESEC exchanges as outlined in section 1 of this document, and respect all XPP; 3.3.4.1.4.2. apply for an Exchange with any country or territory in which he/she has lived for a minimum period of six (6) weeks; 3.3.4.1.4.3. have an Exchange in any entity with the exception of entities in which they have lived for more than two (2) years in the last ten (10) years. The starting date of the last ten (10) years should be considered from the date that the EP applies to the Exchange selection process. CEED/MC/AI experiences may be excluded from this two-year period. An individual does not have the right to apply for the AIESEC Exchange Programme:
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3.3.4.1.5.1. If he/she does not have the capacity to enter into legal agreements in its SE, cannot legally travel abroad independently, with or without parent/legal guardians formal authorization and without requiring the HE to have legal power of attorney over the individual; 3.3.4.1.5.2. If he/she previously violated the XPP. Opportunity (OP) taker To qualify as a OP Taker a company/organisation must: 3.3.4.2.1.1. Be legally registered company/organisation in the territory of operations 3.3.4.2.1.2. Support AIESEC’s values 3.3.4.2.1.3. Aim to create or support direct positive impact in communities through their activities, initiatives, or projects. Can be from public, private, or social sector, or a project. 3.3.4.2.1.4. Aim to enhance their organization through involving an EP, improving their processes or growing their organizational performance. 3.3.4.2.1.5. Be able to provide an adequate working environment to ensure the EP is not being discriminated by race, colour, gender, sexual orientation, creed, and religion, national, ethnic and social origin, age, their life put at risk or where they would be harassed. An organisation does not have the right to apply for the AIESEC Exchange Programme: 3.3.4.2.2.1. If it cannot meet the XPP due to any reasons; 3.3.4.2.2.2. It has been recognized by an authoritative AIESEC entity and/or the ICB as having previously broken the XPP. 3.3.4.2.2.3. If they do not align with the Code of Ethics and the Global ER Principles.
Exchange Programs Criteria Global Internship Program Global Community Development Program 1a. HE to provide an internship in a hosting 1b. HE to provide an international volunteer organisation, through which an EP experience through which EPs develop contributes to the goals of the organisation, themselves while empowering individuals, completes a job description requiring communities or organisations. Be focused special expertise or skills. This includes the on areas and issues with the needs for direct development of practical skills and social impact and sustainable solutions. knowledge in a foreign environment to GCDP EPs may have different type of complement the EP’s higher educational volunteer experiences, including using background or field of career aspirations. professional skills, to contribute to their The EP is supervised and evaluated by one personal development and positive impact or more full-time employee of the host OP. on the society. 2. The internship lasts from a minimum of 6 weeks to a maximum of 78 weeks from the first day to the last day of the internship 3. Extension must not be accepted for over a total 78 weeks with the same OP taker. If the
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OP taker and the intern agree to extend the programme, AIESEC will have no responsibility or role in facilitating this; 4. Meet the national and local legality in the both HE and SE. In case of any difference or contradiction between the referred rules, it shall prevail the regulation which offers more benefits to the EP; 5. Have a OP taker, that provides clear legal status for visa invitation and other conditions in the HE as the OP taker, fulfilling all its responsibilities as described in the XPP
General Policies and Procedures General Policies and Procedures Applicable to all stakeholders at any stage To follow the privacy policy on internships.aiesec.org (http://internships.aiesec.org/) and refrain from exporting information about EPs/organizations to other platforms
General Policies and Procedures Applicable to Exchange Participant (EP) At any stage of the exchange programme a) To raise the issue with the relevant party (OP taker or AIESEC entity) according to the dispute resolution mechanism described on Article 3.6. and be proactive in resolving it. The issue raised should be based on Section 3.5. Exchange Program Policies [XPP]. b) To make proactive steps to resolve any issues faced by contacting the hosting entity, sending entity and actively participating in negotiations with the OP taker. From Engagement with AIESEC to the form(s) being open on internships.aiesec.org. Meet the selection criteria in Compendium (Exchange Participant) and the ones below: Participate in a selection process organised by the SE, if entities require it. Complete and sign all documentation necessary for participation in an AIESEC exchange. This includes, but is not limited to: the Student Contract, Resume, an agreement regarding the programme fee and the EP form on Internships.aiesec.org; Have written proof of the academic background (transcripts) and working experiences (references) as specified on the EP form; Pass the language test(s) for all proficiency levels in non-native languages or have written proof of the language level(s) as specified in the EP form; Pay the necessary application fees and/or deposits to their SE; Attend preparation events and complete the preparation requirements of the country and territory; Provide true and accurate information relating to work experience, academic backgrounds or language proficiency levels of the EP;
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Provide the required legal information to the HE and organisation so that they may verify that the EP may legally travel abroad and work in the host entity on an AIESEC exchange. From the form(s) being Open until being Approved on internships.aiesec.org EP can start a new selection process once he/she is informed that the application was not successful, or if after 10 subsequent days the EP does not receive any reply or update regarding the selection process; Inform the sending AIESEC entity if he/she becomes unavailable for an exchange, or if the EP is looking into other opportunities; Communicate constantly about approval status with sending entity; Keep all communication concerning the exchange only with the OP manager of the potential HE and not contact the organisation directly until an approved Approval is made, at which time the organisation may communicate freely with the intern; Provide complete information about the EP, including the candidate’s EP form, cover letter (motivation letter) and other information as requested by the organisation (telephone interview, detailed CV/resume, photos, academic transcripts or certificates, etc.) within reasonable limits. The information requested must also abide with the legal regulations of the HE. From Approved on internships.aiesec.org until arrival in HE The EP must follow all selection requirements of an OP form while acceptance is valid, within reasonable limits. The EP reviews and understands the conditions under which he/she can withdraw from exchange without financial penalties; Acceptance of OP form automatically means that the EP is guaranteed as available for the exchange while Acceptance Note is valid; Acceptance is valid for ten (10) subsequent days after official acceptance of OP in accordance to point If the EP rejects the OP form after he/she has officially accepted AN to opportunity and the OP taker has accepted the EP, he/she will no longer be allowed to take part in the exchange programme through AIESEC; An approved Approval between an EP and organisation is only considered official when both the EP and organisation has fulfilled at least one of the requirements below: Have accepted each other through internships.aiesec.org and signed their online official Acceptance Notes. The EP must: Officially accept the OP Acceptance Note as the final agreement of all conditions of the particular exchange;
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To hold a valid passport, if not apply for a passport so that the validation date covers the entire duration of the exchange; After providing the passport details, receive, within two (2) weeks, all the necessary documentation from the hosting AIESEC entity (including the written acceptance note/invitation) required for application for a visa/work permit; To update the hosting entity about his/her passport application within one (1) weeks of an Approval in cases where an application for a passport has been initiated with the government officials upon acceptance, unless otherwise agreedupon with the hosting AIESEC entity or organisation. An EP Acceptance Note may be deemed invalid if this standard is not met; To 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); To submit the visa application within a period up to two (2) weeks after getting all the documents mentioned in OP form; HE must provide information of this policy unless an alternative timeline was agreed-upon with the sending AIESEC entity or the OP. The EP has to keep in touch with hosting AIESEC entity and provide regular updates; To cover visa costs, unless otherwise agreed upon with the Hosting AIESEC entity or OP; To inform him/herself about all information related to specific legal policies, life conditions, safety, and cultural norms in the hosting country in order to be aware of any potential risk in the country or local area, both by asking the hosting entity as well as through independent research. The EP is the only responsible for assuming those risks, and shall not sue AIESEC or OP for any damage or prejudice caused by an event related to those risks, and shall not break its Approval or end an exchange without accrued financial penalties. From arrival in HE until completion of internship Exchange is considered realised when the EP starts working at the OP office on the first working day. The OP manager is responsible to change the status of OP form on Realised. Once a Realisation is assigned on Internships.aiesec.org by the OP Manager or by any other qualified AIESEC member from the hosting Member Committee it can only be broken (i.e., the status of the EP and OP form can only be changed) with mutual agreement of the two relevant Member Committees. The break of realisations between merged entities can be authorized by its Member Committee representatives standing for both, EP and OP form. The realisation broken will be discounted from both countries’ official results for the matter of the Membership Criteria.
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The EP must have sufficient funds to incur all expenses related to transportation to and from the country or territory. The EP must have sufficient funds to cover For GIP: all living expenses for the first four weeks of the exchange. This period can be prolonged in case first salary is received after more than four weeks of exchange provided this information is outlined in the OP. For GCDP: all living expenses for the entire period of the exchange if he/she is not receiving any monetary compensation from the OP Taker as outlined on the OP. The EP must officially register with the home embassy in the host country if their home country requires. The EP must behave in accordance to cultural, religious, ethical norms, national or local law and other policies that exist in the country or territory of exchange. The EP must take a proactive role in informing HE about any situations or requirements. The EP must inform SE and take a proactive role if he/she intends to be involved in AIESEC activities during the exchange. Completion Stage Must inform SE and HE about his/her departure at least two (2) weeks about his/ travel details. Re-Integration Stage The EP has the right to participate in re-integration activities including: 3.3.7.15.1.1. entity;
The opportunity to debrief the experience with AIESEC in the sending
3.3.7.15.1.2. The opportunity to evaluate and review the EP’s goal and reintegrate into LC activities (if applicable); 3.3.7.15.1.3. The opportunity to share the exchange experience with other members of the LC, including outgoing EPs; 3.3.7.15.1.4.
Information about reverse culture shock and how to cope with it;
3.3.7.15.1.5. Information on how to utilize and position the international exchange experience in a professional resume and in the local job market in general.
General Policies and Procedures Applicable to OP taker At any stage of the exchange programme To receive support from AIESEC in dispute resolution in cases where there are complaints against the EP for violation of any policy stated in the XPP, breaking any internal corporate code of conduct, or any other ethical/religious/cultural norms. To receive a replacement EP under the conditions stated in the XPP; or if this proves to be unreasonable or impossible, to receive financial compensation.
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To raise the issue with the relevant party [EP or AIESEC entity(ies)] according to the dispute resolution mechanism described in the section 6 of XPP and be proactive in resolving the situation. The issue raised should be based on the AIESEC XPP when unsatisfied with the EP’s performance or if the EP has violated any XPP statement. To ensure that the EP is legally qualified to work in the offered exchange (legal residency requirements and labour law exigencies); From the form(s) being Open until being Approved on internships.aiesec.org To select an EP according to procedure described in the XPP and its own selection criteria and procedure; provided they are mentioned in Job Questionnaire [Find in Annex] and the OP; Select an EP among the candidates who have accepted particular exchange (sent an Official Acceptance Note). EP form of such candidates should be presented to this organisation by hosting AIESEC entity. An Acceptance Note of EP is valid for 10 subsequent days; Receive complete information about the candidate including the candidate’s EP form, letter of motivation and other information as requested within reasonable limits. The information requested must also abide with the legal regulations of the country where the organisation is located; Contact the candidate directly for the interview or fulfilment of any other selection criteria To designate one representative in the organisation as responsible for coordinating the selection process (interviewing and accepting/rejecting candidates), together with an AIESEC Representative and subsequently supporting the EP for the duration of the exchange. To give a response regarding the suitability of any candidate or next selection stages in the period not exceeding 10 subsequent days from the date the EP has accepted particular exchange, unless the candidate agrees to continue this period. If a selection process takes place, the rules and deadlines of each stage must be communicated to the candidate in advance; To provide feedback to AIESEC about all the candidates if the OP rejects more than three candidates that fulfil all the criteria set as requested in the OP form. To review its criteria for selection with the AIESEC representative if the OP rejects more than three candidates that fulfil all the criteria set as requested in the OP form and does not provide a sufficient feedback on those candidates. At this point, AIESEC can determine whether the organisation should continue to participate in the programme. From Approved on internships.aiesec.org until arrival in HE
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The OP Taker must sign an OP Acceptance Note as a proof of final selection of particular candidate for the particular job description, within ten (10) days of selection. The OP Taker can request a supplementary signed work contract from the EP which is in conformity with the labour laws of the hosting country, provided contract does not change the working conditions indicated on the OP form and the Acceptance Note; The OP Taker can request another EP from the same AIESEC entity, if previous EP rejected the exchange after being accepted by the OP. The OP Taker can get a copy of the EP’s passport details within one (1) week of an Approval in cases where an application for a passport has been initiated with the government officials upon acceptance, unless otherwise agreed-upon with the hosting AIESEC entity or the OP; The OP Taker must provide within two (2) weeks all the necessary documents to the EP directly or through the HE (including the written invitation) required for application for visa/work permit. If 2 weeks are insufficient, the EP should be informed and agree with the timeline for provision of any required documents. The OP Taker can expect from the EP to submit the visa application in a period up to two (2) weeks after getting all the necessary documents and if the other timeline was not agreed with the hosting entity or the OP. The OP Taker must make sure together with AIESEC entity that the EP for the exchange would be able to leave and return to the home country independently, and they also must verify the EP would be able to work in an AIESEC exchange legally in the country the organisation is located; The OP Taker must set expectations with the EP regarding expectations of the exchange job role prior to the arrival of the EP. From arrival in HE until completion of internship The OP Taker can demand that the EP perform the full extent of requirements and duties stated in the Job Questionnaire [find in Annex], OP and the XPP; The OP Taker must provide a job description that corresponds to the signed job questionnaire and corresponds to the AIESEC exchange definitions outlined in section 1; The OP Taker must provide guidance, training and adequate working conditions according to signed Job Questionnaire [find in Annex] and the OP, for the EP to achieve the objectives agreed-upon. In all cases, the organisation is the sole responsible for any damage or loss of any working material (as laptop, camera, cell phone, etc) unless otherwise agreed-upon with the intern;
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The OP Taker must assign one representative as responsible for the EP’s workplace integration, so he/she may integrate as best as possible into the new working environment; The OP Taker must provide any additional information that the EP will need to know during the whole period of the exchange in terms of working and fulfilling the Job Description; The OP Taker must provide performance-related feedback on EP’s performance on a regular basis throughout the exchange. If the OP fee mentioned on the OP is (0) zero, there can be no OP fee reimbursement through complaint procedures. However, if the hosting entity can provide evidence of expenses incurred on the EP by organisation, the amount can be scrutinized or considered for reimbursement during complaint procedures.
General Policies and Procedures Applicable to Hosting Entity From Engagement with AIESEC to the form(s) being open on internships.aiesec.org To receive written consent from another AIESEC entity before opening opportunities within the geographic jurisdiction of said AIESEC Entity.) From the form(s) being Open until being Approved on internships.aiesec.org To have a login created for the OP Taker and access to Partnership Menu in internships.aiesec.org. To have the whole process of pre-screening candidates conducted for the OP Taker. To put OP form on “Draft” status if the exchange programme has become temporary unavailable, or if the particular organisation cannot participate in an AIESEC Exchange programme due to reasons stated in Compendium. To constantly (once a week) inform applicant about the progress of his application if he/she was shortlisted. Information should be sent to applicant either by OP manager or by Global coordinator. From Approved on internships.aiesec.org until arrival in HE The HE must send Link to Reception article to the EP. The HE must provide the EP Visa Assistance in accordance with XPP. The HE must provide the EP relevant visa and labour law information. The HE must send the EP key contact information including: 3.3.9.3.4.1. The OP manager/EP LCP contact number and email, 3.3.9.3.4.2. Responsible/buddy person’s contact number and email, 3.3.9.3.4.3. LCVPICX contact number and email, 3.3.9.3.4.4. OP taker’s responsible person’s number and email, 3.3.9.3.4.5. LC and MC office address and accommodation address.
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The HE must send the EP key information on OP’s expectations The HE must provide information on local specific safety for the areas of OP and accommodation location referring to the local authorities’ official statements. From arrival in HE until completion of internship Check the EP’s safety status at least once in a week until he/she departs from the country/territory with the same visa status provided by the HE, even after the Exchange Programme duration has ended. If the EP decides to stay in the country/territory longer with his/her own coordination of the visa or residential status, AIESEC is no longer responsible for his/her safety status. Provide Minimum General Services: 3.3.9.4.2.1. To have an individual responsible person (preferably OP manager) for providing overall services to the EP throughout the exchange duration. They must facilitate the EP’s reception and orientation during the first month of the exchange, unless otherwise specifically assigned; 3.3.9.4.2.2. To have an access to platform (e.g. forum, mail group, phone number etc.) for the EP to be able to communicate with the hosting entity members during the whole period of exchange. Provide Minimum Logistical Services: 3.3.9.4.3.1. Provide support on registration with relevant local authorities within the timelines mentioned by the country's law. The hosting LC shall communicate (including information on country page) the registration timelines and requirement to the sending LC and the EP as soon as the EP is selected. 3.3.9.4.3.2. Assistance to open a bank account if necessary and assistance in converting money to the local currency on EP’s request. 3.3.9.4.3.3. Provide information about location and guidance for use of general services such as medical systems, use of emergency services, public transport, groceries and any other information that would be necessary to allow the EP to successfully complete their exchange. 3.3.9.4.3.4. Provide assistance in obtaining essential service as electricity, water, gas, heating if required and provide a communication platform in case any inconveniences with these services take place. 3.3.9.4.3.5. Provide assistance in dealing with housing agreements and landlords if required by EP. Provide Minimum Work Related Services: 3.3.9.4.4.1. Setting expectations with the EP’s supervisor regarding expectations of the exchange job role, unless it is stated in OP already.
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3.3.9.4.4.2. Inform all the stakeholders involved regarding the complaint and termination procedures (Section 3), integration plans for EP and frequency of communication/evaluation between the OP taker and the AIESEC. 3.3.9.4.4.3. Ensure the EP receives performance-related feedback from the organisation on a regular basis throughout the exchange. Provide Cultural Integration Assistance: 3.3.9.4.5.1. Provide information about places of interest for the EP to visit (at least through entity page in form of website links) 3.3.9.4.5.2. Provide information about local cultural norms, including those related to dressing, greeting, traditions and law policies (at least through entity page in form of website links) Provide Minimum AIESEC Integration Services: 3.3.9.4.6.1. Introduction to the local AIESEC members, the LC reality and culture. 3.3.9.4.6.2. Provide communication platform for the EP to connect with other members of the LC. 3.3.9.4.6.3. Provide opportunities for the EP to become involved in AIESEC activities related to their interests and goals if EP is interested.
General Policies and Procedures Applicable to Sending Entity From the form(s) being Open until being Approved on internships.aiesec.org From Approved in HE From the form(s) being Open until being Approved on internships.aiesec.org The SE must provide training and support through an EP Buddy/Manager during the Approval stage to ensure that the EP is familiar with the functions of internships.aiesec.org such as browsing for exchange opportunities, viewing articles/library section, and searching for contacts. Provide Outgoing Preparation which includes: 3.3.10.2.2.1.
Exchange Programme Policies
3.3.10.2.2.2.
EP Expectation Setting
3.3.10.2.2.3.
EP Goal-Setting
3.3.10.2.2.4.
EP Cultural Preparation
3.3.10.2.2.5.
AIESEC Way
The SE must research on destination safety status together with the EP. The EP is responsible for the decision on going to the destination country/territory as his/her own choice.
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The SE must provide access to a platform (e.g. forum, mail group, phone number etc.) for the EP to be able to communicate with sending LC during the whole period of exchange for feedback, evaluation, information sharing and general support. From arrival in HE until completion of internship Constantly communicating with the EP including his/her location and the safety at least: GIP: when he/she arrives and after once a month GCDP: when he/she arrives, in the middle of the experience and in the end. If the SE cannot reach the EP any longer than 10 (ten) days without any notification from the EP and/or the HE, the SE is responsible to coordinate with the HE to research and be updated about the EP location and his/her safety, and on SE’s own judgment, contact the family/guardian of the EP in the SE. Re-Integration Stage Inform the EP about existing re-integration opportunities in AIESEC Approved Policies Approved Status between an EP and organisation is only considered official when both the EP and organisation has fulfilled at least one of the requirements below: 3.3.10.5.1.1. Have accepted each other through internships.aiesec.org and signed online official Acceptance Notes 3.3.10.5.1.2.
Have signed and exchanged traditional Acceptance Note
Acceptance of opportunity automatically means the EP is accepting the particular exchange with all its conditions, as described in the opportunity available in internships.aiesec.org unless otherwise stated in the Acceptance Note; Acceptance opportunity automatically means that the EP is guaranteed as available for the exchange while Acceptance Note is valid Acceptance is valid for ten (10) subsequent days after official acceptance of OP in accordance to point Policy of Breaking Approved Status The EP has the right to break Approval if one of the following situations applies: 3.3.10.6.1.1. The EP has not received all necessary documents required for application for visa/work permit from the hosting LC (including invitation) within two (2) weeks, which has resulted in the EP not being able to commence with the exchange; or the EP was not informed of the timeline for provision of any required documents;
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3.3.10.6.1.2. In the case where the standard under policy 3.5.7.6.5; (to view the visa ) is met by the EP but a delay was caused by third party and this delay fundamentally changes the conditions of the exchange (Proof required).; 3.3.10.6.1.3. The EP has an emergency in his/her family (Proof required). After breaking an Approval due to family emergency the EP is not allowed to put an EP form on “Open“ or raise new EP form on internships.aiesec.org for the next 6 weeks; 3.3.10.6.1.4. The EP becomes ill and the situation can be dangerous for his/her health (Proof required); 3.3.10.6.1.5. The EP may be put in danger due to the area where he/she works being formally declared in emergency due to war, natural disasters, people revolution, and terrorism attacks; 3.3.10.6.1.6. The OP Taker has the right to break Approval if one of the following situations applies: 3.3.10.6.1.7. The organisation is within the labour laws of the host country to end the exchange early. 3.3.10.6.1.8. The EP has falsified information related to his work experience, academic background or language proficiency, and is unable to fulfil his exchange job role as specified in the OP form. Break Realisation Policy 3.3.10.7.1.1. The EP has the right to Break realisation if one of the following situations applies: 3.3.10.7.1.2. The EP has an emergency in his/her family (Proof required). After breaking a realization due to family emergency the EP is not allowed to put an EP form on “Open” or open new EP form on internships.aiesec.org for the next 6 weeks. 3.3.10.7.1.3. The EP becomes ill and the situation can be dangerous for his/her health (Proof required); 3.3.10.7.1.4. The EP is in danger due to the area where he/she works being formally declared in emergency due to war, natural disasters, people revolution, and terrorism attacks; 3.3.10.7.1.5. The EP does not have an official working/living permit in the country of exchange upon arrival unless other legal options have been agreed upon; 3.3.10.7.1.6. The exchange job is different to the description the AN form refers to and was not agreed upon by the EP, where the change affects the nature/purpose of the job, or puts the EP in financially or physically disadvantaged state. The EP is expected to try to resolve the issue first with the OP taker and hosting entity;
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3.3.10.7.1.7. The EP is discriminated against race, colour, gender, sexual orientation, creed, religion, national, ethnic or social origin, or age at his/her work place; 3.3.10.7.1.8. The EP is sexually harassed at their work place or by AIESEC members; 3.3.10.7.1.9. The organisation does not provide the basic work conditions or any main benefit offered to the EP that the AN form refers to and the EP 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 EP’s job or living conditions in order for a broken Approval to be validated. The EP is expected to make certain preliminary steps to resolve the issue, including contacting the hosting entity and actively participating in negotiations with the organisation to resolve any issues; 3.3.10.7.1.10. The OP taker does not pay corresponding salary to the EP for two consecutive months. The EP may still claim accrued salary from the OP taker and hosting entity in case of a broken realization. The OP Taker has the right to Break realisation if one of the following situations applies: 3.3.10.7.2.1. The EP has falsified information related to his work experience, academic background or language proficiency, and is unable to fulfil his exchange job role as specified in the OP form. 3.3.10.7.2.2. The EP is breaking a law of the hosting country or is continuously breaking internal regulations of the organisation despite being warned or aware of them. 3.3.10.7.2.3. The organisation is within the labour laws of the host country to end the exchange early.
Complaint Procedure To raise an issue regarding AIESEC Exchange Programme, any party must follow the dispute resolution process in the order outlined below:
Step 1. (Internal Level): The complaint party should inform the Hosting AIESEC Entity and the response party and try to solve an issue privately with them.
Step 2. (Local Level): If Step 1 has been tried and failed, the complaint party should inform and involve the Sending Entity, while this entity will inform and communicate with the hosting entity to solve the problem in accordance with the Exchange Programme Policies.
Step 3. (National Level): If Step 2 has been tried and failed, then both sending and hosting entity should inform their ECB and MC that will work together to solve the issue. In addition, they may share the issue over the Global Network.
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Step 4. If the parties involved cannot reach a mutual agreement within a twoweek period, it is advised to submit a formal Case Application as stated in 3.6.2
Submission of a complaint to ECB Before any party can submit a complaint to ECB, it has to try to settle the issue on a local level. Complaining parties have a responsibility to raise complaints with appropriate local parties within one month of the date of the alleged violations. ECB shall automatically accept arbitration of cases where parties started negotiation/communication with each other on disputes within one month of the violation. However, ECB chair shall have discretion in accepting or rejecting arbitration of cases where communication between If the parties involved cannot reach a mutual agreement within one week period on a local level, it is advised that the situation be brought forth to ECB. The following steps must be followed to submit a complaint to ECB: The complaining party (LC or Intern) shall contact ECB with initial complain on Exchange Standards Delivery by writing an email to ECB of their entity. ECB contact email shall be accessible on the entity website. ECB shall support the complaining party in filling in the Official Case Application Package (please refer to Article 3.6.3.) within one week after official complaint is received. If no reply within one week or contact not found, please refer to [email protected]. Application package must contain LC to LC correspondence where ECB can find that mutually acceptable solution could not be found. Application package should contain all proof of acclaimed XPP violations which can include but not limited to: receipts, flight tickets, examples of communication, TN/EP ANs, pictures etc. Documents attached in Official Application pack must be in English. ECB has the right to request that documents are notary translated Along with this, ECB and EP must sign the last paragraph of the Official Case Application ECB will inform the relevant counter entity of the complaint by submitting Official Case Application Package. ECB of counter entity has one week to submit answer to the case by filling in Official Case Application which was sent to them, notice the following: In case ECB of a counter entity does not submit Official Case answer within one week and also didn’t ask for prolonging the deadline for valid reasons, ECB who filed a case automatically continues the procedure assuming that there are no arguments against from counter Entity. In this case counter entity cannot make an appeal to ICB, unless they can provide proof that the Case Application was not received.
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The respondent may also file a claim against the original claimant. Such counter-claims must include the same information originally submitted by the claimant. Once the above information is gathered, ECB will email the entities with any requests for required additional information. All information must be submitted within ONE week from the date of the email. In case the entity cannot meet this deadline then the entity can ask for additional time before the deadline by directly submitting such a request to ECB e-mail address. In case of an emergency or when basic living conditions of an intern do not fulfil the standards (lack accommodation, lack of salary etc.) case can be solved only by ECB Chair and ICB Team Leader of Case Solving within 48h.
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Official Case Application Form (in Annex) ECB Decisions and Follow Up ECB shall hand down decisions with recommendations for solutions of the case within 1 week of receiving all information. The solution provided by ECB is never obliged to include a financial compensation component, and is always subject the interpretation of the XPP by ECB. Solution should be provided due to the Official Case Solution form which is outlined in Article 3.6.3. Official Case Application should be send to ECB of counter entity and ICB ([email protected]). ICB is responsible to track follow up and/or reimbursement procedure. ECB is taking into consideration expectations of compensation submitted with the case and has the jurisdiction to decide on the amount and type of any applicable financial compensation. ICB will revise it after receiving Case Solution and has the final decision on the amount reimbursed and follow up actions. Financial compensation as a final solution may consist of the following categories prescribed by ECB according to particular case details, XPP policies violated and proofs submitted: TN/ EP fee; Travel Expenses; Travel Insurance; Visa Expenses; Additional Expenses incurred by any party caused by XPP violation by other party. In case of financial compensation, the complaining party is given up to one week to create an invoice. Fined party has up to one month to proceed with the payment after receiving invoice. In case the entity fails to pay the fine amount within the timeline set by ICB, AI should automatically pay this sum from its funds and record it as loan for the owing entity in their entity balance. If the internship in question is continuing at the time of complaint, ECB will inform ICB and provide an intermediate recommendation for immediate steps to address the situation within 2 days of receiving all the necessary information. ECB shall not be bound by this recommendation in forming its final decision. Entities will be responsible for sending a report to ICB about implementation of the solutions handed down within 1 month of the case being solved. In cases of ongoing cases, parties will be required to submit updates to ICB once every week until progress towards the solution is complete. Any personal details of individuals involved will be redacted from case solutions at time of publish. Break Realization Procedure: Both representatives of SE ECB and HE ECB must agree on it
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Inform ICB about ([email protected]):
Reason of break Realization
Link on internship.aiesec.org of EP and OP
Submission of an Appeal to the ICB In the case that ECB of counter entity or EP/LC does not agree to the decision made by ECB who filed the case, the party has the right to appeal against ECB decision during 7 days (one-week period) after Official Case Solution was announced by ECB. Appeal should be submitted to ICB ([email protected]) and should contain Official Case Application, Answer, Solution and all the proofs from both sides. In such events, a final appellate committee composed of ICB members will review the case. ICB has 48 hours to accept or reject appeal depending on the arguments and proves provided by Appealing party. If Appeal is accepted ICB will inform the relevant counter entity of the appeal by submitting Official Appeal Application Package. Once the above information is received, ICB will email the entities with any requests for required additional information. All information must be submitted within 72 hours from the date of the email. In case the entity cannot meet this deadline then the entity can ask for additional time before the deadline by directly submitting such a request to ICB e-mail address ([email protected]). ICB shall review the appeal independently of the first case solution. ICB shall base its decision on the documented evidences provided by ECB within the established deadlines The recommendation of ICB is the final decision which shall be sent within 72 hours after receiving all relevant documentation. In instances where a decision involving a fine is not paid by the involved parties within the timeframe required by ICB, AI should automatically pay this sum from its funds and record it as loan for the owing entity in their entity balance. If an ECB is noticed to be partial or not following up the procedure on compendium when solving a case, ICB has the right to disband the ECB depending on the gravity of the violation. ECB that was disbanded is not allowed to solve cases regarding quality of exchange programs until the body is re-elected and received new training from ICB. The training happens upon request ([email protected]), coach calls are provided within two weeks from receiving the request. After coach calls ECB will have one month probation under ICB supervision, by the end of probation ECB can solve cases independently.
Compensation for EPs No financial penalties can be claimed by any party under the circumstances stated in policies: 3.4.5.1.1.1. The EP has an emergency in his/her family (Proof required). After breaking a realization due to family emergency the EP is not allowed to put an EP form on “Open” or open new EP form on internships.aiesec.org for the next 6 weeks.
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3.4.5.1.1.2. The EP becomes ill and the situation can be dangerous for his/her health (Proof required); 3.4.5.1.1.3. The EP is in danger due to the area where he/she works being formally declared in emergency due to war, natural disasters, people revolution, and terrorism attacks) The EP has the right to Break realisation if one of the following situations applies: The EP becomes ill and the situation can be dangerous for his/her health (Proof required); The EP is in danger due to the area where he/she works being formally declared in emergency due to war, natural disasters, people revolution, and terrorism attacks; The EP does not have an official working/living permit in the country of exchange upon arrival unless other legal options have been agreed upon; The exchange job is different to the description the AN form refers to and was not agreed upon by the EP, where the change affects the nature/purpose of the job, or puts the EP in financially or physically disadvantaged state. The EP is expected to try to resolve the issue first with the OP taker and hosting entity; (The EP is responsible for their own travel expenses). Under the circumstance stated in policy: The EP has an emergency in his/her family (Proof required). After breaking a realization due to family emergency the EP is not allowed to put an EP form on “Open” or open new EP form on internships.aiesec.org for the next 6 weeks. The EP is discriminated against race, colour, gender, sexual orientation, creed, religion, national, ethnic or social origin, or age at his/her work place; The EP has not received all necessary documents required for application for visa/work permit from the hosting LC (including invitation) within two (2) weeks, which has resulted in the EP not being able to commence with the exchange; or the EP was not informed of the timeline for provision of any required documents; Compensatory act can be claimed by a party depending on which party has fulfilled the responsibilities stated in section: After providing the passport details, receive, within two (2) weeks, all the necessary documentation from the hosting AIESEC entity (including the written acceptance note/invitation) required for application for a visa/work permit; To update the hosting entity about his/her passport application within one (1) weeks of an Approval in cases where an application for a passport has been initiated with the government officials upon acceptance, unless otherwise agreedupon with the hosting AIESEC entity or organisation. An EP Acceptance Note may be deemed invalid if this standard is not met;
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To 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); To submit the visa application within a period up to two (2) weeks after getting all the documents mentioned in OP form HE must provide information of this policy unless an alternative timeline was agreed-upon with the sending AIESEC entity or the OP. The EP has to keep in touch with hosting AIESEC entity and provide regular updates; To cover visa costs, unless otherwise agreed upon with the Hosting AIESEC entity or OP; To inform him/herself about all information related to specific legal policies, life conditions, safety, and cultural norms in the hosting country in order to be aware of any potential risk in the country or local area, both by asking the hosting entity as well as through independent research. The EP is the only responsible for assuming those risks, and shall not sue AIESEC or OP for any damage or prejudice caused by an event related to those risks, and shall not break its Approval or end an exchange without accrued financial penalties. Under the circumstances stated in policies: The EP is sexually harassed at their work place or by AIESEC members; The organization does not provide the basic work conditions or any main benefit offered to the EP that the AN form refers to and the EP 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 EP’s job or living conditions in order for a broken Approval to be validated. The EP is expected to make certain preliminary steps to resolve the issue, including contacting the hosting entity and actively participating in negotiations with the organization to resolve any issues; The OP taker does not pay corresponding salary to the EP for two consecutive months. The EP may still claim accrued salary from the OP taker and hosting entity in case of a broken realization. The organization is within the labor laws of the host country to end the exchange early. The hosting entity must provide then a new exchange in the same country/territory. 3.4.5.5.5.1. For GIP within 1 month. This period may be extended upon written mutual consent. 3.4.5.5.5.2. For GCDP: within 2 week. This period may be extended upon written mutual consent.
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Either a suitable exchange cannot be found, or if the immigration/ labor law of the hosting country/territory does not allow the EP to stay in the country or to change work place, then the EP has the right to have compensated by the OP taker or the hosting entity the full travel expenses to and from the hosting entity and other expenses caused by the violation of the relevant policies. Hosting entity can charge the compensation from the OP taker. EP and hosting entity should consider that if a minimum of three exchanges corresponding to the specifications of the EP form are presented within the period of two week for GCDP and the EP rejects all of these, then the hosting entity is under no further obligation to the EP. Compensation for OP Takers No financial penalties can be claimed by any party under the circumstances stated in policies: 3.4.5.6.1.1. The EP becomes ill and the situation can be dangerous for his/her health (Proof required); 3.4.5.6.1.2. The EP is in danger due to the area where he/she works being formally declared in emergency due to war, natural disasters, people revolution, and terrorism attacks; 3.4.5.6.1.3. The EP does not have an official working/living permit in the country of exchange upon arrival unless other legal options have been agreed upon; 3.4.5.6.1.4. The exchange job is different to the description the AN form refers to and was not agreed upon by the EP, where the chanbereage affects the nature/purpose of the job, or puts the EP in financially or physically disadvantaged state. The EP is expected to try to resolve the issue first with the OP taker and hosting entity; 3.4.5.6.1.5. In the case where the standard under policy 3.5.7.6.5; (to view the visa ) is met by the EP but a delay was caused by third party and this delay fundamentally changes the conditions of the exchange (Proof required).; 3.4.5.6.1.6. The EP has an emergency in his/her family (Proof required). After breaking an Approval due to family emergency the EP is not allowed to put an EP form on “Open“ or raise new EP form on internships.aiesec.org for the next 6 weeks; 3.4.5.6.1.7. The EP becomes ill and the situation can be dangerous for his/her health (Proof required); 3.4.5.6.1.8. The EP may be put in danger due to the area where he/she works being formally declared in emergency due to war, natural disasters, people revolution, and terrorism attacks; Request a new EP to replace the original EP, in all circumstances stated below:
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3.4.5.6.2.1. The EP has an emergency in his/her family (Proof required). After breaking a realization due to family emergency the EP is not allowed to put an EP form on “Open” or open new EP form on internships.aiesec.org for the next 6 weeks. 3.4.5.6.2.2. The EP becomes ill and the situation can be dangerous for his/her health (Proof required); The Sending AIESEC entity is then responsible to find a suitable EP within 2 months. This period may be extended upon mutual written agreement between the OP taker and the sending AIESEC entity. The sending AIESEC entity must submit a minimum of 3 suitable candidates that reasonably fulfil the criteria of the OP form. If the OP taker rejects the candidates, the sending AIESEC entity is under no further obligation to the organisation. If no suitable EPs can be found within the timeframe, the EP or the sending entity may be asked to pay up to full amount of the Exchange programme fee (OP fee) paid by the OP taker or other expenses incurred on the EP by the OP taker. The amount can be scrutinized or considered for reimbursement during complaint procedures. Compensation shall only be paid upon the request of the organisation. Reimbursement Policies and Procedures Proof for all violations must be provided to the ECB and ICB in accordance with Official Case procedure outlined in articles 3.6.3. and 3.6.4. Violations Actions Responsible No LEAD for EP
EP fee reimbursement
SE
EP over 30 or more than 2 years after graduation
TN fee
If EP lied: EP
EP has lived in destination country for more than 2 years in the past 10 years (excluding AI/MC/CEED)
3 new EP to the HE entity
SE
EP has not lived in the country in which they were “raised” for more than 6 weeks
Put EP in the country by right
Wrong SE country to put in the right SE
EP provided false information
1st. 3 new EPs for the HE entity
SE
If SE knew: SE
2nd. If not suitable payment of TN fee Not getting salary
Payment of all salary
TN taker (or HE if TN taker does not communicate)
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Different salary from what agreed
Payment of the difference
1.If payment is less than agreed: HE to EP 2. If payment is more that agreed: EP to HE
Having wrong type of visa
visa payment reimbursement and any fines reimbursement related to visa
1.If missing or wrong information: HE is responsible 2.If EP applied for the wrong visa: EP is responsible
Accommodation was not provided as it promised – proof needed
Reimbursement of accommodation expenses
HE
Food was not provided as promised
Reimbursement for each meal that was promised
HE
JD does not correspond to the one in OP/AN
EP fee and traveling cost
HE
EP came to HE and the internship was cancelled and there was no option to find another one
Travel costs, EP fee and Visa
HE
The JD does not fit the description in more than 50%
Travel costs, EP fee and visa costs
HE
Exchange less than 6 weeks
Travel costs, EP fee and visa costs and any other cost EP had
HE
Exceptional Circumstances To facilitate an exchange with a non-member AIESEC entity. In such cases, all forms and procedures must flow through the Sponsoring Country. The following two scenarios illustrate this: 3.4.5.8.1.1. 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 Approval, as both the TN and EP IDs would be from the same country (Turkey).
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3.4.5.8.1.2. 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. The supporting MC must ensure that all the exchange policies 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. To facilitate exchanges between countries within a merged entity. Once Acceptance Notes have been exchanged, the hosting country must inform AIESEC International of the Approval and forward the Acceptance Notes as proof (via email or fax). AIESEC International will assign the Approval on behalf of the two parties. The TN and EP entities are responsible to follow all Exchange Programme Policies. In those cases the Acceptance Notes alone are enough proof for an Approval. In case of breaking realisation for an Approval or realisation between merged entity, the Member Committee must follow the breaking realisation policy stated in the XPP 5(SE) and report the situation to the ICB for confirmation. “Whistle-Blowing” procedure Whistle-blowing is an official reporting mechanism that will be enabled to create a direct reporting channel with the ICB. Whistle-blowing is justified when at least one of the following conditions is met: 3.4.5.9.1.1. The behaviours being reported are likely to result in serious harm to one of the entities involved 3.4.5.9.1.2. The usual channels have been tried and have failed If any controversial issues emerge as a result of non-compliance with the Exchange Program Policies or Global ER Principles, premises and implementation guidelines, and the concerned entities tried and could not come to an agreement between themselves then: It is possible to use the “whistle blowing” procedure available. In such a case, the ICB shall: 3.4.5.9.3.1. Inform the parties involved of the case and solutions 3.4.5.9.3.2. Track the implementation of the solutions/ recommendations given Under the conditions described by the whistle-blowing procedure, any AIESEC entity or individual can bring forward a complaint about a violation of the Exchange Program Policies or Global ER Principles to the ICB by submitting the complaint to the following e-mail address: [email protected] according to the escalation mechanism aforementioned or degree of the reported violation. The complaining party shall send an email to a member of ICB that will include the following information: Reasons for raising the complaint including areas of the AIESEC Exchange Program Policies or Global ER principles which have been violated
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Background information (e. g, documents, containing proof of the situation-letters, emails, scanned documents) A detailed description of the current situation Contact information (telephone and email) of all parties relevant to the case A request to be given a whistle blower status by ICB Along with this, the complaining party must submit a signed letter stating that: The case has been brought forth to ICB for case solving. When whistle-blower status is given to an individual his identity is protected by the ICB and shall not be disclosed to any party under any circumstances apart from individuals/entities that the whistle blower has agreed to be discovered e.g. PAI, FLB etc. AIESEC Entities need to respond to ICB emails within 48 working hours unless other deadline is provided. In case Entity representatives do not respond, ICB will inform the Global Plenary about the situation and proceed with further steps stated in XPP. Note: ICB emails – all emails received from current ICB members
Global Safety Management Guideline Purpose and scope of this guideline This guideline is to identify the minimum standard requirements for all entities and stakeholders involved in the AIESEC activities to ensure that the safety management and crisis response management systems and structures are in place. This is to protect AIESEC as a whole organisation when we face any crisis and to prevent any crisis to happen. This guideline is to be implemented for all full and non-full members of AIESEC, and this guideline is applicable for all activities organised under the name of AIESEC, including but not limited to: Exchange Programme, CEED, Conferences, and Study Tours. In case of any miss-implementation or violation of this guideline, any parties involved must follow the complaint/dispute resolution process outlined in the XPP and the International Compendium. Glossary: 3.4.6.1.4.1. Sending Entity MC is the MC whose local members are participating in overseas activities of AIESEC. 3.4.6.1.4.2. Hosting Entity MC is the MC whose hosting an Exchange Programme, CEED, Conference, Study Tour or any other AIESEC activities which receives international participants from overseas. Responsibility of the Sending Entity MC
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To ensure all the EPs and members of own entity to sign a contract with AIESEC local or member committee prior to their travel abroad under any activities with AIESEC name. The contract must contain the following: 3.4.6.2.1.1. “I,_______________, as a participant of AIESEC overseas activity (Exchange Programme/CEED/International Conference/Study Tour/____________) understand and hereby agree to follow all the terms, conditions and responsibility of myself stated in the AIESEC Exchange Programme Policies as well as following statements:
To be responsible for own participation to the AIESEC overseas activity programme and act with own safety as the first priority;
To be responsible for own decisions of going to the destination country/territory and for any safety risks it contains;
To be liable for any harms caused by own actions to any stakeholders involved;
To have overseas travel and health insurance as own responsibility, and take vaccination if necessary;
To inform the contact details in the destination prior to leave the home country/territory, to their family and the Sending Entity AIESEC committee.”
3.4.6.2.1.2. Full Name; Contact details in the home country/territory; Duration of overseas activity; Destination country/territory; signature of agreement to above statements. 3.4.6.2.1.3. Emergency contact details in the home country/territory. 3.4.6.2.1.4. Acknowledgement signature, full name and the contact details of parents/guardians if the participant does not have power to enter into legal agreements by his/her own. 3.4.6.2.1.5. AIESEC Sending Entity responsible person full name and contact details. To have a clear standard and guideline of identifying the possible destination choices and its restriction for any AIESEC overseas activities, based on own government or any official standard of safety status of the areas. If the Sending Entity decide not to have such restriction or guideline, the SE must clarify and emphasize the responsibility of each participants to take their own responsibility and liability of choosing the destination, and provide clear education to the participants on the destination safety conditions including: 3.4.6.2.3.1. Official status of the country/territory of its political situation; 3.4.6.2.3.2. Past terrorism, incidents and natural disasters records and current status of such safety standard; 3.4.6.2.3.3. Crisis prevention actions and mind set for traveling and living in the country/territory;
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3.4.6.2.3.4. Potential diseases and its necessary vaccinations; Responsibility of the Hosting Entity MC To ensure all the participants of AIESEC activities hosted in own entity to register at their home country/territory’s embassy or consulate. To have the contact details of the participant at least ten (10) days before he/she arrives the country/territory. To ensure all the participants of AIESEC activities hosted in own entity to agree on the responsibility and liability condition of AIESEC Hosting Entity in written proof (e.g. Indemnity form for conferences). To have prepared safety management guidelines for interns and AIESEC members in case of seasonal risks such as floods, earthquakes etc. To have complains system created for EPs, Opportunities as well as other visiting AIESEC Members where they can submit their complaints and track its solution. Responsibilities of both Hosting and Sending Entities MC To have established relations with the lawyer, a PR agency or/and other parties who in case of emergency can support AIESEC in dealing with crisis communication towards both media and sides of the conflict.
Anti-Harassment and Violence Protocol INTRODUCTION AIESEC has approved the present “Harassment and Violence Protocol” (hereafter ‘Protocol’) with the commitment of preventing sexual harassment, sex or gender-related harassment and/or psychological harassment, as this type of conduct represents a threat to the dignity of persons, damages the workplace atmosphere and has negative effect on the health, moral, confidence and self-esteem of individuals. With this in view, the present Protocol defines conducts to be avoided as well as specific measures aimed at prevention. It also explains how to process charges or claims that may be presented by individuals who have been victims of the said type of conduct. Consequently, an efficient and agile investigation procedure has been established that will be implemented when the said type of conduct is reported. The said procedure will guarantee confidentiality and protect the identity of the individuals affected and of all those taking part in the process. PRINCIPLES AIESEC’s vision is “We aim to achieve peace & fulfilment of humankind’s potential”. AIESEC’s values are: Acting Sustainably, Striving for Excellence, Enjoying Participation, Activating Leadership, Living Diversity, and Demonstrating Integrity.
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AIESEC is a global, youth-run, non-political organization We aim to provide a safe environment for all our stakeholders to develop themselves in by providing an adequate working environment to ensure all our stakeholders are not being discriminated by race, colour, gender, sexual orientation, creed, and religion, national, ethnic and social origin, age, their life put at risk or where they would be harassed. SCOPE The Protocol will be applicable to all people who work for AIESEC. This includes all exchange participants, and all levels within AIESEC, such as SUs, NSTs, etc. The sphere considered, for any mode of harassment, will be the work centre; consequently, if cases of harassment should occur outside the workplace, proof must be provided that the situation is directly work-related (for example, during global internship exchanges, CEED or MC term, conferences or events). CONTENTS CONCEPTS 3.4.7.4.1.1. SEXUAL HARASSMENT 3.4.7.4.1.1.1. Sexual Harassment is any conduct of a sexual nature, whether verbal or physical, with the purpose of infringing or that infringes on the dignity of a person, particularly when it generates an intimidating, derogatory or offensive environment. 3.4.7.4.1.1.2. Sexual harassment is distinguished from freely accepted and reciprocal advances to the extent that sexual harassment is unwanted by the person object of the said advances. As an example, and without excluding or limiting other aspects, the types of conduct described below could be considered sexual harassment. 3.4.7.4.1.2. CONDUCT UNDERSTOOD AS SEXUAL HARASSMENT 3.4.7.4.1.2.1. Verbal conduct is Unwelcome sexual insinuations, propositions or pressure to enter into sexual intercourse, insistence to take part in social activities outside the workplace once an individual has clearly stated that the said insistence is inappropriate and unwarranted; offensive flirting; insinuating, indirect or obscene comments; unwanted telephone calls; jokes or comments on a person’s sexual appearance. 3.4.7.4.1.2.2. Non-verbal conduct is Exhibition of sexually suggestive or pornographic photographs, of objects or texts, indecent looks, whistles or gestures; offensive letters or e-mail messages with sexual contents. 3.4.7.4.1.2.3. Physical conduct - is deliberate and unwanted physical contact, unwanted hugs or kisses, excessive and unnecessary physical nearness. TYPES OF SEXUAL HARASSMENT
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3.4.7.4.2.1. Two types of sexual harassment can be distinguished based on whether the above indicated behaviour implies an element of coercion or not. 3.4.7.4.2.1.1.
“Quid pro quo" harassment
This consists in forcing the victim to choose between accepting sexual advances or losing/seeing reduced certain work benefits or conditions that affect that person's access to professional training, employment, promotion, salary or any other decision connected with these issues. As this behaviour implies abuse of authority, the individual involved will have the power, whether directly or indirectly, to provide or refuse certain work benefits or situations. 3.4.7.4.2.1.2.
Environmental harassment
The subject involved in the harassment creates a work environment that is intimidating, hostile, derogatory, humiliating or offensive for the victim, due to unwelcome attitudes and behaviour of a sexual nature. This may involve any stakeholders involved with AIESEC, including employees of the company organizations that we work with, host family, etc., regardless of their position or status, or third persons with access to the Branch. 3.4.7.4.2.2. SEX- AND/OR GENDER-RELATED HARASSMENT Any conduct, based on a person’s sex, gender and/or sexual orientation, with the purpose of infringing or that infringes on the dignity of the person and generates an intimidating, derogatory or offensive environment 3.4.7.4.2.3. CONDUCT UNDERSTOOD AS SEX-RELATED HARASSMENT: Below is an example of behaviours or conducts that, if conducted in relation to a person’s sex or sexual orientation and with the intention of infringing against a person's dignity, could be considered sex-related harassment: 3.4.7.4.2.3.1.
Ignoring or excluding a person.
3.4.7.4.2.3.2.
Unfair or biased assessment of a person's work.
3.4.7.4.2.3.3. Assigning tasks or work below a person’s professional capacity or skills. 3.4.7.4.2.3.4. Explicit or implicit behaviour aimed at making decisions on a person's access to professional training and job scope, to the continuity of employment, salaries and/or subsidies or any other decision on these issues. 3.4.7.4.2.3.5.
Unfavourable treatment due to pregnancy or maternity situations.
3.4.7.4.2.4. PSYCHOLOGICAL HARASSMENT (MOBBING):
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Mobbing, “moral harassment at the workplace” or “psychological harassment at the workplace” are terms used to describe a situation where the behaviour of a person or group of people includes extreme, abusive and unfair psychological violence, in a systematic and recurring manner, over a prolonged period of time, against another person at the workplace and that may infringe on that person’s dignity. It must be stated that certain hostile actions may take place occasionally in the workplace, although, to be considered psychological harassment they must be, as stated above, systematic, habitual, over long periods of time and targeting one specific individual. Therefore, psychological harassment must not be confused with situations of work-related pressure or conflict. The latter refers to situations where there are disagreements, given that differences of opinion, discussions or eventual conflicts may arise in the workplace. Psychological harassment, on the other hand, consists in a malicious, systematic and sustained attack against a specific person. 3.4.7.4.2.5. CONDUCT UNDERSTOOD AS PSYCHOLOGICAL HARASSMENT: Below is an example of specific behaviours that, if they comply with the definition indicated in the previous point, may be considered psychological harassment at the workplace: 3.4.7.4.2.5.1.
Harassment based on organisational measures:
Forcing a person to perform tasks that go against their conscience.
Offensively judge a person's performance, concealing that person's efforts and skills.
Questioning and disavowing a person’s decisions.
Not assigning any tasks, or assigning pointless or degrading tasks.
Refusing or concealing the means to perform a task, or providing incorrect data.
Assigning tasks that are clearly above the skills or qualifications of the person, or that require qualifications far below those held by the person.
Giving contradictory or impossible orders.
Manipulating work tools (for example, deleting computer files).
Stealing belongings, documents, tools…
Threatening or putting pressure on the people who support the person being harassed.
Manipulating, concealing, returning a person’s correspondence, calls and messages.
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Refusing or complicating access to permits, courses, activities...
3.4.7.4.2.5.2.
Harassment based on reducing communication possibilities:
Changing people to a different place to separate them from colleagues (isolation).
Ignoring the presence of a person.
Not speaking to a person.
Restricting colleagues from speaking to a person.
Not allowing a person to express his/her views.
Avoiding all visual contact.
Eliminating or restricting available means of communication (telephone, email…).
3.4.7.4.2.5.3. Activities that affect the physical or psychological health of the victim:
Threats or physical aggression.
Verbal or written threats.
Shouting at or insulting a person.
Threatening telephone calls.
Provoking a person, forcing a person to react emotionally.
Intentionally generating expenses to affect the person.
Damaging a person’s workplace or belongings.
Requiring a person to perform jobs that are dangerous or damaging for a person’s health.
3.4.7.4.2.5.4. Criticising a person’s private life or an individual’s personal or professional reputation.
Manipulating an individual’s personal or professional reputation through spreading rumours, degrading remarks or ridiculing an individual.
Making it understood that a person has psychological problems, trying to make them go for a psychological examination or diagnosis.
Making fun of gestures, voice, physical appearance, disabilities, giving people nicknames…
Criticising a person’s nationality, political or religious attitudes and beliefs, private life… PREVENTIVE MEASURES
3.4.7.4.3.1. With a view to preventing and avoiding behaviours that may be considered as harassment at the workplace, AIESEC will disseminate this Protocol through:
AIESEC’s online platforms
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E-mails to all members of the organisation.
Any other means through which the said objective can be achieved.
3.4.7.4.3.2. AIESEC will encourage specific training of all members of its organisation on sexual harassment, sex-related harassment and psychological harassment. Moreover, AIESEC will provide appropriate training for any members of its organisation who hold any type of responsibility in the procedures implemented for reporting the abovementioned types of harassment as a part of induction in to the organisation. 3.4.7.4.3.3. Furthermore, AIESEC is committed to promoting respect and consideration among all its collaborators, preparing documents and performing any other action considered necessary to fulfil the purpose of this Protocol. PROTOCOL 3.4.7.4.4.1. INCIDENT REPORTING PROCEDURE 3.4.7.4.4.1.1. Any case detected must be reported in writing by the person affected or by a third party who is aware of any case of sexual harassment, sexrelated harassment and/or psychological harassment. The said person must identify him/herself, anonymous notices will not be taken into consideration. 3.4.7.4.4.1.2. The written report/charge sheet will be sent by e-mail, or by any other means that provide proof of delivery, to any of the people who form part of the "Harassment Prevention Committee", which will study and investigate the case. 3.4.7.4.4.1.3. An investigation will always take place regardless of the data provided in the report, although it must be stressed that the investigation will take less time and will be more efficient if as much information and details as possible are included in the report. Consequently, we recommend that the report should include the following information, at least:
The people involved.
Types of conduct.
Dates and places where the said behaviour took place.
Possible witnesses.
Identification of the potential harassment victim.
3.4.7.4.4.2. CONFIDENTIALITY AND PROTECTION
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3.4.7.4.4.2.1. The intention is that the procedure should be as speedy and efficient as possible and that the privacy, confidentiality and dignity of the people affected should be protected at all times. Furthermore, the victim will be provided sufficient protection in relation to his/her health and safety, taking into account any possible physical and psychological consequences that may derive from the situation; providing special attention to the work-related circumstances of the alleged victim of harassment. 3.4.7.4.4.2.2. A strict level of confidentiality will be maintained throughout the entire procedure, and all internal investigations will be performed with tact and due respect to both the person reporting the case, the victim – who may not receive any unfavourable treatment due to the case - and to the person reported, whose guilt will not be presumed. All people involved in the process will be under a commitment to confidentiality and will be identified in the dossier. 3.4.7.4.4.3. FUNCTIONS OF THE HARASSMENT PREVENTION COMMITTEE 3.4.7.4.4.3.1. The Committee will study and assess each case, it will have the right of access to all the information and documents required to solve a claim and its agreements will be adopted by a majority vote of its members. It will function in accordance with its internal regulations, which will be approved by the Committee at its first meeting. 3.4.7.4.4.3.2. The Committee should consist of at least one MC and one external (Alumni, Advisors, Lawyer and/or Psychologist) 3.4.7.4.4.3.3.
The competence/responsibilities of this Committee are:
Receive all reports, complaints, claims, suggestions or consultations in relation to harassment situations.
Investigate alleged cases of sexual harassment, sex-related harassment and/or psychological harassment; perform any tests of a documentary nature or interviews required, guarantee a strict level of confidentiality in relation to the issue and the people involved and provide equal treatment to all parties.
Prepare a detailed report that will include relevant proposals concerning measures to be adopted.
Submit the said report within a maximum period of 10 work days from the moment the original claim is made to The Committee
AIESEC so that the measures considered relevant may be implemented with a view to solving the problem and establishing any possible disciplinary actions. A copy of the said report will also be sent to the parties involved.
Follow-up each report made, attaching any actions implemented as an annex to each report.
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3.4.7.4.4.4. INVESTIGATION 3.4.7.4.4.4.1. The Committee will deal with each case individually and will guarantee that the people affected are heard and supported at all times, as they may be going through a delicate situation, even isolation. 3.4.7.4.4.4.2. With this in mind, the Committee may conduct interviews or use other investigation techniques in relation to any of the parties involved, witnesses or third parties who may provide useful information. 3.4.7.4.4.4.3. The main objective of an interview is to discover the situation of the affected parties and, among other issues:
Whether there is or has been a case of workplace harassment, its features, reasons, the phase it is in….
Who is considered to be embarking on the said harassment behaviour and the hierarchic relationship that exists.
The situations in which the harassment takes place. Whether it takes place in the presence of other colleagues and, if so, how they reacted.
If the case has been reported to a superior; how (verbally or in writing) and what response was given.
To what extent the situation has affected the health of the person, including whether any specialist assistance has been required or whether the person has been on sick leave in recent months and for what reasons.
Whether other colleagues have or have had similar problems with a view to obtaining additional information from them
3.4.7.4.4.4.4. The interviews will be conducted in accordance with the following rules:
If the Committee should decide to interview the harassed person and the person reported together; the said interview may only take place if both parties provide their express consent.
Either of the parties will be granted an interview on request.
All parties involved have the right to obtain assistance from representatives or advisors.
3.4.7.4.4.5. PREPARING REPORTS 3.4.7.4.4.5.1. With a view to preparing the most comprehensive report possible on the investigation process, the Committee will collect all the evidence they consider appropriate, including:
Statements by the parties affected, those involved, witnesses…
Written statements (corporate e-mail can be used.).
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Reports from specialists treating the affected party (in this case, the express and written authorisation of the person must be obtained).
Any other evidence that provides useful information for the procedure.
3.4.7.4.4.5.2.
The report will include the following information, at least:
Background to the case (summary of statements presented by the parties involved).
Summary of actions performed by the Committee and evidence obtained.
Summary of main facts. Conclusions and measures proposed.
3.4.7.4.4.5.3. All reports connected to the sexual harassment and mobbing have to be afterwards submitted to ICB Chair and PAI, once the case has been concluded. These reports will be used to help our organization improve our safety protocols in future and may be used as a reference. 3.4.7.4.4.5.4. If the Harassment Prevention Committee is unable to conclude the case, they may seek assistance from the ICB Chair directly. 3.4.7.4.4.6. HEALTH PROTECTION FOR AIESEC EMPLOYEES & VOLUNTEERS 3.4.7.4.4.6.1. AIESEC will adopt all the corrective measures that seem relevant in relation to situations of harassment to protect the health of company members. Some of the said measures may include:
Psychological and legal assistance for the alleged victim(s)
Within the organisation, the submission of a report of harassment, in itself, will not result in consequences. Disciplinary measures will be taken based on the conclusion of the investigation. MISCELLANEOUS STIPULATIONS
3.4.7.4.5.1. PROTECTION OF VICTIMS If the existence of a case of harassment, in any of its manifestations, is established and the penalty imposed to the aggressor does not imply dismissal from AIESEC, all necessary measures will be taken so that the aggressor and the victim do not co-exist in the same work environment, whenever possible. Concerning these measures - which may not imply any improvement or reduction of their contractual conditions – the victim will be entitled to preferential treatment. 3.4.7.4.5.2. FALSE REPORTS If it should be discovered that no case of harassment, in any of its manifestations, has existed in relation to a claim and if it is considered that the claim has been presented in bad faith; the relevant disciplinary measures will be taken. 3.4.7.4.5.3. REPRISALS
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If reprisals should take place against or discriminate the person who has presented the claim, the victim or other people involved in the procedure, whether any case of harassment (in any of its manifestations) has been established or not, the relevant disciplinary measures will be adopted. DATA PROTECTION The unauthorised dissemination of data of any nature in relation to the procedures will be considered a breach of contract and will be subject to disciplinary penalties. CONCLUSIONS In conclusion, and with a view to stressing the main points included in the Protocol, we have summarised the principles that should govern these issues at all times: 3.4.7.5.1.1. AIESEC will not tolerate any type of workplace harassment. 3.4.7.5.1.2. All AIESEC employees & volunteers are required to co-operate in guaranteeing a workplace environment that is respectful with the dignity of individuals. All employees & volunteers in charge of other people are specifically required to ensure that no type of workplace harassment takes place in their sphere within the company. 3.4.7.5.1.3. In the event of any claim, due diligence will be used to preserve the dignity and privacy of the parties involved. 3.4.7.5.1.4. All reports and claims will be presented in writing; they may not be anonymous and they will be speedily and reliably investigated and studied without delay. 3.4.7.5.1.5. All the people affected will be heard and supported at all times. 3.4.7.5.1.6. All the parties involved will be treated impartially and the reported party will not be presumed guilty. 3.4.7.5.1.7. Claims will be supported reliably and in detail. 3.4.7.5.1.8. False accusations and reprisals will not be tolerated and may lead to disciplinary actions. 3.4.7.5.1.9. The health and safety of the people will be protected at all times, adopting any measures considered appropriate in each case. In case of any questions please feel free to contact [email protected] Disciplinary measures can consist of warnings, penalties and/or dismissal from the organisation.
Annex Submission of Report of Harassment Purpose
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Any case detected must be reported in writing by the person affected or by a third party who is aware of any case of sexual harassment, sex- and/or gender-related harassment and/or psychological harassment. The said person must identify him/herself; anonymous notices will not be taken into consideration. The information provided in this submission of report of harassment will be used to determine the case and follow-up steps to address the issue. The Harassment Prevention Committee may request further information and/or interviews with the parties involved.
Confidentiality Confidentiality will be kept strictly to between the Harassment Prevention Committee and the parties involved. All parties will be treated equally. Submitter’s Information: First Name:__________________
Last Name:_____________________
Email:______________________
Phone Number:__________________
Entity:______________________
Country/Territory:_________________
Parties Involved: Person A:
Person B:
Name:______________________
Name:_________________________
Email:______________________
Email:__________________________
Entity:______________________
Entity:__________________________
Country/Territory:_____________
Country/Territory:_________________
Please select the type(s) of misconduct: Sexual Harassment Verbal Non-Verbal Physical
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Internal Control Board (ICB) Review the Exchange Program Policies twice a year, before IC and IPM respectively and keep the network accountable to respecting them. Solve cases or provide recommendations to the Global Plenary regarding ER, Partnership and ethical cases related to AIESEC International and the global network. Offer consultancy upon request on the interpretation of Exchange Program Policies and ER Principles to all AIESEC entities, AIESEC International and Exchange Participants. Conduct physical or virtual audit to AIESEC entities in order to ensure all operation are run in accordance with the Exchange Program Policies. Provide recommendations on special cases which are not outlined in the Exchange Program Policies, ER Principles or the Code of Ethics and ensure AIESEC entities take appropriate steps in resolving them. Support the establishment of entity control boards (ECBs) across all AIESEC entities and allow them to run operations on entity level as follows: Taking decisions on cases pertaining to the Exchange Program Polices. Offering consultancy upon request on the interpretation of Exchange Program Policies and ER Principles Conduct physical or virtual audit to AIESEC entities in order to ensure all operation are run in accordance with the Exchange Program Policies Serve as a final appealing body for Entity Control Board decisions and solve cases regarding quality of exchange programs Serve as a final responsible body for reimbursement and/or follow up procedure of Entity Control Board Case Solutions. Provide quarterly reports to the Global Plenary which include but are not limited to: consultancies offered, cases solved, audits conducted, Entity Control Boards established and financial state of the ICB Fund. Structure of Internal Control Board The ICB shall consist of a chair and at minimum 3 Team Leaders. All team leaders’ positions and chair should be held as full time positions. The profile shall include current MCPs, AIESEC Alumni as well as AIESEC members. Number of team members and structure inside the ICB team are defined by the Chair, taking in consideration the recommendations of the Legal Subcommittee for the each upcoming term.
Entity Control Board (ECB) Structure of Entity Control Board
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ECB shall have at minimum a chair. The profile shall include current or outgoing Member Committee Vice Presidents, AIESEC Alumni as well as AIESEC members. Number of team members and structure inside ECB team are defined by ECB Chair for the each upcoming term. Selection For the Chair 3.7.1.2.1.1. Applications for the chair of ECB shall be opened with at least 5 months before the beginning of the term. 3.7.1.2.1.2. It is recommended that the entity plenary selects and ratifies ECB Chair. Members 3.7.1.2.2.1. As soon as the chair is ratified, ECB Chair shall open applications for ECB members. 3.7.1.2.2.2. The selection shall be conducted by ECB Chair and at least one MC member and one LCP, where MC member and LCP are giving recommendations regarding candidates and ECB Chair takes final decision. Resignation 3.7.1.2.3.1. If members of ECB resign, the board still remains effective and is able to arbitrate cases, as long as there is at least one active member remaining. 3.7.1.2.3.2. If the chair resigns, the MC shall select an interim chair from within ECB membership and/or an application shall be reopened. Responsibilities of the members The Chair is responsible for fulfilling responsibilities mentioned in Articles 3.3.2. and 3.3.4., coordinating the members of ECB towards the same (distributing the cases and ensuring documentation and reporting to the entity plenary and MC). If the ECB Chair was not selected and ratified until MC term starts, the previous ECB Chair/team is eligible to continue with ECB operations.
Annexes Annex - TN Acceptance Note Annex - TN Acceptance Note - to be protected.docx
Annex - EP Acceptance Note Annex - EP Acceptance Note.doc
Annex - Exchange Program Job Questionnaire Annex - Exchange Programme Job Questionnaire.doc
Annex - Official Case Application Annex - Official Case Application.docx
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4. FINANCIAL MANAGEMENT Financial Models Membership Fee model Affiliation Fee: This fee is paid by all Members for access to the basic requirements for Members to be part of the global network (including fulfilling Membership criteria and governance costs). This fee is payable by all Members in the first invoice of Member fees. This fee should be predicted at each IPM for the next 3 years (but not legislated). Global Service Fees: For each Global Service (Global Information Systems, Exchange Management, Talent Management, Brand Management, Strategic Development, Country Development, Financial Management and Conference Management), Members will contribute the same percentage of the total costs. The Affiliation and the Global Service Fees are distributed to the Members as the following:
25 % of F will be allocated between Members based on the population of the Member adjusted by the relative GDP-PPP per capita
25 % of F will be allocated between Members based on the number of GCDP realized adjusted by the relative GDP-PPP per capita
25 % of F will be allocated between Members based on the number of GIP realized adjusted by relative GDP-PPP per capita
25 % of F will be allocated between Members based on the number of individual TMP/TLP participants adjusted by relative GDP-PPP per capita
Where: F = Total Affiliation and Global Service Fees (as legislated by Global Plenary during IPM) Number of Members: number of Full Members plus Members in Alert at the end of IPM Relative GDP-PPP per capita = (GDP-PPP per capita for the Member)/(Average GDP-PPP per capita for all Members). The source of the GDP-PPP will be the Annual World Bank Atlas. The figure will be updated annually before the first invoices (latest data is released by the World Bank annually in June). F F
Total of Fees payable globally Fees payable by the entity “m”
m
Part A
Part of fees distributed based on the market potential
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Part B
Part of fees distributed based on number of GCDP realized
Part C
Part of fees distributed based on number of GIP realized
Part D
Part of fees distributed based on number of TMP/TLP participants
P
Population of the country/territory “m”
P
Population of each country/territory
m
n
m
Number of GCDP realized by the entity “m”
GCDP
n
Number of GCDP realized by each entity
GIP
Number of GIP realized by the entity “m”
GIP
Number of GIP realized by each entity
GCDP
m
n
TXP
Number of individual TMP/TLP participants of the entity „m“
TXP
Number of individual TMP/TLP participants of each entity
R
m
Relative GDP-PPP per capita for the entity “m”
R
n
Relative GDP-PPP per capita for each entity
m
n
To obtain the values for data to be used, the following sources will be used: 4.1.1.2.3.1. Number of GCDP or GIP realized in the country or territory
Per country/territory from EXPA, taken from 1st Jan – 31st Dec
4.1.1.2.3.2. Number of individual TMP/TLP participants in the country or territory:
Average number of unique TMP/TLP participants of the Member based on the data from myaiesec.net by the end of every month from 1 Jan – 31 Dec st
st
These values will be used to demonstrate the Member fee impact per Member, when presenting the AI budget during IPM. At IPM annually, the following one-year motion should be updated and legislated by Global Plenary: For the year the following figures will be used: • The Total Fees (F) payable globally is EUR. • The population of entities (P) to be used in the calculations is . • The number of GCDP realized (GCDP) to be used in the calculations is . • The number of GIP realized (GIP) to be used in the calculations is . • The number of TMP/TLP participants (TXP) to be used in the calculations is .
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The predictions of Member fees for the following 3 years should also be communicated annually, but only legislated one year at a time. The TCS fee model Timeline for TCS calculations 4.1.1.3.1.1. 2 years before: CC researches the flights for that year 4.1.1.3.1.2. 1 year before: CC researches flight/travel costs for that year 4.1.1.3.1.3. 6 months before IC each year: AI launches the travel cost survey for members for both IC and 4.1.1.3.1.4. IPM. The CC numbers are used as the standard. 4.1.1.3.1.5. 4 months before IC: AI launches the firs TCS fees 4.1.1.3.1.6. Members review the first TCS fees and send comments to AIVPF 4.1.1.3.1.7. 3,5 months before IC: Final TCS caps for the whole year (IC and IPM) is released Only members requesting TCS support by the deadline set by AIESEC International (6 months before and ILM) will be considered to receive TCS. The TCS paying formula: 4.1.1.3.3.1. The Member Fee model is used, meaning all members contribute to the fund. 4.1.1.3.3.2. The TCS receiving formula: Eligibility for TCS:
The 40% of member countries with the lowest relative GDP/PPP are eligible for TCS support
Independent of relative GDP/PPP, any member countries which have internal factors in the top
25% of member countries are only eligible to receive TCS if they have applied for and been granted an exemption.
To receive and exemption and be eligible for TCS, the country has to submit an application for eligibility before IPM to the AIVPF. The application must include copies of the unqualified external audit, including a profit and loss and a balance sheet. It must also contain an explanation of why the country is not able to send one representative to the ILMs despite their high internal factor. The application shall be reviewed by the Finance Subcommittee during IPM. The Finance Subcommittee may grant an exemption for up to 2 years (4 ILMs), At that point the member would have to resubmit an application for exemption.
Relative GDP multiplying factor x Travel Cost of Member x Fund Size Multiplayer (R(a)/R)*(100/L*100)= Relative GDP multiplying factor T = Travel Cost of Member (F/T(a)) = Fund size multiplier P = Percentage of receiving members
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F = Fund Size L = Relative GDP of member with lowest relative GDP/PP I = Internal Factor of member T = Travel Cost of member T(a)=GDP adjust Travel cost of all members R = Relative GDP of eligible member R(a) = Sum of all relative GDPs of eligible members [(R(a)/R)*100/L*100]*T*[F/T(a)] Internal factor: N = Xm/X + Lm/L + Im/I
Regulations for Entities operating under currency restrictions: An entity that aims to be considered as entity with external currency restrictions, should give an official prove that its country or territory presents one or more of the following restrictions: Currency control Currency hyperinflation Fixed exchange rates When an entity is approved by the Finance Sub Committee, the entity is allowed to access one of the following solutions to settle their global fees payments. The final solutions will be agreed upon with AI: Flexibility on the payments timelines: Extend the final deadline of payment or pay an estimate temporary. Change of invoice timeline: Allow to invoice the entity for its entire AI fee only once, either before IC or IPM in order to make only one payment per year.
Global Funds Travel Cost Sharing Fund The TCS is a fund that aims to assist entities (FM, MiA, EiD and CU) to send as minimum one representative to IC and IPM, regardless of location and financial reality of the entity in question. Fund contribution can come from: Global Plenary: Authorized in motion under distribution model. AIESEC International: AIESEC International and its Management team. Member entities that are eligible may apply to receive money to cover travel costs according to the receiving formula up to a cap determined by the formula in the supporting document. If a Member’s travel expenses are less than calculated with the model, the adjustment will be made and the receiving Member will receive less than the original model released shows. The member will only get reimbursed actual costs against the show of receipts. The total amount reimbursed shall not exceed the part of the fund allocated per ILM. The model stipulates that if the amount to be reimbursed is more than the amount collected, each member will receive X% of the amount they were originally supposed to receive:
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(1) Where X = B/A
(2) A = Total amount to be reimbursed
(3) B = Total amount of fund allocated for ILM Fund contributions are to be paid twice every year. 50% of the fund contribution shall be paid before IC and the remaining 50% shall be paid before IPM together with Member invoice. The receiving member is required to indicate 1 month prior to the ILM how it wishes to receive the TCS. If no indication is made in time, the sum will be automatically put on the Entity fee of the member. The options are, in the following order of precedence: For the amount or parts of it to cover the member fees with AI (AI will make the transfer) For the amount or parts of it to cover the delegate fee(s) of the member at the ILM (AI will provide a guarantee for the CC and transfer the money. This option is only available if member fees have been covered their AI fees. For any remaining amounts the member may choose to: Put it on the Entity fee for future AI fees. For the remaining amount to be transferred by bank transfer to the receiving Member; Banking costs are carried by the receiving members who have to provide their bank details to AI. Non-MCP candidates for AI attending IPM and fulfilling the criteria below are eligible to apply for a subsidy of up to 50% of the travel and delegate fee costs: Candidates must request the subsidy when submitting their application for AIESEC International to the AI VPF before the AI application deadline. Travel Cost Sharing fees are calculated in EURO Contracted Units (CU) are only eligible to receive TCS for two ILMs in total, to support them to become full member. Afterwards they are only eligible if they moved to another member status.
Global Meetings Travel Fund The GMTF is a fund that aims to subsidize the travel costs of participants to international meetings (not ILMs or GNMs) with needed representation. The total amount of the fund, the number of meetings it shall subsidise, the maximum total subsidy that shall be paid at each meeting and the maximum subsidy per individual participant for the next AI financial year shall be approved at an ILM. Fund contribution can come from:
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4.2.2.2.1.1. Global Plenary: Authorized in motion under distribution model. 4.2.2.2.1.2. AIESEC International: AIESEC International and its Management team.
Global Roadmap Fund The Global Roadmap Fund is a fund that aims to support global initiatives that connect to the Global Roadmap and contributes to the long-term goal of the organization. Member entities and AI can apply for the fund. AI Management Team confirms fund applications on recommendations from the Finance Subcommittee. Fund contribution can come from: 4.2.3.1.3.1. Global Plenary: Authorized in motion under distribution model. 4.2.3.1.3.2. Alumni Donations: Direct alumni donations to Fund. 4.2.3.1.3.3. Individual Entities: AIESEC members and entities can contribute directly to fund. 4.2.3.1.3.4. AIESEC International: AIESEC International and its Management team. 4.2.3.1.3.5. Sponsors: who want to contribute directly any other source of revenue The total amount of the fund is decided by the Global Plenary every IPM.
Legal Management Fund A global legal management fund is set up with the following objectives in order to support Entity, GN and network related activities: Support and enforce legal management and trademark registration in the entities that AIESEC is currently operating in and will be expanding next years; Provide financial support for improvement of the legal management and generally legality of the entities that do not have the financial capacity. Support costs associated with trademark protection cases, e.g. legal fees. The Global Legal Management fund will be managed by AIESEC International and the Legal Subcommittee. Fund contribution can come from: Alumni Donations: Direct alumni donations to Fund. Individual Entities: AIESEC members and entities can contribute directly to fund. AIESEC International: AIESEC International and its Management team. Sponsors: who want to contribute directly any other source of revenue Any other source of revenue The allocation of the funds is decided by the Legal Management Fund Panel, which consists of the AI VPF and two more AI members, with the recommendation from Legal Subcommittee members and recommendation from the Finance Subcommittee.
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The deadlines for applying to the global legal management fund each year will be maximum 15 days after every quarter ends. The granted amount should not exceed 80 % of the total request. In case an applicant cannot cover the remaining 20%, they can present a request to receive the entire fee covered. The request should be presented to AI and needs to include documents that support their case. The Legal & Governance Subcommittee evaluates the requests and makes a recommendation to AI. The Legal Management Fund Panel (described in 4.3.6.4) takes the final decision. A report including receipts on the usage of the Global Legal Management Fund must be submitted by recipient entities before each IPM/IC for as long as funds remain unspent. It is up to the discretion of the Legal & Governance Subcommittee to decide if money should be returned to the fund via the entity balance in cases where 100% of the money is not spent within the first 3 months. In case AI applies for the Legal management fund, they should follow the same process than entities, however who takes the final decision are the Directors of Stichting AIESEC IP Licensing (at least 50% of the members should approve)
Information Systems Fund A Global Information System fund is set up with the following objectives: Carry out needed investments in the Global Information Systems Cover eventual emergencies in the Global Information Systems Support a long term strategy for the Global Information Systems. The Global Information Systems fund will be managed by AIESEC International, Legal SubCommittee and Information Management Sub-Committee. Fund contribution can come from: Alumni Donations: Direct alumni donations to Fund. Individual Entities: AIESEC members and entities can contribute directly to fund. AIESEC International: AIESEC International and its Management team. Sponsors: who want to contribute directly any other source of revenue Product development and sales within the Global Information Systems An Investment Plan must be presented by AIESEC International and approved by the Global Plenary at every IC and reviewed at IPM, with an estimate for the 12 upcoming months of what is going to be used, why, how much and when. The Investment Plan should refer and be in accordance with the Long-term Information Management Plan, or at least contextualize and justify the investments proposed with a long-term perspective in case an official Long-term Information Management Plan does not exist.
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The allocation of the funds can be decided by AI Management Team, as long as it is in accordance with the projects and no greater than the amounts presented and approved at the previous ILM. In case an additional investment needs to be made and/or exceed the amount preapproved by the Global Plenary, the IM Subcommittee can be consulted for official approval, represented by its chair, as long as an additional deposit is not required from the Global Plenary to the fund. Approval process The AI VP IM may apply at any time to use money from this fund. The application must include: 4.2.5.6.2.1. Detailed plan of use; 4.2.5.6.2.2. Budget requested; 4.2.5.6.2.3. Proposed breakdown between AI funds and funds from the GIS fund 4.2.5.6.2.4. Numeric analysis of ROI for the investment. The application must be approved by the Supervisory Group, which includes a minimum of one specialized information systems professional with extensive experience in the field. Reporting The AI VP IM reports on the following aspects every IPM to the Global Plenary: 4.2.5.7.1.1. Usage: Budget vs actual and activities planned vs actual 4.2.5.7.1.2. Outcome of funding: Planned vs achieved results The reports must contain activities and expenditures planned vs. realized, as well as a qualitative assessment of the return over the investments made on the past twelve months, prepared by the AI VP IM on behalf of AIESEC International. The AI VP IM to release 4 reports per year on IM Plan implementation before each ILM. For the reports released before International Presidents Meeting and International Congress, the reports need to have approval and comments by a member of the Supervisory Group with Information Systems expertise.
ILM Reserve Fund The Reserve Fund shall be used: Extreme necessity caused by unexpected ILM expenses for which the OC is not responsible. Such cases are to be approved at an ILM by a 2/3 majority. Extreme necessity caused by unexpected ILM expenses which endanger the ILM’s minimum functional execution. Such cases are to be approved by AI and legislated by the Global Plenary. Extraordinary external debt that threatens the bankruptcy of the hosting entity. Such cases are to be approved by AI and legislated by the Global Plenary.
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For the second and third case stated above, these funds will be loaned to the hosting entity and added to their Entity fee as an outstanding debt to the Global Plenary. All normal debt procedures apply. In the case that the exchange rate fluctuates by more than 10% in the onemonth period before the ILM, resulting in a negative financial effect for the hosting entity, then the host entity can apply to the ILM Reserve fund for financial aid to cover any loss incurred that goes beyond 10%. Fund contribution can come from: ILM Surplus: 20% of surplus made from each ILM. ILM Host Fines: 0.2% of total budgeted expenditure of the meeting according to report presented at ILM immediately prior to the one hosted. Amount is charged every 3 months from the last day of the meeting when report was due until report is received by AI. AIESEC International: AIESEC International and its Management team.
ICB Fund The Global ICB Fund is set up with the following objectives in order to support ICB activities:
Support the costs of the ICB Chair and her/his participation at International Conferences, i.e. travels and delegate fee;
Support the physical meetings of ICB members during International Conferences or in any other moment;
Support the auditing of cases caused by XPP violation (i.e. a minimum of travel and visa costs are covered) and other activities that the ICB is responsible for (i.e. disbandment and internal auditing of entities). Doesn’t make a lot of send that ICB has to apply for a fund to do their required operations (e.g. disbandment visit). The ICB is authorised to use the fund by AIESEC International Management Team. The updated budget needs to be presented to Finance Subcommittee at every ILM. Fund contribution can come from: Global Plenary: Authorized in motion under distribution model. Alumni Donations: Direct alumni donations to Fund. AIESEC International: AIESEC International and its Management team.
Global Plenary Reserve Fund The Global Plenary Reserve Fund management is set up for risks assessed that may harm the organization as a whole. Application process. The following entities can apply for this fund: 4.2.8.1.1.1. All member entities & expansions 4.2.8.1.1.2. A group of entities together
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4.2.8.1.1.3. Local Committees Application content and timeline Application content is different considering the reasons of application. If Entities are applying for any other reasons, applications must include: Risks assessment Impact on the Global Plenary. Application must be submitted to AIESEC International who will ask for recommendations from Finance Subcommittee and Membership Subcommittee. The final decision is taken by the Global Plenary during ILMs or Extraordinary ILMs. Fund contribution can come from: Alumni Donations: Direct alumni donations to Fund. AIESEC International: AIESEC International and its Management team.
Customer Experience Fund The Global Customer Experience Fund is set up with the objectives to support Customer Experience Management activities. Fund contribution can come from: Global Plenary: Authorized in motion under distribution model. Alumni Donations: Direct alumni donations to Fund. AIESEC International: AIESEC International and its Management team.
FLB Fund The FLB Fund is set up with the objectives to support activities of the Finance. Fund contribution can come from: Global Plenary: Authorized in motion under distribution model. Alumni Donations: Direct alumni donations to Fund. AIESEC International: AIESEC International and its Management team.
GEC Fund The GEC Fund is set up with the objectives to support activities of the Global Expansion Committee. Fund contribution can come from: Global Plenary: Authorized in motion under distribution model. Alumni Donations: Direct alumni donations to Fund. AIESEC International: AIESEC International and its Management team.
Reporting of Funds Report will follow the following framework:
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Key Findings & Outcomes
Fund Admission
Fund Allocation
Other Points (Additional Columns)
Travel Cost Sharing Global Meetings Travel Fun Roadmap Fund Legal Management Fund Information Systems Fund ILM Reserve Fund ICB Fund Global Plenary Reserve Fund Customer Experience Fund FLB Fund GEC Fund
5. GLOBAL DECISION MAKING International Conferences International Congress (IC) The purpose of IC shall be to ensure the relevance, growth and development of the Association and the members, by creating a forum on a global scale to share ideas and experiences. Furthermore IC should provide a forum for: Co-ordination and co-operation between AI and the member; Addressing national systems development with input from other members; Development of the individuals through skills learning; Development of issues in detail to develop concrete actions; External involvement to provide an outside perspective; Networking among the delegate; Gaining motivation.
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IC shall be held between the dates of 15th of August and the 15th of September each year. The exact dates of the congress shall be set together by AIESEC International and Congress Committee, and announced not later than the previous IPM in the same year. The working period of IC from the opening to the closing General Plenary shall be no longer than ten days. The delegates at IC shall be current MC or LCP. Six delegates per Member can attend paying the standard delegate fee. From the seventh delegate onwards, a special fee will be agreed between AI and the CC. This fee should not exceed the cost of accommodation and food. All IC delegates need to be approved by AIESEC International.
International Presidents Meeting (IPM) The purpose of IPM shall be to work towards the long-term development of AIESEC internationally by creating a clear vision for the Association. This shall be done by: Analysing the environment; Reviewing the role of the association; Establishing clear goals; Seeking commitment of members and AI in order to realize these goals; Furthermore IPM shall provide a forum For MCPs to create a clear vision for themselves of the association, the relevant issues and their term; Networking; To ensure effective transition; For further development of the international systems of the association; For reviewing the results achieved by the association To secure commitment from every member towards the global direction; To develop global strategies to aid the implementation of the Global Direction. IPM shall be held between February 10th and March 1st. The exact dates of the congress shall be set together by AIESEC International and Congress Committee, and announced not later than the previous IC. The working period of IPM from the opening to the closing of the general plenary shall be no longer than ten days. The delegates at IPM shall be two delegates per entity (MCP, MCPe) All IPM delegates need to be approved by AIESEC International.
EXPROs The purpose of EXPRO shall be to develop the strategic direction in each Growth Network through the elaboration of IPM strategies and the development of action plans. Furthermore, EXPROs shall provide a forum for:
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Ensuring continuity and implementation of global strategy through the presence of MC elects; Providing skills, attitudes, knowledge and networks to drive the global strategy in the region and in the member territory; Discussing and leveraging on trends of regional or global relevance. EXPRO shall be held in each Growth Network (with one combined conference for WENA and CEE). It should happen between 20th of March and 20th of April. The working period of each conference is at the discretion of each region, but should not last more than 7 days. The delegates of EXPRO shall be the current MC members, elected MC members, and LC EB members with a high level of exchange experience. The number of delegates per member and their approval is at the discretion of AI. The OC shall be responsible for covering the facilitators’ delegates’ fees up to a maximum of 10 facilitators for European EXPROs and 4 facilitators for all other EXPROs.
Leadership Development Seminar (LDS) The purpose of LDS shall be to foster Leadership skills and create a Multicultural setting for the delegates. Furthermore, LDS should provide the forum for but not limited to: Gaining international experience; Providing motivation for the members; Enhancing self-discovery processes fo leadership potential and leadership development. LDS shall be held at least once a year in each Growth Network. The working period of each conference is at the discretion of each region, but should not last more than 7 days. Delegate profile should be defined according to the GN needs. The OC shall be responsible for covering the facilitators' delegate fee up to the maximum of 10 facilitators.
General information regarding international conferences The Country/Territory flags cannot be displayed during any International AIESEC event. The proposed budget for IC shall include a variable analysis of paying delegate numbers: 500, 600, 800, 1000 people. The proposed budget for IPM shall include a variable analysis of paying delegate numbers: 150, 175, 200, 225, people. The IC hosting entity shall not restrict the number of delegates for less than 600. Mandates to host IC and IPM shall be given two years prior to the event. Mandates to host EXPRO and LDS shall be given one year prior to the event. If a mandate is not given at the time stated in (6.8.5), AI and the ILM board will collect bids in the following three months and the Global Plenary will decide on which member to mandate in the next Global Legislation.
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If there is no member bidding for IC or IPM after three months, AI will appoint a member in the next ILM to organise the legislative meeting for AI and one delegate per member based on a suggestion of the ILM boards entity analysis. The final bid for IC and IPM must be given to AI and the ILM board by the announced deadline. The deadline shall be latest 2 weeks before the next IC or IPM where the mandate will be awarded The deadline for the withdrawal of a mandate is For IC = 12 months prior to the IC in question; For IPM = 12 months prior to the IPM in question; For EXPRO and LDS = 6 months prior to the congress in question. After these deadlines the mandated member is financially liable to run the congress. In case of withdrawal of mandate before the deadline, the hosting entity will be charged an amount equal to 2% of the total budgeted expenditure of the meeting. This amount will be given to the new organising entity. If the CC of an ILM has not been discharged after 3 years from the last day of the meeting where the report was due, it will be automatically discharged, as soon as the CC pays the total amount of money due to AI until the moment of discharge. After the evaluation of the bids, the ILM board will reject applications that do not fulfil the legislated minimums. If only one bid fulfils the minimums, the bidding entity will be automatically mandated to host. If more entities fulfil the minimums the plenary will vote between them with preferential voting. The delegate fees must be quoted in the domestic currency of the hosting member or Euro and shall not exceed EUR 40 per day per delegate and EUR 350 per Congress per delegate at the time of bidding. The cost of an ILM pre-meeting should also be quoted in the domestic currency of the hosting member or Euro and shall not exceed EUR 40 per day per delegate at the time of bidding. The damage deposit cannot exceed 10% of the delegate fee in any ILM or GNM. The hosting member must hand over the collected damage deposit to AI. At the end of the meeting the hosting member will provide a list of all damages and their costs to AI. On this basis, AI will calculate the amount of the damage deposit, which will be returned to the delegates. The reimbursement will be credited on the member account with AI. There should always be the option to pay the delegate fees via bank transfer, in a period starting 30 days before the IM, and closing 5 days before the pre-meeting
Bidding process 5.1.6.1 Pre-bidding 5.1.6.1.1 MCs that are considering hosting an ILM need to submit the required documents to the ILM board in order to become eligible to bid for an ILM. The ILM board will review the submitted documents and announce a result
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to the entity within 1 month. The ILM board is responsible to maintain a list of eligible entities and update it if needed. 5.1.6.2 Bidding Requirements 5.1.6.2.1 All bids need to follow the templates published by the ILM board. For bids that do not follow the template it is up to the ILM board to decide to consider them or not. 5.1.6.2.2 Every bidding entity is required to create a wiki as bid, providing there all needed information according to the bidding criteria. 5.1.6.2.3 Only criteria that can’t be tracked on the official information system need to be submitted. 5.1.6.2.4 Find the bidding criteria in the tables below: Criteria
SPECIFIC CRITERIA
IC Minimum
IPM Minimun
Information Needed
1. Membership Status
FULL MEMBER
Yes
Yes
MSC report
2. External Analysis
2.1 Political Situation/ Economical Situation/ Infrastructure
Yellow calification in the PWC evaluation
Yellow calification in the PWC evaluation
-
3.Risk management
3.1 Health Risks ( Medical Infrastructure, Endemic Disease, health incidents)
Fit exceptions
Fit exceptions
3.2 Security Risk ( Legal, Political)
Fit exceptions
Fit exceptions
4.1 Main Venue Location
International/Intercontine ntal Airport with max 2h of distance
International/Intercontine ntal Airport with max 2h of distance
Images with the distance between the places
Hospital with 30 min max of distance
Hospital with 30 min max of distance
Images with the distance between the places
At least one the followings media transportation from airport: Bus, Train, Taxi
At least one the followings media transportation from airport: Bus, Train, Taxi
Description of the way to get to the places
4. Venues
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4.2 Main Venue Capacity
10 break out room for minimun 40 people each
7 breakout room for minimun 40 people each
Main plenary for minimun 700 people
Main Plenary for minumun 250 people
3 rooms of 300 delegates
2 room of 150 delegates
300 rooms, max 3people per room
150 rooms, max 3 people per room
Venue with capacity for seating 1/2 of the delegates at one time
Venue with capacity for seating 1/2 of the delegates at one time
4.3 Internet Connection/Accessi bility
3 networks available for the event (AI, CC, delegates)
3 networks available for the event (AI, CC, delegates)
4.4 Pre meeting Venue
100 Rooms, max 3/per room
100 Rooms, max 3/per room
Plenary Room for 200 people
Plenary Room for 200 people
6 break out room for minimun 40 people each
6 break out room for minimun 40 people each
Within 2 hours from Main ILM Venue
Within 2 hours from Main ILM Venue
Within 1 hour from Intercontinental/Internati onal Airport
Within 1 hour from Intercontinental/Internati onal Airport
Main plenary for 800 people
Main plenary for 300people
13 break out room for minimun 60 people each
13 break out room for minimun 60 people each
2 extra rooms: Partners Room, Conference Team Rooms
2 extra rooms: Partners Room, Conference Team Rooms
Transportation Options from Main Venue to Y2B Venue: Road Safety, Traffic
Transportation Options from Main Venue to Y2B Venue: Road Safety, Traffic
5.5 External Event Venue
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Letter in english, signed by the hotel where is shown that the requirements can be provided, photos of the venue and its spaces, web page of the venue
Letter in english, signed by the hotel where is shown that the requirements can be provided, photos of the venue and its spaces, web page of the venue Letter in english, signed by the hotel where is shown that the requirements can be provided, photos of the venue and its spaces, web page of the venue
5. VISA
Accesibility to get the visa
6. Corporate Market Analysis
All countries can have the visa with a lot or short process, for those cases that have an special case, the entity has to present a clear plan to solve the situation that will be tracked by the ILM Board
All countries can have the visa with a lot or short process, for those cases that have an special case, the entity has to present a clear plan to solve the situation that will be tracked by the ILM Board
A list of the countries that need visa, list of countries that don't require visa, and list of banned countries. On the case where is complicated for some countries get the visa, give an complete explanation of how this will be solve ( You can include possible partners and contacts that the entity has to solve the situation). In this explanation include the timeline
Presence of 1 Global AIESEC Partner
Presence of 1 Global AIESEC Partner
List of the MNC with presence in the country or territory, name the AIESEC Global Partners that are there
Bidding Criteria| Internal Factors Criteria 1. HR Health & Capacity
SPECIFIC CRITERIA
CC capacity : Delegates number CC capacity : Membership
IC Minimum 1 CC: 10 delegates; if 75% fulfillment - green, if between 50 and 57% fulfillment - yellow; if below 50% fulfillment red 19 -
IPM Minimun 1 CC: 10 delegates; if 75% fulfillment - green, if between 50 and 57% fulfillment - yellow; if below 50% fulfillment red Double Executive TLP 50% of TLPs > Double the TLP positions in positions (/LCVP, the TLP positions in CC CC _ Green ; between LCP, MCVP) _ Green ; between 50 - 50 - 65% of TLPs > each year for Leadership pipeline 65% of TLPs > Double Double the TLP past 3 years + the TLP positions in CC positions in CC Number of - Yellow; more than 65% Yellow; more than 65% individual of TLPs > Double the of TLPs > Double the applicants per TLP positions in CC TLP positions in CC - TLP position of Red Red past 1 year Green Calification: >6 Reserve Green Calification: >6 months of operational coverage in all Reserve coverage months of operational budget leftover after scenarios,Proof in all scenarios budget leftover after loss loss from ILM has of reserves from ILM has been been deducted off during the last deducted off reserves reserves year Green Calification: Green Calification: Diversified income and Diversified income and expenses, No one item expenses, No one item represents more than represents more than FLB . Financial Consolidated 60% of the entity’s 60% of the entity’s organizational reporting tool for income or income or health model the last year expenses,Financial expenses,Financial status is transparent and status is transparent consistent and consistent
3. Entity Entity Sales Sales Performance Performance
red
yellow, >19 - red
Incomes Growth during the last 3 years
Revenues (both Local Currency & EUR) & National Partners per non-exchange Product for each of last 3 years Incomes Growth during the last 3 years 4.2 Revenues (both Local Currency & EUR) per National Exchange Partner for each of Last 3 years
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5. ILM Sales Planning
Partners Suport
Sales Plan 6. Conference experience 6.1 Last 3 Biggest National Conference
6.2 Last 2 Regional Conferences (if Any) Per ELD 7. Previous Programme Exchange Performance & Performance Growth Rate for
4.3 List National non-Exchange Partners under following Categories for each of Past 3 Years: Partnership Revenue 20.000 2 Letters of 2 Letters of intent from 2 Letters of intent from intent from of of national financial of national financial national financial partners to support the partners to support the partners to ILM ILM support the ILM A sales plan outlining products, pricing per Product, Document with all the Document with all the timeline of Sales, information required information required person(s) responsible, and a list of high potential partners Conference Budget (Planned & Actual figures),OC HR At least2 conferences At least2 conferences Structure,Total # with positive revenues with positive revenues of Delegates Conference Budget (Planned & Actual figures),OC HR Structure,Total # of Delegates, At least the 70% At least the 70% revenues per of conferences that they of conferences that product of hosted with positive they hosted with regional revenues positive revenues conference Exchange performance Growth of 15% the least Growth of 15% the (including each year least each year absolute and
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each of Last 3 years
8. Entity support
Plenary Support
BoA of advisors support
relative growth) per program. 8.1 A letter from the Supervisory 8.1 A letter from the Group or Board 8.1 A letter from the Supervisory Group or of Advisors of the Supervisory Group or Board of Advisors of bidding entity, Board of Advisors of the the bidding entity, stating that they bidding entity, stating stating that they support and that they support and support and approve approve the approve the entity’s bid. the entity’s bid. entity’s bid. 8.1 A letter from 8.2 A letter signed by the Supervisory 8.2 A letter signed by at at least 50%+1 of the Group or Board least 50%+1 of the LCPs of the entity, of Advisors of the LCPs of the entity, stating they are aware bidding entity, stating they are aware of of the bidding process, stating that they the bidding process, and and that they support support and that they support the the realization of the approve the realization of the event event entity’s bid.
5.1.7 ILM Tracking In order to successfully organize an ILM, all hosting entities must accomplish the following milestones 18 months before the ILM is happening: 5.1.6.1.1.1. CCP is selected; 5.1.6.1.1.2. Negotiations with potential venues (that fulfil the necessary conditions) have started; 5.1.6.1.1.3. The government has been approached; 5.1.6.1.1.4. There is a defined accountability structure between the CC and the MC. One year before the ILM is happening:
5.1.6.1.2.1. The contract (in English) with the venue has been signed (before signing it, the hosting entity must receive the approval of the ILM Board for evaluation); 5.1.6.1.2.2. CC VPs are selected; 5.1.6.1.2.3. The contract with AI has been signed.
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Six months before the ILM is happening: 50% of the budgeted revenues, excluding delegates fee, are secured with the contracts signed; A cash flow plan has been created; There is a clear solution for the possible visa/migration challenges that ensures that every delegate from all the territories where AIESEC is present has the right to enter the geographical area where the meeting is taking place. Two months before the meeting: The organising entity must submit an updated official government letter confirming the right of all required members to attend the ILM. This should be submitted to AI two months before the meeting. This letter shall not be dated more than 2 months prior to the date of submission. According to the aforementioned milestones, the Global Plenary can reassess the possibility of the hosting entity to organize the ILM. Based on possible risk assessments and the recommendations of the ILM Board, the Global Plenary can decide if it’s necessary to re-legislate this mandate. Exceptions of this case are: Hosting entities that have been appointed by AIESEC International; Cases when an ILM has been reassigned to a new hosting entity. In case of reassignment of an ILM, the new hosting entity needs to be mandated by the Global Plenary within 15 days, under special circumstances, recommended by the ILM Board. If an ILM is reassigned because the mandated entity did not accomplish the milestones stated in the section 5.3.3, that mandated entity will be charged an amount equal to 2% of the total budgeted expenditure of the meeting. This amount will be given to the new organising member.
ILM Discharge The MC hosting an ILM shall present the original of its publicly audited financial report and a variance report between final budget and actual income and expenditure no later than the ILM after the ILM it hosted. The outgoing MC shall prepare a detailed report on the work undertaken and the problems involved, together with recommendations for improvements in efficiency and methods of overcoming such problems. This report will be given to the ILM board within 3 month after the end of the ILM. The report shall follow the structure given by the ILM board. Failure to comply with the presentation of the original external audit for the financial statements of the conference within a year of the ILM hosted, will result in the hosting MC being charged an amount equal to 0.2% of the total budgeted expenditure of the meeting according to the report presented at the ILM immediately prior to the one it hosted. This amount will be charged for every 3 months after the last day of the meeting where the report was due, until the report is received by AI. This amount must be deposited into the IM Reserve Fund
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The CC of an ILM shall present the original of its publicly audited financial report and a variance report between final budget and actual income and expenditure no later than the ILM after the ILM it hosted. The outgoing CC shall prepare a detailed report on the work undertaken and the problems involved, together with recommendations for improvements in efficiency and methods of overcoming such problems. This report will be given to the ILM board within 3 month after the end of the ILM. The report shall follow the structure given by the ILM board. Failure to comply with the presentation of the original external audit for the financial statements of the conference within a year of the ILM hosted, will result in the hosting MC being charged an amount equal to 0.2% of the total budgeted expenditure of the meeting according to the report presented at the ILM immediately prior to the one it hosted. This amount will be charged for every 3 months after the last day of the meeting where the report was due, until the report is received by AI. This amount must be deposited into the IM Reserve Fund.
Global Reporting Refer to the table below to see the overview of the reporting happening in AIESEC. Report from Mandated bodies SCs
Report to GLSC
Reason Report on ongoing mandates SC progress reports + list of findings
DDL 15th of July, 31st of December 15th of July, 31st of December
External Bodies
Legal SC, Global Plenary
External Bodies progress report + list of findings
Quarterly Reports
GLSC
Global Plenary
Supervisory Group Internal Auditor
Global Plenary
31st of July, 15th of January At IPM and IC
Global Plenary
Reports of SCs + lists of findings Report about AI performance Internal Audit report
MiA
MSC, GP
Progress Report
GLSC
10 days after the visit; latest 10 days before ILMs. MiA status up to 2 years: 30 days before each membership
Comments
Legal SC also has to submit the reports of External Bodies. MSC includes findings from the reports of MiAs, EiDs and CUs. Refer to Global Compendium for the explanation of what needs to be reported on: ICB: Art. 3.6. FB: Art. 4.1.3
At IC, the report shall include a written assessment
Refer to Global Compendium Art. 2.2.2.2. for the explanation of what needs to be reported on.
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check. MiA status more than 2 years: every 3 months 30 days before each membership check.
EiD
MSC
Progress Report
CU
MSC
Progress Report
30 days before each membership check.
IM SC
Global Plenary
IM progress report
Monthly
AIESEC International
Global Plenary
SG meeting minutes
AIESEC International
Global Plenary
AIESEC International
Global Plenary
Progress of trademark registration and risk associated Report on Global Fund usage
AIESEC International
Global Plenary
Financial External Audit + summary
AIESEC International (AI VP IM)
Global Plenary
IM Reporting
30 days after every SG meeting IPM; latest 14 days before the ILM starts. IPM, IC; latest 14 days before the ILM starts. IC; latest 14 days before the ILM starts. Quarterly; latest 14 days before the ILM starts.
AIESEC International (AI VP BD) AIESEC International
Finance SC
Sales Plan Report
Global Plenary
Internal Audit report
AIESEC
Global Plenary
Report on legal risks to
Quarterly; latest 14 days before the ILM starts. At least 10 days before ILMs and latest 30 days after the visit When needed
Refer to Global Compendium Art. 2.2.3 for the explanation of what needs to be reported on. During each ILM, the EiD must present a report to the Global Plenary. Refer to Global Compendium Art. 2.2.4 for the explanation of what needs to be reported on. If a CU doesn’t submit the report in time, the partner entity loses Full Membership status. The report shall include the points stated in Art. 6.7. 2 of the Global Compendium. Refer to Global Compendium Art. 6.2 Association Governance for the points that shall be reported on
AI VP IM has to report about the points stated in Art. 5.2.5 GIS Fund. The reports before IPM and IC need to have approval and comments by the SG. AI VP BD reports about the points stated in Art. 4.2.1.
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International
the Plenary when identified Report on investments made by AI
AIESEC International
Internal Auditor
AIESEC International
Global Plenary
Quarterly Financial Report
Quarterly; Oct. 30th, Jan. 31st, April 30th, July 31st
AIESEC International
Global Plenary
ILM satisfaction survey report
[Not defined]
AIESEC International
Finance SC
Report on AI investments exceeding € 8’000
AIESEC International
Global Plenary, Supervisory Group, Internal Auditor
Quarterly Report
Quarterly; Oct. 30th, Jan. 31st, April 30th, July 31st
AIESEC International
Global Plenary, Supervisory Group, Internal Auditor
Annual Report
IC; latest 14 days before the ILM starts.
The report shall as well state contribution to the AI plan and global strategy The report shall contain: Budget report Cash Flow Member debts Receivables overview (this shall also be sent to the SG) The report shall be a compilation of the answers received by the Global Plenary
The report shall include: Progress on organizational goals Assessment on global strategy AI financial sustainability Global systems Furthermore: IT system development PR relations with the external world PR: Events attended by AI on behalf of AIESEC BD: Sales pipeline, XPs delivered, revenue generated compared to plan The report has to be presented at IC.
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Motions and Mandates One year Motions That the AIESEC International budget for the term 2015/2016 is approved as follows: That the AIESEC International budget for the term 2015/2016 is approved as follows: Expenses: Global Secretariat: 250.134,77 € Long-term Organizational Growth and Development: 132.389,83 € Global Operations: 365.660,98 € Global Brand: 116.866,37 Global Sales and Partnership Management: 265.579,54 € Information Management: 301.256,51 € Total Expenses 1.431.888,00 € Revenues: Global Secretariat: 227.134,77€ Global Plenary Contribution, 8.500€ Subsidized by BD Revenue 23.000,00€ paid from Global Partnership Revenue Long-term Organizational Growth and Development: 132.389,83€ Global Plenary Contribution, fully subsidized by BD Revenue Global Operations: 365.660,98€ Global Plenary Contribution, out of which, 127.577,60€ Subsidized by BD Revenue Global Brand: 86.866,37 € Global Plenary Contribution, out of which, 86.866,37€ is subsidized by BD Revenue 30.000,00€ Subsidized by Global Partnership Revenue Global Sales and Partnership Management: 265.579,54€ Global Partnership Revenue Global Partnership Revenue Information Management: 301.256,51€ Global Plenary Contribution 3,326.66€ Subsidized by BD Revenue 1.113.308,46 € shall be covered by Global Plenary, 358.660,46€ shall be subsidized by BD Revenue, 318.579,54€ shall be covered by Global Partnership Revenue. The total Global Partnership Revenue to be raised is 677.240,00€. (IC 2015, India) That the AIESEC International budget for the term 16/17 is approved as follows: Expenses: Global Secretariat:
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299.104,00€ Global Plenary Contribution Long-term Organizational Growth and Development: 102.847,40€ Global Plenary Contribution Global Operations: 361.765,80€ Global Plenary Contribution Global Brand: 12.9476,40 € Global Plenary Contribution Global Sales and Partnership Management: 269.509,60€ Global Partnership Revenue Information Management: 301.623,20€ Global Plenary Contribution Total expenses: 1.464.326,40€ Revenues: Global Secretariat: 249.104,00€ Global Plenary Contribution 50.000,00€ Subsidized by BD Revenue 50.000,00€ Global Partnership Revenue Long-term Organizational Growth and Development: 102.847,40€ Global Plenary Contribution €102.847,40Subsidized by BD Revenue Global Operations: 336.765,80€ Global Plenary Contribution 72.700,00€ Subsidized by BD Revenue 25.000,00€ Subsidized by Global Partnership Revenue Global Brand: 79.476,40 € Global Plenary Contribution 79.476,40 € Subsidized by BD Revenue 30.000,00€ Global Partnership Revenue Global Sales and Partnership Management: 269.509,60€ Global Partnership Revenue Information Management: 301.623,20€ Global Plenary Contribution 10.000,00€ Subsidized by BD Revenue
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1.069.816,80 € shall be covered by Global Plenary, 315.023.80€ shall be subsidized by BD Revenue, 394.509,60€ shall be covered by Global Partnership Revenue. The total Global Partnership Revenue to be raised is 709.457,00€ Be it resolved that the 2014-15 AIESEC International Team be discharged and the 2014-15 audited financial statements be accepted as read. (IC 2015, India) That Maciej Rybinski be ratified as Global Finance chair for the term 2015-16. (IC 2015, India) That Miroslava Liskova be ratified as chair for the ILM Board chair for the term 2015-16. (IC 2015, India) That Ana Passaporte be ratified as GEC chair for the term 2015-16. (IPM 2016, Morocco) That Ivan Sirovatko be ratified as Internal Control Board chair for the term 2015-16. (VLM May 2015) That the following members of the Legal Subcommittee be appointed Directors with joint signing rights of Stitching AIESEC IP Licensing from 1st September 2015 until 31st August 2016:
Africa: Jude Ahor
AP: Nicholaz Diaz
CEE: Zdenda Tesarek
LatAm: Rui Correira
MENA: Maris Pihle
WENA: Lubka Mieresova (IC 2015, India)
To select Esteban Navarro as AIESEC International Internal Auditor for the term 2015-2016 following an intensive selection process by the Legal Subcommittee. (IC 2015, India) That all AIESEC entities adjust the Anti-Harassment and Violence. To the law of their country/territory by IC 2016 and legislate the corresponding protocol in their entities. To contribute for the term 2016-2017 the amount of 55.000,00€ EUR to the “Global Travel Cost Sharing Fund” The amount shall be charged to Members. (IPM 2016, Morocco) To contribute for the term 2016-2017 the amount of 10.000,00€ EUR to the “Global Meetings Travel Fund.” The amount shall be charged to Members. (IPM 2016, Morocco) To contribute for the term 2016-2017 the amount of 30.000,00€ EUR to the “Global Roadmap Fund” The amount shall be charged to Members. (IPM 2016, Morocco) To contribute for the term 2016-2017 the amount of 10.000,00€ EUR to the “Global Legal Management Fund” The amount shall be charged to Members. (IPM 2016, Morocco) To contribute for the term 2016-2017 the amount of 50.000,00€ EUR to the “Global Information Management Fund” The amount shall be charged to Members. (IPM 2016, Morocco) To contribute for the term 2016-2017 the amount of 30’938€ EUR to the “Internal Control Board Fund” The amount shall be charged to Members. (IPM 2016, Morocco)
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To contribute for the term 2016-2017 the amount of 19.800,00€ EUR to the “Global Finance Legal Board Fund”. The amount shall be charged to Members. (IPM 2016, Morocco) To contribute for the term 2016-2017 the amount of 20,000.00€ EUR to the LEAD Programme for MCPs. The amount shall be charged to Members. (IPM 2016, Morocco) To contribute for the term 2016-2017 the amount of 5,000.00€ EUR to the “Global GEC Fund”. The amount shall be charged to Members. (IPM 2016, Morocco) To contribute for the term 2016-2017 the additional amount of 4800 euros to the “Global GEC Fund”. The amount shall be charged to Members. (IPM 2016, Morocco) To raise the delegate fee for International Congress 2016 organized by AIESEC in Poland to 440 EUR. (IPM 2016, Morocco)
Long-term Motions That the Global Plenary pay for 41.586,60€ of 207.933,10€ to AIESEC International on behalf of AIESEC in Vietnam for the loss incurred from IPM 2015. The amount shall be charged to Members according to the contribution model in 12 semi-annual payment instalments until the end of 2021. Furthermore to approve a 166.346,50€ loan from AIESEC International to AIESEC in Vietnam. Terms of the loan will be approved by VLM of November 2015. The payback of the loan from AIESEC in Vietnam to AIESEC International has to be completed by the end of 2021. (IC 2015, India)
Mandates The numbering of the mandates is as follows: Name of ILM, year when ILM happened, number of the mandate. (For example: IPM2001-1). Contracted Units related IC2010-1: That AIESEC in United States of America be mandated to be the partner entity for the extension into Qatar. IPM2011-1: That AIESEC in Cote D’Ivoire to become a partner entity for OE in Liberia. IC2011-1: For Mexico to be the partner entity of the Contracted Unit of Nicaragua IC2012-1: That AIESEC in Tunisia becomes the partner entity of the Contracted Unit of AIESEC to Algeria. IPM2016-1: To mandate the GEC and AI to Clarify the Global Plenary on what it’s an expansion in the context of 2020. This shall be reported on by IC 2016. IPM2016-2: To mandate the GEC and AI to research of the feasibility to expand virtually without the need of physical presence. This shall be reported on by IC 2016. IPM2016-3: To mandate the GEC and the MSC to review the CU requirements in the Global Compendium. IPM2016-4: To mandate the Chair of the Global Expansions Committee to present by March 31st an action plan for the GEC following 4 months. International Legislative Meeting (ILM) VLM2014-1: That AIESEC in Poland is mandated to host International Congress 2016 (November VLM 2014).
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IPM2016-5: To mandate AIESEC International to host IPM 2017. AI will have a project manager responsible for the follow up on ILMs. AIESEC International IPM2016-6: To mandate AIESEC International to release an application by 6th of March 2016 for possible pilot entities to run short term 4 week GCDP experiences. The number of entities to be selected and experiences delivered is to be identified by the AI responsible. Outputs of the pilot shall be sent to the Global Plenary by 1st of August 2016 and presented during IC Poland 2016. IPM2016-7: To mandate AI to create Break Realization function on EXPA and give to ICB rights to use it by IC 2016 and make a mid report by 31st of May 2016. IPM2016-8: To mandate ICB and AI to include information to aiesec.org website by 31st of May 2016 regarding whom to approach (shall be ICB) if there are any problems happening during exchange process regarding the rights of an EP. IPM2016-9: To mandate AI and ICB to include “XPP terms and conditions” feature and add general information about ICB on Opportunity Portal by 31st of May 2016. IPM2016-10: To mandate AIESEC International to host a strategic summit to define when and how AIESEC shall run International Conferences. Representatives of the MCP network shall be included in this summit. IPM2016-11: To mandate AIESEC International to research on the feasibility to hire a professional Internal Auditor for AIESEC International. This research shall contain the potential fields to be audited as well as the costs that would go along with it. A first report shall be sent to the Global Plenary by June 30 th. A final decision on whether to change the Internal Auditor structure in the Global Compendium shall be taken by IC 2016. IPM2016-12: To mandate AIESEC International and Legal Subcommittee to define a framework for external bodies management and scope in the organisation. This shall be reported on to the Global Plenary as soon as the AI structure is clearer but not later than on 1st of July 2016. IPM2016-13: To mandate AIESEC International to present and put available to the plenary a protocol for organisational stands to be presented during quarter 1-2016. Subcommittee Mandates Finance Subcommittee IPM2016-14: To mandate the Finance Subcommittee to review the ILM Reserve Fund and create a report to be presented at IC 2016. Membership Subcommittee IPM2016-15: To mandate the Membership Subcommittee to do a research about membership criteria and define membership criteria that is sustainable for AIESEC. The outcome of the research shall be sent to the Global Plenary by June 30th and be presented during IC. Governance and Legislation Subcommittee IM Subcommittee
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Legal Subcommittee and Including Internal Auditor IPM2015-1: To mandate the Finance Board to continue the mandate of FSC regarding the creation of a tool or system for the evaluation of the Return on Investment for decision making information for the global plenary before and after investments for its evaluation for global services and global funds by November VLM. IPM2016-16: To mandate the Internal Auditor along with AIESEC International to define a new Risk Report for the plenary. IPM2016-17: To appoint Siddharth Bali as the Internal Auditor of AIESEC International. Others NovemberVLM2015-1: Authorizing AIESEC in Austria to operate in the market of Liechtenstein. MayVLM2015-1: Authorizing AIESEC in Belgium to operate in the market of Luxembourg. External Bodies Mandates: ICB (Internal Control Board) Finance Board (FB) IPM2016-18: To mandate the Finance Board to do a feasibility analysis on the implementation of a global payments system and prepare feasibility report to the Global Plenary by 31 st May 2016. IPM2016-19: To mandate the Finance Board to research a global consolidation software and prepare a feasibility report including options, prices, and implementation time to the Global Plenary by 31st May 2016. IPM2016-20: To mandate the Finance Board, Finance Subcommittee, and AI VP Finance to review the global finance model and to submit a report of proposed changes by IC 2016. IPM2016-21: To mandate the Finance Board, Finance Subcommittee, and AI VP Finance to review the travel cost sharing model and to submit a report of proposed changes by IC 2016. IPM2016-22: To mandate the Finance Board and AIESEC International to send to the plenary a summary of the external audit to the Global Plenary along with the official report. ILM Board (International Legislative Meeting Board)
Minute Taking The following are the procedures for minuting referred to in Section 5.11 of the Global Compendium. These procedures are to be used for the taking of minutes at all ILMs.
General At the top right-hand corner on the first page for each set of minutes, the following information is to be stated: Minutes of ILM Date of Session At the top left-hand corner on the first page, the following information shall be given Title of the meeting (i.e. International Congress or International President’s Meeting) Place of meeting
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Dates of meeting. Above the beginning of the minutes should be stated: The name of the Chairperson and Secretary for the ILM. Time of commencement The time at which the Chairperson declares the ILM open shall be recorded in the first sentence of the minutes.
Roll Call A list of Members present at the commencement of the ILM, together with AI members, shall appear at the beginning of the minutes. Members subsequently joining/leaving the session shall be recorded in the minutes.
Procedural Motions These motions only refer to the conduct of the debate and consist of: Opening of the ILM Approving the Chairperson Approving the Secretary Granting speaking rights Motions listed in paragraph 5.7.1 Heading: Each Procedural Motion shall be headed as in the following sample: MOTION (PROCEDURAL) Proposed by: A Seconded by: B Motion reads: That the motion now be put.
Motions Numbering: All Motions shall be numbered, taken out Procedural Motions. Heading: Each Motion shall be clearly headed as in the following sample: MOTION XY Proposed by: A Seconded by: B Motion reads: That section 1.2.3 of the International Compendium shall be changed as follows: (…).
Amendments Amendments proposed to motions shall be included in the minutes. Once an amendment has been completed, it shall be included in the final version of motion noted and voted upon.
Recording of voting Normal voting:
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In case the Motion carried: “VOTING: CARRIED with X for, Y against and Z abstentions” In case of motions defeated: “VOTING: DEFEATED with X for, Y against and Z abstentions” Roll Call Vote: It is written how each Member voted, followed by the result of the vote written as for normal voting. Procedural Motions When procedural Motions are introduced between a regular motion and the voting thereupon, the two votes should be recorded as follows: MOTION XY Proposed by: A Seconded by: B Motion reads: That section 1.2.3 of the International Compendium shall be changed as follows: (…) MOTION (PROCEDURAL) Proposed by: A Seconded by: B Motion reads: That the motion now be put. VOTING: CARRIED unanimously VOTING on Motion1: CARRIED, etc.
Closure of the ILM The time at which the Chairperson declares the Session closed will be recorded in the final sentence of the minutes.
Extraordinary Global Legislations Apart from the Global Legislations (GL) during ILMs (IPM, IC), there is the option that for extraordinary matters, an Extraordinary GL can be set up virtually. An Extraordinary GL shall be held in the case of a subject that needs to be decided on urgently and that can’t be postponed for an ordinary GL at IC and IPM. Decision to hold an Extraordinary ILM The Chair of the Governance & Legislation Subcommittee, the AI VP F and the PAI shall decide together about whether to accept or reject the proposal of calling for an Extraordinary ILM. In case the three parties cannot come to a common decision, the PAI has the final decision power.
Process to call for an Extraordinary GLs Any entity in AIESEC can send a proposal to call for an Extraordinary GL. The proposal must be sent to the PAI, AI VP F and the Governance & Legislation Subcommittee Chair.
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The proposal must state the reason/s of calling for an extraordinary GL, the motion/s and/or mandate/s that shall be voted on, a proposed date of the extraordinary GL and supporting documents. In case there are plenty of supporting documents, a one-page summary shall also be provided. The earliest date of holding an Extraordinary GL is two weeks after the proposal got accepted. The Global Plenary shall be notified immediately after the proposal got accepted, alongside with sending preparation documents and a timeline of legislation fair, the date of the GL and the legislation booklet.
Chair The Chair of an Extraordinary GL is appointed by AIESEC International.
Legislation Fair During the legislation fair, the proposed motion/s and/or mandate/s shall be discussed. The system to be used and the link to the virtual legislation room shall be communicated to the MCPs alongside the announcement of the GL. After the legislation fair, the Governance and Legislation Subcommittee Chair sends an output of the legislation fair to the Global Plenary and together with the final legislation booklet and the process of voting during an extraordinary GL.
Conduct of meeting There will be two virtual meeting rooms for the legislation meeting. One for general discussion and presentation that is consisting of all representatives, the other one is purely for Full Members to vote. Each Motion will be put in words in the chat box. Speakers shall raise their hand and the Chair will make a speakers list. Typing and speaking are all counted as speaking in a virtual ILM. Not responding in longer than one minute will be counted as absence. Motions and mandates that have no speaker against will be proceeded to pass by acclamation.
Amendments Amendments will be made in chatting.
Voting Proxy Voting shall be allowed at Extraordinary GLs. The Chair of the Governance & Legislation Subcommittee, the AI VP F and the PAI have to be informed about the assigned Proxy 10 days before the GL takes place in written format. During Extraordinary Global Legislations, the Proxy has to be from the same entity as the MCP who can’t be present. Motions can be voted in block only if that a respective Motion to vote in block is already in the legislation booklet.
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Pass by acclamation: to be defined according to the software used. When a motion is not passing by acclamation, the voting takes place in the voting room. Whenever a motion is being put to vote, the voting members shall be counted in the voting window, and this number shall be the number of Full Member voted.
Point of order and Point of Information Point of Order and Point of Information shall be given to the Chair in private chatting, and the Chair will then update the plenary with it.
Minuting There will be one secretary to take minutes in the chatting of each motion as well as when people are speaking with microphone.
Governance & Legislation Subcommittee (GLSC) The role of the GLSC is to manage the global legislation process regarding ILMs, therefore the responsibilities shall be: Manage the legislation education of MCPs. Organizing and managing legislation fairs (creating the agenda with the support of AI VP F and hosting the space). Ensuring that proposals of motions and mandates are consistent. Informing all Subcommittees, External Bodies and AIESEC International about the timeline for ILM preparation until May 31st. This includes: Deadline to submit reports about ongoing mandates to the GLSC: 15th of July, 31st of December. Deadline to submit reports about Subcommittees to the GLSC: 15th of July, 31st of December. (Legal & Governance Subcommittee is required to submit reports of ICB, FLB and ILM Board as well as a list of findings from the reports). Informing the plenary about the following deadlines: Deadline to submit topics for legislation fair 1st of August and 15th of January. The deadlines for the tasks to be fulfilled by the GLSC are the following: Send out reports of Subcommittees and External Bodies and a list of findings to the Global Plenary: 15th of January and 31st of July. Releasing 1st legislation booklet: 10 days before Day 0 of an ILM. Releasing final legislation booklet: 48 hours before the Global Legislation takes place.
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6. AI MANAGEMENT Data Privacy & Terms Of Use Policies On Global Information Systems 1. Privacy Statement AIESEC International (“AIESEC” or “we”) is committed to protecting your privacy and developing technology that gives you the most powerful and safe online experience. This Privacy Statement applies to AIESEC’s Global Information System and governs data collection and usage by AIESEC, including by local or national committees of AIESEC. By using the AIESEC’s Global Information System (experience.aiesec.org), you agree to AIESEC processing your personal data as set out below. If you do not agree to have your information used in any of the ways described in this Privacy Statement, you must discontinue use of experience.aiesec.org.
User’s Personal Information: We consider information that may be used to identify an individual, including, but not limited to, first and last name date of birth, credit card information, home or other physical address, email address, phone number or other contact information to be "Personal Data". You may be asked to provide Personal Data when you use the Global Information System. The Personal Data that we collect may include information such as: name, contact information (including telephone number and email address), web site usage preferences, and feedback regarding the Global Information System. This information is held by AIESEC on servers based in the United Kingdom and elsewhere from time to time. In addition, when you use the Global Information System our servers keep an activity log unique to you that collects certain administrative and traffic information including: source IP address, time of access, date of access, web page(s) visited, language use, software crash reports and type of browser used which are essential for the provision of and the quality of the Global Information System. We do not collect Personal Data about you on the Global Information System without your knowledge.
If you choose to participate in the Exchange Program, AIESEC will collect additional, more detailed information about you including your education, work experience and academic background (yours “Detailed Personal Data”). With your consent, AIESEC may share your Detailed Personal Data with selected organizations participating in the Exchange Program which match your interests. Other users of experience.aiesec.org will not be able to access your Detailed Personal Data without your consent.
AIESEC also collects anonymous demographic information, which is not unique to you, such as your city, country, age, gender, preferences, interests and favourites.
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AIESEC does not collect any data about you from other sources, such as public records or bodies, or private organizations. You are responsible for ensuring that any information you provide relates to you and is accurate, complete and remains up to date.
Use of your Personal Data AIESEC collects the Personal Data that you submit for the purpose of providing you with information about AIESEC, membership administration and management of the services we offer; the Exchange Program, surveys and on-line polls, applications for events organized and advertised by AIESEC and for statistical purposes in order to improve our services.
Personal Data collected on experience.aiesec.org may be stored and processed in any country in which we or our affiliates, suppliers, subsidiaries or agents maintain facilities, and by using Experience.aiesec.org you consent to any transfer of information outside of your country (including to third countries which may not have been assessed as having adequate privacy laws). Your data is however only processed within AIESEC network of local and national committees and will not be shared with third parties without your explicit consent, unless required by law. We take steps to ensure that our affiliates, agents, subsidiaries and suppliers comply with our standards of privacy regardless of their location.
AIESEC does not sell, rent or lease its member’s lists to third parties. AIESEC may, from time to time, contact you on behalf of external business partners about a particular offering that may be of interest to you. In those cases, your unique personally identifiable information (e-mail, name, address, telephone number) is not transferred to the third party. In addition, AIESEC may share data with trusted partners to help us perform statistical analysis, send you email or postal mail, provide user support, or arrange for deliveries. All such third parties are prohibited from using your Personal Data except to provide these services to AIESEC, and they are required to maintain the confidentiality of your information.
AIESEC does not use or disclose sensitive Personal Data, such as race, religion, or political affiliations, without your explicit consent. If you choose to participate in the Exchange Program, you consent to AIESEC sharing sensitive Personal Data with selected organizations participating in the Exchange Program where it is relevant to your participation in the Exchange Program.
If you choose to use the donation module of Experience.aiesec.org, AIESEC may process your payment using an external third party electronic payment processors and/or financial institutions (“Electronic Service Provider”). By accepting this Privacy Statement, you consent to Personal Data
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necessary for the processing of transactions being shared with Electronic Service Providers, including where necessary the transfer of information outside of your country. We take steps to ensure that our arrangements with Electronic Service Providers protect your privacy. This data is used to deliver customized content and advertising within AIESEC to customers whose behavior indicates that they are interested in a particular subject area. AIESEC will disclose your Personal Data, without notice, only if required to do so by law or in the good faith belief that such action is necessary to: (a) conform to the edicts of the law or comply with legal process served on AIESEC or the Global Information System; (b) protect and defend the rights or property of AIESEC; and, (c) act under exigent circumstances to protect the personal safety of users of AIESEC, or the public. You can change or complete the Personal Data that AIESEC holds about you by following the update procedure included in the systems. You may request the deletion of your Personal Data from the Global Information System, by contacting the system administrators at AIESEC. Deletion of your Personal Data from the Global Information System will result in the deletion of your account from Experience.aiesec.org. We may, however, still retain your Personal Data in our files to resolve disputes, to enforce our user agreement, and to comply with any and all technical and legal requirements and constraints related to the security, integrity and operation of the Global Information System. After the expiry of your membership in AIESEC your data will be processed by our alumni system. You may request the deletion of your Personal Data from our alumni system by contacting the system administrators at AIESEC. Deletion of your Personal Data from our alumni system will result in the deletion of your account from Experience.aiesec.org. Internet Awareness Whenever you voluntarily post Personal Data in public areas of the Experience.aiesec.org, you should be aware that this information can be accessed by other users of Experience.aiesec.org and can in turn be used by others to send you unsolicited communications, advertisements or for other purposes. Users should exercise caution in deciding what information you disclose on Experience.aiesec.org. We do not control the actions of third parties in public areas of Experience.aiesec.org, so if you disclose information in a public area, you do so at your own risk. Please keep in mind that if you directly disclose Personal Data through Experience.aiesec.org public message boards, this information may be collected and used by others. We have provided functionalities within the system where any individual can mark information as private which is not disclosed to others.
AIESEC encourages you to review the privacy statements of third party web sites you choose to link to from Experience.aiesec.org so that you can understand how those web sites collect, use and
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share your information. We cannot ensure the protection of any information or images that you provide to a third-party online site that links to or from Experience.aiesec.org since these third-party online sites are owned and operated independently of us. AIESEC is not responsible for the privacy statements or other content on web sites outside of the Experience.aiesec.org.
Security We understand the importance of information security and the techniques needed to secure information. AIESEC will take reasonable steps to protect your Personal Data safe. We employ a variety of security technologies and procedures to help protect your Personal Data from unauthorised access, use or disclosure. We employ firewalls and store all of our files and information on secure terminals. The security of your Personal Data depends on your protection of your account password. Please do not disclose your account password to unauthorized people. Although we will use reasonable efforts to safeguard the privacy of your information, transmissions on the internet cannot be made absolutely secure. Accordingly, we assume no responsibility or liability for disclosure of any of your information due to errors in transmission, unauthorized thirdparty access or other causes beyond our reasonable control.
Use of Cookies The Global Information System uses "cookies" to help you personalize your online experience. A cookie is a text file that is placed on your hard disk by a Web page server. Cookies cannot be used to run programs or deliver viruses to your computer. Cookies are uniquely assigned to you, and can only be read by a web server in the domain that issued the cookie to you.
One of the primary purposes of cookies is to provide a convenience feature to save you time. The purpose of a cookie is to tell the Web server that you have returned to a specific page. For example, if you personalize Experience.aiesec.org pages, or register with AIESEC site or services, a cookie helps AIESEC to recall your specific information on subsequent visits. This simplifies the process of recording your Personal Data, such as billing addresses, shipping addresses, and so on. When you return to the same AIESEC Web site, the information you previously provided can be retrieved, so you can easily use the AIESEC features that you customized.
You have the ability to accept or decline cookies. Most Web browsers automatically accept cookies, but you can usually modify your browser setting to decline cookies if you prefer. If you choose to decline cookies, you may not be able to fully experience the interactive features of the AIESEC services or Web sites you visit.
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Update to this Statement We may periodically make changes to this Privacy Statement. We will notify you of changes by posting the modified terms on the website and we advise you to revisit this Privacy Policy regularly. Your continued use of Experience.aiesec.org will be subject to the terms of the then-current policy.
Contact Information AIESEC welcomes your comments regarding this Statement of Privacy. If you believe that AIESEC has not adhered to this Statement, please contact AIESEC at [email protected]. We will use commercially reasonable efforts to promptly determine and remedy the problem. Last updated – August 2008
2. Terms of use AGREEMENT BETWEEN USER AND AIESEC International (“AIESEC” or “we”). The AIESEC Global Information System is comprised of various Web pages and modules operated by AIESEC. The Premier online platform of the Global Information System is Experience.aiesec.org (www.experience.aiesec.org)
Please read these Terms of Use carefully. By accessing the Global Information System and any pages hereof, you are indicating that you have read, acknowledge and assent to be bound by these terms and conditions. If you do not agree to these terms and conditions, do not access the Global Information System. AIESEC reserves the right to change these Terms of Use and you are responsible for regularly reviewing them. Your continued use of the Global Information System constitutes your agreement to all such Terms of Use.
Your attention is drawn to our Privacy Policy which describes how we deal with and protect your personal information. By accepting this Agreement, you are also acknowledging and agreeing to the use of your data in accordance with that policy.
These Terms of Use, together with the Privacy Policy constitute a legally binding agreement (the “Agreement”). This Agreement is written and is only available in English. If this Agreement is translated into another language the English version will prevail.
MODIFICATION OF THESE TERMS OF USE
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AIESEC reserves the right to change the terms, conditions, and notices under which the Global Information System is offered. We will notify you about significant changes in the way we treat personal information by sending a notice to the primary email address specified in your AIESEC.net email account or by posting the modified terms on the Global Information System and we advise you to revisit these Terms of Use regularly. NO UNLAWFUL OR PROHIBITED USE As a condition of your use of Experience.aiesec.org, you warrant to AIESEC International that you will not use Experience.aiesec.org for any purpose that is unlawful or prohibited by these terms, conditions, and notices. You may not use the Experience.aiesec.org in any manner which could damage, disable, overburden, or impair the Global Information System or interfere with any other party's use and enjoyment of the Experience.aiesec.org. You may not obtain or attempt to obtain any materials or information through any means not intentionally made available or provided for through the Global Information System. USE OF COMMUNICATION SERVICES Experience.aiesec.org contains open content spaces (wiki), news, groups, teams, classifieds, forums, networking, personal web pages, AIESEC.net email service, Exchange forms, mass mail, and/or other message or communication facilities designed to enable you to communicate with the public at large or with a group or team (collectively, "Internal Communication Services"). You agree to use the Internal Communication Services only for purposes that are permitted by these Terms of Use and any applicable laws or regulations in the relevant jurisdictions. In particular, you agree that you will not post any messages or other material using the internal Communication Services which are offensive, indecent or objectionable or which are unrelated to the particular Internal Communication Service. By way of example, which is not exhaustive, you agree that when using an Internal Communication Service, you will not:
Defame abuse, harass, stalk, threaten or otherwise violate the legal rights (such as rights of privacy and publicity) of others. Publish, post, upload, distribute or disseminate any inappropriate, profane, defamatory, infringing, obscene, indecent or unlawful topic, name, material or information. Upload files that contain software or other material protected by intellectual property laws (or by rights of privacy of publicity) unless you own or control the rights thereto or have received all necessary consents. Upload files that contain viruses, corrupted files, or any other similar software or programs that may damage the operation of another's computer. Advertise or offer to sell or buy any goods or services for any business purpose, unless such Internal Communication Service specifically allows such messages. Conduct or forward surveys, contests, and pyramid schemes, promotional schemes against the AIESEC way or chain letters. Falsify or delete any author attributions, legal or other proper notices or proprietary designations or labels of the origin or source of software or other material contained in a file that is uploaded.
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Restrict or inhibit any other user from using and enjoying the Internal Communication Services and overall user experience of Experience.aiesec.org. Violate any code of ethics or other guidelines which may be applicable for any particular section of Experience.aiesec.org. Harvest or otherwise collect information about others, including e-mail addresses, without their consent. Violate any applicable laws or regulations.
You agree that you are solely responsible for (and that AIESEC has no responsibility to you or any other third party for) any material that you create, transmit or display on the Internal Communication Services and for the consequences of your actions (including any loss or damage which AIESEC may suffer) by doing so. AIESEC reserves the right (but shall have no obligation) to pre-screen, review, modify, refuse, or remove materials posted to a/all Internal Communication Service in its sole discretion. Materials uploaded to an Internal Communication Service may be subject to posted limitations on usage, reproduction and/or dissemination. You are responsible for adhering to such limitations if you download the materials. AIESEC reserves the right at all times to disclose any information as necessary to satisfy any applicable law, regulation, legal process or governmental request.
LIMITATION OF LIABILITY Always use caution when giving out any personally identifying information about yourself. Although we will use reasonable efforts to safeguard the privacy of your information, transmissions on the internet cannot be made absolutely secure. Accordingly, we assume no responsibility or liability for disclosure of any of your information due to errors in transmission, unauthorized third-party access or other causes beyond our reasonable control. Nothing in these Terms of Use shall exclude or limit AIESEC’s liability for losses which may not be lawfully excluded or limited by applicable law.
MATERIALS PROVIDED TO AIESEC OR POSTED AT Experience.aiesec.org You retain copyright and any other rights you already hold in material, including feedback and suggestions, which you submit, upload, post or display on or through the Internal Communication Service (collectively, your “Submissions”). By submitting, posting or displaying Submissions on or through the Internal Communication Services, you grant to AIESEC a worldwide, non-exclusive, royalty-free, irrevocable and perpetual license to utilize the Submissions for the purposes of AIESEC’s business, including, without limitation, the right to reproduce, edit, reformat, distribute, transmit, and the Submissions. You agree
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that AIESEC may publish your name in connection with your Submissions. You confirm and warrant to AIESEC that you have the rights, power and authority necessary to grant the above license. To avoid doubt, AIESEC will not make any payment to you in respect of the use of any of your Submissions. AIESEC International is under no obligation to post or use any Submission you may provide and may remove any Submission at any time in AIESEC International's sole discretion.
EXCLUSION OF WARRANTIES AIESEC and its affiliates are constantly innovating in order to improve the services provided through Experience.aiesec.org. You acknowledge and agree that the format of the services offered by AIESEC through Experience.aiesec.org may change at any time. These services are, however, provided “as is” and “as-available” and AIESEC and its affiliates give you no warranty with respect to them. You agree and understand the following: THE INFORMATION, SOFTWARE, PRODUCTS, AND SERVICES INCLUDED IN OR AVAILABLE THROUGH EXPERIENCE.AIESEC.ORG MAY INCLUDE INACCURACIES OR TYPOGRAPHICAL ERRORS. CHANGES ARE PERIODICALLY ADDED TO THE INFORMATION HEREIN. ANY INFORMATION OBTAINED BY YOU AS A RESULT OF YOUR USE OF THE SERVICES MAY NOT BE ACCURATE OR RELIABLE. ADVICE RECEIVED VIA EXPERIENCE.AIESEC.ORG SHOULD NOT BE RELIED UPON FOR PERSONAL, MEDICAL, LEGAL OR FINANCIAL DECISIONS AND YOU SHOULD CONSULT AN APPROPRIATE PROFESSIONAL FOR SPECIFIC ADVICE TAILORED TO YOUR SITUATION. TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW, IN NO EVENT SHALL AIESEC AND/OR ITS SUPPLIERS BE LIABLE FOR ANY DIRECT, INDIRECT, PUNITIVE, INCIDENTAL, SPECIAL, CONSEQUENTIAL DAMAGES OR ANY DAMAGES WHATSOEVER INCLUDING, WITHOUT LIMITATION, DAMAGES FOR LOSS OF USE, DATA OR PROFITS, ARISING OUT OF OR IN ANY WAY CONNECTED WITH THE USE OR PERFORMANCE OF EXPERIENCE.AIESEC.ORG, WITH THE DELAY OR INABILITY TO USE EXPERIENCE.AIESEC.ORG OR RELATED SERVICES, THE PROVISION OF OR FAILURE TO PROVIDE SERVICES, OR FOR ANY INFORMATION, SOFTWARE, PRODUCTS, SERVICES AND RELATED GRAPHICS OBTAINED THROUGH EXPERIENCE.AIESEC.ORG, OR OTHERWISE ARISING OUT OF THE USE OF EXPERIENCE.AIESEC.ORG, WHETHER BASED ON CONTRACT, TORT, NEGLIGENCE, STRICT LIABILITY OR OTHERWISE, EVEN IF AIESEC INTERNATIONAL OR ANY OF ITS SUPPLIERS HAS BEEN ADVISED OF THE POSSIBILITY OF DAMAGES.
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TERMINATION/ACCESS RESTRICTION AIESEC reserves the right to terminate your access to Experience.aiesec.org and/or related services and/or terminate your membership of AIESEC at any time without notice for any violation of these Terms of Use. ELECTRONIC SERVICE PROVIDER AIESEC may use third party electronic payment processors and/or financial institutions ("ESPs") to process financial transactions if you use the donation module of Experience.aiesec.org. AIESEC will keep your financial information confidential. You irrevocably authorize us, as necessary, to instruct such ESPs to handle such financial transactions and you irrevocably agree that AIESEC may give such instructions on your behalf. You agree to be bound by the terms and conditions of use of each applicable ESP, and in the event or conflict between this Agreement and the ESP's terms and conditions, and then this Agreement shall prevail. ACCOUNT SECURITY You agree and understand that you are responsible for maintaining the confidentiality of passwords associated with any account you use to access Experience.aiesec.org. Accordingly, you agree that you will be solely responsible to AIESEC for all activities that occur under your account. If you become aware of any unauthorized use of your password or of your account, you agree to notify AIESEC immediately at [[email protected] ].
COPYRIGHT AND TRADE MARK NOTICES All materials used by Experience.aiesec.org, including but not limited to software, images, pictures, graphics, photographs, animations, videos, music, audio, text (and any intellectual property rights in and to any of the same) belong to AIESEC or its licensors and is protected by copyright and/or other intellectual property rights. You obtain no rights in such protected material and must not use any material used by Experience.aiesec.org without AIESEC’s written permission. The names of actual companies and products mentioned herein may be the trade marks of their respective owners. The example companies, organizations, products, people and events depicted herein are fictitious. No association with any real company, organization, product, person, or event is intended or should be inferred. Any rights not expressly granted herein are reserved.
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GENERAL To the maximum extent permitted by law, this Agreement is governed by the laws of the Netherlands and you hereby consent to the exclusive jurisdiction and venue of courts in the Netherlands in all disputes arising out of or relating to the use of Experience.aiesec.org. Use of Experience.aiesec.org is unauthorized in any jurisdiction that does not give effect to all provisions of these terms and conditions, including without limitation this paragraph.
You agree that no joint venture, partnership, employment, or agency relationship exists between you and AIESEC as a result of this agreement or use of Experience.aiesec.org. AIESEC’S performance of this Agreement is subject to existing laws and legal process, and nothing contained in this Agreement is in derogation of AIESEC International's right to comply with governmental, court and law enforcement requests or requirements relating to your use of Experience.aiesec.org or information provided to or gathered by AIESEC with respect to such use. If any part of this Agreement is determined to be invalid or unenforceable pursuant to applicable law including, but not limited to, the warranty disclaimers and liability limitations set forth above, the invalid or unenforceable provision will be deemed superseded by a valid, enforceable provision that most closely matches the intent of the original provision and the remainder of the Agreement shall continue in full force and effect.
All disclaimers, indemnities and exclusions in this Agreement shall survive termination of this Agreement. Unless otherwise specified herein, this Agreement constitutes the entire agreement between the user and AIESEC International with respect to the Experience.aiesec.org and it supersedes all prior or contemporaneous communications and proposals, whether electronic, oral or written, between the user and AIESEC International with respect to use of Experience.aiesec.org.
A printed version of this agreement and of any notice given in electronic form shall be admissible in judicial or administrative proceedings based upon or relating to this agreement to the same extent an d subject to the same conditions as other business documents and records originally generated and maintained in printed form. SERVICE CONTACT: [email protected]
DATE OF PUBLICATION: August 2008
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Global Information Management Principles The Information Management principles for AIESEC determine and make explicit the way in which AIESEC International and Member Committees operate together for the implementation of Global Information Systems and the successful development of the Information Management subsystem in all the levels of the organisation. All Member Committees and official extensions have the right to access and use the Global Information Systems under the present principles. Implementation of Global Information Systems AIESEC International is the ultimate responsible for the development, maintenance, support and education of the Global Information Systems. Every Member Committee shall ensure the proper implementation of the Global Information Systems in its territory as well as encourage its members on the responsible and sustainable usage of them. AIESEC International must support Member Committees in the implementation process. Every user (all stakeholders) of our Global Information Systems will accept the “Terms of Use” and follow “Privacy Statement”.
Data Security Global Information Systems should be kept as secure as possible with the ultimate objective of protecting the data and keeping services available. Any action or process that puts in risk the security will be considered as a threat. AI, in consultation with ICB and Supervisory Group (if needed), is responsible for dealing with matters related to security breaches to the Global Information Systems.
Data Ownership All personal data generated on the Global Information Systems remains the property of AIESEC International. As such, AIESEC International will be responsible for the maintenance, processing and protection of this data. AIESEC International shall not sell this data
Application Development and User Experience The Global Information Systems shall always be designed according to the following principles: Comprehensive and user friendly Seamless user experience (login, visuals and interfaces) Enables stability and mitigates the risk of application failures Scalable for the future Alignment to the brand and to the organisational The AIESEC Way and strategy Support the main organisational needs
System performance and availability
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AIESEC International is responsible for keeping the Global Information Systems available, stable and reasonably well performing and with reasonably low occurrence of failures (bugs).
Support and Education AIESEC International shall provide the education framework for the users of the Global Information systems as well as enable efficient support and feedback channels for them.
Communication AIESEC International shall update the organisation on a quarterly and ad-hoc basis about the development, stability, performance and issues regarding the Global Information Systems.
Global IS Management The costs of development and maintenance of Global Information Systems shall be always shared between AIESEC International and Member Committees. The revenue model for this will be agreed between AIESEC International and Member committees according to the financial situation. AIESEC International shall always implement the optimal financial and technological approach for the development of the Global Information Systems like using open technologies and outsourced development. AIESEC International will define the permission system of the Global Information Systems and will bear the highest access level to revoke and grant these permissions under the present principles.
Member Committee information system’s interoperability with the Global System With a more stable architecture our Global Information Systems provide us possibilities to connect country IT system to Global Information System through use of a defined approach of Application Programming Interface (APIs). Any country interested in designing and developing interoperability with GIS and country system should follow the process and principles mentioned below.
Principles All Member Committees shall use the Global Information Systems as the primary tool that supports their organisational processes and communication. Member Committee information systems shall not be developed as an alternative tool to the Global Information Systems but as a complementary tool for their specific business needs (functionalities that are not in Experience.aiesec.org). Member Committee information systems shall be completely aligned with the AIESEC Way, Our Brand and AIESEC Experience and not violate XPP and Code of Ethics. Member Committee will bear all the costs related to vendor efforts and extra hardware acquisition (if needed) in order to ensure that API is built. Additionally, if costs related to professional expertise or extra HR capacity at AI occur; all those costs will be paid by Member Committee.
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If an API proposed by Member Committee upon agreement with Global Plenary becomes a global enhancement of Global Information Systems, then cost of an API mentioned above will be met by Global Plenary. If an API proposed by any entity upon agreement with Global Plenary becomes a global enhancement of Global Information Systems, the country can submit cost of their system & put forward the proposal to Global Plenary to give back the cost of development of the system. If an API proposed by any entity upon agreement with Global Plenary becomes a global enhancement of Global Information Systems, the country loses rights to own it. Member Committees are responsible for the costs, development, maintenance, support and education related to their own systems. AIESEC International will follow the process mentioned below (‘API Integration Methodology’) to be in position to recommend which Member Committee information system can be connected to or disconnected from the Global Information Systems and to provide the access upon the request from the Member Committee. In order to enable their connection to the Global Information Systems, AIESEC International will support Member Committees to align their system with the AIESEC Way, Our Brand and AIESEC Experience and not violate XPP and Code of Ethics. Member Committee applications can connect to the Global Information Systems through standard connection modules (APIs/web services) that are designed and implemented by AIESEC International. The structure of these standard modules shall ensure the security, performance and sustainability of the connectivity of Member Committee systems to the global system. AIESEC International will provide the best possible necessary support to Member Committees for their connection through the standard modules and the maintenance of this connection. The login to Member Committee systems connected to the Global Information Systems must be done through the global system. It is as well up to the Member Committees to open the access for other Member Committees (as long as the present principles are respected). Under no condition the country can expect financial benefits through the plug-in application and can violate privacy policies applicable on Global Information Systems. AIESEC International will define the permission system of the Global Information Systems and will bear the highest access level to revoke and grant these permissions under the present principles. This will be required in order to make sure that Global Information Systems application and database is secured and performance of GIS is not compromised. AIESEC International will always make sure the security and stability of GIS is secured all time. In case of malfunctioning of any API, AIESEC International have right to take necessary steps to secure GIS services and shall afterwards present a detailed report on cause and future preventions.
The Process to evaluate the request of interoperability between Country System and Global Information Systems: The Country will agree to follow the above mentioned principles before starting the process. API Integration Methodology
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The country interested in having API with GIS will put forward to AI IM Team the requirements and needs to have the plug-in. This will be done after agreeing to the above mentioned principles. This needs to happen only between three to two months before every ILM. The AI IM Team with IM Subcommittee will review the requirements / business needs and understand the functioning of country IT system. After any needed clarifications are done regarding the proposal and after cross-checking it with The Information Management principles, the AI IM Team will take the processed requirements to a professional expert to get opinion on the suggested connection among two / multiple systems. This will help us identify the best and convenient solution. With the inputs from the professional expert highlighting the potential risks related to the Global Information System, the proposal will be discussed with the vendor in order to get the effort estimation and technical feasibility and its related dependencies on GIS in terms of increased load, consumed bandwidth, hardware utilization and any other potential risk. The output of the process will be compiled and released with recommendation to Global Plenary by IM Subcommittee, where Global Plenary at ILM will take the needed decision upon the report submitted.
7. PIPELINE MANAGEMENT AI Election and Selection Procedure PAI Election Process Each candidate will participate in the election process outlined below at IPM. None of the PAI candidates may participate in the final discussions about the process details. Each candidate will give a 10-minute opening speech to the plenary. Each candidate will participate in one or several Questions & Answers sessions. The Q&As must be designed so that every MCP has the opportunity to participate in at least one Q&A session with each candidate. Each candidate will participate in one or several panels/discussions. The panels/discussions must be designed so that every MCP has the opportunity to participate in at least one panel/discussion with each candidate. At least one part of the panels/discussions should be dedicated to issues external to AIESEC which are relevant to AIESEC. Each candidate will give a three-minute closing speech to the plenary. Immediately after all speeches are completed, ballot papers are being distributed to Full Members and voting shall be conducted.
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Voting for PAI shall be conducted by secret ballot. Voting Procedure Each voter has 4 options for voting: 7.1.1.2.1.1. Number all candidates in order of preference 7.1.1.2.1.2. Number some candidates in order of preference; place an "A" beside those candidates that the voter wants to abstain on; and/or, place an "N" beside those candidates that the voter definitely does not want for the position 7.1.1.2.1.3. Place an "A" beside all candidates 7.1.1.2.1.4. Place an "N" beside all candidates Explanation of each option: If voter feels all candidates are capable of fulfilling the job, they must rank the candidates (starting from "1" for most preferred candidate) in order of preference (ending with the last number of candidates' running). 7.1.1.3.1.1. All boxes must be numbered. If the voter does not have an opinion on some candidates, or does not care if those candidates are elected or not, the voter may abstain by placing an "A" beside those candidates' boxes. If the voter feels that some candidates are not capable of fulfilling the job, they should place ”N” beside those candidates’ boxes. This is counted as a vote of no-confidence in those candidates. All other candidates that the voter feels can fulfil the job are the ranked in order of preference starting from "1" and ending at that number of candidates who do not have an "A" or an "N" beside their name. If the voter feels they are unable to decide on any of the candidates, or if the voter does not care who is elected or if the voter does not want to take part in the election, they may abstain by placing an "A" in all candidates' boxes. Abstentions reduce the total pool of votes, and thus reduce the figure for the simple majority needed to reach a result. If the voter has no confidence in any candidate, then an "N" should be placed in all candidates boxes. Collecting the ballot papers: AI's ballot papers shall be collected and kept separately from the member ballot papers. INCORRECTLY FILLED OUT BALLOT PAPERS Any ballot paper that is left totally blank shall be counted as an abstention. Any box that is marked with a number that is greater than the number of candidates on the ballot paper shall have those boxes counted as abstentions.
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Any ballot paper that numbers some candidates boxes and leaves other candidates boxes blank shall have those unmarked boxes counted as abstention votes for those candidates Any ballot paper that does not contain the initials of the Chair shall be treated as an abstention vote. Any ballot paper that does not number all or some of the candidates' boxes in consecutive number order shall have the blank boxes treated as abstention votes against those candidates and all other boxes shall be treated as the prioritised ranking of the candidates. Any ballot paper that has numbered 2 boxes with the same number shall be considered valid for all the numbered votes above the "mistake". If the redistribution process means that either of the two candidates where the "mistake" occurred are now the preferred choice, the vote for that candidate shall be considered an abstention. COUNTING THE VOTES Before votes are counted, cards bearing the name of each candidate, "abstention", and "no-confidence" shall be laid out on a table. The vote counters look at each ballot's number 1 preference and place the ballot paper in the according pile, or in the "abstention" or "no-confidence" pile. If a candidate receives a simple majority of the total number of nonabstention votes that candidate is the winner. If there is no result, the candidate with the least amount of number 1 votes is eliminated, and the number 2 preferences are distributed to the other candidates. Continue this process until a candidate receives a majority of the votes. If there are 2 candidates remaining, and a ballot paper votes: "N" for one candidate, and "A" for the other, then the ballot paper is counted as a negative vote against the first candidate. "A" for one candidate and a number for the other candidate, then the vote shall count as a vote in favour of the second candidate. If the "no-confidence" result receives more votes than the final remaining candidate, then there is no result. The AI casting vote shall be kept separately from the other ballot papers, and may be used only when the voting is at the stage where there is a dead lock, between the last candidate and the "no-confidence" vote, or to break a tie between two candidates who must be eliminated. Counting of the votes shall be conducted by the Chair and the Selection Committee ELIMINATING A CANDIDATE
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If at any stage of the counting, two or more candidates have an equal number of votes and one has to be eliminated, the vote counters shall arrange all votes (excluding abstentions) in piles under each candidate by placing the ballot papers in piles according to which candidate is the least preferred on each ballot paper. An "N" vote counts as the lowest vote on a ballot paper. Only in the elimination process: if a ballot paper has an "A" for one candidate, and a number for the other candidate, then the ballot paper is counted as an abstention. The candidate who receives the most number of least preferred votes is eliminated. ANNOUNCING THE RESULT If no-result is achieved, then the chair should declare this without calling the candidates to the plenary room. The Chair shall show the vote distribution for all candidates for each round of the counting. Therefore, the secretary must record on a ballot paper the result at the end of each round of counting The Chair shall not declare if the AI casting vote was used. Instead, the Chair shall announce the winning candidate as having one vote more than the tied number of votes, and the losing candidate as having one vote less than the tied number of votes. For example, if the result is a 25 to 25 tie, the AI vote will be used to break the tie. The Chair will announce the result as 26 to 24. This way the total number of member votes remains at 50 and no one will know that the AI casting vote was used.
Vice Presidents The selection committee shall consist of the current PAI, the PAIe, one external, and one nominated MCP from each Growth Network. The MCPs shall come from the members that have no candidates for PAI or VP. The new VPs shall be announced latest at the end of regional conferences. Application Procedure The PAI elect decides on the final structure and the positions of the AI team within the legislated budget.
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Applicants must submit an endorsement letter from home entity. In the case that the host country does not want to endorse the candidate from their country they will need to submit a report to AI stating the reasons for the same which shall then be released to the global plenary. Applicants must submit a recommendation letter from outside of AIESEC for PAI elect to have references and contact the person if deemed necessary. Vice-Presidents candidates have to submit a 7 minute video along with the application to explain their candidature for AI. Vice-Presidents Pre-Selection and Selection Process AI will announce the applicants that have successfully submitted the complete application. PAI elect can shortlist the candidates based on application and videos and then proceed to have interviews with the candidates (either before or after the online Q&A session). After the interviews, AI will announce all candidates that are still in the selection process. The announced candidates will participate in an online Questions and Answer sessions. These will happen within the 5 days of the announcement of candidates. 7.1.2.4.4.1. All candidates are required to be available for the period specified in the process within the 5 days. 7.1.2.4.4.2. The candidates are expected to have basic Internet access during this period. 7.1.2.4.4.3. The Q&As will be arranged in such way that all candidates have the chance to answer the questions, independent of speed of Internet. 7.1.2.4.4.4. After completion of the Questions and Answers sessions, the online confidence voting will commence based on the application, videos and Question and Answers session. The deadline for voting should be announced along with the nomination of all the candidates. The deadline can be no sooner than 5 days after the nomination and announcement of all candidates. 7.1.2.4.4.5. The online confidence voting will be for the AI team, and not for a specific position 7.1.2.4.4.6. Missing votes will be counted as abstentions and discounted from the quorum. 7.1.2.4.4.7. PAI Elect will chose his/her team from the candidates that receive vote of confidence from the Plenary. 7.1.2.4.4.8. Once a result is achieved for the Vice-President selection, the announcement should be made to Global Plenary 7.1.2.4.4.9. No candidate can be selected if It fails to submit the legal documents required to be legally hired by Stichting AIESEC International
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7.1.2.4.4.10. Should not all positions be filled, AI is mandated to re-release applications and follow the same process steps, as specified by the above clauses.
Replacement PAI If the PAI resigns, AI shall select a new PAI in the interim, until a ratifying vote can take place. If the new PAI was a Vice President then AI can select a new Vice President. Vice President If a Vice President resigns, AI shall replace the Vice President with a candidate from the Selection Pool. If the selection pool is empty, or if no candidate in the Selection Pool wants to apply anymore, AI shall immediately inform all MCs about the matter setting a deadline for applications. AI shall then select a new Vice President. The Association can discharge or replace any member of AI with a two third (2/3) majority of voting Member at any Global Legislation.
Global Subcommittee Structure Legal Subcommittee AI VP Finance (or another AIESEC International member) Member Committee Presidents, with representation from each GN. A chair, selected from the Member Committee Presidents
Membership Subcommittee One AIESEC International member Member Committee Presidents of Full Member entities, with representation from each GN; A chair, selected from the Full Member Committee Presidents
Finance Subcommittee AI VP Finance (or another AIESEC International member) Member Committee Presidents, with representation from each GN A chair, selected from the Member Committee Presidents
Governance & Legislation Subcommittee The AIVPF and one other AIESEC International member Member Committee Presidents A chair, selected from the Member Committee Presidents
Information Management Subcommittee The AIESEC International VP IM (or another AIESEC International member)
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Member Committee Presidents A chair, selected from the Member Committee Presidents
Global Expansions Committee Member Committee Presidents A chair, selected from the Member Committee Presidents, as a full-time position The Committee shall have one full-time chair and at least three members
Global External Body Structure Finance: The FLB shall consist of the FLB chair, FLB Division Leaders and team members. The FLB Chair shall define the number of Division Leaders and structure of the FLB management team.
Internal Control Board The ICB shall consist of the ICB chair, ICB Division Leaders and team members. The ICB Chair shall define the number of Division Leaders and structure of the ICB management team.
Internal Auditor Profile of the Internal Auditor Has minimum 1 year of relevant working experience after leaving AIESEC and is able to demonstrate how this experience will help to perform the role Has completed at least a full-time MCP or AI leadership role and is discharged from duties/liability by the national plenary (where applicable) and has not taken an active leadership role within the organization in the last two years. Has demonstrated previous active involvement on the global level Is able to demonstrate solid motivation, commitment and availability to perform the role of Internal Audit Is able to demonstrate the analytical & communication skills and understanding of financial management Previous academic background or experience in risk assessment and evaluation is preferred.
Duration of the Internal Auditor Term 12 months term and 2 months of transition: Period 1: 1 January – 31 December (Selection procedure to finish at least one month before transition) Period 2: 1 July – 30 June (Selection procedure to finish at least one month before transition) The transition should happen in June and July for the one selected prior to IC and in December January for the one selected prior to IPM.
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Internal Auditor selection Step 1. Application package AIESEC International, after receiving input from the Legal Subcommittee and the current internal auditors, should open the application process by releasing the application package that consist of application questionnaire and a case study that need to be solved. In addition to completing the questionnaire and solving the case study, each candidate should submit a video summary of their application as well as at least 2 recommendation letters out of which one should be from an individual that the candidate worked with who is external to AIESEC. Application deadline is latest by 1st of May or 1st of November each year. In case, there are no candidates a second round application process should be opened. Step 2 Review Panel Legal Subcommittee should review the candidates in the course of two weeks after the application deadline has passed and provide a recommendation to the Global Plenary that outlines strengths and weaknesses of each candidate for the position. Virtual selection of the Internal Auditor will be conducted by the Legal Subcommittee with recommendation of the FB
Confidentiality of Data Each internal auditor is required to sign at the beginning of his/her term a confidentiality agreement in correspondence to the code of conduct stated in the Global Compendium Supporting Document, the template of which shall be provided by AIESEC International.
Internal Auditor Code of Conduct Internal auditors are expected to apply and uphold the following principles: Integrity The integrity of internal auditors establishes trust and thus provides the basis for reliance on their judgement. Internal auditors: 1.1. Shall perform their work with honesty, diligence, and responsibility. 1.2. Shall observe the law and make disclosures expected by the law and the profession. 1.3. Shall not knowingly be a party to any illegal activity, or engage in acts that are discreditable to the profession of internal auditing or to the organization. 1.4. Shall respect and contribute to the legitimate and ethical objectives of the organization. Objectivity Internal auditors exhibit the highest level of professional objectivity in gathering, evaluating, and communicating information about the activity or process being examined. Internal auditors make a balanced assessment of all the relevant circumstances and are not unduly influenced by their own interests or by others in forming judgments. Internal auditors:
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2.1. Shall not participate in any activity or relationship that may impair or be presumed to impair their unbiased assessment. This participation includes those activities or relationships that may be in conflict with the interests of the organization. 2.2. Shall not accept anything that may impair or be presumed to impair their professional judgment. 2.3. Shall disclose all material facts known to them that, if not disclosed, may distort the reporting of activities under review. Confidentiality Internal auditors respect the value and ownership of information they receive and do not disclose information without appropriate authority unless there is a legal or professional obligation to do so. Internal auditors: 3.1. Shall be prudent in the use and protection of information acquired in the course of their duties. 3.2. Shall not use information for any personal gain or in any manner that would be contrary to the law or detrimental to the legitimate and ethical objectives of the organization. Competency Internal auditors apply the knowledge, skills, and experience needed in the performance of internal audit services. Internal auditors: 4.1. Shall engage only in those services for which they have the necessary knowledge, skills, and experience. 4.2. Shall continually improve their proficiency and the effectiveness and quality of their services.
Supervisory Group Structure Composition The AI SG will consist of up to twelve people (excluding: ex-officio PAI, President AAI, PPC Chair). The SG aims to be a balanced group with diverse representation of gender, geographic background, experience and previous interaction with AIESEC to ensure it can advise the organization to respond to the challenges and opportunities it faces. SG members should have the following profiles: Current/retired executives or managers with a strong understanding of, and commitment to AIESEC and AI; Former AI members and other alumni; The former president of AI, for a one-year term (Jan – Dec) The SG as a collective should have representation/expertise in the following areas of expertise: Strategic Leadership; Business Management; Marketing and sales; Finance;
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Legal; Human resources and diversity; Higher Education; Non-Governmental sector or social business sector Before the April SG meeting (or more frequently if required), the Chair of the SG, PAI and VPF will revisit the current SG membership and determine what (if any) profiles and knowledge areas are missing from the SG. Communication will then be released to the Global Plenary informing them of areas of SG membership to be improved. Members of the Global Plenary will then be invited to propose new individuals. The process of selecting new SG members (as described below) will begin.
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