TLP management

Team Leader Programme
Management
How to use MyAIESEC.net to manage and
execute the Team Leader Programme

Table of Contents
1. Becoming part of the Team Leader Programme
2. Managing a Team on the System
3. Managing the Programmes
4. Use of Pages for Team Management

Please make sure you have the right permissions in MyAIESEC.net before you start. This tutorial is
aimed at Presidents and EB’s of national or local committees. Please replace the information with
your respective GN, Country or LC whenever applicable in the examples shown in the tutorial.

1. Becoming part of the Team
Leader Programme

1. Becoming Part of the Team Leader Programme

There are three ways in which a member come join the Team Leader
Programme:

• By choosing to move to the Team Leader Programme then looking for a role
• Looking for an Opportunity then deciding to apply for it
• Getting directly assigned to a role

We will take you through these three ways now.


Login to MyAIESEC.net, from
the top menu, hover over My
Experience Menu:

-Under the My Programs and
Phases submenu choose the
Take Team Leader
Programme option (second
menu option).

-Or click on the My
Programmes menu landing
page select, Take Leader
Member Link on the page

Option 1. Moving to a programme then looking for a role


On clicking the menu, the user
will be prompted to ensure that
their Personal Information,
Academic Information,
Professional Information,
Backgrounds, Skills and
Languages are up to date.

The user can make this update
by clicking on any specific link.
This will redirect them to the
edit menu and once saved they
will be returned back to My
Programs menu, they then
click ‘Apply’ to continue the
process or ‘Cancel’ to end it



The user is redirected to the
Opportunities search section where
they can browse for a Team Leader
Programme position they would like
to apply for.

They have the option to select:
-Committee (compulsory)
-Position (President, EB or Team
Leader)
-Area of Responsibility (not
available for President)
-Job Description
-Duration of the Role
in order to search for a desired team
member opportunity



If a user finds an opportunity that they are interested in, on viewing it, if they want to
apply, they would need to select it and click on the ‘Apply’ Tab.

If a user doesn’t find something they want to apply for immediately, they will not be
considered to have started the Team Leader Programme and this Programme will be
pending until they successively apply for a role.

Only when a user has been selected for a role i.e. P/EB has approved their
application, will their Team Leader Role be recognised to have begun.



On clicking the ‘Apply’ Tab the
user would be requested to fill
in a survey for the position and
then would be able to submit
this to complete his application
for the role of choice.

The team leader responsible for
this role would then approve or
reject the user for the role.

When Approved, the user would
be automatically assigned to
this role.

When Rejected, the user would
no longer be considered for this
role.



Login to MyAIESEC.net, from
the top menu, hover over
Connect Menu:

-Under the Opportunities
submenu choose the View
Team Leader Opportunities
option (second menu option).

Option 2. Finding an Opportunity then Applying for It


The user is redirected to the
Opportunities search section
where they can browse for a
Team Leader Programme
position they would like to apply
for.

They have the option to select:
-Committee (compulsory
-Position (President, EB or
Team Leader)
-Area of Responsibility
-Job Description
-Duration of the Role
in order to search for the team
member opportunity



If a user finds an opportunity that they are interested in, on viewing it, if they want to
apply, they would need to select it and click on the ‘Apply’ Tab.

If a user doesn’t find something they want to apply for immediately, they will not be
considered to have started the Team Leader Programme and this Programme will be
pending.

Only when a user has been selected for a role i.e. P/EB has approved their
application, will their Team Leader Role be recognised to have begun.



On clicking the
‘Apply’ Tab the
user would be
redirected to the
‘Take Team
Leader Program’
under the My
Experience Menu
to initially update
their profile.


On updating their profile, they
would be redirected back to the
application where they will be
requested to fill in a survey for
the position and then would be
able to submit this to complete
his application for the role of
choice.

The team leader responsible for
this role would then approve or
reject the user for the role.

When Approved, the user would
be automatically assigned to
this role.

When Rejected, the user would
no longer be considered for this
role.



The final way in which you can become a part of the Team Leader Programme is by
being assigned into a role directly.

A user who is a team leader, EB member or President in a committee will be able to
create a role in which they can assign someone through the ‘Role Assignment’ Menu
in the team leader program without having to advertise the opportunity.

When assigned through this way, a team leader needs to approve or reject this role via
the ‘Roles in Teams’ Menu in My AIESEC sub section of My Experience main menu
for the role to counted as begun.

Option 3. Getting directly assigned to a role

2. Managing A Team on the
System


In order for team leaders to be able to manage their teams better, we have a dedicated menu for
this.

Through the ‘Manage Team’ menu, you will be able to create teams, manage them and edit their
content.


First off in order to manage a
team, there needs to be one
that exists!

Creating a team is simple. In
the Manage Team Menu, click
on ‘Create new team’

Then fill in the details as
needed

Creating a Team


Creating a Team

All teams created need to be
approved and rejected by the
team leaders before they become
official.

Teams created by Team Leaders
need to be approved by P/EB

Teams created by EB need to be
approved by the President

This is to ensure that the teams
created fit the criteria of a team
and can be managed by the EB.

This is done through the
‘Approve/Reject Team’ menu.
An alert is sent to P/EB for them
to be able to know when it is
needed to do this.

Approving and Rejecting Teams


Once a team is created, you can
now create roles.

You do not create teams and
roles at the same time.

You can Edit the teams through
the ‘Edit Team’ menu enabling
you to change name, description
and team duration dates.

Users in this program can also be
able to edit the Network Pages
which are the pages of the entity
through the ‘Edit Network’ menu

Editing a Team

The menus ‘Manage Team Experiences’ and ‘Manage Exchange
Experiences’ are used to be able to manage the experiences being lived in the
programmes we offer.

We will go through the sections in these 2 menus in details in the following
sections.

The ‘Manage Team Experiences’
menu is where a team leader, EB or
President can be able to create
roles, edit them and assign
members to roles.

There are two ways in which roles
can be created:

-Creating Roles, promoting them
and then shortlisting members for a
role

OR

-Assigning users directly to a role
through ‘Role Assignment’

Let us see how this happens…

Manage Team Experiences Menu

Initially, the user would create a role
through the ‘Create Role’ menu

Team Roles can only be created
in teams that exist AND that have
been approved.

Roles can be created for
Presidents, EB, Team Leaders or
Team Members.

Only Presidents and EB members
can create the P/EB roles through
the ‘Entity’ option

Presidents, EB Members, Team
Leaders can create Team Leader
and Team Member roles through
the ‘Team’ Option.

Option 1. Creating, Promoting and
Shortlisting Roles

When a role is created, and the
user clicks on ‘Create Role’, then
the role is published in the
Opportunities section based on the
viewing rights set.

Shortlisting Roles

Users interested in the role
advertised will then browse for it in
the Opportunities section and when
they find it will have the chance to
apply for it.

This can be done by filling in the
survey created when creating the
role. When a user clicks ‘Apply’
they will be prompted to fill in the
survey.

On submission of this, their
application is complete.

Shortlisting Roles

All applications for the role can be
viewed through the ‘Role Shortlist
Menu’

Here, the EB member or Team
Leader can be able to shortlist
members for a role in an existing
team.

The shortlist process will entail the
leader undergoing a candidate
review process (which would
involve viewing the survey
answers) and then selecting the
people for the roles by selecting
‘Approve’; rejecting people from the
role by selecting ‘Reject’; or
suspending the decision by
selecting ‘Pending’

Shortlisting Roles

The user would then receive an
alert that they have been
‘Approved’, ‘Rejected’ or ‘Pending’
for this role.

On approval, the user would be
requested to go to My AIESEC to
Accept or Decline this assignment.

On rejection, the user would not
have to do anything and would be
free to apply to something else.

On pending, the user would have to
wait till a decision has been made
on that specific role and a final
status of ‘Approve’ or ‘Reject’ is
given.

Shortlisting Roles

Aside from creating roles,
promoting and shortlisting, users
can be directly assigned into a role
through the role assignment menu.

This can be used if the leader
knows exactly who this role should
be assigned to and if the promotion
and review occurred offline.

By selecting a specific team, the
user can assign a role within this
team.

P/EB can assign roles to P, EB,
Team Members and Leaders.

Team Leaders can only assign
roles to Team Leaders and Team
Members.

Option 2. Role Assignment


Once assigned, the user who has
been assigned this role need to
approve the role through the ‘My
AIESEC’ menu in the My
Experience section.

Only then would the position be
considered to have begun.

Option 2. Role Assignment

NOTE:
Once a team leader profile has
created a role using ‘Create Role’
menu, and wants to make changes,
they can use the ‘Edit Role’ feature
to change the definition of the role
as long as no users are contained
in the ‘Role Shortlist Menu’ yet.

If so, they cannot make changes to
the existing advertised opportunity
and will only be able to do so
AFTER assigning someone to the
role by using the ‘Modify User
Roles’ menu.

After role assignment, only the
‘Modify User Roles’ can be used to
make changes

Making Changes to Roles


The ‘Manage Exchange
Experiences’ menu is where the
Team Leader, EB or President can
be able to:

-Change the status of a form (this is
only for P and EB)

-Manual match the forms

-Break Matches on a form

Manage Exchange Experiences Menu

In order to change the status on a
form, the user needs to do the
following:

1. Click on Change Form Status
2. Select TN or EP (depending on
the form you want to manage)
3. Search for and select the form
you wish to edit
4. Change the Status and then
click on ‘Update’ to make the
status change permanent

Changing Form Status


Manual Matching will remain
as it is i.e.

1. A leader would select
either the TN or EP Form
2. Then would select the
other form (EP if TN
already selected and TN if
EP already selected)
3. The leader would then
perform the Match of the
forms and confirm this by
pressing ‘Ok’

Manual Matching of Forms

The leader would also be
able to break matches of the
forms if they are a President
or EB member by:

1. Selecting the TN or EP
that are matched
2. Selecting the Pair to
Break the Match
3. Click on ‘Break Match’ to
perform the action

NOTE: Realisations can only
be broken by AI, and is done
so only when necessary. It
should be reported to the GIP
and GCDP responsibles on
AIESEC International when
necessary.

Breaking Matches on A Form

4. Use of Pages for Team
Management


In order to track your team performance you can be able to use the Pages.
These can be found in the Connect Section under Network sub menu

Pages can enable you to see:

If the right teams are registered
under your committee.

All approved teams will appear on
your Network Page for the LC or
the MC and should be checked
regularly for consistency with your
reality.

If not, you can be able to end the
roles and the team date to be able
to stop false teams from existing.

REMEMBER: It’s the role of the
EB Members to approve and reject
all teams created. Do not take this
role lightly


If the right people are registered
in the right teams.

All approved team members will
appear on their Team Page with
the Title they hold.

If not, they users should check if
they approved their roles in the
teams or not.

REMEMBER: It’s the role of the
team member to approve or reject
their assignment into a team.


Your performance in availability and realisation in the programmes.

Availability:
Team Member: If a role is created and not yet filled
Team leader: If a role is created and not yet filled
GIP and GCDP: If a form is on status Available

Realisation:
Team Member: If a role has been assigned and the starting date has begun
Teal Leader: If a role is assigned and the duration has already past 60 days from the
starting date
GIP and GCDP: If the form is on Realised status

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