AIESEC_OGX Education Handbook (old)

© AIESEC UM OGX 2011/2012
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AIESEC in Malaysia
AIESEC in University Malaya (LC UM)
Outgoing Exchange Department (OGX)
O G X
E D U

Preface
This Outgoing Exchange Education Handbook is conceptualized and is
particularly written for new Junior Executives (J.E) and above to
understand the current value chain, implementation, initiatives and
showcase Good Case Practices in Outgoing Exchange Department (OGX).
This is a user-friendly handbook to give you the resources to take OGX
processes into your own hands and make an impact in providing life
changing experiences to every youngster. In addition this handbook
encompasses the essential OGX knowledge which aims at enhancing
members’ understanding of OGX department, particularly OGXers, thus
to improve the quality and efficiency of the department. Moreover, this
will ensure good pipeline management also.
With AIESEC UM continuously delivering more AIESEC experiences
each year to young people, this handbook also marks the start of
continuous documentation, review, reflect and inspiration process for
OGXers in Local Committee of University Malaya (LC UM) to solve
current issues, anticipate new one and reflect back upon our
achievements and growth from the past. It is hoped that each year, this
guidebook will continue to evolve in its contents and impact, thus to
boost the quality of OGX workforce. Ultimately, we want to deliver
quality exchange for people.
In AIESEC UM, we believe that every single members should be entitled
to and be offered a holistic development which is in line with national
and LC focus term 2011/2012 that. Subsequently, we endeavour to
understand our members’ needs and deliver the AIESEC experience
accordingly. Inside this Education booklet contains step-by-step clear and
concise instructions which would ease the tasks of OGXers. This
handbook will serve its purpose to the fullest for members who used it to

its maximum capacity.
Best Regards,
Lee Chia Chun (Max)
Vice President of Outgoing Exchange term 2011/2012
Table of Contents
History of AIESEC:A Glimpse to the Origin ..................................................................................... 6
What is AIESEC?............................................................................................................................ 7
What we envision? ....................................................................................................................... 7
Our Impact...................................................................................................................................8
The Way We Do It:........................................................................................................................ 8
Our Values:..................................................................................................................................8
Our Motto:...................................................................................................................................9
LC History................................................................................................................................... 10
LC Structure ............................................................................................................................... 11
AIESEC TERMINOLOGIES & ABBREVIATIONS................................................................................. 12
(i) OGX ................................................................................................................................... 12
(ii) LC...................................................................................................................................... 13
Expectations............................................................................................................................... 15
Culturesin OGX Department....................................................................................................... 16
What is OGX?............................................................................................................................. 18
Our Products:Life-ChangingInternshipsA.Global CommunityDevelopmentProgrammes(GCDP)
(formerly known as Development Traineeship <DT> )................................................................... 19
B. Global Internship Programmes (GIP) (formerly known as MT)................................................ 20
Fees....................................................................................................................................... 21
The OGX Mechanism .................................................................................................................. 21
Summary of Ra-Ma-Re Process.................................................................................................... 22
Exchange Participant Recruitment Drive ...................................................................................... 26

Types of EPRD......................................................................................................................... 27
EPRD Process Flowchart.......................................................................................................... 27
(i) EPRD [out-campus]......................................................................................................... 27
(ii) EPRD [In –campus], Graduation...................................................................................... 28
(iii) Tag-Along EPRD ............................................................................................................ 28
Exchange Participant Review Board............................................................................................. 29
How does Exchange Participant Review Board (EPRB) work?......................................................... 30
Understand Raising................................................................................................................. 31
Steps on Raising:..................................................................................................................... 31
Functions and Uses of myaiesec.net: The Powerful Tool for Matching EP ................................... 31
(a) TN Form & TN ID............................................................................................................ 32
(b) TN/EP Lookup................................................................................................................ 33
How to Search for TNs’ Opportunity? A General Guide.............................................................. 33
(c) View Internship Opportunities ....................................................................................... 33
(d) Search For TNs: Available Forms Trackers....................................................................... 33
(e) Search For TNs: Supply and Demand Management......................................................... 33
(f) Browse Internships......................................................................................................... 34
(g) Assign Quick Match........................................................................................................ 34
(ii) EP ID................................................................................................................................. 34
(iii) Edit EP Form ..................................................................................................................... 35
Relationship between EP & the Buddy ..................................................................................... 35
EP Manager’s (Buddy) Roles (more specific guidelines) ............................................................. 36
EP Matching Tracking Tool....................................................................................................... 38
Sample Email sent to a TN Manager (For reference only) .......................................................... 38
EP Tracking Tool (Refer to EP Tracking Tool doc.)...................................................................... 39
Matching.................................................................................................................................... 40
1. Establish Contact with TN manger........................................................................................ 40
2. Interview............................................................................................................................ 40
3. EP Acceptance Note ............................................................................................................ 41
4. TN Acceptance Note............................................................................................................ 41
Sending EP Acceptance Note................................................................................................... 41
Response From andAction to Take on TN Manager .................................................................. 41

Matching Processes & Methods of Matching............................................................................ 42
Claims by VP FA, Nina............................................................................................................. 43
Outgoing Preparation Seminar (OPS) ........................................................................................... 44
Re-integration............................................................................................................................ 44
A. Reintegration Night............................................................................................................. 44
B. EP Sharing.......................................................................................................................... 45
C. Short Term Membership (TMers Job Scope) ......................................................................... 45
Specialized Position: The Job Description(JD)............................................................................... 46
Initiatives................................................................................................................................... 50
A. OGX Education Booklet ....................................................................................................... 50
File Naming Protocol ........................................................................................................... 51
How to write a minute?....................................................................................................... 51
B. Better EPRB........................................................................................................................ 52
C. Better OPS.......................................................................................................................... 53
D. Partnership (led by Partnership Team Leaders)..................................................................... 54
E. 1 Member 1 EP.................................................................................................................... 54
F. Reactivates Re-integration................................................................................................... 54
G. Pipeline Sustainability......................................................................................................... 55
H. Student Market Research Survey Form ................................................................................ 55
I. Session to Promote AIESEC Short Term Membership to be inserted into Info Session............... 55
J. OGX New Structures ............................................................................................................ 55
K. Intern Evaluation Forms....................................................................................................... 56
L. Business Model & Balanced Score Card Incorporated ............................................................ 56
M. EP Matching Tracking Tools................................................................................................ 56
N. EP Buddy System................................................................................................................ 56
O. EP Manager = Buddy........................................................................................................... 56
P. OGX Cultures ...................................................................................................................... 57
P. Facebook Group to add UMEPs ........................................................................................... 57
Q. Review and Appraisal (Members Evaluation)........................................................................ 57
T. OGX Checklist...................................................................................................................... 57
Question and Answer (Q & A)...................................................................................................... 57
Appendix.................................................................................................................................... 59

History of AIESEC: A Glimpse to the Origin
 WW II has brought huge devastation to the economy. Many great leaders were killed
during the wars
 There was a need to bridge the gap across people and cultures as well as for business
schools to produce capable individuals to rebuild the economy
 This brought individuals together in Liege, Aug 1946, then in Stockholm in
Dec 1948, finally resulting in the first International Conference (IC) in March 1949,
culminating into what we all known: AIESEC
 Exchange activities were deemed as endeavours to nurture cooperation among countries.
 Exchange activities under Association Internationale des Etudients en Sciences Economiques
et Commerciales (AIESEC) consisted of traineeships, study tours & the exchange of
information on studies
 In the quest of finding relevance in the world, AIESEC Experience was presented during
the International Congress 2005 in Agra, India and was later adopted as AIESEC’s unique
approach to impact the world. Read more about AIESEC History
 Now, AIESEC Xperience 2015 has succeeded AIESEC Experience.
107 countries
50 000
members
1 600
universities
10 000
international
internships
11 000
leadership
opportunities
470 conferences
4 000 partners
800 000 alumni

What is AIESEC?
What we envision?

Our Impact
The Way We Do It:
Our Values:

Our Motto:
Engage and Develop Every Young Person …
… In the World

LC History
Founded: 1968
Category: Non-Profit Organizations
Address: No. 74, Jalan Universiti, Seksyen 13, 46200 Petaling Jaya, Malaysia
History: In 1968 , James Callaghan , the United States of America Coordinator of
AIESEC , visited Malaysia to propagate the idea and it attracted the attention of Mr.
Yap Kun Tiat , the President of Universiti Malaya Economics Society (UMECS) .
AIESEC started as a subcommittee of UMCES before it detached itself as an
independent organization. Mr. Yap Kun Tiat , was selected as the first president of
AIESEC in Universiti Malaya.
Websites:
(a) The Book: https://www.facebook.com/groups/thebook.aiesecum/
(b) AIESEC M’sia: https://www.facebook.com/groups/aiesecmalaysia/
(c) OGX: https://www.facebook.com/groups/171451469570506/
(d) LC OGX: https://www.facebook.com/groups/ogxer/
(e) myaiesec.net: http://www.myaiesec.net/

LC Structure
James Callaghan

AIESEC TERMINOLOGIES & ABBREVIATIONS
(i) OGX
@ XP: AIESEC Experience [@ = AIESEC]
XP: Experience
CV: Curriculum Vitae (Resume)
GCDP: Global Community Development Programme
GIP: Global Internship Programme (management and technical traineeships)
X + L: An initiative of OGX to offer both leadership role & exchange experiences to
people
CEED: Cultural Envoy for Exchange Development; involvement of an experienced
member in another AIESEC entity
ET: Education Traineeship
PEP: Potential Exchange Participant, a person who might be interested in @
Exchange Programme
EP: Exchange Participant, AIESEC member going on exchange
EP Form: on myaiesec.net; contains information about your skills, academic
background, working experience, preferred location of the TN; you also add your CV
EP ID: Identification number of your EP form (ex: EP-In-US-CH-2010-1111)
EP Manager (buddy): an OGXer who is assigned to an EP to help matching the EP
Ra: Raise. A process which is to be completed by EP Manager to insert EP’s data into
the myaiesec.net database.
New: Status of EP Form in myaiesec.net. This status is to be changed by MC VP of
OGX to Available.
Available: Status of EP Form in myaiesec.net. This status means the EP is ready to be
matched.
Match (Ma): Matched. Status of EP Form in myaiesec.net. This status means the EP
and the company/organization have signed an agreement with each other and the
traineeship is finalized.
Realized(Re): Realize. Status of EP once an EP has completed the exchange
programme.
Rejected: EP is rejected by the system.

On Hold: A status in which an EP is stopped temporarily from participating exchange
programme. This maybe requested by the EP him/herself.
Expired:A status. An EP’s status expires when his/her name is inside the myaiesec.net
database over a year.
Matching Fee: the matching fee is the fee that is paid after the EP matches. The
Matching Fee for GCDP in the Malaysia is RM400 whereas the fee for GIP is RM600.
TN: Traineeship/Internship opportunity (an EP would be trying to match with a TN)
TN Form: on myaiesec.net; contains information about job description of the TN,
desired skills in good candidates, and salary
EP_JQ: Exchange Participant_Job Questionnaires (a document)
AN: Acceptance Note (a document)
TN ID: Identification number of the TN (ex: TN-In-US-CH-2010-1111)
TN Manager: AIESECer who is responsible for the TN in the other country and is the
contact between the company/organization and AIESEC (TN Managers are part of
the ICX team and are the people you will be emailing to ask questions about specific
TNs)
(ii) LC
LC: Local Committee
AI: AIESEC International
GN: Global Network
IG: Initial Group
Wednesday Daily: A weekly newsletter sent to all current term AIESECer.
Episode:Weekly activity/gathering/event held by LC
Xcapade: A LC seminar held once annually. Attendance to the seminar is required to
fulfill one’s membership requirement.
MyLDS: Malaysia Leadership Development Seminar. A national seminar held once
annually. Attendance to the seminar is required to fulfill one’s membership
requirement.
NatCon: National Conference. Only EBs take part in this conference.
MNC: Mid-National Conference. Only EBs take part in this conference.
GCM: Global Competency Model.
EB: Executive Board. EB consists of LCP, VPs and Directors in a LC.
LCP: Local Committee President
VP: Vice President (implies at LC level)
OC: Organizing Committee. A group of elected member who plan certain events.
OCP: Organizing Committee President. An elected group leader who leads his/her
team to make an event happens.
MC: Members Committee (National Board Team)
MCP: Members Committee President

MCVP: Member Committee Vice President
Director: Part of the EBs who is assisting VP in a specific department
SM: Senior Member. An AIESECer who has joined AIESEC for more than a term and
possesses the fundamental knowledge of AIESEC.
TL: Leader
ICX: Incoming Exchange; the part of AIESEC responsibility to bring in trainees and
generating traineeships with companies/organizations. You will be sending emails to
ICX members of LCs in other countries. ICX can be subdivided into two categories:
ICX (GCDP) and ICX (GIP).
OGX: Outgoing Exchange. The department that responsible in matching and
sending EP abroad for internship.
COMM: Communication. The department that is responsible in promoting AIESEC
leadership products such as exchange programmes and projects.
ER: External Relation. A department that is responsible in finding sponsorship and
raising funds for projects.
TM: Talent Management. Its job scope is similar to that of a Human Resource in a
company.
PM: Project Management. The department that manages projects.
RR: Red Ribbon. It is an initiative of PM to increase HIV/AIDS awareness among the
students.
FA: Financial Administration. A department that responsible for the cash flow of the
organization.
Abbreviationsin AIESEC are not even our second
language- it’s a major dialect. KNOW THEM!
Welcome to OGX!!

Expectations
1. Spend some time in checking & replying emails on daily basis. Reply email within
48 hours.
2. Read motivational/self-help book at least 1 page daily, then apply it =)
3. Always discuss whenever encounter with problems, questions and doubts over any
issues
4. Obey deadline

Square Dance
Dare to
express
yourself
Professional
Driven
Concern
world
issues
5. If you should face any problem, share it among us; if you think you can’t take the
task, you should quickly inform your superior and give valid reason
6. Mark your calendar with AIESEC activities
6. Be a responsible & contributive player in the team
7. Be daring to voice out your idea
8. Be punctual when attending any meeting or episode
9. Try to wear AIESEC shirt whenever you are attending a team meet unless you are
told not to do so [Dress code]
10. Understand the role of an OGXer is to impact other’s life by offering them the
life-changing exchange programme. Be proud of being one, and thus be aspired to
inspire. Our stakeholders’ satisfaction is our satisfaction.
Cultures in OGX Department

Firstly, have Square Dance session led by Afiq =)
Music & speaker are prepared by Max Lee
After Sq. Dance has over, Mun Yoke will lead the team to
make a roll call =) (10 min allocated)
~END~ Meeting starts (50 min allocated)
Purpose: To enliven the meeting, to expose members the
fun part of being an AIESECer, to energize members, to let
members familiarize with roll calls & Sq. Dance.

GCDP GIP CEED
What is OGX?
Outgoing Exchange (OGX) is a department that manages the processes of sending
people abroad for AIESEC internship programmes. The Exchange programmes
provide students and recent graduates the opportunity to be part of GCDP or
professional internship (GIP) in more than 107 countries for duration from 6 weeks
to 1.5 years.
X L
I.S
EPRBOPS
Ra
Ma
EPRD
Re

Our Products: Life-Changing Internships
A. Global Community Development Programmes (GCDP) (formerly
known as Development Traineeship <DT> )
Cultural Understanding
• Be a global citizen! Share your cultural awareness and
understanding with people worldwide. Run trainings and cultural
road shows in countries such as Ukraine, Poland and Russia and
stand a chance to be hosted by a foster family.
Teach a Language
• Play your part in education for the betterment of tomorrow!
Design and execute learning syllabuses for educational
institutions and universities or teach your favourite languages
like English, Chinese, Spanish and many others in countries such
as China, Taiwan and Korea.
Environmental Sustainability
• Be a green agent! The key to lasting environmental sustainability
is to instill environmental awareness in the younger generation.
Save the earth by getting involved in organizing awareness
campaigns and activities in developing countries such as India
and China.
HIV/AIDS
• Be an HIV champion! End the stigma of HIV/AIDS by organizing
and conducting learning events and awareness campaigns in
countries that are battling the spread of HIV/AIDS such as
Indonesia, China and Philippines.
Social Development
• Make a difference! Lend a helping hand to better improve the
quality of life of locals of countries such as Vietnam, Cambodia
and Philippines. Be part of an NGO or project to make a
difference in alerting social issues such as children rights, women
rights and rural area development.

Management Traineeship (MT)
• Set yourself ahead of the rat race! Work for a
multinational company in one of over 107
countries for duration of 6 months to 1.5 years
in the field of accounting, economics, finance,
human resource or marketing and build your
global professional network!
Technical Traineeship (IT/TT)
• Challenge yourself and solve highly challenging
IT projects! Be part of web development,
software programming or system designing
projects in one of over 107 countries for
duration of 6 months to 1.5 years and be a
globally connected IT professional!
Education
• Practice your educational theories in an
international environment! Create and carry out
educational modules and learning materials for
educational institutions or corporate sectors to
gain valuable international teaching experience.
B. Global InternshipProgrammes (GIP) (formerly known as MT)

Fees
Exchange internship programme is open to interested students or recent graduates.
The interested individual is required to pay the LC for a total amount of RM 400 for
GCDP whereas RM600 for GIP. EBs, ex EBs and students who go exchange for 2nd
time are given 70 % discount of the fee.
Item GCDP GIP
EPRB Fee (pay before interview) RM 10 RM 10
Registration Fee (successful
candidates only)
RM 40 RM 40
Admin Fee (successful candidates
only)
RM 100 RM 200
Matching Fee (pay after being
matched)
RM 250 RM 350
Re-integration Seminar Fee
(Refundable)
RM 50 RM 50
****Read RefundPolicy forfurtherclarification
The OGX Mechanism
Ra = Raising, Ma = Matching, Re = Realizing
All of the processes found in OGX are governed by 3 major mechanisms: raising,
matching and realization. Each of the components is best represented by gears that
are interconnected. Raising is the beginning of the whole processes, which is also
responsible in moving the rest of the gears. Matching is a crucial part of the “engine”.
Most of the problems are found to happen at this section. The problems can be in the
EP who has changed his/her mind after sign up for our programme. Cases such as

EPs could not find a suitable time to go for exchange and requested for refund while
pulling out from the programme are very common. All these problems would
contribute to “malfunction” of this gear. That’s why we need to “grease” these
problems with good solutions. The last gear is Realization, which has much to do
with post-internship activities which aim at reintegrating them into AIESEC. We shall
go to more in-depth contexts for each gear. Enjoy reading!
Summary of Ra-Ma-Re Process
Process Description Tasks
Raising
(Ra)
A. EPRD
- a way to reach out and inform the
students/fresh graduates in 6th form institutions or any
college/universities
- Can be in virtual and physical form
- Can be in the form of exchange fair/Info Session
- Target specific [marketing segmentation]
Tools/preparation: DAAL Files (e.g Aug 11’ DAAL
Files), Available Form Tracker (e.g Oct Edition), Sales
pitch training, presentation skills, Identify the students
profile, EPRB slot allocation, EPRD Contact List
1) Distributing flyers/lecture
bash/poster/promotion via social
networking sites
2) Presentation of Info Sessionslides
3) Get the students’ name, email,
course pursued & contact no.
4) Send [1]AIESEC Experience
Application Form, [2]Info Session
slides, [3]EP Contract (in PDF), [4]EP
Refund Policy (in PDF) and
[5]Interview Preparation Booklet to
the students. Inform the students
to send back the AIESEC
Experience Application Form and
a [6]not-more-than-2-page CV
(Resume) before the deadline set.
5) Review their CV. If OK, then call
or email to inform the candidates
following things:
i. Congratulation for being
shortlisted
ii. Students are required to sign
up SKYPE
iii. Bring along the printed EP
Contract for interview
iv. Inform them the timeslot, date
and venue of the EPRB via a
spreadsheet. [Permission
changed to ‘Anyone’ + ‘not
editable’, then share the link
to candidates]

B. EPRB
- A process to select a suitable candidate in terms of
mindset and flexibility level
- Can be in virtual or physical form
- Duration of interview for each person:
o GCDP = 20 min Interview + 10 min Review
o GIP = 30 min Interview + 10 min Review
- GIP and GCDP EPRB is separated
- Global Competency Model (GCM) is used to
assess a candidate. Sample questions are found in
Interview Assessment Kit.
- An AIESECer needs to have interview training to
become an interviewer.
- One external panellist would join another AIESECer
as interviewer for GIP EPRB
1) For GIP EPRB, the external
panellist needs to be informed a
week earlier
2) Set up laptop, collect interview fee
RM 10 from a candidate prior to
the interview
3) A timekeeper needs to hint the
candidate he/she is left with last 5
minutes. [Take a Laminated ‘5
min’ card]
4) Issue receipts with stamp to the
candidates
5) Briefing to the candidates on EP
Contract, EP Refund Policy
6) Successful candidates are required
to pay RM 190 (GCDP) and RM
290 (GIP) and sign and return
EP Contract to us on the spot
7) EP Manager (Buddy) allocation
8) Buddy helps EP to sign up
myaiesec.net account & NOTIFY
me so that I can approve them
9) Buddy to have Expectation
Settings with respective EP(s)
10) Send ‘How to create myaiese.net
account?’ & ‘Self-matching’
slides to the EPs
11) Update AIESEC in Malaysia
Search Tool spreadsheet after the
EP has taken GCDP / GIP prog.
12) Add EPs into FB group [LC UM
EP Facebook group] & inform
them about OPS

Matching
(Ma)
A. Matching
- A process to match EP to his/her desired project &
country
- If an EP is interested in a particular project, a virtual
interview will be arranged by the TN Manager
1) Make sure the EP’s status is
changed from ‘New’ to
‘Available’ already before start
matching
2) Ways to inform EPs about TN
opportunities:
i. Browse internship in
myaiesec.net
ii. Attach TN
forms/video/promotional
materials (in JPEG format) on
EP Facebook Group
3) Rmb your matching deadline is
max. 2 months
4) Ensure your EPs got approach TN
on a daily basis
5) Update EP Matching Process
Tracking Sheet
6) Use OGX Checklist to help your
understanding of the tasks
B. Outgoing Preparation Seminar (OPS)
- A seminar specially designed for all of the Exchange
Participants to prepare them culturally and have
expectation settings with them before going abroad
for internship. The EPs are inducted so as to
familiarize and behave like an AIESECer.
- Inform VP FA to sell T-shirts during OPS
- Inform VP ICX to give TN promo materials to us
- Led by OPS Team Leader of OGX
1) EP Manager informs the EPs
about the date, time & venue of
OPS via email and FB group
2) Invite the returned EP (Returnee)
to conduct EP Sharing Session
during OPS
3) Brief EPs about IXPQS (XPP),
ICB & introduction to AIESEC
4) Conduct ice-breaking games &
cultural simulation games
5) Understanding yourself:
Psychometric Test
6) Educate EPs about Cultural
Shock & Malaysia
Ambassadorship through video
Virtual Interview
If succeed, EP Manager (Buddy) requests TN
AN form from TN Manager, then inform EP to
pay the balance (Matching Fee)
GCDP: RM 250
GIP: RM 350
EP shows proof of payment to the EP Manager.
EP Manager needs to inform VP FA
EP Manager prepares EP_AN and send to EP
and TN Manager
EP Manager informs TN Manager to change
EP’s status from ‘Available’ to ‘Match’

presentation/multimedia
presentation/presentation slides
7) Selling AIESEC shirts
8) Activates Learning Circle: EPs are
divided into groups to present
cultures/issues of Malaysia
9) EPs are given ICX’s TN promo
materials so that they can promote
during their exchange prog.
Realization
(Re)
A. IAAA [I Am An AIESECer]
- EP Manager is required to get feedback and a photo
taken during exchange prog. from EPs
1) EP Manager is required to get
feedback and a photo taken during
exchange prog. from EPs by
sending them IAAA template.
Failing to do so won’t get RM 50
refunded
B. Intern Evaluation Form
- To gauge EP’s satisfactory level towards AIESEC
service
1) EP Manager sends Intern
Evaluation Form to EPs after they
have returned and collect back
within 3 days. Failing to do so
won’t get RM 50 refunded
C. Reward & Recognition Night (R & R)
- Reintegration Night is incorporated into R & R night
to enliven the night and encourage interaction
between AIESECers & returnees.
- A ceremony to award the returnees AIESEC
certificate
- Refund RM 50 to the EPs
- Reintegration Team Leader is responsible in
designing the session/agenda together with TM
1) EP Manager informs the date, time
& venue of R & R Night.
Attendance is compulsory so that
to get the certificate and RM 50 (in
envelop) refund

EPRD
Exchange Participant Recruitment Drive
A process to promote AIESEC Exchange Programmes/Internships
to the University students and recent graduates.
Outcomes: 1. Learn the types of EPRD
2. Learn the EPRD process flowchart
3. Learn to sell AIESEC exchange programme
4. Understandthe formatto create eventpage on Facebook

EPRD
How to do it?
-Have EPRD List to
collect PEP info
-Follow up via email
-Announcement of Info
Session via email
-Send GEP Application
Form & EP_JQ to the
PEPs
Types of EPRD
**EPRD can be conducted in the form of fair for both in campus and out campus. e.g
X! Fair year 2011 was held in UM.
EPRD Process Flowchart
(i) EPRD [out-campus]
Identify
School
Sending
letters/proposal
EPRD
In campus Out campus
6th
Form Colleges/Uni
Tag Along (ensued
after PM activities)
Get Timeline
for each sch
Get Approval
from school
authority
Preparation
(arrange
transport,
flyers,)
COMM provides
promotional
materials

(ii) EPRD [In –campus], Graduation
(iii) Tag-Along EPRD
(iv) Creating Facebook Event
The participation of UM
AIESECers in promoting
exchange in the event of
grad. day
COMM-OGX Synergy in
educating members’ selling
skill and providing practical
selling skills
-TrainingprovidedtoEP.
-Getthe PMCalendartoidentify
whichdayhas project.
-Identifyandeducatingthe members
of promotingexchange inthe school.

OGX events can only be created by Communication Department. Hence, information
such as date, time, venue and an event photo are to be sent by us to the COMM Dept.
EPRB
Exchange Participant Review Board
A process to select the suitable candidates based on the criteria
set in the Scorecard through interview.
Outcomes: 1. Understand how EPRB works
2. Understand the mechanism of Raising
3. Expose to the functions and uses of myaiesec.net
4. Understand the importance & how to maintain good relationship
with Exchange Participant (EP)
5. Understand the role of an EP Manager (buddy)
6. Learn to use EP Tracking Tool

Purpose of having EPRB: The
purpose is to access PEPs’
education and work
experience to evaluate their
suitability as an AIESEC
trainee. It also serves to
highlight their expectations
concerning the exchange and
give them an idea about the
whole process. Basically, we
are evaluating two key areas:
1) Personal Attributes and
Experience, and 2) Flexibility.
The first criteria personal
attributes and experience
evaluates whether they have
the personality and proven
leadership experience in the
past that will guarantee that
they represent AIESEC UM in
a positive manner, as well as
guaranteeing that they
provide to the
company/organization “top
talent” which is what we
promise to the organizations.
The second criterion,
Flexibility, evaluates the
candidate to see if we can
provide what they are looking
for.
How does Exchange Participant Review Board
(EPRB) work?
1. Assign someone responsible in: A. checking the
attendance of the coming PEPs B. Inform External
panelist a week earlier. C. collecting fees and issuing
receipt D. Giving door gift & light food/beverage &
entertaining them D. Timekeeper E. Sign up
myaiesec.net acct. for EP F. Briefing on Contract &
Refund Policy
Briefing on regulations and duration of
the interview, Contract & Refund policy.
1st
round of EPRB starts…
Similar briefing happens to the next group
of incoming PEPs as they are told to come
45 min earlier than the interview time
Once EP knew his/her result,
If fail, wish him/her to try
again. Good luck & good
bye.
If succeed…
1. COLLECT FEE 2. Sign up
my@.net (see Appendix)
account 3. Lucky Draw
for your EP 4. EP goes to meet
Inform Potential Exchange Participants
(PEPs) via EMAIL the date and time (their
timeslot) of EPRB after receiving all of the
GEP application forms. Inform the PEPs to
bring along the printed EP Contract

Referring to issue on how to sign up myaiesec.net account for EP:
Referto“How to SignUp myaiesec.net”slides
Understand Raising
-is a process creating a EP Form in myaiesec.net.
-CV is requested from the EP by respective EP Manager
-The CV is attached inside the EP Form
-EP Form contains EP’s particulars and preferences
Steps on Raising:
1. Complete the steps in “How to Sign Up myaiesec.net”, Click “Take Global
Community Development Programme” for GCDP EP whereas “Take Global
Internship Programme” for GIP EP. Complete the particulars and attach your CV.
After that, inform the VP OGX to get approval.
2. Once Approved by VP OGX, the EP’s status is “New”
3. Fill in your EP’s particulars in the Google spreadsheet that is provided here:
GCDP Exchange
Participant Searchtool: https://docs.google.com/a/aiesec.net/spreadsheet/cc
c?key=0ApxlHrdBv3F1dENSSUp6YnJpU2xwV3BKZUFEUTRBLWc
GIP Exchange
Participant Searchtool: https://docs.google.com/a/aiesec.net/spreadsheet/cc
c?key=0ApxlHrdBv3F1dE9NNXl5U1ItOHNKNEd5Z195Xzlsbmc
4. Lastly, inform VP to change your EP’s status from “New” to “Available”
Functions and Uses of myaiesec.net: The Powerful Tool for Matching EP
You may be shocked or rather intimidated when looking at the interface of
myaiesec.net website for the first time. The myaiesec.net has abundant tabs and
functions which waiting you to explore its usefulness.
The following points would show you some of the common tabs or functions that
you will need to use very frequently in the course of raising & matching forms.

(a) TN Form & TN ID
Each TN Form gives all the information about the specific TN:
 TN Manager: the email of the AIESECer in the other country who is in charge
of selecting an EP for this opportunity. Be very nice to this person as they
decide whether your EP is accepted or not.
 Organization Name: the name of the TN Taker which is the company or
organization
 Status: See status below
 Exchange Type: See “TN Types” above
 TN Fee: this is a fee between AIESEC and the organization, NOT the salary
that the EP receives NOR an extra fee that the EP has to pay to apply to that
TN
 Payment: the salary that the EP receives
 Working Hours: the hours of each day the EP would be expected to work
 Job Description:the description of the job that this opportunity is for
 Details of Working Details: the description of what will be provided at the
workplace. At times, this line will also show information about
accommodation provided etc.
 Internship Earliest Start Date: the earliest date that the traineeship could start
 Backgrounds and Skills: this is what the TN is looking for in an EP in terms of
education, skills, and knowledge
 Languages Preferred: If it only says (preferred) for languages that you don’t
know, still considering contacting the TN Manager. If it says (required) for
languages that you don’t know, they probably wouldn’t accept you.
 Regions: The area of the world that the company wants the EP to come from.
If it says the “United States”, you have a good chance of being selected. If it
doesn’t say the “United States”, that doesn’t mean that they wouldn’t be
interested in you.
The status explanations of TN Forms are:
New The TN form has just been put on the
system
Available The TN is available and looking for
applicants
On Hold The TN is currently reviewing all the
applicants or has had an issue with the TN
Matched The TN has already accepted another EP
(they haven’t started the TN yet)
Realized The TN has already accepted another EP
(they have arrived and started the TN)

(b) TN/EP Lookup
If you are ever given a TN ID (ex: TN-In-XX-XX-XXXX-XXXX) and want to extract
information from the TN Form, copy the TN and paste it into “MyAIESEC.net>
Exchange> TN/EP Lookup”.
How to Search for TNs’ Opportunity? A General Guide
In order for the EP to be able to apply to specific TNs, you/or the EP must first have
to find the TNs that interest them. The system updates continuously with new
opportunities so it is important to be proactive in your search. Your initiative will be
the source of your success. There are SIX ways to search for TNs, so they are
outlined in the following sections.
(c) View Internship Opportunities
Referto“Self-matching” slides
(d) Search For TNs: Available Forms Trackers
“Available Forms Tracker” is a downloadable excel document that has all the
traineeships in an easy format to search offline. This is a great tool for searching that
is put out every month. You will need a zip file downloader to be able to open this file.
They are downloadable free here:
· http://www.winzip.com/index.htm
· http://www.izarc.org/
Good for: Seeing every single TN in an easy to search Excel document
Bad for: Only updated monthly (it only shows the TNs on the system for when it was
published so use only when first published
(e) Search For TNs: Supply and Demand Management
“Supply and Demand Management” is a good tool to see urgent to match TNs in a
specific region. This means that they are looking for an EP to realize the TN very
soon. This search tool will not show all the TNs available, rather it will show only
urgent to match TNs. To see this search tool, go to “Self-matching” slides
Good for: Seeing all the TNs available for a certain region
Bad for: Searching TNs by duration

(f) Browse Internships
“Browse Internships” is a tool to search for very specific skill sets. It is NOT good for
a general search. To see this search tool, go to “Self-matching” slides
Good for: Seeing very specific skills set TNs
Bad for: General searches/seeing all the TNs available
(g) Assign Quick Match
Go to AIESEC Program > Click ‘Team Leader’ > Under ‘Manage Exchange
Experiences’ tab > Click ‘Assign Quick Match’ > Click TN > Click ‘Local’ > Input the
suitable date > Click ‘Search’
Good for: Seeing random Urgent to Match TNs looking for Americans
Bad for: Seeing all the TNs available
(ii) EP ID
It is very important that the EP know their EP ID. The EP ID is the identification
number that they are given as an EP of AIESEC (ex: EP-In-MY-UM-2010-1111). Each
LC has a different EP ID formation: “EP” means “Exchange Participant;” “In” means,
literally “in;” “MY” is the country; and “UM” stands for the LC. It is also very
important that you know how to find the EP ID for your EPs. They must always
include their EP ID in messages to AIESEC TN Managers in other countries. If you
are emailing other AIESECers about your EP, you must also include their EP ID in
that email.
To find the EP ID of a particular person you go to
 “myaiesec.net>AIESEC Programme>Under Global Community Development
or Global Internship(depending on which category your EP applied) >Click
‘My Form’ > Click My EP Forms > ” This shows an EP search tool.
 Just select “AIESEC UM” in the dropdown box and enter in the EP’s first and
last name.
 In the “Date to/from” section, plug in one year earlier from today’s date (ex:
April 20, 2014) for “Date from” and today’s date (ex: April 20, 2015) for “Day
to.”
The status of the EP is also very important. Here is an easy guide to what each status
means:
Incomplete The EP form isn’t complete
New The EP form was just put online, it needs to be put on “available”
Available The EP is currently looking for a traineeship

On Hold The EP is currently not looking for a traineeship
Matched The EP has sent in the acceptance note and they’ve received the TN
acceptance note
Realized The EP arrived in the host country and started working
Rejected The EP is no longer interested in AIESEC
(iii) Edit EP Form
If for some reason, you need to edit your EP’s form here’s how (or EP wants to EDIT
her/his form):
Go to “AIESEC Program > Click at the suitable category (either Global Community
Development or Global Internship > Click ‘My Form’ > Click at your profile, then
click Edit
Relationship between EP & the Buddy
In an age of self-matching, does the role of an EP Manager (Buddy) still relevant?

The Buddy is still needed to provide guidance and support to the EP. Here are some
responsibilities:
- Initiate a meeting with EP: Set clear expectations for your relationship and how you
want to work together. Discuss the EP’s preferences honestly.
- Train the EP to match: EPs who are doing self-matching need training on the
system no matter how long they’ve been in AIESEC (unless they were using the
system very recently).
- Read through the International Exchange Policies and Standards: Make sure you
and your EP have clear understanding of roles and responsibilities of AIESEC entities,
the TN organization, and EP.
- General assistance: The Buddy is the EP’s first source of support in issues pertaining
to matching and is the pillar of strength to the EP, etc. The Buddy is supposed to help
the EP throughout process! Creating new ideas and processes to raise the chances of
matching. The Buddy is the best friend of the EP throughout the AIESEC Exchange
process!
- Permanent communication: Keep in touch with your EP throughout the process,
even after he/she has gone abroad. The Buddy has the responsibility to track AIESEC
service in the host country!
Sometime, your EP might find it hard to match himself or herself, so as a Buddy,
motivate him or her, let him or her grab you to release frustration. You know, Buddy
and EP are a dynamic DUO! XD
So, my dear OGXers, have you get the idea of what is EP Manager = Buddy about? It
simply involves more human touch and make it sounds more fun and friendly for
the EP.
EP Manager’s (Buddy) Roles (more specific guidelines)
1. Assist the EP to get a suitable internship
o Do an expectation setting with your EP on how you going to help him/her in
getting the internship. Let them know your working style and how often you expect
them to check their email and how quick they should reply you.

o You will get the suitable internship for your EP or you can actually educate
them to do matching themselves by letting them know how to access to the
aiesec.net system. Let them know they can actually look for the experience they want
themselves very easily through the system.
o Let them know that they are going for 'GCDP or GIP' under AIESEC.
o Answering their queries whenever they encountered problems. If you can't
answer that questions, let the VP or the directors know and they will guide you on
how to explain to the EP =)
2. Educate your EP to get the right Malaysia culture and what is Malaysia
to them before they go for exchange.
• Before your EP going for exchange, let them prepare a slide about Malaysia to
let them to present about it when they are in the other country. This presentation is
normally requested by the AIESECer in the other country to actually understand
more about other culture.
• The slides can be made by the EP him/herself or you can invite all of your EPs
out and produce a cool slides or even video to be presented in the other country!
Format is not fixed, it’s up to your creativity =)
• Make sure they send out the correct info to other county.
3. Prepare the EP for handling all the culture or non culture shock when
they are in the other country,
• Get the details about what is provided in the accommodation for the interns
and what they should prepare before they go there.
• What weather or season is it in the other country. Does the EP need to prepare
more thick clothes or any clothing will do? Voltage difference?
• If the EP is a Muslim, try to help to request for halal or vegetarian food if
possible.
• Get the TN Manager to set expectation for the EP before they going for
preparation.
• Ask them to buy some souvenir from Malaysia that actually show the
uniqueness of Malaysia =)

EP Matching Tracking Tool
EP Tracking tool is used to track EP’s progress of matching. This tool is updated by
the respective EP Managers.
Link:
https://docs.google.com/a/aiesec.net/spreadsheet/ccc?key=0Ak7jvxMp6aDPdGVQVGRzaERtVmdm
MEE3azVDVC1yVHc&hl=en_US#gid=0
Sample Email sent to a TN Manager (For reference only)
Hello, dear Mr. Ranjit (this is TN Manager’s name)
Good day, I am Soh Boon Kit (EP’s Name) from University Malaya,
Malaysia.
My EP-ID is EP-In-MY-UM-2011-1540 (EP ID)
I am interested in your project with the TN code: TN-In-TW-YZ-2011-
1263 (TN ID)
My preferable starting date of internship would be 1of June 2011 and
preferable duration would be 6-8 weeks.
(Ask more questions to clear your doubts)
I need some clarification on my inquiries to this project:
May I know whether the aforementioned project is still available?
Do you provide food and accommodation?
Does your country need a Visa?
Can I have a friend tag along with me in your project? His/Her EP ID is
________________.
Hope to hear from you soon and have a nice day!
Thank you.
Best regards,
Soh Boon Kit
LC UM (must state which Local Committee you’re from)
Malaysia (must state country)

EP Tracking Tool (Refer to EP Tracking Tool doc.)
Steps:
Matching
A process to match EP to his or her desired internship
programme
Each EP Manager (Buddy)
sends the EP Tracking
sheet to all of his/her EPs
daily.
EP needs to find and EMAIL at least 3 TN
daily. Each EP needs to fill in the EP Tracking
tool then send back to his/her EP Manager
(Buddy).
Compound & update the compounded EP
Tracking Tool doc. daily.

Outcomes: 1. Understand the process & flowchart of Matching
2. Learn different ways of matching EP
3. Learn the significance of EP AN & TN AN
4. Ways to interpret TN Manager’s response
Matching
1. Establish contact with TN manager
2. Skype Interview
3. EP Acceptance Note (EP AN)
4. TN Acceptance Note (TN AN)
1. Establish Contact with TN manger
Once the EP finds a TN they are interested in, they should email that TN manager. In
this email, they need to include their EP ID and the TN ID. They should also attach
their CV (resume). They need to introduce themselves and express their interest.
Similarly, you can teach your EP to compose the email and send to the TN Managers
and MAKE SURE THEY CC YOU every email they sent.
2. Interview
Once the TN manager responds that they are interested in your EP to fill their job
opening, the TN manager is going to request an interview with that candidate.
Usually the interview is conducted via skype. For GIP case, the TN manager usually

conducts it with questions from the company. They need to take the interview
seriously but encourage them not to stress too much.
3. EP Acceptance Note
So once the EP finds a TN that they want to commit to, and have established contact
with the TN manager via email AND the interview, the EP is ready to send their AN.
This AN is their work contract. They must know that this document is binding and it
is their agreement to absolutely participate in the TN if the company/organization
accepts them. Once sending EP AN to the TN Manager, an EP must not refuse later,
otherwise, this would be considered as BREAK MATCH, and such an irresponsible
act would tarnish reputation of LC UM.
Sometime the company will ask for the EP AN prior to the interview with the
company. They may do this if they understand that if they pass the interview and are
accepted, they are bound to this internship.
4. TN Acceptance Note
After they send their AN, they must wait 10 days to receive the response from the
organization/company regarding their denied acceptance BEFORE they can send
another AN. If the TN manager does not respond within that 10 day period, the AN
is void. The following table shows example situations and the result in the event that
they send their AN to the TN manager.
The Match Fee as explained in the contract on aieseconline.net will be charged in the
event that they send in an Acceptance Note and are accepted by the organization.
You need to talk to the EP about the Acceptance Note before they do it just to make
sure that it’s in their best interest.
Sending EP Acceptance Note
 EP Manager must edit the EP AN template according to EP’s particulars
 Get your EP’s scanned signature, then paste it on the EP AN and send to EP in
PDF format.
Response From and Action to Take on TN Manager
Response from TN Manager EP Action
Rejects them between 1 & 10 days after
they sent their AN
Their signed AN is void and they can send
another AN to other TNs

Sends the TN AN between 1 & 10 days
after they send their AN
They are obligated to carry out that TN
Verbally accepts them after between 1 & 10
days after they send their AN
A verbal AN does not mean anything until
they receive the TN AN from the TN. If
they don’t get one, they should email and
request one.
Matching Processes & Methods of Matching
Method A Method B: Self-Matching
Teach your EP to self match and
how to compose a courteous email
to show his/her interest in TN
opportunities. (Refer to self-
matching slides & sample of a
courteous email)
Receive TN Ads emails
from ICX of certain
LCs
Refer to the email, copy the TN ID
and search for the forms in
myaiesec.net, then DOWNLOAD
the form as PDF. Save your doc. as
(see appendix):
Reply the sender’s email
with courtesy, state your
appreciation and the
potential of matching.
Track EPs’ matching
progress, then report to VP
(Refer to EP Tracking Tool)
NOTE: A MATCH IS NOT FINAL UNTIL THEY HAVE RECEIVED THE TN ACCEPTANCENOTE
(CONTRACT) FROM THE TN WITH THE SIGNATUREOF THE COMPANY/ORGANIZATION.
A VERBAL AN FROM TH ETN MANAGERDOES NOT FINALIZE A MATCH AND DOES NOT
MEAN ANYTHING

Claims by VP FA, Nina
ADMIN
Claimable from VP FA on every Thursday by showing the receipts of purchase
Expenses are photocopy, printing and faxing. But I strongly discourage faxing as it’s
expensive and we can ask HEP to fax for us.
Photocopy are at the rate of RM0.05/page
B/W print : RM0.10/page
Colour print : RM1.00/page
Claimable via receipts only.
Attach the forms and send to your
EPs. The subject of your email
should starts with
[AIESEC Xperience]
PS: U cn attach several files then
send to many EPs if u like.
Track EPs’ matching
progress, then report to VP
(Refer EP Tracking Tool)

TRANSPORTATION
1. Mileage, tolls and parking to and from UM, without detours.
2. Frequency multiplied with an example RM10 per trip.
3. Applies to appointments, TN servicing, intern servicing (find houses, reception),
outcampus, workshops and shelter visits.
Note to Afiq: Record your mileage whenever you want to travel from destination A
to destination B.
COMMUNICATIONS
Cold calling, calling EPs and EPRB panel (OGX)
Only I-talk cards are claimable, unless state otherwise. Present upon claiming
after finsih using.
E.g One call : 5 minutes, I-talk : RM10 (60 minutes)
Outgoing Preparation Seminar (OPS)
The OPS is meant for EPs who are going to go abroad for AIESEC internships. The
contents of the seminar aim at equipping the EPs with necessary knowledge and
expectations.
-Refer to OPS Docs that contains Ambassadorship, Cultural Shock, Expectation
Setting, IXPQS slides etc
-OGXers need to learn and understand all of the documents
-Presenters/speakers are to be delegated
Initiatives: 1. Use less wordy slides (modify the existing slides) (to be delegated) 2.
Replace Cultural Shock Slides with Multimedia Presentation (to be delegated) 3.
Have indoor activities/games that has relation to cultural differences across the globe,
ambassadorship (be proud of being a Malaysian).
Re-integration
Returning EPs are cordially welcomed to join us back as an AIESECer. He or she is
expected to join the episodes, conferences and taking responsibility in the
organization. Returning EPs are going to be integrated into AIESEC activities in
three aspects as shown below:
Besides, EP Managers (Buddy) need to get EP’s testimonial
A. Reintegration Night
-Incorporated into R & R Night (TMers & FA kindly take note)
-Returnees or interns join us this night to associate closely with AIESECers

-Story telling contest is held (whose story which touches most of AIESECers’ heart
claimed as winner of the contest. The story narrated by EP must encompasses
AIESEC values)
-Best Photo Competition
-Most well dressed competition
-Lucky draw
-Certificates are given to returnees/interns
-EPs need to complete and return the EP Evaluation Form to OGXer at the end of the
Re-integration Night
B. EP Sharing
-EP/Returnees are invited to conduct a sharing session during Info Session and OPS
(by sms or by email)
-EP/Returnee is elected as Buddy (officially taking up the role of an EP Manager, thus
would help matching EP & preparing EPs mentally).
C. Short Term Membership (TMers Job Scope)
-EPs are offered to be an OGX or involved in PM activities (email invitation to short
term members composed by TMers/PMers)
-EPs are given R & D tasks such as “how to improve our OGX service?”, “How to
conduct our Info Session or OPS in a more lively way?” (by OGX)
-Enjoy the chance of attending talks/conference held by our LCs or any AIESEC
entity (TMers)
-Enjoy the fun of Episode “AIESEC constantly inviting great speaker to inspire the
audience, why not join us?” TMers TAKE NOTE.

OGX COMM
Team Leader
Team Member
Specialized Position: The Job Description (JD)
[Extended to both Short-term Members and Junior Executives (J.E)]
Position: Communication Team Leader
JD: 1. Work closely with COMM to come up with flyers, multimedia presentations,
slides & videos.
2. Lead a team to create multimedia to replace certain OPS slides which are
too wordy
Requirements: 1. Open to senior members, short-term members and JEs.
2. Keen to learn Adobe Photoshops softwares, After Effect, Max
3D, MS Power Point, Illustrator, Windows Movie Maker/Sony
Vegas or similar softwares (applicants with experiences are
preferred.)
3. Creative and driven to learn.
Position: Treasurer
JD: 1. Held the receipt books, stamp pad & stamp. Issue receipts to EPs in the
event of EPRB, OPS etc.
2. Responsible for monthly reimbursement by making claim form and send to
VP FA.
3. Work closely with VP FA to bank in Exchange Fees and follow up with EP
Refund matters.
4. Track EPs who have not paid and send reminder to them.
5. Prepare financial statement at the end of every event and send to VP FA.
6. Devise a promotion plan or method to attract more people to go for
exchange.
Requirements: 1. Open to JEs only
2. Has careful & honest personality

OPS Team
Leader
Emcee Speakers Game Master
3. Keen to learn or has basic knowledge of drawing accounts. Currently
pursuing Bachelor of Accountancy, Business Administration or
Economics are preferred.
Position: OPS Team Leader
JD: 1. ensures the success of OPS, secure a place to conduct OPS
2. Inform EPs about the event via email
3. Draw the Agenda for OPS
4. Invite returned EPs to lead the “EP’s Sharing” Session
5. Sell AIESEC T-shirt/souvenirs to EPs
6. Prepare light meals for the amount of attendees
7. Improve the delivery method of all forms of education/inputs given to the
EPs
8. Work closely with OGX COMM & Treasurer
9. Discuss with VP & Directors of your plans to improve OPS
Requirements: 1. Open to short-term members and JEs
2. Keen to learn to manage an event
Position: Reintegration Team Leader
JD: 1. Ensure the success of Reintegration Night (which is held together with R &
R Night)
2. Invite the returned EPs for the events
3. Obtain testimonies from the returned EPs and send to COMM
4. Inform the Treasurer to refund RM 50 to the EPs who attended the
Reintegration Night
5. Collaborate your plans with TMers
6. Come up with ideas that can enliven the night
7. Work closely with Treasurer for any claims to do. Keep the receipts as proof
of purchase

Reintegration
Team Leader
emcees
(informal) game master
KPI Team
Leader
RAMA
Board
Members
Evaluation
Board
Long
Term
Member
Short
Term
Member
8. Discuss with VP & Directors frequently
Requirements: 1. Open to Short-term members only
2. Has completed AIESEC Exchange Programmes (internship)
3. Responsible person
Position: KPI Team Leader
JD: 1. Understand the KPI and objectives of OGX
2. Track the number of EPs raised, matched and realized by using analysers
found in myaiesec.net
3. Track the matching progress by interpreting data found in the EP Tracking
Tool into percentage, figure or chart
4. Measure the efficiency of OGX internal processes and presented into chart,
figures or percentage form
5. Conduct Review and Appraisal on each and every OGXer once in a semester
5. Keep a good record of the number of people attended Info Session, OPS and
Reintegration,
Requirements: 1. Open to senior members and JEs only
2. Able to translate the obtained data into useful forms such as chart,
figures and percentage forms.
3. Possesses analytical thinking
4. Good at mathematics and knowledge management

VP
MENA
TL
WENA
TL
IGN TL CEE TL
Africa
TL
Asia
Pacific
TL
Research
Team
Leader
X + L
GIP Board
MENA=Middle East & North Africa, WENA= Western Europe & North America. IGN=Iberoamerican,
CEE=Central Europe & Eastern Europe
Position: Partnership Team Leader (TL)
JD: 1. Check on the performance of the LCs before forming partnership
2. Form partnership with other LCs outside Malaysia
3. Contact the ICX of other LCs, monitor the progress of building a
firm partnership with the LCs
4. Rate the quality of the LCs based on the Intern Evaluation Form
5. Acquire promotional materials, information of the exchange
programmes/internships offered by the Partners and send to VP, directors &
EP Managers
6. Discuss with VP and Directors regularly
Requirements: 1. Open to Short Term Members only
2. Active Internet users and check mailbox on a daily basis
3. Able to communicate well with the ICXers abroad through
email/SKYPE/MSN video conversation
Position: Research Team Leader
JD: 1. Using Business Model and Balanced Score Card to enhance quality of the
service provided by OGX
2. Discuss and devise strategies to increase X + L & increase the chance of GIP
EPs to secure an internship (Current topic)
3. Finding ways to enhance the chain values of OGX
Requirements: 1. Open to senior members, short-term members and JEs
2. Possesses good presentational skills and communication skills
3. Possesses analytical thinking, careful and result-oriented

OGX Edu
Documentation
-File naming
protocol,Report
Writing,useful
links
Training
-EP Managers
Training,Practical
sellingskills,
presentationskills,
givingspeech,artof
convincing
4. Good at using MS Power Point
Initiatives
A. OGX Education Booklet

File Naming Protocol
Document or attachment must be saved and named according to the standard set by
Members Committee (MC).
The file name must follow one of the following structures depending on the contents
of the documents.
Department Specific Documents (Internal documents)
Department_Term_Event_Content_(date if needed)
E.g. OGX_2011/2012_EP Tracking.doc
OGX_2011/2012_GCM_Template.xls
OGX_2011/2012Financial Report_EPRB_20102011
Sending document/attachment to other parties (External documents)
LC<space>Department_Term_Event_Content_(date if needed)
Eg. UM OGX_2011/2012_EP Manager Allocation
Time Specific Documents (for minutes of meeting, and periodic report and updates)
Department_Term_Content_Date
E.g. OGX_1112_MonthlyReport_June.doc
How to write a minute?
Your minute should look as below:
Snap a photo of all the people who
attended the team meet
Date :
Time :
Venue :
Insert team
meet photo

EPRB
Ways to Conduct
-interview, one
candidate, few
panelists. (TM,OGX),
VIRTUALvia SKYPE
Questions
-Include situational
prob., pictorial
question (on cultural
und. questions)
COMM may conduct the practical selling skills training.
TM may provide presentation skills or other relevant workshops.
OGX can consolidate OGXers through team meets and practically doing the tasks.
B. Better EPRB
Duration: 25-35 min/session
Save your report as OGX _2011/2012_Team Meet_date, then
send to directors’ & VP’s email.

OPS
Inductio
n
 GEP form to be centralized.
 Skype, matric number, home address and T-shirt size to be included in the
application form.
 Conduct EPRD & EPRB 4 times.
 Contract & Refund Policy is given to the successful candidates before payment
(GCDP-RM200, GIP-RM250. Contract is signed and then submitted to us on
the spot. Refund Policy is assumed to be read and agreed once contract is
signed by EP.
 Note that EPs are allowed to change things in their CV if they want to during
EPRB.
C. Better OPS
 OPS will be combined together with Induction.
 Contents of OPS:
1) Introduction
2) International Exchange Policies
3) Statement of Understanding
4) Complaint Procedures
5) Exchange Process Standards
6) Annual Revision Process
7) Ambassadorship
8) Cultural Shocks (& Expectation Settings) [A World Without Strangers]
9) Personality Test (MBTI)
10) EP Sharing Session
11) Topics to be devised by Research TL
12) X+L Completion Ceremony

Daal Files
(check
timeline)
Contact LCs
Send
Partnership
Agreement
Collecting
EPs's +
Recruiter's
database
Info
session
Proceed to
EPRB till
Realization
13) Prepare GIP EP (Organizational Behavior, Business Generation Model,
Simulation)
14) How to pack your luggage?
15) Vaccination
16) Potential disease
17) Short Term Membership
 Delivery Method:
1) Pictorial Slides (Direct and specific keywords)
2) Multimedia presentation
3) Slides Presentation
3) Simulation
4) Activities/games
 AIESEC T-shirt (compulsory) & “The lah-troop” T-shirt are available to be sold.
 “X + L” Completion Ceremony. This is to motivate the EPs to join AIESEC
back after internship.
 OPS Initiatives: Refer to Outgoing Preparation Seminar (OPS), initiatives
section
D. Partnership (led by Partnership Team Leaders)
Discuss about the terms of agreement. E.g.: we propose to prioritize LC’s TN and offer
them our EPs. At the same time, we will send our TN advertisement to them in
cooperation with our ICX.
**Refer to “Potential Partnerships” MS Excel file
E. 1 Member 1 EP
F. Reactivates Re-integration
 Return EP Sharing Session during Info Session and OPS.
 Return EPs can take up OC roles or leadership roles.
 Organize EP Night. (EP sharing contest)

OPS TL
KPI TL
Reintegration
TL
Treasurer
Partnership TL
 Combining A&A Night with EP Night.
 Provide opportunities to the return EPs to engage in AIESEC. E.g.: YV Weekly
activities, Intern Servicing, Return EP guidance to EP.
 Set up a FB Group for our very own EPs.
G. Pipeline Sustainability
 OGX Education Handbook (which is itself)
 Pipeline Booklet
 Case Studies Collected: We will record any special/rare cases or problems that
arise and the solutions to it so that all these information can be passed down to
the following term
H. Student Market Research Survey Form
This initiative would be COMM-OGX synergy. This survey forms is used for several
purposes:
 Increase AIESEC existence
 Let students know AIESEC as an internship provider
 AIESEC offers leadership opportunities, conferences etc
 AIESEC is one of the best international platforms
 Create the appetite for students to sign up AIESEC Exchange programmes
Students who has completed and returned the form would get discount if he or she
were to go for exchange under AIESEC.
**FA needs to decide for us how feasible this plan would work
I. Session to Promote AIESEC Short Term Membership to be inserted into Info
Session
The IS slides will have one topic on how to become an AIESECer, entered as a Team
Member (internally, we regard them as Short Term Members).
J. OGX New Structures
To increase number of X + L, short term members are given JD, JEs will has more
choices to learn stuffs other than Rasing-Matching OGX routine. Refer to Specialized
Position. The new structure of OGX implemented is able to accommodate more than
20 members as OGX has enough JDs for each and every of the members.

K. Intern Evaluation Forms
The evaluation form contains 4 categories: One Month Evaluation, Midterm Evaluation, End
Term Evaluation and Post-Internship Evaluation. This evaluation form will be sent to the EP
by EP Manager once the EP returned and has completed the internship. Only EPs who have
completed the survey and come for Reintegration Night (integrated into R & R Night) are
entitled to be refunded RM50.
L. Business Model & Balanced Score Card Incorporated
Both models are used: 1. by KPI team to gauge OGX performance
2. to share with the GIP EP to boost their critical thinking.
3. by OGXers to solve departmental problems
M. EP Matching Tracking Tools
EP Tracking Tool is a google spreadsheets shared among the UM OGXer. It is used to
track the progress of matching and is updated by EP Managers on a daily basis.
https://docs.google.com/a/aiesec.net/spreadsheet/ccc?key=0Ak7jvxMp6aDPdGVQVGRzaERtVmdm
MEE3azVDVC1yVHc&hl=en_US#gid=0
N. EP Buddy System
Apart from conducting EP Sharing Session and experiencing Short Term Members
AIESEC Experience, the returned EP get the chance to meet and guide the EPs who
are going to go abroad. This initiative would serve as a platform to foster good
relationship among the OGXers and EPs and also to instill the sense of belonging
among the Short Term Members, thus retain members in AIESEC.
O. EP Manager = Buddy
If the EP is lucky enough, he or she would have two Buddies, one deals more on
technical sides such as sending Acceptance Note etc, whereas another one would be
more on human interaction. There’s a reason an EP Manager is replaced by the name

of Buddy, that is to create a more friendly interaction between the EP Manager and
the EP. Refer to “Relationship Between a Buddy and an EP”.
P. OGX Cultures
Refer to OGX Cultures
P. Facebook Group to add UM EPs
The group serves the following purposes:
I. Let EPs get to know each other (see if they are going to the same country or
not)
II. An optional alternative to promote TN opportunities other than email.
However, email remains the proper way of interacting with EPs.
III. Get updates from EPs when they are abroad for internship
IV. To inform the returnees of AIESEC activities/conferences/opportunities (email
remains the proper way of sharing activities---done by TM)
Q. Review and Appraisal (Members Evaluation)
In line with LC objectives, members’ learning curve and personal development
would be the term focus. The members are evaluated on their knowledge, ability to
use myaiesec.net for raising, matching purposes, service given to the EPs (feedbacks
from EPs in Intern Evaluation Form), 1 M 1 EP performance & attendance for
meetings. This appraisal is done once per semester. The template of Appraisal is
currently under revision and would be evaluated together by KPI TL, Directors and
VP.
T. OGX Checklist
A checklist is given to OGXers (EP Managers) to ensure he/she has completed the
tasks. Refer to the actual document.
Question and Answer (Q & A)
These are questions your EPs may ask you so!
WHAT IF A TN MANAGER DOESN’T RESPOND WHEN I EMAIL
HIM/HER?
There are a number of possibilities. It could be that the TN Manager has received so many
applicants for one specific TN that he/she just hasn’t had time to respond to everyone. It
could be that they have had a busy week at the university; after all they are students as well.
We recommend that if the TN Manager hasn’t responded within 4 days, go ahead and send

another email reminding him/her that you wanted to apply for their TN.
HOW DO I KNOW IF HOUSING OR FOOD IS PROVIDED BY THE TN?
That is something you would have to ask directly to the TN Manager. Some TN Forms will
have it written in there, but most will not. To find out all that’s provided, you just have to ask
the TN Manager.
ARE THE QUOTED SALARIES IN THE TN FORM A STIPEND AND
THEREFORE EXEMPT FROM TAXATION BY THE GOVERNMENT?
In terms of taxation by the country in which the AIESEC UM Exchange Participant (EP)
would be doing their internship, it entirely depends on the country. This would be a question
to ask directly to the TN Manager of the specific TN that they are interested in. They would
know the answer.
DOES THE TN ACCEPTANCE NOTE COME FIRST, OR DOES THE EP
ACCEPTANCE NOTE COME FIRST?
In short, the answer is that it depends.
A TN Acceptance Note would come first only the event of DT that hardly provides anything
and is not competitive at all. In this case, they would only send the TN Acceptance Note first
if the TN Manager was really interested in matching it as soon as possible and was not
getting other applicants. This scenario is very rare and not something you should count on.
An EP Acceptance Note is sent first in the large majority of the situations. You should NOT
expect that the TN send their TN Acceptance Note before you send your EP Acceptance Note.
If there is more than 1 applicant to the TN (which is very common), they are going to select
the EP that sends in their EP Acceptance Note over the one that doesn’t. For MT and TT TNs,
you will NEVER receive the TN Acceptance Note first.
WHAT SHOULD I EXPECT BEFORE SENDING IN MY EP ACCEPTANCE
NOTE?
Never send in your EP Acceptance Note before getting every single one of your questions
answered and talking in person (through skype) to the TN Manager. If you have not done
this, DO NOT sends in your EP Acceptance Note. You should NOT expect to have an
interview with the organization/company before sending in your EP Acceptance Note. The
TN Manager will generally only allow you to interview with the organization/company if you
have committed to doing that TN by sending in your EP Acceptance Note.
THE TN MANAGER CONTINUES TO ASK FOR MY EP ACCEPTANCE NOTE
EVEN THOUGH I HAVEN’T HAD AN INTERVIEW WITH THE ORGANIZATION.
DO I SEND IT OR NOT?
Please don’t lah. You should always get every single one of your questions answered and have
an in-person interview with the TN Manager (by skype) if possible before you send in your EP

Acceptance Note. TN Managers will generally not allow you to interview with the
company/organization until you have sent in your EP Acceptance Note, so don’t expect to be
able to do it.
Appendix
Figure 1: Example of the form inPDF format

AIESEC_OGX Education Handbook (old)

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