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OPS June 4-5: Exchange as a process

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OPS June 4-5: Exchange as a process

  1. 1. Exchange = process Evija Sprodzēna Vaira Avota OPS June 4-5, 2011
  2. 2. <ul><li>How do you feel?  </li></ul><ul><ul><li>Get it all out! </li></ul></ul><ul><li>Check before you go </li></ul><ul><ul><li>Preparation is a key to success </li></ul></ul><ul><li>Exchange Program Policies </li></ul><ul><ul><li>Again...what? </li></ul></ul><ul><li>Case studies </li></ul><ul><ul><li>Hard at studies, easy at war </li></ul></ul>
  3. 3. What are your worries about Exchange ?
  4. 4. Check, check and once more check!
  5. 5. Before the MATCH
  6. 6. JD & the whole TN form <ul><li>Is this for me? What are the requirements? </li></ul><ul><li>Required or preferred? </li></ul><ul><li>Are my expectations realistic? </li></ul><ul><ul><li>But don’t be too critical! </li></ul></ul><ul><li>Working hours </li></ul><ul><ul><li>E.g., India = 6 working days week </li></ul></ul><ul><li>Length of the internship </li></ul><ul><li>Overall quality of the offer </li></ul><ul><li>Google the company! </li></ul>
  7. 7. Bene fits: DT <ul><li>What is covered? What is not covered? </li></ul><ul><li>Where I will live? With whom? </li></ul><ul><li>Meals? </li></ul><ul><li>Public transportation? </li></ul><ul><ul><li>“ ASK as many questions as possible about everything to your contact persons. Deal with circumstances if you did not ask before!” </li></ul></ul><ul><ul><li>(Zane, DT in Izmir, Turkey) </li></ul></ul>
  8. 8. Bene fits: paid traineeships <ul><li>Salary is paid in local currency </li></ul><ul><ul><li>Shown in USD </li></ul></ul><ul><li>Before or after taxes? </li></ul><ul><ul><li>Usually after </li></ul></ul><ul><li>Is this enough? </li></ul><ul><ul><li>It needs to be enough but not gold mines </li></ul></ul><ul><li>Other benefits? </li></ul><ul><ul><li>Ticket, place to live, meals, phone... </li></ul></ul>
  9. 9. How to get there <ul><li>Not everything is as far as you think! </li></ul><ul><ul><li>World becomes smaller with AIESEC  </li></ul></ul><ul><li>Google immediately! </li></ul><ul><ul><li>Maps.google.com </li></ul></ul><ul><ul><li>Optifly.com </li></ul></ul><ul><ul><li>Expedia.com </li></ul></ul><ul><ul><li>Movolo.com </li></ul></ul>
  10. 10. Visa <ul><li>Will I need one? </li></ul><ul><ul><li>Development: usually no </li></ul></ul><ul><ul><li>Paid ones: in most cases: yes </li></ul></ul><ul><li>Student status in some countries for paid traineeships </li></ul><ul><li>Intern is responsible for applying for visa/work permit </li></ul><ul><li>Host LC should provide all the necessary information and documents for visa application </li></ul><ul><li>Our experience: https://spreadsheets.google.com/spreadsheet/ccc?key=0AtfK1vHQUfv7dHFJQUVWS3NLaG5ZUk5LbXRFcGJKV1E&hl=en_US </li></ul>
  11. 11. <ul><li>JD & the whole TN form </li></ul><ul><li>Benefits </li></ul><ul><ul><li>Accommodation & food , l ocal transportation (DT) </li></ul></ul><ul><ul><li>Salary (MT, TT, ET) </li></ul></ul><ul><li>How to get there </li></ul><ul><li>Visa /work permit </li></ul>
  12. 12. After the MATCH
  13. 13. Is it official ? <ul><li>Acceptance Notes </li></ul><ul><li>Match in the system </li></ul><ul><ul><li>My EP forms: status </li></ul></ul><ul><ul><li>Status Realized after you have started the traineeship </li></ul></ul><ul><ul><li>Done by LCs, you just get the result </li></ul></ul>
  14. 14. Expenses <ul><li>S ocial economical situation of country – standards of living </li></ul><ul><ul><li>to be sure that provided salary is enough </li></ul></ul><ul><li>First month or extra expenses </li></ul><ul><ul><li>Depending if it’s paid or Development traineeship </li></ul></ul><ul><li>Have funds to cover all travel expenses to and back from host country </li></ul><ul><ul><li>Ticket back (with an open date) could be a good guarantee in case of an emergency </li></ul></ul><ul><li>Think of alternatives: living with an AIESECer, couchsurfing, etc. </li></ul>
  15. 15. Safety first <ul><li>Documents on hand </li></ul><ul><ul><li>copies of passport, travel insurance etc. </li></ul></ul><ul><li>Place to live </li></ul><ul><ul><li>for safety check the nearest hostel/hotel address </li></ul></ul><ul><li>Cash </li></ul><ul><ul><li>If possible/and needed change some money already in home country </li></ul></ul><ul><li>Local stuff </li></ul><ul><ul><li>Weather, time zone , plug ins, political situation, vaccinations, etc. </li></ul></ul><ul><li>CONTACTS </li></ul><ul><ul><li>Get all possible contacts of the host/home LC - email, address, phone number </li></ul></ul><ul><ul><li>Contact trainees in destination country </li></ul></ul>Zane (Kazakhstan): The most important is to get all things done in native country so that nothing is left undone there
  16. 16. AIESEC receiving committee <ul><li>Info on visa </li></ul><ul><ul><li>Invitation if needed </li></ul></ul><ul><li>Reception/welcome booklet </li></ul><ul><li>Buddy/support </li></ul><ul><ul><li>Is there a buddy system? </li></ul></ul><ul><li>Local activities </li></ul><ul><ul><li>Conferences, seminars... </li></ul></ul><ul><li>Your involvement </li></ul><ul><ul><li>Prepare presentations about home country and culture for organization’s employees, AIESEC members and other audienc e </li></ul></ul>
  17. 17. <ul><li>MATCH </li></ul><ul><li>Expenses </li></ul><ul><ul><li>Tickets </li></ul></ul><ul><ul><li>Visa </li></ul></ul><ul><ul><li>First month/extra expenses </li></ul></ul><ul><li>Prepare </li></ul><ul><ul><li>Insurance </li></ul></ul><ul><ul><li>Weather, local stuff... </li></ul></ul><ul><li>AIESEC activities </li></ul><ul><ul><li>Buddy/suppor t... </li></ul></ul>
  18. 18. Look up! http://myexchange.lv/piece-of-advise/
  19. 19. e X change P rogram P olicies
  20. 21. <ul><li>Happy interns = happy companies = even happier AIESECers </li></ul><ul><ul><li>Maintains good exchange relationships </li></ul></ul><ul><ul><li>Improves the quality of our internships </li></ul></ul><ul><li>Clear expectations of each party involved </li></ul><ul><li>Clear guidelines how to manage if issues appear </li></ul>
  21. 22. EP responsibilities <ul><li>Documentation (contract, EP form, etc.) </li></ul><ul><li>Attend preparation events  </li></ul><ul><li>Communicate continuously with home LC </li></ul><ul><ul><li>Inform LC/MC if you are unavailable or looking into other opportunities </li></ul></ul><ul><li>Have sufficient funds to incur expenses of travel and first four weeks of internship </li></ul><ul><li>Acquire the necessary legal documents to participate in an internship in foreign country </li></ul><ul><li>Take proactive role in getting involved in the community </li></ul><ul><li>Complete and submit measurement surveys </li></ul><ul><li>Prepare to give presentations about the home country and culture </li></ul><ul><li>Participate in reintegration activities </li></ul>
  22. 23. Sending (home) LC responsibilities <ul><li>Train and assist in matching procedures </li></ul><ul><li>Track EP matching status </li></ul><ul><li>Provide support with ANs </li></ul><ul><li>Educate EP about X PP </li></ul><ul><li>Maintain communication throughout the internship </li></ul><ul><li>Periodically evaluate the internship and communicate with the intern </li></ul>
  23. 24. Hosting LC responsibilities <ul><li>Assist the organization with filling TN form </li></ul><ul><ul><li>Search for and present suitable candidates for the internship </li></ul></ul><ul><li>Provide all necessary information and documentation for the accepted candidate in order to apply for a visa/work permit </li></ul><ul><ul><li>Inform the incoming intern of any specific requirements related to visa, insurance, and other legal requirements </li></ul></ul><ul><li>Provide adequate reception of the intern </li></ul><ul><ul><li>Provide initial assistance in establishing and orienting the intern upon arrival for his/her internship </li></ul></ul><ul><li>Conduct periodic evaluations with the organisation and intern </li></ul><ul><li>Provide assistance to the intern when they have problems with the organisation or any other aspect of their internship </li></ul>
  24. 25. Organization responsibilities <ul><li>Provide necessary info about the organization before intern arrives </li></ul><ul><li>Participate in an initial meeting with the Host LC and intern to set and review expectations, processes for internship evaluation, and addressing complaints </li></ul><ul><li>Provide adequate working conditions (which may include personal workspace and computer), salary, orientation, guidance, and training for the intern to achieve the objectives agreed upon. </li></ul><ul><li>Evaluate the intern and the Hosting LC in measurement periods </li></ul>
  25. 26. You can leave the internship IF <ul><li>Job description completely different </li></ul><ul><li>Emergency in the family </li></ul><ul><li>No working/living permit upon the arrival </li></ul><ul><li>Illness </li></ul><ul><li>Discrimination at workplace </li></ul><ul><li>Sexual harassment at workplace </li></ul>
  26. 27. Organization may ask you to leave the internship IF <ul><li>The intern has falsified information related to his work experience, academic background or language proficiency, and is unable to fulfill his internship job role as specified in the TN form. </li></ul><ul><li>If the intern is breaking a law of the hosting country or is continuously breaking internal regulations of the organisation despite being aware of them. </li></ul><ul><li>The organization is within the labour laws of the host country to end the internship early. </li></ul>
  27. 29. Complaint procedures <ul><li>Internal Level </li></ul><ul><ul><li>Intern and hosting AIESEC entity – issue solved privately </li></ul></ul><ul><li>Local Level </li></ul><ul><ul><li>Intern and sending AIESEC entity </li></ul></ul><ul><li>National Level </li></ul><ul><ul><li>Sending entity informs sending MC (national committee) </li></ul></ul><ul><ul><li>They work together with Hosting MC to solve the issue </li></ul></ul><ul><ul><li>They may share the issue over the global network </li></ul></ul><ul><li>After 2 weeks: International Control Board </li></ul>