Exchange Participants GCDP BOOKLET

"A ship in port is safe but that's not what ships are built for."
- Grace Murray Hopper-

AIESEC Local Commitee Universitas Diponegoro | 2nd Floor of Pusat Kegiatan Mahasiswa Universitas Diponegoro, Tembalang-Semarang, Central Java, Indonesia | Phone + 6224 70277506 | email: aiesec.undip@gmail.com | www.aiesecundip.org | FB: AIESEC UNDIP | Twitter: @AIESECUNDIP

Table of Contents

- Congratulations! - AIESEC Dictionary - Brief history of AIESEC - Programs: GCDP and GIP - Stages of Exchange - EP GDCP Process: Step by Step - During the Exchange - After the Exchange - Payment Procedure - Outgoing Exchange Department Members Contact - Appendixs

Congratulations!
Hi Indonesia Ambassador!

Once more, I would like to congratulate you for taking a big step in your life with the Exchange Experience in AIESEC!

Now that you have been officially accepted as an Exchange member, you need to know some basic information about this program itself and AIESEC in general. This EP Booklet is going to be a useful guiding to help you with your EP process such as documentation, TN searching, and many more things. Even though you have this, remember to contact your VP OGX and EP managers if you have any further question or doubts.

AIESECly,

Ana Fatimatuzzahra VP OGX, Local Committee UNDIP 2012-2013

AIESEC Dictionary
This dictionary is going to be very useful for you to understand how AIESECers talk. At this moment you might have experienced the AIESEC slang or the acronyms. We use acronyms to abbreviate all the long words or terms that we have, and more important, is a better way to talk with other AIESEC members around the world. This AIESEC language is universal, so we can all understand each other.

No Growth Networks CEE AP Functional ICX OGX COMM TM FL BD ER Exp Local LC LCVP LCP AIESEC Programs TLP TMP GCDP GIP Additional @ EP EB OCP Central Eastern Europe Asia Pacific Incoming Exchange Outgoing Exchange Communication Talent Management Finance and Legality Business Development External Relation Expansion Local Committee Local Committee Vice President Local Committee President Team Leader Program Team Member Program Global Community Development Program Global Internship Program AIESEC Exchange Participant Executive Board Organizing Committee President

OC XPP OPS XP Ra Ma Re TN

Organizing Committee Exchange Program policy Outgoing Preparation Seminar Experience Raise Match Realize Trainee Nominee

So, welcome to the EXCHANGE EXPERIENCE Learn it, use it, talk it, live it and love it!

Brief history of AIESEC

AIESEC started in 1948 is a global, non-political, independent, not-for-profit organization run by students or recent graduates. The vision of AIESEC is peace and fulfillment of humankinds potential. The organization develops the leadership potential of its members by different leadership opportunities, like: international internships and leadership opportunities, and also by the global learning environment. AIESEC is the largest student organization in the world. It is established in more than 1,700 universities in the world, has around of 55,000 members in 110 countries and territories. AIESEC organizes more than 350 conferences each year in the whole world, offering more of 10,000 internship opportunities and 4,000 leadership roles.

Programs: GCDP & GIP

We have two kinds of Internship Programs. GCDP program that stands for: Global Community Development Program and the GIP that stands for: Global Internship Program. The difference between both is that the GIP has education, technical and management oriented internships. And the GCDP has social work oriented internships. Each EP (Exchange Participant) has to decide in which program wants to have their Internship Experience. AIESEC offers different duration periods depending of the program selected and the TN itself. For example, the GCDP program can last from: 6 weeks to 8 weeks, and the GIP can be from: 3 months, 6 months, to a year or year and a half.

Another point is that AIESEC is currently is in 110 countries around the world. But the internship opportunity depends by: country, season, TN dates, committee, type of TN, etc.

*Here is the AIESEC cycle. In the Experiential Leadership Development part is the GCDP (blue), and the GIP (orange).

Stages of Exchange
1. RA = Raised *This is when your CV and identity are raised to the system (myaiesec.net) and when you already have the EP Id. Also there different status when you are already in the system:

1. NEW

2. AVAILABLE

3. MATCHED

4. REJECTED

*NEW, is when you are raised to the system (myaiesec.net) and you have updated your profile information and have already a CV (curriculum vitae) in PDF for sure. *AVAILABLE, this is the part when you are visible to the other countries and you can apply for the TNs available in the myaiesec.net. *MATCHED, when you have a TN and you are not going to be available anymore for other TNs because you already have one. *REJECTED, this happens when you dont complete the process or dont have a MATCH during the stipulated amount of time.

2. MA= Matched *This is when you have exchanged the ANs (Acceptance Note), and have officially an internship.

3. RE= Realized

*This stage is w hen the EP is in the internship country.

EP GCDP Process: Step by Step

1. EP Selection (Focus Group Discussion & Interview)

The purpose of this selection is to know basic information about the EP in general, like: studies, country

preferences, internship details, his or her maturity, skills, etc. This will allow the VP OGX or Exchange Managers to know what the EP likes and dislikes, for a better search of internship opportunities. And when you follow this selection dont forget for bring the selection fee that is Rp 150.000 (regular selection) or Rp 100.000 (for big recruitment).

2. Signing student contract + Paying 1st EP Fee of Rp 1.500.000

After the interview you will have to sign the Student Contract., before that you will get the contract education and explanation. The contract will be explained to you part by part. If you are under 21 years old, your parents have you sign the parents permit. And also you have to pay the first part of the EP Fee that is of Rp1.500.000, max 1 week after signing the contract. With this Fee you will receive access to the system (myaiesec.net), where you can search for internship opportunities and for that you will be given an EP Id that is used as an identification code for each Exchange Participant in AIESEC. At the moment of signing and paying, you will receive a copy of the contract and a receipt of the payment also XPP (Exchange Program Policy) Its very important to be sure to go on exchan ge, because the Student Contract has an expiration period. If the contract expires you will have to pay the EP Fee again and sign a new contract. *All the above is stated in the Student Contract.

3. Start searching for TNs for internship Now that you have access to the system (myaiesec.net), you can start searching for TNs that match with your interests, studies and professional background. Accumulate many TNs and contact your VP OGX or Internship Manager so they can help you with the selection process.

But before you start this TN search, you need to update your profile in the system and then upload your CV (curriculum vitae) in PDF, the international standard one. The CV is like a resume, but more specific, including a professional appendix) and academic background. (See the

4. Keep searching for TNs! Are you still searching for TNs? Not a problem. We know that this process requires hard work and effort, but think that this is a step to get to an awesome experience! You have to search much internship as possible, start analyzing them until you have less choice, and then decide what will be your options for your internship. Contact your VP OGX or EP Manager for assistance if needed.

5. Making contact with TN When you already have decided the internship that you like, you have to make contact with the Internship Manager of that TN Manager. This first approach is really important because you are going to present yourself as a possible candidate for that position. The EP managers will help to spam you by email them.

We are going to have to write a letter via e-mail, introducing yourself and the most important part is telling that you are interested in the internship and why.

6. Online Interview

If the TN Manager is considering you for the exchange program you will have a virtual interview. In AIESEC most of the interviews are done by Skype. If you dont have an account you will need it for this and other

communication with your LC, TN, committee or functional area meetings, etc. So Skype is going to be a very useful tool, and its

FREE!

Getting back to the interview, the day and time will be set by you and the TN Manager. In this interview is very important to be on time and to be clear about the time.

Remember the hour differences between countries and time zones!

*Recommended page: http://www.timeanddate.com/worldclock/*

7. MATCHED + 2nd EP Fee Rp 850.000

If youre accepted in the internship

Then you are officially MATCHED!!!

After a MATCH you have 7 days or less to pay the second part of the EP Fee of Rp 850.000. If you decide after the MATCH to NOT go on Exchange, you have to pay the breakmatch fee which is RP 1.500.000, and this is not refundable. *All the above is stated in the Student Contract.

8. Already MATCHED, and what do I do next???

You need to start preparing yourself for the exchange experience! Check if you need a VISA to stay in the host country, and start the process. Get the Invitation Letter from them. Before you go to exchange, you will get the Outgoing Preparation Seminar (OPS) and fill the pre-Exchange Survey from us. We will provide LoA (Letter of Acceptance) from LC UNDIP if you need.

9. Documents to VP OGX and EP Managers This is the list of documents that you need to hand to the VP OGX or Internship Manager:

- Copy of passport - Copy of identification - Flight itinerary (when you book it) - AN (Acceptance Note) of the EP & TN & Invitation letter

The AN or Acceptance Note is a document were you are accepting that you are going to the selected internship. And as well the TN has to send an Acceptance Note, also affirming that the EP is going to on their internship. After that they will send the IL (Invitation Letter) for helping you in applying visa.

*If any other document is required, the VP OGX or the Internship Manager will inform you. They could be in the scan form one.

During the EXCHANGE

During your internship experience you will have to send to the EP Manager or VP OGX: *1 minute Video: Not a long and complicated video, just 1 or 2 minutes max which shares your Internship/Exchange Experience. You can show your work place, views of host country, new friends, and also you can add pictures & music if you want. *Pictures: Send us pictures of your experience. Wohooo!! Lets UPLOAD them!

*Weekly journal: Write week by week your experiences and then send them to your EP Manager or VP OGX with pictures. This weekly experiences are going to be posted in website of AIESEC UNDIP, so the committee members and AIESECers in general can see your journey! *Communication! We want to be sure that youre doing well on your internship. Its very important to maintain communication with us. For that reason the EP Manager or VP OGX are going to be communicating with you through: Facebook, Skype, email, etc, we will arrange the communication time with you before you go on exchange.

After the EXCHANGE

After your Exchange, we suppose you to continue with us, sharing your experience and motivating others to go on this amazing opportunity! Then, you will fill the post-exchange survey from us. Dont forget to submit your amazing video and memorable testimoni during the exchange and we will give you the certificate for sure.

You can participate on info-booths, info-sessions, give trainings of a specific topic, share stories of your experience on our events, or apply for leadership roles such as: OCP, OC, Manager, LCVP, LCP, etc.

And last but not least, dont forget that you can participate on other exchanges program (again) as well! Wohooo

Payment Procedure
Trust me,its very easy for you to do the payment of Exchange Program. 1. Transver the money to the AIESEC LC UNDIP account

136-00-1020559-6
Kcp Semarang Univ. Diponegoro

AIESEC LC UNDIP

2. SCAN the Proof of PAYMENT

3. SEND the Proof of EXCHANGE Payment to

Proofpayment.exchange@gmail.com And cc to ladyana.azzahra@gmail.com

With Subject : PAYMENT_(RAISE/MATCH)_NAME

4. Do the CONFIRMATION to VP OGX or EP Managers

OGX Members Contact

APPENDIX

Sample of International Standart CV (make it into PDF)

So now, make up your CV like the sample one .Then we are ready to RAISE yours in the myaiesec.net. Things need to be considered for making CVs are:

- Spelling
Check, check and check until you have NO spelling mistakes! Use auto-check in Office Word and you can avoid some already. Do not mix Bahasa Indonesian into the CV, esp. somewhere like month, name of project, or religion (no need to put religion actually) etc.

- Picture
If a picture is attached make sure it is formal picture! Formal = shirt or suit or at least clothes with collar. No casual pictures, no sports-wear.

- Education
Restrict education experience to higher education, or max. high school. No kindergarten, elementary or junior high. It's not important.

- Time order
Use reversed time order, which means put latest happening first, old things behind.

- Layout
Check font and size and side spaces. Don't have an extra page that only takes up 20% of the paper.Layout decides the first impression. Please do pay attention.

- Project, Organization, Internship, and Working Experience

It is very important to put these practical experiences in the CV. The TN Manager will consider EP who have practical experience more than those who don't have. Don't forget to put short explanation of the role/responsibility for each of the experience, so the reader will understand what they did. Again, please avoid using Bahasa. If the name of the project/organization/working place is in Bahasa, it's ok, but please explain what you did there.

Also cv always needs to be in pdf format and no more than 2 pages. Several website you can check as a reference : http://www.kent.ac.uk/careers/cv.htm , http://www.wikihow.com/Write-a-CV%28Curriculum-Vitae%29, http://www.bbc.co.uk/news/business-15573447

Enjoy your Exchange Experience!

-AIESEC LC UNDIP-