1

AIESEC in HONG KONG Organizational External Relations Principles

and Implementation Guidelines Recommended readers: Local Committee Presidents, Vice-Presidents (External Relations) External Relations Managers, Incoming Exchange Managers (Marketing and Sales), Business Development Manager and Vice-Presidents (Finance)/ Finance Controllers of AIESEC in HONG KONG.

Executive Summary:

AIESEC in HONG KONG1 (including AIESEC in HONG KONG Member Committee and Local Committees) is currently raising internships and generating revenue by getting support from external entities2. In order to enhance the efficiency of AIESEC in HONG KONG in getting external support, a minimum set of principles should be agreed and followed by AIESEC in HONG KONG Member Committee and all Local Committees. The aim of this paper is to educate the organization on managing external individuals/entities, in order to enhance consistent and professional image of AIESEC in HONG KONG.

Principles and guidelines In this paper, AIESEC in HONG KONG is defining the principles and is developing implementation guidelines for governing all entities of AIESEC in HONG KONG in general External relations / Fund raising strategies in the organization. Principles: Identify what AIESEC in HONG KONG is requested or restricted to do, according to The AIESEC Way, Organization’s strategy and Brand of AIESEC. Guidelines: These are based on principles, which are more direct to the operation of AIESEC in HONG KONG.

1 AIESEC in HONG KONG refers to all entities of AIESEC in Hong Kong, including both Member Committee

and all Local Committees. 2 External entities refer to profit-making organizations, government, funding committee, and non government

organizations.

2

General Premises for Principles (These are premises based on The AIESEC Way, and all AIESEC in HONG KONG entities

must consider these premises before making any decision related to partnership development with external organizations)

i. What is AIESEC: An international, non-political, non-profit, student-run,

independent, educational foundation. It is comprised of students and recent graduates of institutions of higher education. AIESEC does not discriminate on the basis of race, colors, sex, sexual orientation, creed, religion, national or ethnic origin.

ii. The Way We Do it: AIESEC provides its members with an integrated development

experience comprised of leadership opportunities, international internships and participation in a global learning environment.

iii. AIESEC facilitates internship exchanges with all organizations that provide a positive experience for the interns, except those engaged in illegal activities and those that give a negative external view in the market.

iv. AIESEC in HONG KONG Member Committee will have independent discussions

or negotiations with Local Committees, which are selling similar products to that of Member Committee. It can enhance the unique selling points of these products can be aligned with AIESEC branding.

v. Local Committees should introduce AIESEC in HONG KONG Member Committee

to their current partners when they see an opportunity for a national partnership3 or when the organization is looking at accessing national benefits.

vi. If a Local Committee sells a national partnership (partnership which requires

delivery of national benefits), then the premium generated out of it should go to Member Committee so that it can be invested in the national network.

; vii. Local Committees will be recognized for their efforts in assisting AIESEC in HONG

KONG Member Committee in developing / delivering the national partnership, the recognition will be decided on a case-by-case basis. But there will be no revenue sharing with local committees simply because Member Committee signs national partnerships with the organizations.

viii. All the Global Partners, in any form of partnership, shall be directly under the

management of Member Committee of AIESEC in HONG KONG in case of any communication and potential cooperation and thus no Local Committee shall approach any Global Partners without agreement with Member Committee.

3 National partnership refers to partnership with AIESEC in HONG KONG Member Committee, with the

benefits to AIESEC in HONG KONG as a whole.

3

Organizational External Relations Principles Partnership Principles

1. AIESEC in HONG KONG shall not partner with organizations that directly promote war or violence.

2. AIESEC in HONG KONG shall not partner with organizations that discriminate on the

basis of race, color, sex, sexual orientation, creed, religion, national or ethnic origin.

3. Partnership relationship should not affect the ability of AIESEC in HONG KONG to act independently4.

4. No partnership should commit AIESEC in HONG KONG to a direct political agenda5. 5. AIESEC in HONG KONG seeks to partner with those organizations which can assist in

developing characteristics in individuals that are critical in creating change agents. 6. AIESEC in HONG KONG shall not partner with organizations that affect its image

negatively in the external environment. 6 Operational Principles

1. Every AIESEC in HONG KONG entity should set a maximum level of reserve it wants to keep from external sponsorship. Any amount beyond that should be invested back into AIESEC at the entities discretion.

Explanation: This principle was put in place, so that no AIESEC entity is striving to raise money just for the sake of raising money. Instead, the revenue generated is fruitfully invested back into AIESEC, and the nature of AIESEC as a non-profit making organization will not be violated.

2. No AIESEC in HONG KONG entity can enter into an partnership which requires

AIESEC to change its basics (The AIESEC Way and organizational directions) Explanation: Self-explanatory

3. No AIESEC in HONG KONG entity shall enter into a contractual agreement on

behalf of another AIESEC entity without seeking consensus from the concerned AIESEC entity.

Explanation: Self-explanatory

4 Independent: the ability to make our own decisions based on our nature and identity

5 Political agenda has been defined as supporting a political agenda in a country, e.g. being involved in party

politics etc. 6 For example companies engaged in the manufacture of tobacco and arms.

4

4. Any AIESEC in HONG KONG entity wants to contact an external organization, should make sure the organization is not being contacted by other AIESEC in HONG KONG entities.

Explanation: This principle was put in place, so that to enhance consistent and professional image of AIESEC in HONG KONG.

5. There should be always one contact person from AIESEC in HONG KONG for

coordinating the relationship with any organization. Explanation: This principle is to enhance effective communications within AIESEC in HONG KONG, and with any organization.

6. Every AIESEC in HONG KONG entity should keep a record of every meeting with

any organization. Explanation: This principle is to ensure the sustainability of knowledge within AIESEC in HONG KONG.

7. Priority is always given to national partnership, rather than local partnership,

when the organization is seeking for a national partnership. Explanation: This principle was put in place, so that the benefits to AIESEC in HONG KONG can be maximized.

8. Every contract concluded by an AIESEC in HONG KONG entity should not leave

any other AIESEC entity in a worse off position.

Explanation: This principle was put in place, so that there is no partnership will negatively affect (financially) other AIESEC entities.

9. All AIESEC in HONG KONG entities involving in a partnership / potential

partnership shall provide free access to all relevant communication between the AIESEC entity and the organizations (except for legal or confidential requirements)

Explanation: Self-explanatory

10. All AIESEC in HONG KONG entities shall deliver their required partnerships as

per agreement with the organization, unless determined by the organization Explanation: This principle addresses the concern related to the accountability of AIESEC in HONG KONG entities.

5

Implementation Guidelines for the Operational Principles

There are no implementation guidelines for Principles numbered 2, 3 and 9, since they are either self-explanatory / clear.

1. Every AIESEC in HONG KONG entity should set the maximum level of reserve it

wants to keep from external sponsorship. Anything beyond that should be invested back into AIESEC at the entities discretion.

1.1 All AIESEC entities should determine the maximum level of reserve which they got

from external individuals / organizations. 1.2 The level of reserve should be discussed and adopted in the Finance Standing

Committee.

4. Any AIESEC in HONG KONG entity wants to contact an external organization, should make sure the organization is not being contacted by other AIESEC in HONG KONG entities.

Before approaching any external organizations 4.1 All AIESEC entities should check the online system7 of AIESEC in HONG KONG

for the organizations they are going to approach. For example, AIESEC-LC-CUHK is considering approaching Company X. If Company X is listed in the online system under other AIESEC entities, AIESEC-LC-CUHK cannot approach Company X. If Company X is not in the list, AIESEC-LC-CUHK can submit the information of Company X to the online system. Unless permission8 from AIESEC in HONG KONG Member Committee is received, AIESEC-LC-CUHK cannot approach company X.

Guidelines to get permission for the first approach to any external organization 4.2 AIESEC in HONG KONG Member Committee has a maximum of 5 working days

to respond the requested entry to the online system made by any AIESEC in HONG KONG entities.

4.3 Permission for approaching company X will be given to the AIESEC entity which

submits the information of company X prior to another one. 4.4 The information of company X submitted by any AIESEC in HONG KONG entity

to the online system, must include a contact person from company X with his / her name, title in the organization and the personal e-mail.

4.5 If AIESEC in HONG KONG Member Committee does not respond to the

requested entity for 5 working days, the requesting entity can give a call to other AIESEC in HONG KONG entities for enquiries.

7 The Online system aims to create a real-time partnership management service for AIESEC in HONG KONG.

It is administrated by AIESEC in HONG KONG Member Committee, which is the Customer Relationship

Management System or any system authorized by AIESEC in HONG KONG Member Committee. 8 AIESEC in HONG KONG Member Committee will give the permission based on whether the organization is

being approached by other AIESEC entities.

6

4.6 Any AIESEC in HONG KONG entity has a maximum of 5 working days to

respond to the request made by another AIESEC entity with regard to approaching company X. If the request does not receive a response in the defined time, then that AIESEC entity is free to approach company X.

Guidelines to keep the permission valid for approaching any external organization 4.7 If there is no e-mail / phone call made to the organization by any AIESEC in

HONG KONG entity within 30 days from receiving the permission, then that organization should be released for any AIESEC entity to approach.

4.8 If there is no response received from the organization by any AIESEC in HONG

KONG entity within 30 days upon first contact made, then that organization should be released for any AIESEC entity to approach.

4.9 If there is no partnership9 developed by any AIESEC in HONG KONG entity with

the organization within 90 days , then that organization should be released for any AIESEC entity to approach. Permission from AIESEC in HONG KONG Member Committee is needed for any AIESEC in HONG KONG entity to re-approach to that organization.

4.10 Once a partnership is developed by any AIESEC in HONG KONG entity with an

organization, the organization will be not released for other AIESEC in HONG KONG entities to approach.

Guidelines for approaching the same external organization with different purpose10 4.11 For example, AIESEC-LC-CUHK wants to approach department A of Company

X for financial support, where department B of Company X is offering traineeships to AIESEC-LC-HKBU. AIESEC-LC-CUHK can only go on unless getting consensus from AIESEC-LC-HKBU and department B of Company X, and AIESEC-LC-CUHK must give a notification to department A of Company X as well.

5. There should be always one contact person from AIESEC in HONG KONG for coordinating the relationship with any organization.

5.1 All AIESEC in HONG KONG entities should follow this principle, unless the

AIESEC representative has referred another AIESEC representative to the organization.

6. Every AIESEC in HONG KONG entity should keep a record of every meeting with any organization.

9 The content of the partnership is not confined, it can be exchange partnership, sponsorship, providing trainings

or seminars. 10

It does not include difference in number of traineeship raised or difference in financial support.

7

All AIESEC entities should fill in and upload the record of every meeting to the online system mentioned in Principle 4.1 within 5 working days.

7. Priority is always given to national partnership, rather than local partnership,

when the organization is seeking for a national partnership.

7.1 For example, if any AIESEC in HONG KONG entity is contacted by Company X for a national / global partnership, where Company X is a current partner of AIESEC-LC-CUHK. AIESEC in HONG KONG Member Committee has the right to discuss with Company X for national / global partnership with informing AIESEC-LC-CUHK.

7.2 The ideal situation is Member Committee and Local Committee approach a

company with one AIESEC face, and let the company to decide whether they want to partner with Member Committee and seek national benefits; or with Local Committee and seek local benefits; or with both to seek both national and local benefits.

7.3 This principle is applied only when the organization is seeking for national

partnership. In case AIESEC in HONG KONG Member Committee is seeking for national partnership with any organization, a discussion is needed between Member Committee and the concerned local committee, and the discussion should be based on Principle 8. Consensus is needed from the local committee before any action taken by Member Committee.

8. A contract concluded by an AIESEC in HONG KONG entity should not leave any

other AIESEC entity in a worse position.

8.1 For example: AIESEC in HONG KONG Member Committee approaches a current partner of AIESEC-LC-CUHK with the consensus of AIESEC-LC-CUHK. If national partnership is developed, which leads to AIESEC-LC-CUHK loosing the sponsorship, then AIESEC in HONG KONG Member Committee should compensate the monetary loss for a maximum period of 2 years.

8.2 If National Exchange Partnership is developed, then an independent compensation package will be explored, where the compensation package should not include putting the traineeships raised under the account of AIESEC-LC-CUHK.

10. All AIESEC in HONG KONG entities shall deliver their required partnerships as

per agreement with the organization, unless determined by the organization

10. 1 All AIESEC entities should prepare a partnership report, which should include all items stated in the contract / agreement, when the partnership is renewed / terminated.

10.2 The partnership report should be sent to the organization, as well as AIESEC in HONG KONG Member Committee.

8

Remarks: 1. The Organizational External Relations Principles and Guidelines are set up for the external relationship management of the organization, i.e. the way AIESEC should contact with external organizations. These are principles applied to AIESEC in HONG KONG as an organization, but not the action guidelines for External Relations Officers only. 2. All principles and guidelines are set up for enhancing the consistent and professional image of AIESEC in HONG KONG. There is no reason for penalizing those AIESEC in HONG KONG entities which violates the principles and guidelines. 3. Any AIESEC in HONG KONG entity which violates the principles and guidelines, should take up the responsibility for any negative consequence made. 4. In case of any conflict or depute between AIESEC in HONG KONG entities related to external contact, the decision of AIESEC in HONG KONG Member Committee shall be final. The decision made will be based on all principles and guidelines mentioned. 5. Any controversial issues emerging as a result of non-compliance with these principles and implementation guidelines, then a solution will be seeked for mutually between the concerned AIESEC entities. But, if there is no agreement, then the solution will be proposed by the national plenary on the basis of all members in Extension and Consolidation Committee.