ICXPROCESS

SESSIONOBJECTIVES• To provide an overview of the whole

ICX processes

THREEMAINPROCESSES

RA – MA – RE RAISE

MATCH

REALIZE

TN Sales and Raising

TN Management and Matching

Service and Receptions

THREEBASICFUNCTIONS

RA – MA – RE RAISE

MATCH

REALIZE

TN Sales and Raising

TN Management and Matching

Service and Receptions

STRUCTURE

ICXPROCESSES

• Research on the availability and trends of the trainee pool available on AIESEC.net. – What types of traineeships most in

demand?– How long do trainees prefer to stay in

the country?– When are the trainees interested in

arriving in the Philippines?– Are there local committees who are

interested to do pocket recruitment?• All results of this research must be

communicated with the whole incoming exchange team, especially to the TN Sales and Marketing.

RESPONSIBILITY OF

EXCHANGE COORDINATOR

Useful Tools:1)AIESEC.net2)DAAL Files3)Search Tools

• surveying the companies and organizations that AIESEC to serve the potential matches and realizations.

RESPONSIBILITY OF

TN SALES and MARKETING

Useful Tools:1)Internet2)BOA / Alumni3)Academics4)News5)Surveys6)Personal Contacts

• Consolidate all research materials in order to target the right countries and corporations/organizations to partnership up with

RESPONSIBILITY OF

EXCHANGE COORDINATORTN SALES and MARKETING

• Foster partnerships with different local committees and/or countries who are willing to send their trainees to your local committee.

RESPONSIBILITY OF

EXCHANGE COORDINATOR

Useful Tools:1)LC/CY partnership contract

• Creating connections with targeted companies (personal contacts, social media, cold/warm calls, job fairs, alumni)

• Setting up company calls• Presenting the GIP to the

company/organization• Following up the potential

partnership• Signing the MOA and the TN JQ• Assigning a point person from the

company to respond to you regarding the partnership

RESPONSIBILITY OF

TN SALES and MARKETING

Useful Tools:1)Internet2)Marketing Letter3)Presentation4)Promotional Materials5)MOA6)TN Job Questionnaire

• Uploading the TN JQ in the system• Double check that the Job

Description is attractive and matchable

RESPONSIBILITY OF

TN MGT. and MATCHING

Useful Tools:1)Internet2)Accomplished TN JQ3)AIESEC.net

RESPONSIBILITY OFTN MGT. and MATCHINGEXCHANGE COORDINATOR

Useful Tools:1)Internet2)AIESEC.net3)DAAL4)Search Tools

TN MGT. And MATCHING EXCHANGE COORDINATOR

-Receive and respond to applications from interested trainees-Look for eligible trainees and invite them to the TN

-Conducting initial interviews to see if the trainee is truly eligible -Communicate with the TN regarding the potential matches And their own screening process

-Utilize partnerships to provide trainees to TNs- Create promotional materials to entice trainees to go to your TNs

RESPONSIBILITY OFTN MGT. and MATCHINGEXCHANGE COORDINATOR

Useful Tools:1)TN Acceptance Note2)EP Acceptance Note

TN MGT. And MATCHING EXCHANGE COORDINATOR

-Once the TN approves an interested applicant, ask for an acceptance note from the EP

-Once the EP AN has been sent, send a TN AN (signed by the TN) and turn the form status in myAIESEC.net into MATCHED!

-File all legal and important files for future use

RESPONSIBILITY OFTN MGT. and MATCHINGEXCHANGE COORDINATOR

Useful Tools:1)TN Acceptance Note2)EP Acceptance Note

TN MGT. And MATCHING EXCHANGE COORDINATOR

-Once the TN approves an interested applicant, ask for an acceptance note from the EP

-Once the EP AN has been sent, send a TN AN (signed by the TN) and turn the form status in myAIESEC.net into MATCHED!

-File all legal and important files for future use

• Communicate with the incoming trainee and set reasonable expectations

• Respond to all inquiries of the trainee regarding the country and his/her traineeship

• Inform him/her of necessary preparations:– Visa Applications / Working Permits– Accommodations– Airport Pick-Up– Cost of living– Clothes– Culture– ETC.

RESPONSIBILITY OF

SERVICE and RECEPTIONS

Useful Tools:1)Internet2)Welcome toolkit3)Flight Tracker4)Social Media

RE: VISA APPLICATIONS

• It is advisable that a trainee comes in the Philippines already with a valid visa throughout his/her stay

• If ever this is not the case, any citizen (except Chinese and Indian) may enter the Philippines for an initial EOC of 21 days, and may be extended upon arrival (P3,030 for 60 days)

• Prepare welcome events for the trainees. Provide for them a welcome kit inclusive of necessary materials (sim card, map, emergency numbers etc.)

• Provide a city orientation for them (commuting, important establishments)

• Assuring that they are well integrated with the LC (invite them to events)

• Respond to their needs and emergencies

RESPONSIBILITY OF

SERVICE and RECEPTIONS

Useful Tools:1)Flight Tracker2)Toolkit

• Assuring that both the TN and the trainee are meeting their reasonable expectations from each other and from the hosting LC

• If ever this is not the case, conduct an investigation and come up with a fair and reasonable action for all parties

RESPONSIBILITY OF

SERVICE and RECEPTIONSTN MGT. and MATCHING

Useful Tools:1)MyAIESEC.net2)Google Docs.

• Assuring that the trainee has been sufficiently immersed into our culture and prepared to share his/her learning experience here back to his/her country

RESPONSIBILITY OF

SERVICE and RECEPTIONS

ICXJOBDESCRIPTIONS

VP’S ROLES&RESPONSIBILITIES• Ensure the development of each ICX

subsystem – set goals and assure that all are followed

• Deliver necessary tools that will ensure growth in quality and quantity of exchanges

• Represent your LC internally and externally through building effective partnerships

• Foster and build a culture of exchange

JD: EXCHANGE COORDINATOR• Research the supply and demand of

EPs on myaiesec.net

• Fostering country and LC partnerships to provide a sustainable supply of trainees for TN partners

• Creating and disseminating promotional campaigns and Matching Mania sessions for all TNs and EPs

JD: TN SALES AND RAISING• Acquire TN partners who are willing to

take in trainees from AIESEC• Assure continuity of current partnerships• Conducting external market research on

which companies are suitable for GIP• Create a database of potential TNs• Setting up meetings and presenting to

TNs• Signing a MOA and the TN JQ

JD: TN MGT. AND MATCHING• Uploading the TN JQ of current

partners• Managing forms (promoting and

receiving applications) • Looking for eligible trainees for TNs• Communicating with the TN re: all

applications• Finalizing matches between the EPs

and the TNs

JD: SERVICE&RECEPTIONS• Ensuring that all trainees are well

integrated in the country• Preparing the arriving trainees for their

traineeships and expectation setting• Arranging legal and logistical

requirements of the trainee• Continuously servicing all the trainees

throughout their stay• Reintegrating the trainees prior to their

departure