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International Compendium International Presidents‘ Meeting 2012, Hungary

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International Compendium

Last updated

After IPM 2012 legislation, Hungary

updated by Rolf Schmachtenberg, AI VP F


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TABLE OF CONTENTS

TABLE OF CONTENTS ................................................................................................................................................................. 2

1. CONSTITUTION OF AIESEC ......................................................................................................................................................... 4

1.1. NAME ........................................................................................................................................................................................... 4 1.2. THE AIESEC WAY .......................................................................................................................................................................... 4

2. MEMBERSHIP............................................................................................................................................................................. 5

2.1. WHO CAN RUN AIESEC OPERATIONS .................................................................................................................................................. 5 2.2. CURRENT AIESEC INTERNATIONAL MEMBERSHIP ................................................................................................................................. 5 2.3. MEMBERSHIP CRITERIA .................................................................................................................................................................... 5 2.4. APPLICATION TO BE A MEMBER ......................................................................................................................................................... 7 2.5. APPLICATIONS OF MEMBERS TO MERGE ............................................................................................................................................... 7 2.6. MEMBERSHIP REVIEW PROCESS.......................................................................................................................................................... 7 2.7. MEMBERS IN ALERT......................................................................................................................................................................... 8 2.8. ENTITIES IN DEBT (EID) .................................................................................................................................................................... 8 2.9. WAR STATUS AND DOMESTIC & CIVIL UNREST.................................................................................................................................... 10 2.10. MEMBERS CAUSING HARM .......................................................................................................................................................... 10 2.11. REMOVAL OF MEMBERSHIP ........................................................................................................................................................ 10 2.12. GROWTH NETWORKS ................................................................................................................................................................. 11 2.13. MEMBERSHIP SUBCOMMITTEE ..................................................................................................................................................... 12

3. FINANCE FOR THE GLOBAL ORGANISATION ............................................................................................................................. 13

3.1. MEMBERS SHALL CONTRIBUTE FINANCIALLY TO: .................................................................................................................................. 13 3.2. AFFILIATION FEE ........................................................................................................................................................................... 13 3.3. GLOBAL SERVICE FEES .................................................................................................................................................................... 13 3.4. OTHER INFORMATION RELATING TO MEMBERSHIP FEES ........................................................................................................................ 13 3.5. ENTITY PARTNERS FINANCIAL LIABILITY OF OFFICIAL EXTENSION ............................................................................................................. 14 3.6. MEMBER SERVICE AGREEMENTS ...................................................................................................................................................... 14 3.7. GLOBAL TRAVEL COST SHARING FUND (TCS FEES) .............................................................................................................................. 14 3.8. GLOBAL MEETINGS TRAVEL FUND .................................................................................................................................................... 16 3.9. GLOBAL 2015 FUND ..................................................................................................................................................................... 17 3.10. GLOBAL LEGAL MANAGEMENT FUND ............................................................................................................................................ 19 3.11. GLOBAL INFORMATION SYSTEMS FUND ......................................................................................................................................... 20 3.12. GLOBAL ILM RESERVE FUND ....................................................................................................................................................... 22 3.13. GLOBAL ICB FUND .................................................................................................................................................................... 23 3.14. GLOBAL PLENARY RESERVE FUND ................................................................................................................................................. 24 3.15. NON-PAYMENT, DEBTS, AND REPAYMENT ...................................................................................................................................... 25 3.16. AI SURPLUS ALLOCATION PRINCIPLES ............................................................................................................................................. 26 3.17. FINANCE SUBCOMMITTEE ........................................................................................................................................................... 26

4. GLOBAL DECISION MAKING ..................................................................................................................................................... 27

4.1. STANDING ORDERS OF AIESEC ....................................................................................................................................................... 27 4.2. CHAIR ......................................................................................................................................................................................... 27 4.3. ROLL CALL ................................................................................................................................................................................... 27 4.4. QUORUM .................................................................................................................................................................................... 28 4.5. VOTING ....................................................................................................................................................................................... 28 4.6. MINUTING ................................................................................................................................................................................... 28 4.7. REPRESENTATION .......................................................................................................................................................................... 28 4.8. MOTIONS .................................................................................................................................................................................... 28 4.9. AMENDMENTS ............................................................................................................................................................................. 29 4.10. ORDER OF PRECEDENCE ............................................................................................................................................................. 29 4.11. POINTS OF ORDER AND INFORMATION ........................................................................................................................................... 29


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4.12. CONDUCT OF MEETING ............................................................................................................................................................... 30 4.13. LEGISLATION SUBCOMMITTEE ...................................................................................................................................................... 30

5. GOVERNANCE AND ADVISORY BODIES .................................................................................................................................... 31

5.1. GOVERNANCE AND ACCOUNTABILITY BODIES ...................................................................................................................................... 31 5.2. AIESEC INTERNATIONAL SUPERVISORY GROUP (SG) ........................................................................................................................... 31 5.3. INTERNAL AUDIT ........................................................................................................................................................................... 31 5.4. EXTERNAL AUDIT .......................................................................................................................................................................... 35 5.5. GLOBAL PATRONS ......................................................................................................................................................................... 35 5.6. LEGAL & GOVERNANCE SUBCOMMITTEE ........................................................................................................................................... 35 5.7. INFORMATION MANAGEMENT ADVISORY COUNCIL.............................................................................................................................. 35

6. CONFERENCES AND MEETINGS ................................................................................................................................................ 36

6.1. DEFINITION .................................................................................................................................................................................. 36 6.2. MEETINGS ................................................................................................................................................................................... 36 6.3. INTERNATIONAL CONGRESS ............................................................................................................................................................. 36 6.4. INTERNATIONAL PRESIDENTS MEETING ............................................................................................................................................. 36 6.5. EXPRO MEETING ......................................................................................................................................................................... 37 6.6. GROWTH NETWORK LDS ............................................................................................................................................................... 37 6.7. MANDATES .................................................................................................................................................................................. 37 6.8. GENERAL ..................................................................................................................................................................................... 38 6.9. PRE-BIDDING ................................................................................................................................................................................ 38 6.10. BIDDING REQUIREMENTS ............................................................................................................................................................ 39 6.11. ILM TRACKING ......................................................................................................................................................................... 39 6.12. DISCHARGE .............................................................................................................................................................................. 40 6.13. DISCHARGE OF OC .................................................................................................................................................................... 40

7. OTHER OBLIGATIONS ............................................................................................................................................................... 41

7.1. EXTERNAL RELATIONS .................................................................................................................................................................... 41 7.2. EXCHANGE ................................................................................................................................................................................... 41 7.3. INFORMATION MANAGEMENT ......................................................................................................................................................... 41 7.4. THE INFORMATION MANAGEMENT SUBCOMMITTEE ............................................................................................................................ 41 7.5. BRAND MANAGEMENT .................................................................................................................................................................. 41

8. AIESEC INTERNATIONAL ........................................................................................................................................................... 43

8.1. CONSTITUTION OF STICHTING AIESEC INTERNATIONAL ........................................................................................................................ 43 8.2. GENERAL ..................................................................................................................................................................................... 45 8.3. PRESIDENT (PAI) .......................................................................................................................................................................... 46 8.4. VICE PRESIDENTS (VPS) ................................................................................................................................................................. 46 8.5. AI FINANCIAL MANAGEMENT ........................................................................................................................................................... 46 8.6. AI ELECTION AND SELECTION PROCEDURE.......................................................................................................................................... 47 8.7. REPLACEMENT .............................................................................................................................................................................. 48 8.8. INTERNATIONAL ADVISORY COUNCIL (IAC) ........................................................................................................................................ 48

9. SUPPORTING DOCUMENTS ...................................................................................................................................................... 49

9.1. LEGISLATED SUPPORTING DOCUMENTS .............................................................................................................................................. 49 9.2. NON-LEGISLATED SUPPORTING DOCUMENTS ....................................................................................................................................... 49


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1. Constitution of AIESEC

1.1. Name

Art. 1 The name of the organisation shall be AIESEC.

1.2. The AIESEC Way

Art. 2 What is AIESEC:

AIESEC is a global, non-political, independent, not-for-profit organization run by students and recent graduates of institutions of higher education. Its members are interested in world issues, leadership and management. AIESEC does not discriminate on the basis of race, colour, gender, sexual orientation, creed, religion, national, ethnic or social origin.

Art. 3 What we envision:

Peace and fulfilment of humankind's potential.

Art. 4 Our impact:

Our international platform enables young people to explore and develop their leadership potential for them to have a positive impact in society.

Art. 5 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

Art. 6 Our Values:

Activating Leadership

We lead by example and inspire leadership through actions and results. We take full responsibility for developing the potential of other people.

Enjoying Participation

We have a dynamic environment created by active and enthusiastic involvement of individuals. We enjoy being involved in AIESEC.

Striving for Excellence

We aim to deliver the highest quality performance in everything we do. Through creativity and innovation we seek to continuously improve our results.

Living Diversity

We seek to learn from the different ways of life and opinions represented in our multicultural environment. We respect and actively encourage the contribution of every individual.

Acting Sustainable

We act in a way that is sustainable for our organisation and society. Our decisions take into account the needs of future generations.

Demonstrating Integrity

We are consistent and transparent in our decisions and actions. We fulfil our commitments and conduct ourselves in a way that is true to our ideals.

Art. 7 English is the sole official language of the foundation

Art. 8 The logo approved at Presidents Meeting 1990 (Hong Kong) is the official logo of the organisation.

Art. 9 AIESEC adopts the AIESEC Code of Ethics as described in legislated supporting document C (AIESEC Code of Ethics) along with its supportive structures mentioned.

Part 1: Constitution of AIESEC


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2. Membership

2.1. Who can run AIESEC operations

2.1.1. Only AIESEC Members, Official Extensions and Entities in Debt can run AIESEC activities . Expansion Initiatives (officially endorsed by the Global Plenary) are only allowed to gather information to support a feasibility study (as per point 3 in supporting Document S).

2.2. Current AIESEC International Membership

2.2.1. Full Members (58):

AIESEC in: Australia, Belgium, Bosnia-Herzegovina, Brazil, Bulgaria, Cambodia, Cameroon, Central America South, Colombia, Croatia, Egypt, Estonia, Finland, France, Germany, Ghana, Greece, Hong Kong , Hungary, India, Indonesia, Italy, Japan, Kazakhstan, Kenya, Kyrgyzstan, Lebanon, Lithuania, Mainland of China, Malaysia, Malta, Mauritius, Moldova, Mongolia, Morocco, Mozambique, The Netherlands, Nigeria, Norway, Oman, Pakistan, Portugal, Puerto Rico, Romania, Russia, Serbia, Slovakia, Sri Lanka, Sweden, Switzerland, Tanzania, The Philippines, Togo, Turkey, Uganda, Ukraine, United Kingdom, Vietnam;

2.2.2. Members in Alert (34):

AIESEC in: Afghanistan, Armenia, Austria, Azerbaijan, Bahrain, Bolivia, Canada, Cote D’Ivoire, Czech Republic, Denmark, Dominican Republic, Ecuador, Guatemala, Iran, Jordan, Korea, Latvia, Mexico, New Zealand, Peru, Poland, Republic of Macedonia, Rwanda, Senegal, Singapore, Slovenia, Southern Cone, Spain, Taiwan, Tajikistan, Thailand, Tunisia, United States, Venezuela;

2.2.3. Entities in debt (4);

Botswana, Ireland, South Africa, the United Arab Emirates

2.2.4. Official Extensions (12):

Official Extension of AIESEC to: Algeria, Benin, Burkina Faso, El Salvador, Ethiopia, Gabon, Georgia, Iceland, Liberia, Nicaragua, Paraguay, Qatar;

2.2.5. Expansion initiatives are also present in (3):

Expansion initiatives of AIESEC to: Luxembourg;

2.3. Membership Criteria

2.3.1. The membership criteria outline the minimum criteria for Official Extensions and Members to gain full membership rights.

2.3.2. For Official Extensions wanting to gain full membership, they must follow the criteria in Supporting Document S_Membership Application Process.

2.3.3. For the purposes of the following section, a "year" is to be defined as February 1st to January 31st.

2.3.4. Members can gain and lose Full Member status at IPM, and can gain Full Member status at IC. The following criteria, if fulfilled in the period between February 1st & August 1st will count towards regaining membership at IC:

2.3.5. Criteria that could be met by the 1st of August to regain or sustain membership according to the following sections of International Compendium:

2.3.5.1.1. 2.3.6.1 (Pay all fees) 2.3.6.2 (Complete SOGA) 2.3.6.3 (Complete Internal Audit survey) 2.3.7.1(Exchange performance) 2.3.8.1(Legal status) 2.3.8.2(Unqualified external audit) 2.3.8.6(Independent bank account)

Part 2: Membership


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2.3.8.8(External accountability body) 2.3.8.9(Constitution and/or Compendium) 2.3.6.4(Have at least one representation at IC and IPM) 2.3.8.10(VAT or equivalent tax declaration) 2.3.8.11(Submit MC budgets)

2.3.5.2. Criteria from the sections 2.3.7.1 and 2.3.7.2 (exchange performance) would be reviewed from August 1st to July 31st. The number would be based on the 2 EPs & 2 TNs average per LC taken from MyAIESEC.net as of August 1st of the previous year.

2.3.5.3. If the External Audit, according to the section 2.3.8.2, is not accepted at IPM as part of membership criteria, the entity should submit the same, corrected version of the audit to regain Full Member status at IC.

2.3.6. Responsibilities towards the global network:

2.3.6.1. To pay affiliation, service and TCS fees and contribute to the restricted funds as legislated by the Global Plenary

2.3.6.2. To maintain its status, a member needs to complete the State of the Global Association (SOGA) surveys as necessary and within the deadlines determined by AIESEC International. Member entities will be given at least 4 weeks for completion of the survey.

2.3.6.3. To maintain its status, a member needs to complete the Internal Audit Survey as necessary and within the deadlines determined by AIESEC International. Member entities will be given at least 4 weeks for completion of the survey

2.3.6.4. To have, as a minimum, one representative at IC and one representative at IPM;

2.3.6.5. To have settled or agreed on payment plans for any debt held towards other members.

2.3.7. Performance

2.3.7.1. To maintain its status, a full member needs to realise an average of 2 TNs and 2 EPs per LC per year. The number of LCs, TNs and EPs counted for membership review is taken from the official LCs and exchanges registered in MyAIESEC.net as of the end of the membership year.

2.3.7.2. To gain full membership, an association needs to realise 3 TNs & 3 EPs within the status year before the next ILM the Official Extension applies to be a member.

2.3.8. Finance & Governance

2.3.8.1. To have legal status as a separate entity or as an affiliation to existing legal body in the territory or territories a member operates in

2.3.8.2. To submit an unqualified external audit conducted by a licensed auditor and consisting minimum of balance sheet, profit and loss statement and auditor’s opinion. External audit should be from previous financial year of the entity. If the entity’s financial year is calendar year, in IPM the entity cannot submit the audit from the immediate financial year, but must submit the previous. An English translation of the audit must be provided. The audit is to be signed by the auditor, include auditor’s contact information, scanned and uploaded to entity membership wiki or its equivalent. In case a member is not able to conduct an unqualified external audit due to legal reasons, a member can apply for an exception at the previous ILM where membership is reviewed; to deliver a corresponding audit.

2.3.8.3. To have at least one legislative meeting per year, including elections or selection

2.3.8.4. To submit proof of completed trademark registration or trademark registration in progress which cannot exceed a period of time of 2 years, with the exception of Official Extensions that must submit a plan on how to register the trademark for their country/territory. If a Member is not able to register the trademark in their country/territory within 2 years, due to national laws and regulations, then the Member is required to proof that fact to MSC.

2.3.8.5. Confirm their financial balance with AI as at May 31st. AI shall send their balance to member committees no later than June 11th. Every member committee shall ask any questions needed in advance of the deadline and confirm their agreement with the balance no later than June 25th. The balance is to be signed by the Member Committee President of the member and sent to AIESEC International by email (scanned original) by the due date.

2.3.8.6. To have an independent bank account or bank account with the entity that they are affiliated with, in accordance with 2.3.8.1


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2.3.8.7. The national plenary of the member entity has to have the power to decide the process of selection or election of the Member Committee President

2.3.8.8. Each member should have an external body that keeps it financially accountable to their national plenary. The national plenary of the member entity has the power to determine the process of managing the members of this external body.

2.3.8.9. All entities must have a constitution and/or a compendium

2.3.8.10. A proof of the VAT or equivalent tax status of AIESEC in each country/territory: the proof has to be in one of the following forms:

VAT or equivalent tax declaration

Confirmation letter from official authorities stating exception from VAT or equivalent tax, including the contact details from responsible lawyers or the official officers

Letter of proof of VAT or equivalent tax research in progress, including contact details from the responsible lawyer with a cap for 2 years

The proof has to be offered in English Translation.

2.3.8.11. To submit up-to-date budgets in English for both previous and current terms. The budgets should include all forecasted and actual costs and accurately represent all sources of income/expenditure for the MC broken down month by month. It is also acceptable for a Member to submit a consolidated budget for all of its entities. Should the member have lost membership in one year for not having a budget submitted, the previous year’s budget would not be included as membership criteria for the subsequent year.

2.3.9. If a Member cannot meet section2.3.8.1, 2.3.8.4, 2.3.8.6 they must present the reason to the Membership Subcommittee to recommend to the Global Plenary whether the Member will still maintain its membership status.

To understand the additional obligations of Members, please refer to section 7.

2.4. Application to be a Member

2.4.1. Any member that has been expelled by the General Assembly may not be reconsidered as a member before all debts owed to the Foundation and all members are paid.

2.4.2. Applications for AIESEC membership shall be accepted at any ILM and be in accordance with the procedure outlined in Supporting Document S_Membership application process.

2.4.3. Applications for official extension shall be accepted at IC and IPM and be in accordance with the procedure outlined in Supporting Document S - Membership application process.

2.4.4. Applications for Expansion Initiative shall be accepted at IC and IPM as well as May and November virtual legislation and be in accordance with the procedure outlined in Supporting Document S_Membership application process.

2.4.5. Official Extensions can apply to become Full Members at IC or IPM. For the financial implications of this see details in legislated supporting document A.

2.5. Applications of members to merge

2.5.1. Two or more full member entities can apply to be merged into one entity. Applications of member entities to be merged have to follow the procedure outlined in Supporting Document S in Section 81.

2.5.2. One or more Full Members and an Official Extension can apply to be merged into one entity. Applications of member entities to be merged have to follow the procedure outlined in supporting document S in section 8.2

2.5.3. Full Members can apply to be split into two entities. Applications of member entities to be split have to follow the procedure outlined in Supporting Document S in Section 8.3

2.5.4. Applications of entities to be merged or split can be accepted at IPM.

2.6. Membership review process

2.6.1. AIESEC International is responsible to track member performance, as well as all membership criteria. The membership subcommittee is responsible to perform the membership review.

2.6.2. The membership subcommittee has the right to call a Member that is not in alert for review, if it considers that the Member is at risk of not meeting the membership criteria.


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2.7. Members in Alert

2.7.1. If a Full Member fails to fulfil membership requirements after one year, the Member will become a Member in Alert. The move from Member to Member in Alert is automatic on February 1st of each year.

2.7.2. For all Members in Alert the following must occur:

2.7.2.1. The Membership subcommittee shall be responsible for reviewing the Member in Alert’s situation 2 years after the Member in Alert failed criteria and afterwards annually. This review will be based on a report the Member in Alert has provided to the Global Plenary 30 days before the ILM, and the report includes;

2.7.2.1.1. Reasons why the criteria were not fulfilled 2.7.2.1.2. Current and past performance of the Member 2.7.2.1.3. The commitments that were made in a development plan at the preceding IPM 2.7.2.1.4. Any other information that the subcommittee finds relevant

2.7.2.2. If a Member in Alert fails to regain full membership requirements within three years of Member in Alert status, there will be an automatic motion to disband the Member with immediate effect.

2.7.3. The Member in Alert and AIESEC International with the input of the Membership subcommittee will create a entity development plan (to re-gain Full Membership) within 2 months after IPM. The development plan will outline the responsibilities of all parties.

2.7.4. AIESEC International will be responsible to track the implementation of this development plan continually and give this information to the membership subcommittee by two weeks before each ILM.

2.7.5. If a Member in Alert is not present at IPM, AIESEC International will make necessary efforts to ensure that a development plan is created with the Member in Alert within one month of the end of IPM.

2.7.6. A Member in Alert is not a voting Member.

2.7.7. The following sanctions apply to members in alert based on the numbers of years they have been on Member in alert status

Year of MIA Sanction

First year running (0-1) 1. Cannot apply for or receive any global awards

Second year running (1-2) 1. Cannot apply for or receive any global awards 2. Limiting delegates for IC up to 5 delegates only 3. Cannot submit any ILM hosting bids 4. Must report quarterly to plenary 30 days before

physical and virtual ILMs on the membership criteria fulfilment plan

Third year running (2-3) 1. Cannot apply for or receive any global awards 2. Limiting delegations for IC up to 3 delegates only 3. Cannot submit any ILM hosting bids 4. Must report quarterly to plenary 30 days before


5. Cannot be partner entity 6. Cannot register new LCs in Myaiesec.net

If not getting disbanded after over 3 years year running (>3)

1. Cannot apply for any global awards 2. Limiting delegates for IC up to 3 delegates only 3. Cannot submit any ILM hosting bids 4. Must report quarterly to plenary 30 days before


5. Cannot be partner entity 6. Cannot register new LCs in Myaiesec.net 7. Cannot apply regional conferences bid

2.8. Entities in Debt (EiD)

2.8.1. If any Member fails to pay their AI fees for 3 years, or they have a debt to AI larger than 5000 EURO, there is an automatic motion for the entity to become an Entity in Debt.


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2.8.2. An EiD will not pay Member fees, and they are required to sign a repayment contract with AI that states the timeline for the repayment of their debt.

2.8.3. If no repayment contract is signed, each year the EiD must pay back the yearly average of their last 3 years AI fees.

2.8.4. An Entity in Debt is not a voting member

2.8.5. For all EiD, the following must occur

2.8.5.1. An EiD must find a partner entity by the next ILM.

2.8.5.2. The partner entity takes on liability up to 5000 EURO (depending on the outcome of the EiD partner entity liability coverage application).

2.8.5.3. Partner entity must conduct at least 1 physical visit per year.

2.8.6. Once an EiD repays the debt, if the entity was previously a full member and they now fulfil all membership criteria, they automatically go to Full Member. If not, MSC makes a recommendation to go to OE or MiA.

2.8.7. Any Full Member or MiA entity may complete an ‘EiD partner entity’ liability coverage application to partner an Entity in Debt (EiD) and receive liability coverage from the Global Plenary Reserve Fund. This liability coverage is the amount of debt that is removed from the responsibility of the EiD Partner entity and can be taken from the Global Plenary Reserve Fund in the case of disbandment of the EiD.The liability is restricted to internal debt unless otherwise approved.

2.8.7.1. Application must include

2.8.7.1.1. Clear development plan for the EiD with a minimum 2 year and maximum 4 year timeline for the partnership. The plan must show how the EiD will become full member and clear all debt to AI within that timeframe.

2.8.7.1.2. The amount of liability coverage applying for as a % of current debt (maximum of 5000 Euro)

2.8.7.2. Application assessment

2.8.7.2.1. The Membership and Finance Subcommittees are responsible for assessing the ‘EiD partner entity’ liability coverage application and making a recommendation to the plenary on the Euro amount of liability coverage the applicant will receive.

2.8.7.2.2. The approval of the application requires a simple majority from the global plenary during any ILM or virtual legislation.

2.8.7.3. Allocation of fund

At the end of the agreed partnership period (based on the ‘EiD Partner application’ and subsequent approval by MSC) there are 2 scenarios

2.8.7.3.1. The EiD has already reached full membership status, cleared all debt and there will be no further action

2.8.7.3.2. The EiD is still in debt and a report must be completed by the Partner entity stating (i) Key activities conducted (ii) Results overview and analysis (Subsystems, MOS, Financial state) (iii) Recommended next steps

2.8.7.3.3. The Membership and Finance subcommittees are responsible for assessing this report and providing a recommendation to plenary. The options include (but are not limited to)

(i) Propose to disband the EiD (in which case the allocated liability coverage is applied to the debt)

(ii) Propose to continue the current partnership with a renewed development plan (iii) Propose to find a new partner entity for the EiD (a new liability coverage

application must be completed)

2.8.8. Progress and Review

2.8.8.1. The Membership Subcommittee shall review the progress of the Entity in Debt and partner entity at every ILM.

2.8.8.2. If an Entity in Debt fails to fully repay their debt within 3 years, there is an automatic motion for disbandment.

2.8.8.3. In every ILM the Entity in Debt must present a financial report which includes (at least but not limited to) a Profit and Loss Statement of the previous year and a cash flow projection of the following six months, taking into consideration (at least but not limited to) the following items:


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- Incoming Exchange in Global Community Development Program and Global Internship Program

- Outgoing Exchange in Global Community Development Program and Global Internship Program

- Team Member Program

- Team Leader Program

- Corporate Development

- AIESEC International fees

- Human Resources

- Operational costs

- Others

2.9. War status and Domestic & Civil Unrest

2.9.1. A Member in war status is not required to fulfill membership criteria and is not permitted to perform Exchange activities.

2.9.2. War status is decided by AI at any point in time, in case of a serious conflict in a territory where AIESEC is located.

2.9.3. A Member shall stay for a maximum of two consecutive years in war status. The Membership subcommittee will then review the status and make a report to the General Assembly. Membership subcommittee shall automatically prepare a motion for the removal of membership for any entity remaining on War Status for two consecutive years.

2.9.4. War Status/Domestic & Civil Unrest will be determined by the following two sources: ReliefWeb and then crosschecked with the US Department of State website.

2.9.5. If a Member’s war status is removed, and the entity does not fulfil membership criteria the Member automatically becomes an Official Extension. A partner entity needs to be found by the next ILM. In the event a partner entity is not found by the next ILM, the Membership Subcommittee shall make a report on the situation of this entity to the global plenary. The Global Plenary will make the final decision.

2.10. Members causing harm

2.10.1. In situations where an AIESEC entity believes that the actions of a Member are causing harm to the Association, the following mechanism may be used for resolving these matters:

2.10.1.1. The concerned Member reports their concern to the Membership Subcommittee. The Membership Subcommittee will form a recommendation as to whether this is a significant harm to be addressed. In deciding whether harm is significant and requires further action the following principles shall be taken into account:

2.10.1.1.1. Whether the action of a Member causes general harm to the Association as a whole, or significant harm to at least one other Member

2.10.1.1.2. That there have been efforts to resolve this matter between the involved entities prior to reporting it to the Membership Subcommittee

2.10.1.1.3. That legislative means of resolving matters be a last resort, and that collaborative discussion be encouraged

2.10.2. In the case that the Membership Subcommittee recommends that this matter requires further action, the Membership Subcommittee will work with all entities and other legislative bodies involved to come to an agreement, and propose any required mandates to ensure the resolution of the matter.

2.10.3. The Membership Subcommittee, with involved parties, will track the progress towards fulfilling mandates, and report on progress at each International Legislative Meeting.

2.10.4. In the situation that adequate progress is not made towards fulfilling any mandate, or that a mandate is not accepted, the Membership Subcommittee will consult all concerned entities in forming a recommendation as to whether a Member's membership status should be reviewed.

2.11. Removal of Membership

2.11.1. The Membership subcommittee at IPM will review the situation of all Members in Alert, and make a recommendation regarding removal of membership.


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2.11.2. The recommendations of the Membership subcommittee shall be ratified by two thirds of all voting Members at IPM.

2.11.3. Membership subcommittee shall automatically prepare a motion for the removal of Membership for any entity remaining in Member in Alert status for 3 consecutive years. The membership subcommittee shall make a report on the situation of this entity to the global plenary.

2.11.4. Membership subcommittee shall automatically prepare a motion for the removal of Membership if any entity remaining in Official Extension status for 3 consecutive years

2.11.5. Membership subcommittee shall prepare an automatic motion for the removal of Membership if any entity remaining in Official Extension status fails to pay during given 3 ILMs, as according to section 3.15.3.83.15.3

2.11.5.1. If due to some unexpected reasons entity does not manage to pay the debt to AI, but would like to prolong it then entity need to submit following things to Membership Subcommittee

2.11.5.1.1. Have the proof from the authoritative body (company, BoA and etc.) who will state in written form that entity is going to pay during 6 months

2.11.5.1.2. Timeline of the repayment of the debt to AI

2.11.6. The legal and governance subcommittee, through the ICB, is responsible for the post-disbandment process of a Member.

2.11.6.1. The disbanded entity is obliged to execute the following tasks before the next ILM (within a time frame of 6 months):

2.11.6.2. a) gradually stop the exchange activities in the entity (including no new Raising of Exchanges, and restricting Matching to where it is seen as necessary)b) de-registration as a legal entity

2.11.6.3. c) closing of all bank account(s)

2.11.6.4. d) transfer the rights of the trademark (if any) to the Stitching AIESEC IP Licensing

2.11.6.5. e) explanation to the stakeholders of why all activities will be stopped:

- TN Takers / Partners

- Board of Advisors / Board of Directors

- Universities involved

- EP’s involved

- Alumni

2.11.6.6. The Legal and Governance Sub Committee sends a progress report to the ICB before the first ILM after the disbandment has taken place.

2.11.6.7. A entity visit to the disbanded entity takes place between the first and second ILM after the disbandment, based on the recommendation of the Legal and Governance subcommittee. The ICB is responsible for appointing who will visit the disbanded entity.

2.11.6.8. The Legal and Governance subcommittee is obliged to present a report to the global plenary on the ILM 1 year after the disbandment has taken place. This document should indicate whether the disbanded entity fulfilled the tasked it is obliged to perform in the first six months during the post-disbandment process.

2.11.6.9. The ICB decides upon the duration of time the disbanded entity has to wait before re-applying for an AIESEC membership. Depending on the initial reasons for disbandment the duration will be determined.

2.12. Growth Networks

2.12.1. All Members shall be members of 1 or more of the following Growth Networks (GNs):

1. Africa GN 2. Asia Pacific GN – AP GN 3. Central and Eastern European GN – CEE GN 4. Ibero America GN – I GN 5. Middle East North Africa-MENA GN 6. Western European North American GN – WENA GN

2.12.2. Changes within the membership of each Growth Network shall be approved at any ILM by the Plenary of the relevant Growth Network.


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2.12.3. Each Growth Network must have a Growth Network Compendium, aligned with the International Compendium, serving to coordinate the operations and activities of the Members of that Growth Network.

2.12.4. Changes in the structure of how Members are grouped at a global level should be approved by the Global Plenary

2.13. Membership subcommittee

2.13.1. Membership Subcommittee is responsible for managing the global membership criteria and application, review process of entity membership.


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3. Finance for the global organisation

3.1. Members shall contribute financially to:

3.1.1. AIESEC International budget:

3.1.1.1. Global Service Fees

3.1.1.2. Affiliation Fee

3.1.2. Global restricted Funds:

3.1.2.1. Global Travel Cost Sharing Fund

3.1.2.2. Global Meetings Travel Fund

3.1.2.3. Global 2015 Fund

3.1.2.4. Global Legal Management Fund

3.1.2.5. Global Information System Fund

3.1.2.6. Global ILM Reserve Fund

3.1.2.7. Global ICB Fund

3.1.2.8. Global Plenary Reserve Fund

3.2. Affiliation Fee

3.2.1. This fee is paid by all Members for access to the basic requirements for Members to be part of the global network (including fulfilling Membership criteria and governance costs)

3.2.2. The level of this fee will be defined at each IPM.

3.2.3. This fee is payable by all Members in the first invoice of Member fees.

3.2.4. This fee should be predicted at each IPM for the next 3 years (but not legislated).

3.3. Global Service Fees

3.3.1. These are fixed percentages (of the AI cost centre associated with the area) paid by Members in return for services provided by AIESEC International.

3.3.2. For each Global Service (as explained in Supporting Document Y: AI Services), Members will contribute the same percentage of the total costs.

3.3.3. The amount to be paid shall be legislated by the Global Plenary during IPM.

3.3.4. Global Service Fees are to be paid twice every year, half of the fee to be paid before IC and half before IPM

3.3.5. The Global Service Fees shall be calculated according to the model explained in legislated supporting document A.

3.3.6. If a Member or group of Members has been mandated to provide an approved service, the service fees will be paid to them.

3.3.7. Future services can be pre-approved to be included in service fees.

3.4. Other information relating to Membership Fees

3.4.1. Adjustment of fees for new Members

3.4.1.1. If applying at IC, and accepted, the Full Member will pay half of all affiliation and global service fees owed for that financial period. E.g. The affiliation and global service fees would be re-calculated to include this Member as half the Member, as they will only use the services for half the year. The fee is payable before the 2nd day of IPM (of the year following the IC they became a Full Member) with the second global service fee invoice.

Part 3: Finance for the global organisation


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3.4.1.2. If applying at IPM, and accepted, the Full Member will start paying normal affiliation and global service fees in the first invoice sent in July (of the same year they become a Full Member) by the 2nd day of IC.

3.4.2. Adjustment of fees for changes in number of LCs

3.4.2.1. Changes in a Member’s list of LCs, can be made through a request to AIESEC International. The affiliation fees of members will be calculated based on the number of LC`s defined on the 31st of January.

3.4.2.2. If a Member opens additional LCs before 31st of July they will:

3.4.2.2.1. Pay an additional amount equivalent to half of the “price per LC” for the number of LCs opened. This fee will be contributed to the GIS Fund, and earmarked as an opening balance for the GIS Global Service fee for the following year’s fees.

3.4.2.2.2. If a Member closes LCs at IC, no change will be made to the annual Member fees previously calculated and legislated at IPM.

3.4.3. Invoicing arrangements

3.4.3.1. AI shall send out statements of accounts to all Members before any fee invoice and upon request of a Member.

3.4.3.2. The payments of any invoice shall be made within 30 days.

3.5. Entity Partners financial liability of Official Extension

3.5.1. Entity partners of Official Extensions shall be liable to pay for AI services received by their Official Extensions. If a entity partner stops being the partner of an Official Extension they continue to be liable to for paying for the AI services received by Official Extensions until the Official Extension finds another partner entity or becomes a full Member.

3.6. Member Service Agreements

3.6.1. Member Service Agreements are agreements relating to services delivered by one member but financially supported by two or more members

3.6.2. All current Member Service Agreements are to be listed in supporting document “W. Member Service Agreements

3.6.3. Members wanting to include new Member Service Agreements in the supporting document W shall be handing in their member service agreement to the Legislation Subcommittee

3.6.4. For a Member Service Agreement to be accepted it needs to:

3.6.4.1. Be mutually agreed upon by all entities involved

3.6.4.2. Not conflict with any other agreement in place

3.6.5. Any arbitration or conflict resolution relating to Member Service Agreements will be managed by AIESEC International with input given from the Legal and Governance Subcommittee

3.7. Global Travel Cost Sharing Fund (TCS fees)

3.7.1. The TCS is a fund which aims to ensure that all member entities can send as minimum one representative to IC and IPM, regardless of location and financial reality of the entity or member in question.

3.7.2. All members contribute to the fund according to the Financial Distribution Model.

3.7.3. Member entities that are eligible may apply to receive money to cover travel costs according to the receiving formula up to a cap determined by the formula in legislated supporting document A.

3.7.4. If a Member’s travel is less than that used in the model, the adjustment will be made and the receiving Member will receive less than the original model released shows. The member will only get reimbursed actual costs against the show of receipts.

3.7.5. The total amount reimbursed shall not exceed the part of the fund allocated per ILM. The model stipulates that if the amount to be reimbursed is more than the amount collected, each member will receive X% of the amount they were originally supposed to receive:

(1) Where X = B/A

(2) A = Total amount to be reimbursed


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(3) B = Total amount of fund allocated for ILM

3.7.6. Fund contributions are to be paid twice every year. 50% of the fund contribution shall be paid before IC and the remaining 50% shall be paid before IPM together with Member invoice.

3.7.7. The receiving member is required to indicate 1 month prior to the ILM how it wishes to receive the TCS. If no indication is made in time, the sum will be automatically put on the Entity fee of the member. The options are, in the following order of precedence:

3.7.7.1. For the amount or parts of it to cover the member fees with AI (AI will make the transfer)

3.7.7.2. For the amount or parts of it to cover the delegate fee(s) of the member at the ILM (AI will provide a guarantee for the CC and transfer the money. This option is only available if member fees have been covered their AI fees.

3.7.8. For any remaining amounts the member may choose to:

3.7.8.1. Put it on the Entity fee for future AI fees.

3.7.8.2. For the remaining amount to be transferred by bank transfer to the receiving Member; Banking costs are carried by the receiving members who have to provide their bank details to AI.

3.7.8.3. For the remaining amount to be paid out in cash during the ILM in question

3.7.9. If a receiving TCS Member does not attend each morning plenary, a percentage is to be deducted daily by the amount they are to receive, according to the following formula: 100% / Number of Days of the ILM. If a Member is not able to attend for specific reasons then they should inform the AI VPF and the respective AI Director in advance.

3.7.10. Non-MCP candidates for AI attending IPM and fulfilling the criteria below are eligible to apply for a subsidy of up to 50% of the travel and delegate fee costs:

3.7.11. Candidates must have endorsements from at least 5 entities (other than the entity they are standing from), and covering at least 2 Growth Networks (other than the Growth Network they are currently from)

3.7.12. Candidates must request the subsidy when submitting their application for AIESEC International to the AI VPF before the AI application deadline.

3.7.13. AI will present a report of the refunds to the global association at the latest two months after the meeting is finished. If there is excess in the fund it shall be allocated to the following ILM to reduce the amount Members have to pay into the fund.

3.7.14. Travel Cost Sharing fees are calculated in EURO

Basic Information

Name of Fund GLOBAL TRAVEL COST SHARING FUND

Purpose

A fund held by AIESEC International to cover travel costs for 1 representative per ILM for eligible entities.

Money

Income Streams

Individual Member support: Annual contributions by Global Plenary. The fee contribution of each member is calculated according to the model explained in legislated supporting document A.

Example of Usage To cover travel costs, unavoidable visa costs and delegate fees of ILMs.

What is the upper limit for the fund?

55,000 EUR

What is the minimum level of the fund

0 (at the end of the financial year)


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Authorisation

Who decides what is spent?

TCS fee model as legislated in Supporting Document A, as executed by AI VP Finance 25,000 EUR is reserved per ILM for member entities and 5000 EUR for Non-MCP AI candidates for IPM

Who decides what is added?

Global Plenary

Reporting

What is reported on?

Incomes and allocation of the fund

Who is reported to?

Global Plenary

How often is the fund reported on?

Each ILM

3.8. Global Meetings Travel Fund

3.8.1. The GMTF is a fund that aims to subsidise the travel costs of participants to international meetings (not ILMs or GNMs) with needed representation.

3.8.2. The total amount of the fund, the number of meetings it shall subsidise, the maximum total subsidy that shall be paid at each meeting and the maximum subsidy per individual participant for the next AI financial year shall be approved at an ILM.

3.8.3. Fund contributions are to be paid twice every year. 50% of the fund contribution shall be paid before IC and the remaining 50% shall be paid before IPM.

3.8.4. The distribution of fund contribution across Members shall be according to the formula in legislated supporting document A.

Basic Information

Name of Fund GLOBAL MEETINGS TRAVEL FUND

Purpose

The GMTF is a fund that aims to subsidise the travel costs of participants to international meetings (not ILMs or GNMs) with needed representation

Money

Income Streams

Individual Member support: Annual contributions by Global Plenary. The fee contribution of each member is calculated according to the model explained in legislated supporting document A.

Example of Usage Steering team meetings and others strategic meetings.


Legislated each IPM



Authorisation


AIESEC International Management team, with post ratification of Global plenary


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Global plenary

Reporting


Incomes and allocation of the fund Output of the meetings

Who is reported to?

Global Plenary


Each ILM

3.9. Global 2015 Fund

3.9.1. The Global 2015 is a fund that aims to support members with growth initiatives connected to 2015 innovation and increasing capacity.

3.9.2. All members contribute to the fund according to the Financial Distribution Model as legislated in supporting document A.

3.9.3. The total amount of the fund is decided by the Global Plenary every IPM.

3.9.4. Application process

3.9.4.1. The following entities can apply for this fund:

3.9.4.2. (a) All member entities & expansions

3.9.4.3. (b) A group of entities together

3.9.4.4. (c) LC’s

3.9.4.5. Application should be submitted as specified at the time of opening the application on the current Global Information System in use

3.9.4.6. AIESEC International will release a standard format of applications & budget

3.9.5. Application timeline

3.9.5.1. Applications will be opened by AIESEC International minimum twice per financial year.

3.9.5.2. The deadline will be minimum 1 month after IC and IPM.

3.9.5.3. There should be time given for a maximum of one week for feedback and recommendations from the Finance Subcommittee on the applications received

3.9.5.4. Feedback/clarifications should be requested from the applying entity at least 2 weeks prior to the ILM

3.9.5.5. Final approval will be given at the ILM

3.9.6. Application content

3.9.6.1. Applications should include but is not restricted to:

3.9.6.1.1. Timelines, objective and activities planned 3.9.6.1.2. Purpose of funding 3.9.6.1.3. Impact of funding: How the fund will influence the GN and global association 3.9.6.1.4. Usage of funding 3.9.6.1.5. Budget 3.9.6.1.6. Planned return on investment 3.9.6.1.7. Endorsement – endorsement from one external body (partner, BoA, alumni) for the

project and the MC of the entity.

3.9.7. All entities can only apply for up to 80% of total funding required.

3.9.8. In case the activities/results of the project do not match the original goals of the project or in case the project requires less funding (than originally applied for) AI reserves the right to reduce funding.

3.9.9. A report on the allocation of & contribution to the funds is presented by AI at every ILM to the Finance Subcommittee.


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3.9.10. The allocation of the funds is decided by the PAI, VP F and one other AI member based on the recommendations received by the Finance Subcommittee. Decisions need to be post ratify by Global Plenary.

3.9.11. Reporting

3.9.11.1. The Member reports on the following aspects every month/quarter to AI (as specified and approved through the application)

3.9.11.2. The report should contain but is not restricted to the following aspects: (a) Usage of funding – budget v actual | activities planned v actual. (b) Outcome of funding – planned results v achieved ones (c) Bank statement, where the usage of money can be seen as presented in the budget OR any other form of proof of usage of funds for the purpose concerned (d) Return on investment and the contribution to the fund.

Basic Information

Name of Fund GLOBAL 2015 FUND

Purpose A fund to support members with growth initiatives connected to 2015 innovation and increasing capacity.

Money

Income Streams

Alumni Donations: Alumni will be able to receive information and contribute to the Fund as well directly Individual Member support: AIESEC Members, interested to the overall purpose of the Fund, will have the ability to contribute financially to that fund AIESEC International: AIESEC International and its Management team would potentially contribute financially to the Fund. Sponsors who want to contribute directly any other source of revenue

What is the upper limit for the investment?

Up to 80% investment of the total budget of the project.


Legislated each IPM



Authorisation


AIESEC International together with the Finance Subcommittee AIESEC International Management team together with the Finance Subcommittee, with post ratification of Global plenary

How are the money transferred?

70% of the agreed investment will be transferred in the beginning of the project. 30% of the agreed investment will be transferred after the final report has been approved by Finance Subcommittee.


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Reporting


-Progress report to Global Plenary twice per year consisting of budget execution and results -Final report latest 6 months after the project is closed consisting of budget execution, results and return on investment.

Who is reported to?

Global Plenary, contributor of the fund.

Profit of the project

10% of profit over 100 EUR will be contributed back to the fund.


Each ILM

3.10. Global Legal Management Fund

3.10.1. A global legal management fund is set up with the following objectives in order to support Entity and GN related activities:

3.10.1.1. (1) Support and enforce trademark registration in the entities that AIESEC is currently operating in and will be expanding next years

3.10.1.2. (2) Provide financial support for entities registering the trademark that do not have the financial capacity to do so

3.10.1.3. (3) Show Members it is important to register the AIESEC Trademark

3.10.1.4. (4) Support costs associated with trademark protection cases, e.g. legal fees

3.10.2. The Global Legal Management fund will be managed by AIESEC International and Legal and Governance Sub-Committee.

3.10.3. The contributions to the fund could come from the following sources;

3.10.3.1. (1) Member fees

3.10.3.2. (2) Alumni Donations: Alumni will be able to receive information and contribute to the Fund as well directly

3.10.3.3. (3) Individual entity support: AIESEC Members, interested to the overall purpose of the Fund, will have the ability to contribute financially to that fund

3.10.3.4. (4) AIESEC International: AIESEC International and its Management team would potentially contribute financially to the Fund.

3.10.3.5. (5) Sponsors who want to contribute directly

3.10.3.6. (6) Any other source of revenue

3.10.4. The allocation of the funds is decided by the Legal Fund Panel, which consists of the AI VPF and two more AI members, with the recommendation from Legal and Governance sub-committee members.

3.10.5. The deadlines for applying to the global legal management fund each year will be:

3.10.5.1. (1) 15th October

3.10.5.2. (2) 15th April

3.10.6. The granted amount should not exceed 80 % of the total request.

3.10.7. In case an applicant cannot cover the remaining 20%, they can present a request to receive the entire fee covered. The request should be presented to AI and needs to include documents that support their case. The Legal & Governance Sub-committee evaluates the requests and makes a recommendation to AI. The Trademark Fund Panel (described in 3.10.4) takes the final decision.

3.10.8. .A report including receipts on the usage of the Global Legal Management Fund must be submitted by recipient entities before each IPM/IC for as long as funds remain unspent. It is up to the discretion of the Legal & Governance Subcommittee to decide if money should be returned to the fund via the entity balance in cases where 100% of the money is not spent within the first 3 months.


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3.10.9. In case AI applies for the Legal management fund, they should follow the same process than entities, however who takes the final decision are the Directors of Stichting AIESEC IP Licensing (at least 50% of the members should approve)

Basic Information

Name of Fund Global Legal Management Fund

Purpose A fund to support Entity and GN trademark related activities

Money

Income Streams

a) Annual Contribution from Members b)Alumni Donations: Alumni will be able to receive information and contribute to the Fund as well directly c) Individual Entity support d) AIESEC International: AIESEC International and its Management team would potentiality contribute financially to the fund e) Sponsors who wants to contribute f) Other sources of revenue

Example of usage Support costs connected with trademark registration and protection cases, such as legal fees


Decision is made by Global Plenary at IPM



Authorisation


Legal fund Panel, Two AI members with the recommendation from Legal & Governance sub-committee members. And it will be requiring ratification from Global Plenary post allocation.


Global Plenary

Reporting


Incomes and allocation of the fund

Who is reported to?

Global Plenary


Each ILM

3.11. Global Information Systems Fund

3.11.1. A Global Information System fund is set up with the following objectives:

3.11.1.1. (a) To carry out needed investments in the Global Information Systems

3.11.1.2. (b) To cover eventual emergencies in the Global Information Systems

3.11.1.3. (d) To support a long term strategy for the Global Information Systems

3.11.2. The Global Information Systems fund will be managed by AIESEC International and the Legal and Governance Sub-Committee.

3.11.3. The contributions to the fund could come from the following sources;

3.11.3.1. (1) Member committees

3.11.3.2. (2) Alumni donations

3.11.3.3. (3) AIESEC International: a minimum of 10% of the amount proposed to the Member Committees

3.11.3.4. (4) Product development and sales within the Global Information Systems

3.11.4. An Investment Plan must be presented by AIESEC International and approved by the Global Plenary at every IC and reviewed at IPM, with an estimate for the 12 upcoming months of what is going to be used,


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why, how much and when. The Investment Plan should refer and be in accordance with the Long-term Information Management Plan, or at least contextualize and justify the investments proposed with a long-term perspective in case an official Long-term Information Management Plan does not exist.

3.11.5. The allocation of the funds can be decided by AI Management Team, as long as it is in accordance with the projects and no greater than the amounts presented and approved at the previous ILM. In case an additional investment needs to be made and/or exceed the amount pre-approved by the Global Plenary, the IM Sub-committee can be consulted for official approval, represented by its chair, as long as an additional deposit is not required from the Global Plenary to the fund.

3.11.6. AIESEC International must report on the usage of the fund to the Global Plenary once every quarter. The reports delivered on quarters 3 and 1 must also be presented to the IM Sub-committee during the ILMs happening on these periods.

The reports must contain activities and expenditures planned vs. realized, as well as a qualitative assessment of the return over the investments made on the past twelve months, prepared by the AI VP IM on behalf of AIESEC International.

Basic information

Name of fund Global Information Systems Fund

Purpose (a) To carry out needed investments in the Global Information Systems (b) To cover eventual emergencies in the Global Information Systems (d) To support a long term strategy for the Global Information Systems

Money Income streams (1) Member committees (2) Alumni donations (3) AIESEC International: a minimum of 10% of the amount proposed to the Member Committees (4) Product development and sales within the Global Information Systems

Example of usage a) Implementation of additional features on the current systems b) Correction of potential risks to data security c) Creation of new information systems


200,000 EUR

What is the minimum level for the fund?

50,000 EUR

Authorization Who decides what is spent?

The allocation of the funds can be decided by AI Management Team as long as it is in accordance with the projects and no greater than the amounts presented and approved at the previous ILM.


In case an additional investment needs to be made and/or exceed the amount pre-approved by the Global Plenary, the IM Sub-committee can be consulted for official approval, represented by its chair, as long as an additional deposit is not required from the Global Plenary to the fund.

Reporting What is reported on?

The reports must contain activities and expenditures planned vs. realized, as well as a qualitative assessment of the return over the investments made on the past twelve months, prepared by the AI VP IM.

Who is reported to?

Global Plenary and the IM Sub-committee


AIESEC International must report on the usage of the fund to the Global Plenary once every quarter. The reports delivered on quarters 3 and 1 must also be presented to the IM Sub-committee during the ILMs happening on these periods.


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3.11.7. Approval process

3.11.7.1. The AI VP IM may apply at any time to use money from this fund.

3.11.7.2. The application must include:

3.11.7.3. (a) A detailed plan of use

3.11.7.4. (b) Budget requested

3.11.7.5. (c) Proposed breakdown between AI funds and funds from the GIS fund

3.11.7.6. (d) A numeric analysis of ROI for the investment.

3.11.7.7. The application must be approved by both an ad-hoc IM User Test Group and the IM Advisory Council

3.11.7.8. The IM User Test Group shall include representatives from at least 4 GNs who have experience using the aspect of the system affected by the investment.

3.11.7.9. The Information Management Advisory Council shall be made up of at least one (1) representatives external to AIESEC who have technical expertise relevant to the strategy and operations of AIESEC.

3.11.8. Reporting

3.11.8.1. The AI VP IM reports on the following aspects every IPM to the Global Plenary: (a) Usage: Budget vs actual and activities planned vs actual (b) Outcome of funding: Planned vs achieved results

3.11.8.2. The AI VP IM to release 4 reports per year on IM Plan implementation before each ILM. For the reports released before International Presidents Meeting and International Congress, the reports need to have approval and comments by a member of the Information Management Advisory Council.

As reference, the timeline is the following:

International Congress: IM Report with IMAC Member approval and comments

May Virtual Legislation: IM Report without IMAC Member approval and comments

International Presidents Meeting: IM Report with IMAC Member approval and comments

November Virtual Legislation: IM Report without IMAC Member approval and comments

3.12. Global ILM Reserve Fund

3.12.1. As reported at Error! Reference source not found. of the International Compendium, the Reserve Fund shall be used:

3.12.1.1. (a) in cases of extreme necessity caused by unexpected ILM expenses for which the OC is not responsible. Such cases are to be approved at an ILM by a 2/3 majority.

3.12.1.2. (b) in cases of extreme necessity caused by unexpected ILM expenses which endanger the ILM’s minimum functional execution. Such cases are to be approved by AI and the Meetings & BIDs Sub Committee.

3.12.1.3. (c) in cases of extra ordinary external debt that threatens the bankruptcy of the hosting entity. Such cases are to be approved by AI and the Meetings & BIDs Sub Committee and the hosting entity must prove to have made a significant effort in order to minimize the loss of the ILM.

3.12.1.4. In points B and C, these funds will be loaned to the hosting entity and added to their Entity fee as an outstanding debt to the global plenary. All normal debt procedures apply.

3.12.1.5. (d) In the case that the exchange rate fluctuates by more than 10% in the one month period before the ILM, resulting in a negative financial effect for the hosting entity, then the host entity can apply to the ILM Reserve fund for financial aid to cover any loss incurred beyond the initial 10%.

3.12.2. The contributions to this fund can come from different streams:

3.12.2.1. a) 20% of any surplus made at ILMs

3.12.2.2. b) fines issued according to 6.12 for ILM hosts amount equal to 0.2% of the total budgeted expenditure of the meeting according to the report presented at the ILM immediately prior to the one it hosted. This amount will be charged for every 3 months after the last day of the meeting where the report was due, until the report is received by AI (see part 6.12 of international compendium)


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Basic Information

Name of Fund Global ILM reserve fund

Purpose

(a) in cases of extreme necessity caused by unexpected ILM expenses for which the OC is not responsible. Such cases are to be approved at an ILM by a 2/3 majority. (b) in cases of extreme necessity caused by unexpected ILM expenses which endanger the ILM’s minimum functional execution. Such cases are to be approved by AI and the Meetings & BIDs Sub Committee. (c) in cases of extra ordinary external debt that threatens the bankruptcy of the hosting entity. Such cases are to be approved by AI and the Meetings & BIDs Sub Committee and the hosting entity must prove to have made a significant effort in order to minimize the loss of the ILM.

Money

Income Streams

(a) ILM surplus 20% of any surplus made at ILMs (b) fines for ILM hosts.

fines issued according to 6.12 for ILM hosts amount equal to 0.2% of the total budgeted expenditure of the meeting according to the report presented at the ILM immediately prior to the one it hosted. This amount will be charged for every 3 months after the last day of the meeting where the report was due, until the report is received by AI (see part 6.12 of international compendium)


No upper limit defined


No lower limit defined

Authorisation


See 3.12.1


Global Plenary

Reporting

What is reported on? Incomes and allocation of the fund

Who is reported to? Global Plenary


Each ILM

3.13. Global ICB Fund

3.13.1. The Global ICB Fund is set up with the following objectives in order to support ICB activities:

3.13.1.1. (a) to support the costsof the ICB chair and her/his participation at ILMs (i.e. travels and Fee);

3.13.1.2. (b) to support the physical meetings of ICB members during ILMs or in any other moment;

3.13.1.3. (c) to support the auditing of cases caused by XPP violation (i.e. a minimum of travel and visa costs are covered) and other activities that the ICB is responsible for (i.e. disbandment and internal auditing of entities).

3.13.1.4. The ICB is authorised to use the fund by AIESEC International Management Team. However the updated budget needs to be presented to Finance Subcommittee at every ILM.

3.13.2. Contributions to this fund can be supported by a number of stakeholders outlined below:

3.13.2.1. a) Annual contribution from the global plenary.


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3.13.2.2. b) Alumni donations: Alumni are able to directly contribute to the fund.

Basic Information

Name of fund Global ICB FUND

Purpose

(a) to support the costs of the ICB chair and her/his participation at ILMs (i.e. travels and Fee); (b) to support the physical meetings of ICB members during ILMs or in any other moment; (c) to support the auditing of cases caused by XPP violation (i.e. a minimum of travel and visa costs are covered) and other activities that the ICB is responsible for (i.e. disbandment and internal auditing of entities).

Money

Income Streams a) Annual Contribution from the global plenary b) Alumni donations

What is the upper limit for the fund? no upper limit


0

Authorisation Who decides what is spent?

Proposals are put by the ICB. AIESEC International Management team takes decision. However the updated budget

needs to be presented to Finance Subcommittee at every ILM.

Reporting

What is reported on? Expenditure and return on investment

reports

Who is reported to? The global plenary and/or contributor of

the fund

How often is the fund reported on? Each ILM

3.14. Global Plenary Reserve Fund

3.14.1. The Global Plenary Reserve Fund management is set up with the following objectives:

3.14.1.1. a. as “EiD Partner Entity” liability coverage (see art. 2.8.6 Compendium –new motion-)

3.14.1.2. b. for any other risks assessed that may harm the organization as a whole.

3.14.2. Application process

The following entities can apply for this fund:

3.14.2.1. (a) All member entities & expansions

3.14.2.2. (b) A group of entities together

3.14.2.3. (c) LC’s

3.14.3. Application content and timeline

Application content is different considering the reasons of application:

3.14.3.1. (a) If Entities are applying for “EiD Partner Entity” liability coverage see 2.8.6 for application content and timeline details.

3.14.3.2. (b) If Entities are applying for any other reasons, applications must include:

3.14.3.2.1. Risks assessement 3.14.3.2.2. Impact on the Global Plenary.

3.14.3.3. Application must be submitted to AIESEC International who will ask for recommendations to Finance Subcommittee and Membership Subcommittee.

3.14.3.4. Final decision is taken by the Global Plenary during ILM or other virtual legislations.

3.14.4. 3.13.3 The contribution streams to this fund can come from:

3.14.4.1. AI year result, see 3.14.1

3.14.4.2. Alumni Donations: Alumni will be able to receive information and directly contribute to the Fund.


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Basic Information

Name of fund Global Reserve Fund

Purpose

a. as “EiD Partner Entity” liability coverage (see art. 2.8.6 Compendium –new motion-) b. for any other risks assessed that may harm the organization as a whole.

Money

Income Streams

a. AI budget see 3.14.1

b. Alumni Donations: Alumni will be able to receive information and directly contribute to the Fund.


No upper limit is defined


0

Authorisation Who decides what is spent? Global Plenary based on recommendation of Finance Sub Committee

Reporting

What is reported on? Expenditure and Return on Investment Progress on investments made

Who is reported to? Finance and Membership Sub Committee on behalf of Global Plenary


Each ILM

3.15. Non-payment, debts, and repayment

3.15.1. Members in debt at the end of the AI financial year will be charged the equivalent of the short term interest rate prevalent in the entity AI is based for the total amount of debt outstanding on the Members account with AI. This will be added to the outstanding debt.

3.15.2. No interest is charged on outstanding balances of less than EUR 70.

3.15.3. Members, which have a debt in excess of one year Member fees or 1000 EUR (whichever is the lower) with AI and no repayment contract or not meeting the repayment contract, are restricted as follows:

3.15.3.1. These members have to prepare a written report to every ILM, it has to deal with:

3.15.3.2. (a) The reasons for the debt

3.15.3.3. (b) Action taken towards paying the debt

3.15.3.4. (c) Repayment schedule, including the fees for the next year;

3.15.3.5. Any member with debts in excess of one year Member fees or 1000 EUR (whichever is the lower) has to sign a repayment contract with AI at every ILM. The MCP current and elect needs to sign an updated version of the contract in each IPM. The repayment contract has to be made under consideration of the fees for the next year.

3.15.3.6. If a Member fails to fulfil the repayment contract, its membership status will be reviewed at the following ILM

3.15.3.7. Additionally the VP Finance of AIESEC International has the possibility to take further action with these Members in line with the compendium.

3.15.3.8. A member with debts over 5000 Euros or 3 years of accumulated debts cannot stay in official extension status for more than 3 ILM’s. In that case, the member will be proposed for disbandment.

3.15.3.9. (a) If an OE is disbanded with debt, the remaining debt up to €5000 is paid off by the partner Member. Any remaining debt is split between all Members according to the Member fee model

3.15.3.10. (b) If an OE in debt cannot find a partner Member before the following ILM, the entity is disbanded and the remaining debt is split between all Members according to the Member fee model.

3.15.3.11. If a Member fails to fulfill the repayment contract or does not have a repayment plan one month prior to ILM, the Member shall not be approved as an ILM delegate. In case of attendance, the finance subcommittee decides upon the course of action.


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3.15.4. The writing off of debt of any AIESEC entity to AIESEC International, by AIESEC International, must be approved by the Global Plenary. Any proposal to write off all, or part of, any AIESEC entity’s debt to AI must be reviewed by the Finance and Membership Subcommittees. Recommendations of both subcommittees must be brought to Global Plenary.

3.15.5. If AI requests money in advance from a Member, the Member should ask a rebate at a rate equivalent to the short term monthly interest rate in the country/territory where the Member is based, for a duration agreed between AI and the Member.

3.15.6. If Member requests money in advance from AI, AI should ask a rebate at a rate equivalent to the short term monthly interest rate in the country/territory where AI is based, for a duration agreed between the Member and AI;

3.15.7. All loans should be made in EUR. The interest rate shall be effective from the day that AI or the Member sends the loan based on the whole month, meaning that loans sent after the 15th of the month would be charged as from the 1st of the following month.

3.16. AI surplus allocation principles

3.16.1. That AI surplus be allocated according to the following principles:

Surplus

Reason

Condition Surplus Allocation

AI

Operational

Reserves

Status

AI

Operational

Reserves

AI

Investments

and funds

Global Funds Global

Plenary

Reserve Fund

Less Expenses

than budget

Met 0% 49% 51% 0%

Not Met 49% 0% 51% 0%

Higher

incomes than

budget

Met 0% 50% 25% 25%

Not Met 50% 25% 25% 0%

3.16.2. The Management team of AI has the final decision of the level of operational and strategic reserves required.

3.17. Finance Subcommittee

3.17.1. The role of the Finance Subcommittee is to provide recommendations to Global Plenary on issues related to Global Finances, including but not limited to: AIESEC International budget, member contributions, global funds, AI financial reporting, Entities in Debt, ILM financial progress. The Subcommittee supports other Subcommittees in issues related to Finances as requested.


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4. Global decision making

4.1. Standing Orders of AIESEC

4.1.1. The Standing Orders of AIESEC are the rules and regulations governing physical legislative meetings.

4.1.2. A legislative meeting of Members is defined as the gathering of Full Members (Members with voting status) either physically during International Congress (IC) or International Presidents Meeting (IPM); or virtually between these meetings.

4.1.3. The legislative meeting of Members shall have all powers for the performance and execution of the purposes of the global organisation AIESEC.

4.1.4. Legislative meetings shall validly be held if at least two-thirds of the organization’s voting members are present or represented by proxy

4.1.5. Only Full Members shall be entitled to vote at legislative meetings. Each member shall have one vote.

4.1.6. A Member shall be represented during legislative meetings by the Member Committee President (MCP). In the event that the MCP is unable to attend, the MCP must nominate a suitable candidate as proxy to represent them, and inform the Chair and PAI in writing of the candidate before the legislative meeting begins. The candidate may be from that country/territory but may also be another Member.

4.1.7. The decisions of the legislative meetings shall be carried by a simple majority vote of all voting Members present or represented, except if stated otherwise in the relevant section of the International Compendium.

4.1.8. International Legislative Meetings (ILMs) shall be presided over by a Chairperson ratified by the Members. The Chairperson of the ILM does not need to be the same Chairperson of the legislative session(s).

4.1.9. AIESEC International shall advise Members of the foundation at least four weeks in advance of the date of the International Legislative Meeting.

4.1.10. Standing Orders may be changed at any legislative session provided the changes are approved by a 2/3 majority.

4.1.11. That the decision making guidelines outlined in Supporting Document T be the official decision making guidelines of the organisation.

4.2. Chair

4.2.1. The proposed Chairperson, ratified by the first plenary session of an ILM shall be the Chairperson of the ILM. In his/her absence, an AI member shall occupy the chair and a new Chair shall be ratified at the next plenary of the ILM.

4.2.2. The Chairperson of the ILM does not necessarily need to be the Chairperson for the legislation session. If the Chairperson of the legislation session is not the same as the Chairperson for the ILM, the new Chairperson must be voted in by the Global Plenary by simple majority.

4.2.3. If the Chairperson is affected by or interested in any motion, the Members may propose, second and vote for the Chairperson to be replaced during the discussion of that motion. If the motion is carried, the PAI/VPF shall temporarily conduct the meeting.

4.2.4. The Chairperson shall be the sole interpreter of the Standing Orders. AI shall be the final interpreter of the provisions of the Compendium, apart from Standing Orders and except in cases as explained in section the Chairperson shall make the final ruling.

4.2.5. The Chairperson shall neither vote nor take part in the discussion of the meeting.

4.3. Roll Call

4.3.1. In order to avoid confusion during voting, a Roll Call shall be taken at the commencement of all legislation sessions.

Part 4: Global decision making


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4.3.2. Should a Member subsequently join/leave the session, they shall inform the Secretary of their presence/absence and this shall be recorded in the minutes.

4.3.3. At the start of the first session, the Chairperson shall inform delegates of these procedures.

4.3.4. At least one representative of each Member Committee should attend each legislative meeting.

4.3.5. Anyone (other than MCPs) wishing to attend the legislative meeting must receive express permission from the Chairperson to attend.

4.4. Quorum

4.4.1. The quorum for a legislative meeting of Members at ILMs shall be two-thirds (2/3) of the voting members attending the ILM.

4.5. Voting

4.5.1. Voting shall be by MCPs or their delegated replacements holding proxies only. Each voting Member shall have one vote.

4.5.2. Proxy voting at all ILMs shall be permitted. Such proxy representation shall be in writing and submitted to the Chairperson of the meeting.

4.5.3. Should the Member issuing the proxy wish it to be valid only for certain motions or mandates; such limitations are to be contained in the proxy. The Chairperson shall settle disagreement concerning the interpretation of such limitations.

4.5.4. Proxies cannot be used to propose or second a motion. No Member may receive more than two proxies.

4.5.5. In voting, motions shall be carried by a simple majority, unless the relevant section of the Constitution or International Compendium states otherwise.

4.5.6. For the purpose of the Compendium simple majority shall be defined as follows: Simple majority is when more votes are in favour of the motion than against it.

4.5.7. If a member/entity is not present when a motion is being discussed, that member/entity does not have speaking and voting rights for that specific motion.

4.5.8. The casting of votes shall be in the following order: Votes for, against, abstentions. If the number of votes for and against a motion is equal, the motion shall be regarded as not carried. Members abstaining shall be considered as non-voting.

4.6. Minuting

4.6.1. For minutes taken during ILMs the procedure outlined in legislated supporting document B shall be adopted.

4.7. Representation

4.7.1. AI and all Members shall be allowed to attend and speak at all legislative sessions of the ILM.

4.7.2. Observers and guests of the legislative meetings shall only be heard with the permission of the meeting.

4.8. Motions

4.8.1. No Motion or Amendment shall be open for discussion until it has been seconded, but the proposer shall have the right to speak on a Motion in order to find a seconder.

4.8.2. No matter shall be discussed unless it concerns an approved subject on the Agenda, except at the discretion of the Chair.

4.8.3. A Motion shall only be open for discussion or Amendment after the proposer and seconder have been given the opportunity to speak in support of the Motion.

4.8.4. Motions or Amendments, which have been accepted by the Chair, shall only be withdrawn with the consent of both the Proposer and Seconder. Neither shall any addition be added to a Motion once accepted without consent.

4.8.5. The following forms of legislation shall be allowed at legislation meetings:

4.8.5.1. Motions - which remain indefinitely in the Compendium unless amended or deleted by subsequent legislative meetings.


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4.8.5.2. One Year Motions - which are binding until the legislative meeting one year from the one at which the motion was passed.

4.8.5.3. Two Year Motions - which are binding until the legislative meeting two years from the one at which it was passed.

4.8.5.4. Mandates - to the entity binding for a specified period of time, to perform a function outside the ordinary course of duty; the mandate must be discussed with and accepted by the body. If the mandated body is a subcommittee it will provide a report to the legislation subcommittee chair 2 weeks before each ILM. The legislation Subcommittee chair will submit the compiled information 2 days before each ILM.

4.8.6. Voting Members shall have the right to propose or second motions and amendments. AI shall have the right to propose motions and amendments subject to their being seconded by two voting Members.

4.8.7. All motions / mandates become effective the day after the closing of the ILM as long as no other date is explicitly mentioned in the motion / mandate.

4.9. Amendments

4.9.1. No Amendment shall be accepted which, by the Chairperson's ruling, cancels, destroys or significantly changes the original motion.

4.9.2. No other Amendment shall be accepted until the first Amendment has been disposed of, but notice of further Amendments may be given.

4.9.3. If an Amendment is rejected; other Amendments may be accepted on the original motion. If an Amendment is accepted, the Motion as amended shall become the motion and shall be the focus of any further discussion and upon which the final vote is taken.

4.10. Order of Precedence

4.10.1. The Chairperson shall allow the following Procedural Motions to be put when there is already a proposition on the floor, in the following order of precedence:

(a) A motion to put;

(b) A Motion to postpone or adjourn the matter to a specified later meeting;

(c) A Motion to refer matter to a committee or sub-committee for investigation for report;

(d) A Motion to limit the debate to a certain specified time period;

(e) A Motion of no confidence in the Chair;

(f) A Motion to adjourn the meeting to a later specified date;

4.10.2. Motions a) and f) must receive a majority of two thirds (2/3) of the votes cast i.e. excluding abstentions.

4.10.3. If the motion "That the Motion now be put" has been seconded, no further discussion of the original question shall be allowed. If the Motion is carried, only the proposer of the original question under discussion shall be allowed to speak before the original question is put to the vote.

4.10.4. If the Motion "to limit debate to a certain specified period of time" is carried, the Chairperson shall draw up a list of those wishing to make their first speech on the subject and allow each one an equal proportion of the specified period. The proposer shall be allowed five minutes to present their final thoughts before the original Motion is put to a vote.

4.10.5. Should any procedural motion under section 4.1.19.1 be defeated, twenty minutes (20) shall elapse before such a motion may be proposed again, unless the Chair is of the opinion that the circumstances have materially altered in the meantime.

4.11. Points of order and information

4.11.1. In addition to discussion on a Motion, the Chairperson shall allow the following points in order of precedence:

(a) Point of Order

(b) Point of Information to/from somebody

4.11.2. A Point of Order must be heard at all times and the Chairperson shall give his/her ruling before the Motion is further discussed. Points of Order shall deal with the conduct of procedure of the debate. The member rising to put the Point of Order shall prove one or more of the following:


Page -30-

4.11.2.1. (1) That the speaker is addressing an issue that is not relevant to the current topic

4.11.2.2. (2) That the speaker is using unparliamentarily language

4.11.2.3. (3) That the speaker is infringing upon the Constitution or Standing Orders.

4.12. Conduct of meeting

4.12.1. A speaker shall direct his/her speech directly to the Motion or Amendment under discussion. If no definite Motion or Amendment is before the meeting, the speaker shall direct his/her speech strictly to the point on the agenda under discussion.

4.12.2. Every Member shall address himself/herself solely to the Chair.

4.12.3. No Member shall be allowed to speak more than once on a Motion, as long as a Member who has not spoken on that Motion desires the floor. No Member shall speak for longer than ten (10) minutes at one time without the permission of the meeting.

4.12.4. That if a member is not present when the discussion of a motion commences, then their speaking rights on that motion will be removed, for as long as that motion is being discussed.

4.12.5. The Chairperson shall have the right to make a speakers list and close it according to his/her discretion.

4.12.6. The legislative meeting is to be held at any ILM physically, or outside of an ILM virtually. The legislation session shall finish no later than 10pm (local time in the location of the ILM), unless permission to extend the session is granted by a simple majority of Members.

4.12.7. That the virtual legislation meeting should be conducted differently from the physical legislative meetings stated in the compendium, according to Supporting Document V (V_Virtual Legislative Meeting Process).

4.13. Legislation subcommittee

4.13.1. Legislation subcommittee is responsible for all international legislation and global decision making processes.


Page -31-

5. Governance and advisory bodies

5.1. Governance and accountability bodies

5.1.1. There are a number of measures in place for the governance and accountability for the benefit of AIESEC as a global organisation. These include:

5.1.2. The AIESEC Code of Ethics – see legislated supporting document C for details

5.1.3. The AIESEC International Supervisory Group – see section 5.2 and legislated supporting document D for details

5.1.4. The AIESEC International Internal Auditors – see section 5.3for details

5.1.5. The Global Council of Board Chairs

5.2. AIESEC International Supervisory Group (SG)

5.2.1. Role

5.2.1.1. Ensure AI remains compliant with The AIESEC Way

5.2.1.2. Monitoring the main activities of AI and assessing performance of AI based on stated targets for the year which are included in the AI year plan

5.2.1.3. Giving strategic advice based on their assessment of AI’s performance and results

5.2.1.4. Monitoring the finances of AI and advising major investments and exceptional expenditure

5.2.1.5. In case revenue targets are not being met, the AI Supervisory Group will propose measures of cost cutting or changes in the revenue generation strategy

5.2.1.6. Overseeing legal and governance related issues

5.2.1.7. Advising and guiding AI on the AI team structure

5.2.1.8. Providing guidance, referrals, and recommendations in order to increase AIESEC’s network in a sustainable way

5.2.1.9. Supporting and building networks to generate leads for ER purposes

5.2.1.10. Track the development and execution of the AI external communication strategy and overall communication plan

5.2.1.11. Reporting to Global Plenary on AI’s performance and presenting recommendations as necessary

5.2.1.12. Ensure the Global Plenary have a clear understanding of the AI Supervisory Group’s role

5.2.1.13. The AI Supervisory Group shall not have any decision-making power, or legal and financial responsibility for the operations of AIESEC International.

5.2.2. For details on the composition, term of service, performance and attendance standards expected, procedure for selecting new members, interaction with other governance bodies, interaction with AIESEC International, role of the chair and whistle blowing policy, please see the supporting document in legislated supporting document C.

5.3. Internal Audit

5.3.1. Role and Purpose

5.3.1.1. The role of the internal audit for AIESEC is to provide objective and continuous assurance of key governance, risk management, and compliance processes within the association.

5.3.1.2. The higher purpose of Internal Audit for AIESEC is to safeguard the existing value of the organization and help improve the proposition value of AIESEC.

5.3.1.3. The internal audit activity must evaluate AIESEC’s risk exposures and the adequacy and effectiveness of controls in responding to those risks regarding the:

Part 5: Governance and Accountability


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5.3.1.4. (1) Reliability and integrity of financial information

5.3.1.5. (2) Effectiveness and efficiency of operations and processes

5.3.1.6. (3) Safeguarding of assets; and

5.3.1.7. (4) Compliance with laws, regulations, and contracts

5.3.2. Scope of the internal audit

Level AIESEC International

Constant Areas

Finance Management in regards to various areas of operations.

Data and Information Management,

Compliance & Legalities

Ad-hoc project-based

Internal Audit Engagements based on ad-hoc request from a Global Subcommittee or AIESEC International having the minimum of objectives, scope, authority, timeline and funding details to be included in the proposal for approval by Global Plenary (or if requested by AI to be approved by AI Management Team)

5.3.3. Responsibilities of the Internal Audit:

AIESEC International

Audit 5.3.3.1 Create the AI internal audit plan for the term and agree with AI and Legal and

Governance Subcommittee on it latest at IC each year. The plan should include clear

objectives and timeline of the activities.

5.3.3.2 Continuously and systematically assess AI’s risk exposure and the adequacy and

effectiveness of controls in responding to risks deriving from:

Financial management in all aspects of AI operations (e.g. Revenue generation,

Expenditures, Cash & Investment management, Fixed Assets (tangible & intangible),

Financial reporting and accounting, Personnel and payroll)

Compliance with laws, regulations, contracts;

Compliance with AIESEC International policies and all related aspects of the

International Compendium;

Data security, protection and authorization;

Other special items including but not limited to: consulting agreements, licenses,

Intellectual property, web-hosting, etc.

5.3.3.3 Evaluate the progress of execution of Mandates by the Global Plenary to AI .

The above activities should be performed in the course of two audit cycles per term.

The first one covering the period of June 1st till November 30

th and the second one covering

the period of December 1st till May 31

st.

Reporting 5.3.3.4 In the end of each audit cycle the Internal auditors should produce the following reports:

Summary of the findings and list of recommendations to the AI management team at the last day of the audit;

Detailed report and summary of the findings and list of recommendations to the Global Plenary;

The detailed report should be released within 10 days of the physical audit and at least 5 days before the upcoming ILM.

5.3.4. Authority of the internal audit


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5.3.4.1. At least two weeks prior to the start of each on-the-ground (physical) internal audit, access should be provided to the following documents:

5.3.4.2. The most updated copy of the AI budget, budget vs. actual

5.3.4.3. Current Profit and Loss Statement and Balance Sheet

5.3.4.4. The most updated Contracts’ list

5.3.4.5. The most updated version of the AI internal policies

5.3.4.6. The most updated AI Management team meeting minutes

5.3.4.7. Progress report on the mandates to AI and recommendations resulting from the last IA report

5.3.4.8. In addition, access should be granted to the internal auditor to:

5.3.4.9. Global MCP group +wiki on www.myaiesec.net

5.3.4.10. Other channels of communications between AI and the Global Plenary

5.3.4.11. Internal auditors have the right to request other data relevant for the scope of its engagement from AIESEC International in a feasible manner and format.

5.3.5. Internal audit’s team

5.3.5.1. The internal audit team shall be comprised of 2 internal auditors at any point of time each one of them appointed for a term of 1 year. The internal auditor position has the following characteristics:

5.3.5.1.1. Profile of the internal auditor (1) Has minimum 1.5 years of relevant working experience after leaving AIESEC and is able to demonstrate how this experience will help to perform the role.

(2) Has completed at least a full-time MCP or AI leadership role and is discharged from duties/liability by the national plenary (where applicable) and has not taken an active leadership role within the organization in the last two years.

(3) Has demonstrated previous active involvement on the global level

(4) Is able to demonstrate solid motivation, commitment and availability to perform the role of Internal Audit

(5) Is able to demonstrate the analytical & communication skills and understanding of financial management

(6) Previous academic background or experience in risk assessment and evaluation is preferred.

5.3.5.1.2. Duration (1) 12 months term and 2 months of transition

(2) The term should start from 1st of

September till 31st of August or from 1st

of March till 28th of February according to

the time of selection. (3) The transition should happen in August

and September for the one selected prior to IC and in February and March for the one selected prior to IPM.

5.3.5.1.3. Selection Latest 6 weeks before each ILM a new auditor should be selected with the above term duration. Selection Process: Step 1. Application package

http://www.myaiesec.net/


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AIESEC International, after receiving input from the Legal and Governance Subcommittee and the current internal auditors, should open the application process by releasing the application package that consist of application questionnaire and a case study that need to be solved. In addition to completing the questionnaire and solving the case study, each candidate should submit a video summary of their application as well as at least 2 recommendation letters out of which one should be from an individual that the candidate worked with who is external to AIESEC. Application deadline is latest by 1

st of

June or 1st of December each year. In case,

there are no candidates a second round application process should be opened. Step 2 Review Panel Legal and Governance Subcommittee should review the candidates in the course of two weeks after the application deadline has passed and provide a recommendation to the Global Plenary that outlines strengths and weaknesses of each candidate for the position. Step 3. Virtual selection Internal auditors should be selected virtually by the same voting method as the President of AIESEC International latest by 30

th of June or

31st of December. The selection should be the

same as for AI VPs not selected at ILMs. Access to the application packages should be given to the MCPs at least 3 weeks before the virtual selection by AI and the review panel recommendations should be given to all MCPs at least 7 days before the virtual selection procedure.

5.3.5.1.4. Confidentiality of data Each internal auditor should sign at the beginning of his/her term a confidentiality agreement in correspondence to the code of conduct stated in supporting document „U”. The template should be provided by AI.

5.3.5.2. In the case of an Internal Auditor wanting to resign, then he/she needs to inform AIESEC International at least 2 months before the next ILM

5.3.5.3. The Global Plenary can remove an Internal Auditor at any time if 2/3 of the voting Members agree there is reason to do so.

5.3.5.4. Knowledge management: all independent assessments and reports created by the internal auditors should be stored on an independent website www.myinternalaudit.net. The functionalities and features of www.myaiesec.net should be used for the purpose of interaction with and reporting to other entities of the global association of AIESEC as well as establishing and promoting the role and benefits of the internal audit functions

5.3.5.5. The internal auditors will follow the Internal Audit Code of Conduct as specified in supporting document U “Internal Auditor Code of Conduct” of the international compendium

http://www.myinternalaudit.net/

http://www.myaiesec.net/


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5.3.5.6. The Legal and Governance Subcommittee is responsible for solving cases/complaints and providing recommendations to Global Plenary regarding Internal Auditor Code of Conduct, with support from AIESEC International when deemed appropriate and necessary

5.4. External Audit

5.4.1. AI must have its accounts formally audited annually by a qualified public auditor.

5.4.2. The external audit must be held before IC and the results released to Members at IC.

5.4.3. A summary must be included in the organisations Annual Report.

5.4.4. The incoming and outgoing VP Finance shall participate in the External Audit.

5.4.5. The accrued expenses and deferred income will be fixed in collaboration with the outgoing and incoming PAI and VP Finance (and VPER for deferred income).

5.5. Global Patrons

5.5.1. Global Patrons are prominent business and society leaders with a keen interest in the development of tomorrow’s leaders.

5.5.2. Each Patron is appointed for a two-year renewable term on the basis of their international leadership, vision and set of values that closely align with those AIESEC develops among the membership. They are drawn from all sectors and areas of society.

5.6. Legal & Governance Subcommittee

5.6.1. The role of the Legal & Governance Subcommittee is to provide recommendations to the Global Plenary on legal and governance issues related to AIESEC International, global plenary, Internal Audits, Supervisry Group, brand and ethics of the organization.

5.7. Information Management Advisory Council

5.7.1. The Information Management Advisory Council is set up with the objectives of serving as a consultative board for AIESEC International and acting as a governance body for topics related to information management and the global information systems.

5.7.2. Its composition should ideally include a minimum of one specialized information systems professional with extensive experience in the field and one of the previous AI VPs Information Management or IM Managers. An official chair must be appointed and it is required that this person is also part of the AI Supervisory Group.

5.7.3. Every Global Information Systems Fund Investment Plan must include a review written by the advisory council and signed by its chair, stating its assessment of each one of the proposed investments in terms of necessity and feasibility. A written review also must be included in every report presented to the Global Plenary, assessing the execution of the previously presented investment plan.


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6. Conferences and Meetings

6.1. Definition

6.1.1. The association's International Legislative Meetings (ILMs) are International Presidents Meeting (IPM) and International Congress (IC).

6.2. Meetings

6.2.1. International Meetings (IMs) shall include:

6.2.1.1. (1) IC

6.2.1.2. (2) IPM

6.2.2. Growth Network Meetings (GNMs) shall include:

6.2.2.1. (1) EXPRO

6.2.2.2. (2) LDSs

6.2.3. AIESEC International shall be directly supporting only the above.

6.3. International Congress

6.3.1. The purpose of IC shall be to ensure the relevance, growth and development of the Association and the members, by creating a forum on a global scale to share ideas and experiences.

6.3.2. Furthermore IC should provide a forum for:

6.3.2.1. (a) Co-ordination and co-operation between AI and the members

6.3.2.2. (b) Addressing national systems development with input from other members

6.3.2.3. (c) Development of the individuals through skills learning

6.3.2.4. (d)Development of issues in detail to develop concrete actions

6.3.2.5. (e) External involvement to provide an outside perspective

6.3.2.6. (f) Networking among the delegate

6.3.2.7. (g) Gaining motivation

6.3.3. IC shall be held between the dates of 15th of August and the 15th of September each year. The exact dates of the congress shall be set together by AIESEC International and Congress Committee, and announced not later than the previous IPM in the same year. The working period of IC from the opening to the closing General Plenary shall be no longer than ten days.

6.3.4. The delegates at IC shall be current MC or LCP. Six delegates per Member can attend paying the standard delegate fee.

6.3.5. From the seventh delegate onwards, a special fee will be agreed between AI and the CC. This fee should not exceed the cost of accommodation and food.

6.3.6. All IC delegates need to be approved by AI.

6.4. International Presidents Meeting

6.4.1. The purpose of IPM shall be to work towards the long-term development of AIESEC internationally by creating a clear vision for the Association. This shall be done by

6.4.1.1. (a) Analysing the environment,

6.4.1.2. (b) Reviewing the role of the Association,

6.4.1.3. (c) Establishing clear goals,

6.4.1.4. (d) Seeking commitment of members and AI in order to realise these goals;

6.4.2. Furthermore IPM shall provide a forum:

6.4.2.1. (a) To elect President of AIESEC International

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6.4.2.2. (b) For MCPs to create a clear vision for themselves of the Association, the relevant issues and their term

6.4.2.3. (c)For networking of MCPs

6.4.2.4. (d) To ensure effective Transition

6.4.2.5. (e) For further development of the international systems of the Association

6.4.2.6. (f) For reviewing the results achieved by the Association.

6.4.2.7. (g) To secure commitment from every member to the Global Direction

6.4.2.8. (h) To develop global strategies to aid the implementation of the Global Direction

6.4.3. IPM shall be held between February 10th and March 1st. The exact dates of the congress shall be set together by AIESEC International and Congress Committee, and announced not later than the previous IC. The working period of IPM from the opening to the closing of the general plenary shall be no longer than ten days.

6.4.4. The delegates at IPM shall be two delegates per Member (MCP, MCPe-P

6.4.5. All IPM delegates need to be approved by AI.

6.5. EXPRO Meeting

6.5.1. The purpose of EXPRO shall be to develop the strategic direction in each Growth Network through the elaboration of IPM strategies and the development of action plans.

6.5.2. Furthermore EXPRO shall provide a forum for:

6.5.2.1. (1) Ensuring continuity and implementation of global strategy through the presence of MC elects

6.5.2.2. (2) Providing skills, attitudes, knowledge and networks to drive the global strategy in the region and in the member territory

6.5.2.3. (3) Discussing and advancing on issues of regional or global relevance

6.5.3. “EXPRO shall be held in each Growth Network (with one combined conference for WENA and CEE). It should happen between 20th of March and 20th of April. The working period of each conference is at the discretion of each region, but should not last more than 7 days.”

6.5.4. The delegates of EXPRO shall be the current MC members, elected MC members, and LC EB members with a high level of exchange experience. The number of delegates per member and their approval is at the discretion of AI.

6.5.5. The OC shall be responsible for covering the facilitators’ delegates’ fees up to a maximum of 10 facilitators for European Expro and 4 facilitators for all other Expros.

6.6. Growth Network LDS

6.6.1. The purpose of LDS shall be to foster Leadership skills and create a Multicultural setting for the delegates. Furthermore, LDS should provide the forum for but not limited to:

6.6.1.1. (a) Gaining International experience

6.6.1.2. (b) Providing motivation for our members

6.6.1.3. (c) Enhancing self-discovery process of leadership potential and leadership development

6.6.2. LDS shall be held at least once a year in each Growth Network. The working period of each conference is at the discretion of each region, but should not last more than 7 days.

6.6.3. Delegate profile should be defined according to the GN needs.

6.6.4. The OC shall be responsible for covering the facilitators' delegate fee up to the maximum of 10 facilitators.

6.7. Mandates

6.7.1. Meetings and Bids Subcommittee

Meetings and Bids Subcommittee is responsible for bidding, tracking and discharge of each ILM and amending related compendium if needed.

6.7.2. After awarding of a mandate the organising member must submit an updated official government letter confirming the right of all required members to attend the meeting. This should be submitted to AI two


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months before the meeting. This letter shall not be dated more than 2 months prior to the date of submission;

6.8. General

6.8.1. The Country/Territory flags cannot be displayed during any International AIESEC event.

6.8.2. The proposed budget for IC shall include a variable analysis of paying delegate numbers: 425, 500, 575, 650 people.

6.8.3. The proposed budget for IPM shall include a variable analysis of paying delegate numbers: 150, 175, 200, 225, people.

6.8.4. The IC hosting member shall not restrict the number of delegates for less than 500.

6.8.5. Mandates to host IC and IPM shall be given two years prior to the event. Mandates to host EXPRO and LDS shall be given one year prior to the event.

6.8.6. If a mandate is not given at the time stated in (6.8.5), AI will collect bids in the following three months and the Global Plenary will decide on which member to mandate in the next legislation session.

6.8.7. If there is no member bidding for IC or IPM after three months, AI will appoint a member in the next ILM to organise the legislative meeting for AI and one delegate per member.

6.8.8. The final bid for IC and IPM must be given, both on paper and electronic file, to AI 90 days prior to the IC or IPM where the mandate will be awarded.

6.8.9. The deadline for the withdrawal of a mandate is:

6.8.9.1. (a) For IC = 12 months prior to the IC in question;

6.8.9.2. (b) For IPM = 12 months prior to the IPM in question;

6.8.9.3. (c) For EXPRO and LDS = 6 months prior to the congress in question.

6.8.10. After these deadlines the mandated member is financially liable to run the congress.

6.8.11. In case of withdrawal of mandate before the deadline, the hosting member will be charged an amount equal to 2% of the total budgeted expenditure of the meeting. This amount will be given to the new organising member.

6.8.12. If the CC of an ILM has not been discharged after 3 years from the last day of the meeting where the report was due, it will be automatically discharged, as soon as the CC pays the total amount of money due to AI until the moment of discharge, which is calculated according to what is stated in section 6.12.4

6.8.13. In case there are 3 or more bids for an ILM a preferential voting system shall be used. The bid with the lowest number of votes shall be subsequent removed until there are only 2 bids left. Members may change their vote in the subsequent motions.

6.8.14. The delegate fees must be quoted in the domestic currency of the hosting member or Euro and shall not exceed EUR 40 per day per delegate and EUR 350 per Congress per delegate at the time of bidding.

6.8.15. The cost of an ILM pre-meeting should also be quoted in the domestic currency of the hosting member or Euro and shall not exceed EUR 40 per day per delegate at the time of bidding.

6.8.16. The damage deposit cannot exceed 10% of the delegate fee in any IM or GNM.

6.8.17. The hosting member must hand over the collected damage deposit to AI. At the end of the meeting the hosting member will provide a list of all damages and their costs to AI. On this basis, AI will calculate the amount of the damage deposit, which will be returned to the delegates. The reimbursement will be credited on the member account with AI.

6.8.18. There should always be the option to pay the delegate fees via bank transfer, in a period starting 30 days before the IM, and closing 5 days before the pre-meeting.

6.8.19. All the meetings referred to in 6.2 shall be subject to the AIESEC International interpretation of the Principles for Partnership as found in legislated Supporting Document J.

6.9. Pre-bidding

6.9.1. MCs that are considering hosting an ILM or a GNM must analyze the viability of it by referring to the bidding requirements stated below, the Meetings and Bids Subcommittee and the Supporting Document E.


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6.10. Bidding Requirements

6.10.1. Before a mandate is issued to a MC to host an ILM or a GNM, the MC of that Entity must submit to AIESEC International and the Meetings and Bids Subcommittee a formal bid. All material in the bid package – including, but not restricted to: official bid, budget and supporting documents – must be submitted in English. The bid must include the following information from the entity:

6.10.1.1. External perspective

6.10.1.2. - A list of visa requirements for all territories where AIESEC is present and a proposal to solve the possible visa challenges.

6.10.1.3. - Currency exchange rate history from the past 3 years.

6.10.1.4. - Description of the political situation in the country/territory (including stability).

6.10.1.5. - Accessibility to medical facilities, including distance in km and expected transportation time from conference venue to each hospital or clinic within a maximum 30 km

6.10.1.6. - Accessibility by partners and guests, including possible means of transportation and prices of each transportation option

6.10.2. Internal reality

6.10.2.1. - Historical data of organizational goal achievement for the past 3 years.

6.10.2.2. - List of international meetings hosted in the last 5 years.

6.10.2.3. - Amount fundraised in the last 3 years divided by project.

6.10.2.4. - Names of MC partners and amounts raised, listed in local currency and euro.

6.10.2.5. - An official bank statement as proof of the reserves of the entity within a month of the bid submission date.

6.10.3. Conference logistics

6.10.3.1. - Propose CC structure and provide an analysis of the expected CC pipeline.

6.10.3.2. - Pessimistic (incomes only coming from delegates fee) and realistic budget (based on the budget and the AI-Hosting Member contract of the immediately previous ILM) and delegate fee. AIESEC International must provide the bidding entities with such documents, which must be treated as confidential by those entities.

6.10.3.3. A cash flow plan, including:

6.10.3.3.1. Cash flow budget, divided into months, which clearly states the incomes and expenses incurring within each period

6.10.3.3.2. Solutions to solve any expected cash flow challenges

6.10.3.4. - Proposed venue(s) for pre-meeting and conference.

6.10.3.5. - Outline the availability of IT facilities, including access and stability of wireless internet connection.

6.10.3.6. - A sales plan outlining products, prices, timeline of raises, person(s) responsible, and a list of high potential partners

6.10.4. Supporting documentation.

6.10.4.1. - A letter from the Supervisory Group or Board of Advisors of the bidding entity, stating that they support and approve the entity’s bid.

6.10.4.2. - A letter signed by at least 50%+1 of the LCPs of the entity, stating they are aware of the bidding process, and that they support the realization of the event (only for ILMs).

6.10.4.3. - Quotation(s) from proposed venue(s), with variable prices according to the delegate numbers outlined in 6.8.2 or 6.8.3. The quotation(s) must be in English.

6.10.5. Every bidding entity is required to create a wiki as bid, providing there all needed information according to the bidding criteria.

6.11. ILM Tracking

6.11.1. In order to successfully organize an ILM, all hosting entities must accomplish the following milestones:

6.11.1.1. a) 1.5 years before the ILM is happening:

- CCP is selected;


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- Negotiations with potential venues (that fulfill the necessary conditions) have started;

- The government has been approached;

- There is a defined accountability structure between the CC and the MC.

6.11.1.2. b) 1 year before the ILM is happening:

- The contract (in English) with the venue has been signed (before signing it, the hosting entity must receive the approval of the Meetings and Bids Subcommittee for evaluation)

- CC VPs are selected;

- The contract with AI has been signed.

6.11.1.3. c) 6 months before the ILM is happening

- 50% of the budgeted revenues, excluding delegates fee, are secured with the contracts signed;

- A cash flow plan has been created;

- There is a clear solution for the possible visa/migration challenges that ensures that every delegate from all the territories where AIESEC is present has the right to enter the geographical area where the meeting is taking place.

6.11.1.4. According to the aforementioned milestones, the plenary would reassess the possibility of the hosting entity to organize the ILM. Based on the risk assessment and the recommendations of the Meetings and Bids Subcommittee, the global plenary can decide if it necessary to re-legislate this mandate.

6.11.2. Exceptions:

6.11.2.1. Hosting entities that have been appointed by AI

6.11.2.2. Cases when an ILM has been reassigned to a new hosting entity.

6.11.3. In case of reassignment of an ILM, the new hosting entity needs to be mandated by global plenary within 15 days, under special circumstances, recommended by the Meetings and Bids Subcommittee.

6.11.4. If an ILM is reassigned because the mandated entity did not accomplish the milestones stated in the section 6.11.1 that mandated member will be charged an amount equal to 2% of the total budgeted expenditure of the meeting. This amount will be given to the new organising member.

6.12. Discharge

6.12.1. The MC hosting an ILM shall present the original of its publicly audited financial report and a variance report between final budget and actual income and expenditure no later than the ILM after the ILM it hosted.

6.12.2. The outgoing MC shall prepare a detailed report on the work undertaken and the problems involved, together with recommendations for improvements in efficiency and methods of overcoming such problems. This report will be sent to the incoming hosting member and AI within 60 days of the end of the ILM.

6.12.3. Failure to comply with 6.12.1 or 6.12.2 will result in the hosting MC being charged an amount equal to 0.2% of the total budgeted expenditure of the meeting according to the report presented at the ILM immediately prior to the one it hosted.

6.12.4. This amount will be charged for every 3 months after the last day of the meeting where the report was due, until the report is received by AI. This amount must be deposited into the IM Reserve Fund.

6.13. Discharge of OC

6.13.1. The OC of an IM shall present the original of its publicly audited financial report and a variance report between final budget and actual income and expenditure no later than the ILM after the IM it hosted.

6.13.2. The outgoing OC shall prepare a detailed report on the work undertaken and the problems involved, together with recommendations for improvements in efficiency and methods of overcoming such problems, and shall forward a report to the incoming OC and AI within 60 days of the end of the IM.

6.13.3. Failure to comply with 6.12.1 or 6.12.2 will result in the OC being charged an amount equal to 0.2% of the total budgeted expenditure of the meeting according to the report presented at the ILM immediately prior to the one it hosted.

6.13.4. This amount will be charged for every 3 months after the last day of the meeting where the report was due, until the report is received by AI. This amount must be deposited into the IM Reserve Fund.


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7. Other obligations

7.1. External Relations

7.1.1. All Members and AIESEC International will comply with the Partnership principles. See legislated supporting document J for details.

7.1.2. All Members and AIESEC International will comply with the External Relations principles. See legislated supporting document H for details.

7.2. Exchange

7.2.1. Exchange opportunities are divided into 2 programs: Global Internship Program and Global Community Development Program. See legislated supporting document X for details.

7.2.2. All Members and AIESEC International will comply with the International Exchange Program Policies as released by AIESEC International and the Internal Control Board (ICB )biannually. See supporting document G for details.

7.2.2.1. Role of the ICB:

7.2.2.2. Solve cases regarding quality of exchange program between any entities of AIESEC

7.2.2.3. Reviews the Exchange Process Policies once in a two years before IC/IPM and keep the network

7.2.2.4. accountable to respecting them.

7.2.2.5. Solve cases or provide recommendations to the Global Plenary on ethical issues related to AIESEC International and the global net work

7.2.2.6. Solve cases or provide recommendations to the Global Plenary on ER and Partnership issues related to AIESEC International and the global network Limit of Power of the ICB:

7.2.2.7. The ICB has final decision making power on all cases pertaining to XPP.

7.2.2.8. The ICB has decision making power on ER and ethical cases except when the decision could have direct financial or membership-related consequences. In such cases, the ICB consults the Membership or the Finance Subcommittee and provides joint recommendation to the Global Plenary which takes the final decision.

7.2.2.9. The ICB has decision making power on ER, Partnership and ethical cases except when the decision could have direct financial or membership-related consequences.

In such cases, the ICB consults the Membership or the Finance Subcommittee and provides joint recommendation to the Global Plenary which takes the final decision.

7.3. Information Management

7.3.1. All members and AIESEC International will comply with the Information Management Principles. See legislated supporting document I for details.

7.4. The Information Management Subcommittee

7.4.1. The Information Management Subcommittee is responsible for solving cases/complains and providing recommendations to Global Plenary regarding Global IM Principles, with support from AIESEC International when deemed appropriate and necessary.

7.4.2. The IM subcommittee is required to survey and compile a report on specific challenges of the accessibility of Global Information Systems for all AIESEC entities. This survey and report will be sent out before every International Presidents Meeting.

7.5. Brand Management

7.5.1. Trademark protection

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7.5.1.1. For the purpose of this legislation, AIESEC Trademark is defined as the AIESEC name and the AIESEC logo. AIESEC International is responsible to monitor the usage of the AIESEC brand globally and ensure its proper usage. The owner of the Trademark is Stichting AIESEC IP Licensing on behalf of the Global Plenary.

7.5.1.2. All countries and territories that are Members of the AIESEC Network have the right to use the AIESEC Trademark.

7.5.1.3. The Stichting AIESEC IP Licensing has the legal right to license usage permissions to new and existing Members after the approval from the Global Plenary. AI and any Member of the Association will make recommendations to the Global Plenary to withdraw the license of a Member if they use and manage the brand in a way that misrepresents the legal trademark registered in the country/territory.

7.5.1.4. Member Committees have the right and responsibility to give usage permissions to their Local Committees and to other AIESEC extensions initiated by them. Member Committees have also the responsibility to monitor and ensure the proper usage of the brand in their country/territory and in the extensions initiated by them.

7.5.1.5. AI, MCs and LCs are responsible to manage the brand and all its elements within their scope of concern.

7.5.1.6. All AIESEC entities that have a license to use the AIESEC trademark have the right to give usage permission of such to external entities within their geographical area of responsibility. By giving this permission, they also have the responsibility to ensure that it is used in the proper way.

7.5.1.7. If AIESEC International has not registered the trademark in a country/territory, the Members are required to register the trademark within their geographical area and transfer the rights of ownership to Stichting AIESEC IP Licensing or show proof of protection in their country/territory, and that the trademark cannot be transferred to Stichting AIESEC IP Licensing, to AI. These countries/territories must also adhere to the brand experience model. Stichting AIESEC IP Licensing would then give usage licences to the Members to ensure proper protection globally.

7.5.1.8. If a Member is not able to register the trademark in their country/territory then the Member is required to notify AIESEC International of the reasons at IPM each year.

7.5.2. The International Legal Management Fund

7.5.2.1. This fund is set up to support Members to their legal issues, including register and protect the trademark. (see section 3.10 for details).


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8. AIESEC International

Section 8.1 details the legal structure, obligations and responsibilities of Stichting AIESEC International, as based in Rotterdam, the Netherlands. If AI is based in another country/city/territory, this Constitution will need to be changed. Sections 8.2 onwards detail the internal operations and (s)election process for the AIESEC International team.

8.1. Constitution of Stichting AIESEC International

Name and seat Article 1

1. The Foundation bears the name of Stichting AIESEC International. 2. It has its seat in the municipality of Rotterdam.

Nature and philosophy (The AIESEC Way) Article 2

1. What is AIESEC? AIESEC is a global, non-political, independent, not-for-profit organisation run by students and recent graduates of institutions of higher education. Its members are interested in world issues, leadership and management. AIESEC does not discriminate on the basis of race, colour, gender, sexual orientation, creed, religion, national, ethnic or social origin.

2. What we envision Peace and fulfilment of humankind's potential.

3. Our impact Our international platform enables young people to explore and develop their leadership potential for them to have a positive impact in society.

4. 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.

5. Our values a. Activating leadership b. Enjoying participation c. Striving for excellence d. Living diversity e. Acting sustainably f. Demonstrating integrity

Capital Article 3 The capital of the Foundation shall be formed by contribution of Participants, subsidies, sponsorships, donations, grants or acquired from inheritance as well as charity. Participants Article 4 The Foundation allows groups of students and recent graduates who are interested in world issues, leadership and management based in a geographical area (“applicants”), to participate in its objectives, networks, activities and projects as they become Participants.

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The General Assembly of Participants (“GA”) decides if and when an applicant may become a Participant. The Management Board will provide an official recommendation to the GA on whether applicants should become Participants. The relevant criteria to become a Participant will be laid down in the Rules and Regulations of the Foundation. Management Board: Composition, appointment, loss of function. Article 5

1. The structure of the Management Board will be proposed by the Management Board and then decided by the General Assembly during the AIESEC International Presidents Meeting annually.

2. An incomplete Management Board retains its powers. 3. The President is appointed by the International Presidents Meeting (“IPM”) of the Participants. 4. Vice-Presidents are nominated before IPM by the General Assembly and appointed by the President. 5. Managers are appointed by the President. 6. Members of the Management Board shall be appointed for a maximum of twenty seven (27) months. They can be

re-appointed, but may only serve a total of thirty nine (39) months on the Management Board. 7. Only natural persons can be appointed members of the Management Board. 8. The President ceases to hold office:

a. By his death; b. By his retirement; c. Because he is declared bankrupt or applies for a moratorium; d. By the appointment of a guardian over him; e. By removal from office by the court in cases provided for in law; f. At the end of his term of appointment; g. By his removal from office by the Management Board for important reasons; and h. By his removal from office by the General Assembly for important reasons.

9. The other members of the Management Board cease to hold office in the cases as set forth in paragraph 9 and also by dismissal by the President for important reasons.

Management Board: Duties and Powers Article 6

1. The Management Board is in charge of the management of the Foundation. 2. The Management Board is authorised to enter into agreements to purchase, sell or encumber registered goods

and to enter into agreements whereby the Foundation commits itself as surety or several co-debtor, answers for a third party or binds itself as surety for a debt of a third party, and to represent the Foundation in the matter of such actions.

Management Board: Representation Article 7

1. The Foundation will be represented as follows: a. by the Management Board; and b. By two members of the Management Board acting jointly.

2. The Management Board may resolve to grant power of attorney to one or more members of the Management Board and also to third parties, to represent the Foundation within the limits of that authority.

Rules and Regulations Article 8

1. The Management Board shall draw up Rules and Regulations of the Foundation to be approved by the General Assembly. GA.

2. The Rules and Regulations of the Foundation can only be amended in conformity with Article 10 paragraphs 1 through 3.

Financial year and annual accounts Article 9

1. The financial year of the foundation runs from the first day of June up to and including the thirty-first day of May the following year.

2. The Management Board is obliged to keep such records of the financial position of the Foundation so that its rights and obligations can be known there from at all times.

3. The Management Board is obliged to draw up a balance sheet and a profit and loss account of the Foundation every year within six months of the end of the financial year.


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4. Before proceeding to the approval of the documents referred to in paragraph 3, the Management Board may have these examined by an accountant appointed by them. The accountant shall report on his examination.

5. The Management Board is obliged to keep the documents referred to in the previous paragraphs for seven years. Amendment of the Articles of Association Article 10

1. The Management Board is authorised to amend the Articles of Association only with the prior approval of the General Assembly

2. A resolution of the Management Board to amend the Articles of Association will require unanimous consent in a full meeting. If a meeting in which a resolution to amend the Articles of Association is to be discussed is not complete, a second meeting shall be convened to be held not earlier than two and no later than four weeks after the first meeting. The second meeting may, irrespective of the number of members of the management board present or represented, decide lawfully about this proposal since this was previously discussed in the first meeting. Unanimous consent is required during the second meeting to take this resolution forward.

3. A copy of the proposal, containing the verbatim text of the proposed amendment, shall be attached to the convocation to the meeting in which an amendment of the Articles of Association is to be proposed.

4. A resolution to amend the Articles of Association shall become effective only after a notarial instrument has been drawn up there from. Each members of the Management Board shall have power to execute that instrument.

Dissolution Article 11

1. The Management Board is authorised to dissolve the foundation only with the prior approval of the General Assembly.

2. The resolution to dissolve the Foundation shall determine the destination of the balance of the remaining funds. 3. After the dissolution, the liquidation will be effected by the Management Board. 4. After termination of the liquidation, the books and records of the dissolved Foundation shall remain in the custody

of the person designated by the liquidators for the period prescribed by law. 5. Otherwise, the stipulations of Title 1, Book 2 Dutch Civil Code shall apply to the liquidation.

8.2. General

Anything, which is not provided for by the present Constitution, shall be settled according to the provisions of the Dutch Law.

8.2.1. AI shall be responsible for the management and development of the Association.

8.2.2. The term of office of the AI runs from August 1st to July 31st of the following year, with the possibility to be

reduced by up to 3 calendar weeks by the Management Team of AI.

8.2.3. AI shall be staffed and receive salaries based on the following timeline:

(1) PAI and VPF: May 1st until either July 31

st of the following year or the 3

rd day of the external audit if the

audit takes place after the July 31st

(2) VPER and VPIM: 15th May until July 31

st of the following year

(3) Remaining VPs and Managers: June 1st until July 31

st of the following year.

(4) If employment dates are changed as per 7.2.2, the salary will only be paid for the time an AI member

is actually working for AI.

8.2.4. AI shall appoint at least one person from the outgoing AI team to support AI with logistics for IC. This person’s term will be extended by one month and they will receive their usual salary payable for that additional month.

8.2.5. All AI team members shall be paid the minimum wage level as stipulated by the government of the country/territory AI is based in.


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8.2.6. AI shall be discharged by simple majority of the voting Members at the first ILM after completing their term of office. This discharge shall be based on the full AI report (for internal knowledge management purposes), annual report (for external purposes) and unqualified external audit report signed by the auditors, internal audit report and Supervisory Group recommendation. Each AI team shall ensure an annual report is produced to be presented during IC each year.

8.2.7. AI shall be responsible for the distribution of an updated International Compendium no later than one month after every ILM.

8.2.8. That AIESEC International should deliver all reports, preparation package 14 days before each ILM.

8.2.9. An AI elect meeting shall be held immediately after IPM, and should last at least 1 day.

8.2.10. The length of term for an AI member is 12 months, unless otherwise stated in the International Compendium.

8.3. President (PAI)

8.3.1. The PAI is the ultimate decision maker and sole person responsible for the activities and actions of AIESEC International.

8.3.2. The PAI, together with the VPF shall be responsible for the financial control of AIESEC International.

8.3.3. The PAI shall ensure a quarterly report of AI operations is distributed to the Global Plenary.

8.4. Vice Presidents (VPs)

8.4.1. The Vice Presidents of AIESEC International shall be responsible for the coordination and development of the global activities of Members. The Vice Presidents, together with the PAI, shall be responsible for the direction of AIESEC.

8.4.2. The Vice President Finance shall be responsible for the financial operations and obligations of the Association.

8.4.3. The VP Finance, VP External Relations and VP Information Management positions will open for either one or two years - the applicants will be able to apply for either a 12 or 24 month term. If an applicant is selected for 12 months then he/she is eligible to re-apply for the role.

8.5. AI Financial management

8.5.1. Management Team

8.5.1.1. A Management Team shall be created every year for the purpose of managing the finances of AI.

8.5.1.2. The Management Team shall consist of the PAI, the VPF, the VPER, the VPIM and at least one other AI team member at the discretion of the PAI.

8.5.1.3. The Management team shall meet every quarter to review the quarterly report, the budget situation, the cash flow and the expense priorities for the following quarter.

8.5.2. AI Budget

8.5.2.1. The budget is the basis for the administration of all income and expenditure and for the audit.

8.5.2.2. The AI budget shall be set up in Euro.

8.5.2.3. Al must present budget information for the following financial year at IPM and select a finance Sub Committee to give recommendations to be put forward in legislation on:

(a) Total amount of affiliation, global and internal service fees

(b) Method of calculation for global fee

(c) Total cost per service

8.5.2.4. The subcommittee shall also give general recommendations on the budget.

8.5.2.5. AI shall send a draft of the proposed budget for the coming year at least 7 days before every IPM and an updated budget at least 7 days before IC.

8.5.2.6. A final budget shall be presented at IPM. This will require ratification by simple majority.

8.5.2.7. New services should be proposed separate from the budget and there should be a clear decision made explicitly about spending on new services separate from ratification of the budget.

8.5.2.8. The budget may be changed at IC. If the update increases the Member fees then a 2/3 (two thirds) majority is needed to approve the change.


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8.5.2.9. Any unbudgeted expenses in excess of EUR 1000 must be approved by the Management Team, and unbudgeted expenses in excess of EUR 8,000 should be reported to the Internal Auditors.

8.5.2.10. The PAI and the VPF shall have a veto power on all budgeted and AI approved expenditures in excess of EUR 2000. In the event of a disagreement between the PAI and VPF, the PAI has the ultimate veto power over these expenditures.

8.5.2.11. Any allocation of fundraising done by AIESEC International, over 10% of the approved budget, shall be approved by a simple majority of voting Members at any ILM.

8.5.3. Reporting

8.5.3.1. AIESEC International shall report an analysis of the AI financial situation to the Members on a quarterly basis. The budget vs. actual analysis may be sent to a Member upon request.

8.5.3.2. AI shall present an up-to-date financial report at IC and IPM to be distributed at least 7 days prior to the meeting.

8.5.3.3. This report should contain:

(a) AI Profit & Loss statement showing budget variance (in Euro)

(b)Analysis of AI financial situation, including main achievements, challenges and next steps

8.5.4. Funds

8.5.4.1. No internal fund managed partially or totally by AIESEC International can be used for an amount higher than the amount secured by that fund.

8.5.5. AIESEC International Reserves:

8.5.5.1. AIESEC International must maintain a level of minimum level of reserves at 750,000 EUR, to be held in the form of liquid assets.

8.5.5.2. In the event that the reserves fall below this value, AIESEC International must take immediate action, and the Supervisory Group and Internal Auditors shall be informed immediately. The matter shall also be reported to the next ILM, together with a timeline for the re-establishment of the required minimum level.

8.5.5.3. The Operational Reserve fund is to be used in order to support urgent needs in AIESEC International’s budget.

8.5.5.4. The Strategic Reserves Fund will be used to support Global priority areas. Any profit being made from the interest of the AI reserves is to be allocated to the Operational Reserves Fund or to the Strategic Reserves. The decision is to be taken by the Management Team of AIESEC International.

8.5.6. Investment policy

8.5.6.1. The Management Board of Stichting AIESEC International is responsible for managing the investment portfolio of the organisation with the assistance and advice of Van Lanschot.

8.5.6.2. As AIESEC is a not for profit organisation, the ultimate objective of the investment portfolio held is value preservation as the money needs to be safeguarded from risk. As such, the investments AIESEC International holds should be very low risk and with short-medium term maturity levels. Instruments such as fixed term deposits, short-medium term government or AAA rated corporate bonds are suitable, however funds and stock related investments should be avoided in favour of more low risk investments. The portfolio should be EUR based to avoid unnecessary cross currency risks.

8.5.6.3. If in the future AIESEC International wishes to change this approach, AI must write a formal letter detailing the reasons for the proposed change in approach and risk appetite. This letter must be accompanied by a statement of approval by the Supervisory Group of AIESEC International (can be as an email attachment).

8.5.7. VPF

8.5.7.1. The outgoing AIVPF shall have an advisory role in the AI financial management, and be physically present in AIESEC International at least once during the following term. It is recommended this period to be the same as one of the internal audits.

8.5.7.2. AI is to store a (digital) copy of their contract collections outside the AI office.

8.6. AI Election and Selection Procedure

8.6.1. General


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8.6.1.1. The President of AIESEC International will be elected during IPM.

8.6.1.2. The application process for AI shall be in accordance with the detailed process.

8.6.2. PAI

8.6.2.1. The PAI vote will be conducted in accordance with the process.

8.6.2.2. Voting for PAI shall be conducted by secret ballot.

8.6.2.3. Unsuccessful PAI candidates are eligible for Vice-President positions. A PAI candidate who intends to stand for VP position must inform the Selection Committee immediately prior to their first speech. This information will be treated as confidential by the subcommittee.

8.6.3. Vice Presidents

8.6.3.1. The Vice-Presidents election/selection process is outlined in the Support Document L2_AI.

8.6.3.2. The selection committee shall consist of the current PAI, the PAIe, one external, and one nominated MCP from each Growth Network. The MCPs shall come from the members that have no candidates for PAI or VP.

8.6.3.3. The new VPs shall be announced latest one month after IPM.

8.7. Replacement

8.7.1. PAI

8.7.1.1. If the PAI resigns, AI shall select a new PAI in the interim, until a ratifying vote can take place. If the new PAI was a Vice President then AI can select a new Vice President.

8.7.2. Vice President

8.7.2.1. If a Vice President resigns, AI shall replace the Vice President with a candidate from the Selection Pool.

8.7.3. If the selection pool is empty, or if no candidate in the Selection Pool wants to apply anymore, AI shall immediately inform all MC's about the matter setting a deadline for applications. AI shall then select a new Vice President

8.7.4. The Association can discharge or replace any member of AI with a two third (2/3) majority of voting Member at any ILM.

8.8. International Advisory Council (IAC)

8.8.1. An International Advisory Council shall convene to provide input and feedback to AIESEC International and to support it in increasing the results and performance of the organisation. The Council role is:

(a) To provide input and advice on major areas of activity and development of the association

(b) To provide specialist support in certain areas

8.8.2. The International Advisory Council will consist of between twenty to twenty five people with the following profiles:

(1) Representatives of partner and sponsor organisations of AIESEC;

(2) Representatives from organisations that are involved with or support the activities of the organisation (non-governmental or similar organisations); and

(3) Individuals and alumni who provide specialist advice to AIESEC International, in areas that it is required for AIESEC International’s activities;

(4) Unpaid individual consultants

8.8.3. The International Advisory Council shall meet on a basis of maximum of two meetings yearly, one of them during International Congress and the other one in the months of either January or February.

8.8.4. The members of the International Advisory Council shall be divided among taskforces and other initiative groups of AIESEC International, and provide advice on an individual basis throughout the year.

8.8.5. The Chair of the Supervisory Group shall be invited to attend the meetings of the International Advisory Council, however the participation it’s not mandatory.


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9. Supporting documents

As referred to in various sections of the International Compendium, there are a number of supporting documents for reference use to support the content of the International Compendium. There are two categories of supporting documents:

9.1. Legislated supporting documents

9.1.1. These are documents which have been legislated by the Global Plenary and were included in the version of the International Compendium released after IPM 2009.

9.1.2. They are supporting:

(1) Constitution (2) Membership

(a) Membership application process (S) (3) Finance for the global organisation

(a) Financial model details (A) (4) Global decision making

(a) Minute taking (B) (b) Decision making Process (T) (c) Global Subcommittees (T2) (d) Virtual Legislation Meeting Process (V)

(5) Governance and accountability (a) AIESEC Code of Ethics (C) (b) Supervisory Group principles (D) (c) Internal Auditor Code of Conduct (U)

(6) Conferences and Meetings (a) International Meeting guidelines (E)

(7) Other obligation (a) Data Privacy regulations (F) (b) Internal Control Board (ICB) (G) (c) Global External Relations Principles (H) (d) Global Information Management Principles (I) (e) Partnership principles (J) (f) Stichting AIESEC IP Licensing compendium(K) (g) Member Service Agreement (W)

(8) AIESEC International (a) AI application process(L2) (b) Director nomination process (M) (c) PAI voting process (N) (d) AI Services(Y)

(9) Other supporting documents not related to a specific section of the International Compendium (a) Alumni Association Principles (O) (b) Geographical area break up regulations (P) (c) Limited period motions and mandates (Q) (d) Roles and responsibilities of entities (R) (e) Exchange Program Policies (X_1 to X_5)

9.2. Non-legislated supporting documents

9.2.1. These are documents it is useful to refer to when using the International Compendium, however are not legislated by the Global Plenary.

Part 9: Supporting documents

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