ALL YOU NEED TO KNOW ABOUT ORS CONVERSION

WHAT’S NEW WITH ORS CONVERSION We are going to use live ORS system that is

automatic, more user friendly and can be accessed by all. No exporting, downloading or waiting is required anymore. Everything is instantaneous and LIVE

The system is going to be operated through one back end that is regulated by manage.aiesec.org. The VPs oGIPs, oGCDP, TMs and M are required to get their username and password from Medha, Kushal or Ishita. The contact details can be found out though myaiesec.net.

STAGES OF ORS Open - People who have registered through the form on

the website In progress - People who know about our Programs and

the kind of opportunities available. Therefore : It automatically includes people who have registered on the OP

(can be people who registered on the ORS and are now browsing opportunities or people who have directly registered on the OP)

People who already know about AIESEC and its programs through our on-ground EwA should be added to this stage.

In review - Candidates who have been contacted and are in screening process should be added to this stage.

Raised - Students whose EP Id has been generated should be added to this stage.

Rejected- Students whose application has been rejected at any of the above stages should be shifted to this stage.

JOB ROLES CLARIFIEDWho does what in an LC?

Since this is a project to track Marketing for Conversion, you are the end responsible for ensuring that it is implemented in your LC. GIP/GCDP/TM should be following up and converting their applicants. This will help you track a basic and vital KPI for you, which is your contribution to ELD.

All registrations on aiesec.in will be visible on manage.aiesec.org. Therefore this is THE solution to all your conversion woes.

Why should a VP M care about ORS Conversion?

WHAT IS THE JOB ROLE OF VP M?

1. Now that we have these super-effective form, please ensure that all your promotion (Presentations for EwA activities, posters, online material etc.) include only the links to the national website and the Opportunity Portal.

2. Promote OP for GIP and aiesec.in for GCDP and get the right people to apply for the exchange programs.

3. Track those applicants who were rejected by AIESEC (GIP/GCDP/TMP) so they can be engaged in other ways.

4. Customize the automated Rejection mails for your LCs so that you can thank these people for applying and inform them. You can do this by following these steps:

Go to manage.aiesec.org->Login->Setup->Emails->ORS Status Change:Students/Rejected.

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Manually shift all candidates to "In Progress" if they have been through EwA stage. This will mean everyone who has already been told about what is AIESEC, the AIESEC Way and the AIESEC Programs should be shifted to In Progress so that OGX/TM can convert them on a priority basis. Steps to do this :manage.aiesec.org -> Data -> Student ORS -> Filter by Team -> Click on the name -> Click on In progress

1. Ensure that all onground registrations are manually added to the ORS. This can happen in two ways :1. Have laptops/ipads/tabs at the registration desk

and ensure that the registrations are taken online.

2. If you absolutely must use paper to take registrations in the case of impromptu classroom sessions etc. - please ensure that a member from your team registers these people online on their behalf. This way we will not lose our databases and will be able to track conversions for everyone.

CONTINUED…

Use the ORS backend analytics at: manage.aiesec.org Analytics. This will help you plan your promotion activities better. The analytics you should definitely use are: "Field of Study" and "Educational Status" - to understand your Target audience."How Heard"- to plan your Channels of promotion"Why Joined"- to plan your Messaging

CONTINUED…

HOW DO I USE ANALYTICS TO UNDERSTAND MY ORS?

JOB ROLE OF A VP OGX

WHAT IS THE JOB ROLE OF VP OGX?

The major role of oGCDP centers around converting all the registrations by contacting the exchange participants through various means. Here is what you need to do step by step:

1. Filter the prospective EPs for your LC in the OPEN, and IN PROGRESS stages. The registrations in the OPEN field are the ones who do not know about the AIESEC and it’s programs. The registrations in the IN PROGRESS stage have idea about AIESEC and its programs through an event or IS. It’s advisable to contact the people in IN PROGRESS stage first.

2. Check for the GCDP and GIP EPs specifications in the various columns that are shown in the Online sheet. Contact the EPs for your own portfolio. In case the EPs have selected both the portfolios, check the educational status of the EP by clicking on his name. GIP can contact the post graduate EPs and GCDP can contact just the Graduate EPs.

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3. Contact them and as soon as that is done, change their status to IN REVIEW if the EP shows interest in the program. The IN REVIEW stage implies that OGX team is working on the conversion of these people to ELD.

4. The IN REVIEW stage can be further described with the help of labels. The labels that can be used in the IN REVIEW stage are: Info sent, Called, Assessed. The label can be selected from a drop down window in the last column of the sheet.

5. How to change a registration’s stage from OPEN -> IN Process or OPEN -> IN Review or any such stage? Click on the NAME in the registrations sheet, the details of the registration would open in a new window. On the top of the window, there are several stages you can choose by clicking on it, to make the registration go to that stage.

CONTINUED…6. If the EP from OPEN or IN Progress stage denies in the very

beginning, follow the same above process and change the EP’s status to REJECTED.

7. When the EP is raised, follow step 5 and change the status of the form to RAISED. The raising status can also be labeled following similar process as mentioned in step 4. The labels that can be used here are: Inducted and Matching.

8. If there are rejected people in oGIP the status of their registrations can be changed to REJECTED. If the EP is in REJECTED because of low qualifications, oGIP is supposed to label it as Potential oGCDP. oGCDP needs to contact them and see the feasibility of raising them.

9. Similar goes for oGCDP. If oGCDP finds any EP over-qualified for a GCDP, they need to reject them and label them as oGIP potential oGIP.

10. For the EPs that do not respond, they can be labeled as no response and can be contacted later.

LABELS USED IN ORS:

The LABELS help to further define the status of a particular registration once the STAGE of the registration is defined.

The labels provided to the LCs by the MC AIESEC India, along with details on where to use them and how, are as follows:

Info sent: To be used when the prospective EPs are in REVIEW stage after showing first interest on the program they are approached for. This label has to be used when the information on the program has been sent to the prospective.

Called: To be used when the prospective EPs are in REVIEW stage. This label has to be used when the information on the program has been sent to the prospective and the EP has also been called.

CONTINUED…

Assessed: To be used when the prospective EPs are in REVIEW stage. The label has to be used when the EP has given his interview/ assessment/ online test and is awaiting results or when the OGX team is waiting for contract or money.

Inducted: To be used when the EP is finally raised and has attended the first preparation seminar.

Matching: To be used when the raised and inducted EP is finally in process of getting matched.

Potential GCDP: To be used by oGIP when the registration is REJECTED by them because of under-qualification. oGCDP is supposed to continuously check the reject stage and try to raise the EP for oGCDP.

Potential GIP: To be used by oGCDP when the prospective EP is supremely over-qualified to take a GCDP.

UNDERSTANDING THE BACK END OF ORS THROUGH VIDEOS

HOW DO I CONVERT MY ORS?

Step 1: Understanding ORS Stages

Step 2: Filtering and Changing the Stages

Step 3: Using and managing Labels