eXchange Program Policies (XPP)

Exchange Program Policies 2011

EXchange Program Policies

IXPQS

Exchange Program Policies 2011International Control Board 2010/2011

IXPQS became inconvenient as a tool

(complicated structure, no logical connection between sections, messy)

Outdated content (big amount of policies became irrelevant

nowadays, need of additional regulations )

Not adjusted for AIESEC stakeholders (had no possibility to share it with

external stakeholders)

Contradictory statements (different

statements were explaining the same situation in a different way)

Why?


What we’ve gotten now?• User friendly structure• Easy format• Stakeholder oriented chapters (EP,TN,LC,

MC,AI etc)• Updated relevant policies + new chapters

(break match policies, new reception policies, complaint procedure policies etc.)


New Structure

01 – International Exchange Policies

03 – Complaint Procedures

02 – Statement of Understanding

05 – AIESEC International Privacy Policy

04 – Exchange Process Standards

06 – Annual Revision Process

Old Structure

EP Document

Sending Entity Document

TN Organization Document

Hosting Entity Document

MC/ AI Document

International Control Board Document

New Structure


Sending Entity

Document

EP

Document

Hosting Entity

Document

TN

Document

Global Compendium: Supporting Document X

MC/AI Document

ICB Document

Global Compendium: Supporting Document G


New Format

Each Chapter has its specific serial numbers for policies:

Some policies repeat in all chapters but they have different serial numbers to avoid mess

EP Document• 1.1(EP)• 1.2(EP)• …

Sending Entity Document• 1.1(SE)• 1.2(SE)• …

TN Organization Document• 1.1(TN)• 1.2(TN)• …

Hosting Entity Document• 1.1(HE)• 1.2(HE)• …

MC/AI Document• 1.1(MC)• 1.2(MC)• …

Exchange Program Policies 2011

Points to ConsiderMain changes and updates


Match Break Policies (Section 6)Additional conditions for match break :• 2 weeks deadline to provide all the necessary

documents for visa application (unless other timeline was agreed)

• Visa process delay (other delay caused by third party) that fundamentally changes internship conditions

• Family reasons – in this case EP has to be withdrawn from X (myaiese.net) program for 6 weeks


Match Break Policies (Section 6)

Additional match break clarifications:

If there is a problem with internship (Section 6) that can’t be resolved AIESEC LC should provide new internship within the same country within the period that corresponds to 20% of total internship duration but no longer than 1 month.

Old IXPQS defined a period of 2 month that is irrelevant in case of 6 week internship.


Match Break Policies (Section 6)Additional match break clarifications:

(To the previous policy) If suitable internship can not be found, or If the immigration or labor law don’t allow the intern to stay in the country Intern has a right for full compensation of travel expenses and other expenses caused by violation of the policy.

Claims to any such compensation must be made within 1 month of the date that the problem occurs.


Match Break Policies (Section 6)Additional match break clarifications:

(To the previous policy) Intern and hosting entity should consider that If a minimum of three Internships corresponding to the specifications of the EP form are presented within certain period and the Intern rejects them, the Hosting AIESEC entity is under no further obligation to the Interns.


Match break from TN side• In case there is an issue with intern he Intern

may be asked to pay up to 50% of the Exchange program fee (TN fee) paid by organization before or other expenses incurred on the Intern by organization

• Notification! If the TN fee mentioned on the TN form is (0) zero, there can be no TN fee reimbursement through complaint procedures.


Match break from TN side• In case of AIESEC entity itself runs

projects where TN fee is mentioned as (0) zero, the Hosting Entity shall not be entitled to TN Admin fee reimbursement.

• However, if the Hosting Entity can provide evidence of expenses incurred on the Intern by organization, the amount can be scrutinized or considered for reimbursement during complaint procedures.


Other Chapters• Strict regulations and punishment for fake X

realizations in myaiesec.net!• Exact check list for EP pre-arrival preparation

(Section 7)• New Role of CY Reception Wiki• Exact list of integration and reception

activities/services (Section 8) • Complain Procedure Policies (Section 10)


FAQ

• When do these Policies become relevant for usage?

Policies are already legislated. We start using them right after official release of Global Compendium by AI• Will old IXPQS be valid after this time?

No


FAQ

• What If my EP is already matched/realized and educated about old policies only?

Changes in the policy do not influence on exchange operations fundamentally. They just clarify/simplify some exact details of it.

We recommend you to inform your realized/matched EPs about it. However, please note that the essence of exchange process remained the same.


FAQ

• My country had applied to ICB with a case before these policies were released? Which policy ICB will use in this case?

If the case was submitted before official release, ICB will use old IXPQS to resolve it.


FAQ

• If I have a quality issue which chapter of XPP should I better use or address to: e.g. EP document or LC Document?

You can use any Chapter, all of them are valid. Just look what type of stakeholder you represent. If you represent EP in particular issue then use EP document, If you represent your LC only – Sending/Hosting Entity document.


FAQ

• If I apply with a quality case to ICB, which XPP chapter should I use?

Any of them. Just make sure you put complete number of the policy with marking letters – e.g. 2.4(EP) or 3.5(TN)


FAQ

• Can I share XPP chapters with external stakeholders like potential EPs or Organizations?

Yes! Definitely! EP and TN Organization Documents were composed in a way to be easy for understanding even not for AIESECers. We avoided complicated abbreviations or other complicated things.


FAQ

• Can I share Sending/Hosting Entity chapters with EPs or Organizations?

We do not recommend it! These particular chapters contain certain internal information those stakeholders should not really be aware of. e.g. Financial regulations etc.


FAQ

• What should we use now X Contracts or XPP Documents?

For internal regulations or cases XPP only is valid. It is up to countries to make or adopt their X contacts according to external needs and XPP?