OUTGOING EXCHANGE GIP & GCDP Programme

MC-LC RULES 2012/2013

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Table of contents
1.EP form status change........................................................................... 3 2.Searchtool ................................................................................................. 6 3.Check point ............................................................................................... 8 4.Case management .................................................................................. 9 5.Breaks of matches .................................................................................. 11 6.Contact details ......................................................................................... 12

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EP form status change

If you want to have the statuses of EP forms changed you should contact one of the OG Managers in MC Poland (OG GIP Manager or OG GCDP Manager). Only OGX Managers are allowed to change the status of EP form. You are expected to contact OG Manager via email. Only in urgent situations you may use phone.

How to create an email for EP form change?

1.EMAIL ADDRESS: 2.TITLE:

epstatus@aiesec.pl

[POOL]_LC NAME For GIP: [GIP]_LC X For GCDP: [GCDP]_LC X

IMPORTANT: Only emails with proper title will be read. If you forget to name your email
properly (lack of GIP/GCDP division or lack of LC Name) you have to be aware of the fact that your mail may not be considered and statuses may not be changed. It is your responsibility to double check the title before it is sent.

3.CONTENT OF AN EMAIL:
What kind of change? Rejected->Available (rej-avi) New->Available (new-avi) EP ID (for RETURNEES-also the previous EP ID) Name and Surname of an EP

Example: Change from New to Available (new-avi) EP-IN-PL-XX-2012-2345 Jan Kowalski

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4.FILL IN SEARCHTOOL
NOTE: Before you send a request for status change you have to fill in the searchtool of
AIESEC in Poland. Of an EP is not in the Searchtool their form wont be changed to available! You can find it here: https://docs.google.com/spreadsheet/ccc?key=0AtRIWHFDy5m5cDVaWlF6TUxRc0FkQy1KR 00yWGZVZlE#gid=48 Look for EP GIP & EP GCDP Sheet or country based one.

5. SCAN OF LANGUAGE TEST/CERTIFICATE

NOTE: Before sending a request for status change please check whether the EP has a
required level of English certificate: For GIP: at least B2 For GCDP: at least B1

Rules connected with language certificates you can find in file named: Language requirements for OGX 2012/2013. Its the attachment to the general MC-LC rules. Note: rules that apply to returnees are also there!

6.Scan of EP Contract * 7.Scan of donation agreement signed by EP *

IMPORTANT:
From the 1st of July you will be expected to provide not only the scan of language certificate but also scans of EP Contract and donation agreement (it doesnt apply to our returnees). You may be released from that duty but only on approval of both OG Managers.

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Example of email with status change request:

TO: epstatus@aiesec.pl Subject: [GCDP]_LC Tarnw Dear Kasia, I would like to ask you for changing the statuses of EP forms: New to AVI: EP-IN-PL-TR-2012-1234 Jan Kowalski Searchtool(1) has been filled in. In attachment you can find scan of language certificate(2), Ep Contract(3) and donation agreement(4). Thank you in advance, Magda

IMPORTANT:
MC OG Managers have 5 working days to respond to your request and change the statuses.

Example: If you sent an email with status change request on Friday morning, OG Manager has time to respond until next Thursday. It is because we do not count weekends in. Please remember about that!

NOTE: MC OG Manager can set specific days for status changes.

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SEARCHTOOL
Before you send a request for status change you have to fill in the searchtool of AIESEC in Poland. You can find it here: https://docs.google.com/spreadsheet/ccc?key=0AtRIWHFDy5m5cDVaWlF6TUxRc0FkQy1KR00yWG ZVZlE#gid=48 Remember to choose proper sheet (EP GIP/EP GCDP or country based). Information that you are expected to give is: For GIP EPs: EP ID * Name and Surname * Email address of the EP * Email address of EP Buddy/EP Manager from your LC Earliest start date of internship * Preferred/required duration of internship * Background Business for EPs with economic degree & experience Technical for engineers and EPs with IT degree & experience Educational for EPs with degree in English and experience in teaching Languages * Language Level Example: English-excellent German-good

* Those information you are able to find in myaiesec.net. Simply search for an EP form of an EP.

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For GCDP EPs: EP ID * Name and Surname * Email address of the EP * Email address of EP Buddy/EP Manager from your LC Earliest start date of a project * Preferred/required duration of a project * Languages * Language Level Example: English-excellent German-good Age & Student status* example: 21/yes if an EP is a student and 21/no-if an EP is no longer a student

* Those information you are able to find in myaiesec.net. Simply search for an EP form of an EP.

IMPORTANT: If you participate in country based recruitment remember to fill in proper sheet
(for example: EPs for China).

Once an EP is matched/realized you are expected to delete their name from the Searchtool. PLEASE REMEMBER TO KEEP THE SEARCHTOOL UPDATED! as this is the matching tool of the whole AIESEC in Poland.

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Check point
This is the tool for monthly report of number of EPs realized in Local Committees. The information you need to give is: Pool (GIP/GCDP) EP ID Name and Surname of an EP EP email Host country (TN country) Host committee TN ID Date raised Date matched Date realized

From the 1st of July you will be expected to fill in additional 3 columns: Date raised, matched and realized. It will help us analyze the delivery process in OGX in AIESEC in Poland. You are also expected to create a Gantt chart by marking the start and end date of internship/project. All the information for check point you are able to find in myaiesec.net. How to find it?

Analysis
1.Ranking Report 2.Committee-National-Poland 3.Status-realized 4.Number of experiences in GIP & GCDP 5.Date range (1st day of month till the last day of month) 6.Search 7.Local Committees-show 8.Look for your LC and click on the number of EPs (GIP or GCDP) 9.Here youve got all the information needed 1.Comparison Report 2.Committee 1-your LC 3.Committee 2-your LC or any other LC if want to see the comparison (local and then choose) 4.Status-realized 5.Number of experiences in GIP & GCDP 6.Date range (1st day of month till the last day of month) 7.Search 8.Click on the number of EPs (GIP or GCDP) realized by your LC 9.Here youve got all the information needed

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IMPORTANT: Deadline for filling in the CHECK POINT is on the 4th of each month (11:59 pm).
It is your obligation to fill in this document. Remember that if you dont do it in deadline your Local Committee may be given penalty points!

CASE MANAGEMENT
Procedure of solving a case:

EP Host LC/Employer

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EP Home LC

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Home LC Host LC

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Home LC Home MC

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Home MC Host MC

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ICB

1. In the first place an EP should talk to TN Manager/EP Buddy/LCVP ICX from the Host LC or set a meeting with their employer. 2. If the EP cant handle the case on their own they should contact EP Buddy/Manager or LCVP OGX from the Home LC (your LC). You can give some advices on how to solve the problem and wait for the results. Remember-always ask an EP what they have already done to solve the case. If its insufficient you should contact Host LC yourself. 3. As a representative of your LC you are the person responsible for OGX case management. If your EP cant solve the case on their own you should contact the Host LC. You can do it via phone or email. When creating an email remember about: TO: LCVP ICX and LCP from the Host LC SUBJECT: [URGENT] Case with EP_Home LC name/country-Host LC name/country Example: [URGENT] Case with EP_LC Tarnw/Poland-LC Hyderabad/India Your name, surname, position an committee you are from EP ID of your EP and TN ID of the form the EP is matched to Description of problem Your expectations toward Host LC or/and proposition of solution

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4. If Host LC doesnt respond or doesnt want to solve the problem you can contact one of the MC OG Managers.

NOTE:
GIP Cases-MC OG GIP Manager GCDP Cases-MC OG GCDP Manager Procedure of solving a case on national level:

Fill in CASE MANAGEMENT sheet in OGX Commission spreadsheet Before you send an email to MC OG Manager you are obliged to fill in CASE MANAGEMENT sheet. You can find it in OGX Commission spreadsheet (google docs). IMPORTANT: If you dont fill in the abovementioned document the case wont be handled on national level ! Information that we need you to provide: Home LC Host LC EP ID Name and Surname of EP TN ID Short description of the problem Expectations toward Host LC Contacts+positions ex. Nambed Ahmar-LVCP ICX LC Hyderabad n.ahmar@aiesec.net Remember to put all the contacts that may be useful when solving the case

Create an email to MC OG Manager in English

Attach copies of emails sent to Host LC and other important documents (tickets etc.) Remember to attach the emails you have already sent to Host LC as well as all the documents that may be useful to solve the case (tickets, agreements, copies of conversation between EP an Host LC etc.).

Once the CASE MANAGEMENT sheet is filled in you should write an email to one of the MC OG Managers. It is crucial that your email is in English as it speeds up the whole process.

The information you should put in the email is the same one you are supposed to write in the abovementioned sheet.

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5. If a case cant be solved on local level the responsibility is passed on to MC. MC OGX Managers contact Host MC and try to solve the problem on national level. They should keep the LC updated on the progress.

6. If a problem cant be solved on national level the case can be sent to ICB (International
Control Board in AIESEC International).

The Official Case Application can be sent to ICB only by intern or MC! IMPORTANT:
Before starting a case management process read XPP (Exchange Programme Policies) very carefully! Remember that this is an official document and all the countries have to obey it. Your expectations toward Host LC and solution to the problem have to be based on XPP regulations!

BREAKS OF MATCHES
It is Host LC that should break match between your EP and their TN! If Host LC doesnt respond or doesnt want to break match of your EP you should contact one of the MC OGX Managers. Procedure: 1. Fill in BREAKs sheet in OGX Commission spreadsheet. Information that you should provide: Date of sending a request Host LC Home LC EP ID Pool (GIP/GCDP) Name and Surname of EP TN ID Reason for break 2. Send an email to MC OG Manager with request for match break. For GIP break-MC OG GIP Manager For GCDP break-MC OG GCDP Manager

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have to be done only by MC OGX Managers! If it happens that LC breaks match itself there can be penalty points given for that!

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IMPORTANT: Remember that matching is monitored on national level. That is why all the breaks

If you need help with becoming a star please contact MC Star-Consultants:

MC OG GIP Manager Justyna Gruszka justyna.gruszka@aiesec.pl mobile: 603 498 597 MC OG GCDP Manager Katarzyna Kuchnowska Katarzyna.kuchnowska@aiesec.pl mobile: 509 652 625

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