1. ICXPROCESS

2. SESSIONOBJECTIVES
To provide an overview of the whole ICX processes

3. RA – MA – RE THREEMAINPROCESSES RAISE REALIZE MATCH TN Sales
and Raising
TN Management
and Matching
Service and
Receptions

4. RA – MA – RE THREEBASICFUNCTIONS RAISE REALIZE MATCH TN Sales
and Raising
TN Management
and Matching
Service and
Receptions

5. STRUCTURE Vice President for Incoming Exchange
Director for TN Accounts Management and Matching
Director for TN Raising and Marketing
Exchange Coordinator
Director for Service and Receptions

6. ICX PROCESSES

7. What types of traineeships most in demand?
RESPONSIBILITY OF
EXCHANGE COORDINATOR
Research on the availability and trends of the trainee pool available on AIESEC.net.
What types of traineeships most in demand?
How long do trainees prefer to stay in the country?
When are the trainees interested in arriving in the Philippines?
Are there local committees who are interested to do pocket recruitment?
All results of this research must be communicated with the whole incoming exchange team, especially to the TN Sales and Marketing.
Useful Tools:
AIESEC.net
DAAL Files
Search Tools

8. RESPONSIBILITY OF
TN SALES and MARKETING
surveying the companies and organizations that AIESEC to serve the potential matches and realizations.
Useful Tools:
Internet
BOA / Alumni
Academics
News
Surveys
Personal Contacts

9. RESPONSIBILITY OF
EXCHANGE COORDINATOR
TN SALES and MARKETING
Consolidate all research materials in order to target the right countries and corporations/organizations to partnership up with

10. RESPONSIBILITY OF
EXCHANGE COORDINATOR
Foster partnerships with different local committees and/or countries who are willing to send their trainees to your local committee.
Useful Tools:
LC/CY partnership contract

11. Setting up company calls
RESPONSIBILITY OF
TN SALES and MARKETING
Creating connections with targeted companies (personal contacts, social media, cold/warm calls, job fairs, alumni)
Setting up company calls
Presenting the GIP to the company/organization
Following up the potential partnership
Signing the MOA and the TN JQ
Assigning a point person from the company to respond to you regarding the partnership
Useful Tools:
Internet
Marketing Letter
Presentation
Promotional Materials
MOA
TN Job Questionnaire

12. Uploading the TN JQ in the system
RESPONSIBILITY OF
TN MGT. and MATCHING
Uploading the TN JQ in the system
Double check that the Job Description is attractive and matchable
Useful Tools:
Internet
Accomplished TN JQ
AIESEC.net

13. Receive and respond to applications from interested trainees
Useful Tools:
Internet
AIESEC.net
DAAL
Search Tools
RESPONSIBILITY OF
TN MGT. and MATCHING
EXCHANGE COORDINATOR
TN MGT. And MATCHING
EXCHANGE COORDINATOR
Receive and respond to applications from interested trainees
Look for eligible trainees and invite them to the TN
Conducting initial interviews to see if the trainee is truly eligible
-Communicate with the TN regarding the potential matches
And their own screening process
-Utilize partnerships to provide trainees to TNs
- Create promotional materials to entice trainees to go to your TNs

14. File all legal and important files for future use
RESPONSIBILITY OF
TN MGT. and MATCHING
EXCHANGE COORDINATOR
Useful Tools:
TN Acceptance Note
EP Acceptance Note
TN MGT. And MATCHING
EXCHANGE COORDINATOR
Once the TN approves an interested applicant, ask for an acceptance note from the EP
Once the EP AN has been sent, send a TN AN (signed by the TN) and turn the form status in myAIESEC.net into MATCHED!
File all legal and important files for future use

15. File all legal and important files for future use
RESPONSIBILITY OF
TN MGT. and MATCHING
EXCHANGE COORDINATOR
Useful Tools:
TN Acceptance Note
EP Acceptance Note
TN MGT. And MATCHING
EXCHANGE COORDINATOR
Once the TN approves an interested applicant, ask for an acceptance note from the EP
Once the EP AN has been sent, send a TN AN (signed by the TN) and turn the form status in myAIESEC.net into MATCHED!
File all legal and important files for future use

16. Communicate with the incoming trainee and set reasonable expectations
RESPONSIBILITY OF
SERVICE and RECEPTIONS
Communicate with the incoming trainee and set reasonable expectations
Respond to all inquiries of the trainee regarding the country and his/her traineeship
Inform him/her of necessary preparations:
Visa Applications / Working Permits
Accommodations
Airport Pick-Up
Cost of living
Clothes
Culture
ETC.
Useful Tools:
Internet
Welcome toolkit
Flight Tracker
Social Media

17. RE: VISA APPLICATIONS
It is advisable that a trainee comes in the Philippines already with a valid visa throughout his/her stay
If ever this is not the case, any citizen (except Chinese and Indian) may enter the Philippines for an initial EOC of 21 days, and may be extended upon arrival (P3,030 for 60 days)

18. Respond to their needs and emergencies
RESPONSIBILITY OF
SERVICE and RECEPTIONS
Prepare welcome events for the trainees. Provide for them a welcome kit inclusive of necessary materials (sim card, map, emergency numbers etc.)
Provide a city orientation for them (commuting, important establishments)
Assuring that they are well integrated with the LC (invite them to events)
Respond to their needs and emergencies
Useful Tools:
Flight Tracker
Toolkit

19. RESPONSIBILITY OF
SERVICE and RECEPTIONS
TN MGT. and MATCHING
Assuring that both the TN and the trainee are meeting their reasonable expectations from each other and from the hosting LC
If ever this is not the case, conduct an investigation and come up with a fair and reasonable action for all parties
Useful Tools:
MyAIESEC.net
Google Docs.

20. RESPONSIBILITY OF
SERVICE and RECEPTIONS
Assuring that the trainee has been sufficiently immersed into our culture and prepared to share his/her learning experience here back to his/her country

21. ICX JOBDESCRIPTIONS

22. VP’S ROLES&RESPONSIBILITIES
Ensure the development of each ICX subsystem – set goals and assure that all are followed
Deliver necessary tools that will ensure growth in quality and quantity of exchanges
Represent your LC internally and externally through building effective partnerships
Foster and build a culture of exchange

23. JD: EXCHANGE COORDINATOR
Research the supply and demand of EPs on myaiesec.net
Fostering country and LC partnerships to provide a sustainable supply of trainees for TN partners
Creating and disseminating promotional campaigns and Matching Mania sessions for all TNs and EPs

24. JD: TN SALES AND RAISING
Acquire TN partners who are willing to take in trainees from AIESEC
Assure continuity of current partnerships
Conducting external market research on which companies are suitable for GIP
Create a database of potential TNs
Setting up meetings and presenting to TNs
Signing a MOA and the TN JQ

25. JD: TN MGT. AND MATCHING Uploading the TN JQ of current partners
Managing forms (promoting and receiving applications)
Looking for eligible trainees for TNs
Communicating with the TN re: all applications
Finalizing matches between the EPs and the TNs

26. JD: SERVICE&RECEPTIONS
Ensuring that all trainees are well integrated in the country
Preparing the arriving trainees for their traineeships and expectation setting
Arranging legal and logistical requirements of the trainee
Continuously servicing all the trainees throughout their stay
Reintegrating the trainees prior to their departure