Introduction to AEPP & APIP

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TABLE OF CONTENT

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• Introduction.
• Objective.
• Applicability.
• Structure.
• Main changes.
• Questions & Answers.

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BEFORE STARTING….

What is ECB?

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• ECB is an entity controlling body responsible for the governance and compliance of the AIESEC Portfolio Internal Policies, and the arbitration of cases concerning exchange standards and ER Principles of AIESEC entities.
• ECB is the last decision-making body on national level in regards to APIP and AEPP. An independent board, working directly with its MC, LCs, and ICB, to ensure that every customer & stakeholder experience complies with ethical and operational standards.
• The purpose of ECB is to support the governance of AIESEC portfolio and ensure customer centricity, by guaranteeing operational and ethical compliance in every AIESEC activity

INTRODUCTION

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PRODUCT GOVERNANCE PROJECT

“Mandate AI and ICB (International Control Board) to review, research and create internal product policies, as well as deliver a report on the required structural evolutions of the governance systems, including but not limited to XPP and compendium. This should be presented and legislated in IC 2020 to be implemented by IPM 2021.”

Why?

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1. Governance of AIESEC Exchanges needs to evolve.

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• It was mentioned in the output of an internal audit report, as a risk for our organization.

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• Other projects that are happening needed to be aligned/added to the document so the change would be necessary anyway.

It all started with...

INTRODUCTION

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AEPP

APIP

AIESEC EXCHANGE PROGRAM POLICIES

AIESEC PORTFOLIO INTERNAL POLICIES

And the result was...

A document focused on our stakeholders. It contains rights, roles, obligations, responsibilities, procedures and protocols related to AIESEC activities.

All content of AEPP + internal process that AIESEC must comply with while promoting and delivering its activities.

Why 2 new documents?

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• XPP is not that customer-friendly.

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• It contains a lot of information not that necessary for a customer.

INTRODUCTION

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DO I NEED TO CHECK 2 DOCUMENTS?

NO!

APIP = AEPP + Internal Processes for AIESECers

OBJECTIVE

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AEPP

APIP

For Exchange Participants (EPs) and OPs to understand and acknowledge:

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• Rights, obligations and responsibilities before, during and after the AIESEC Exchange.

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• What to expect from an AIESEC Exchange experience.

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• The consequences of violating the AEPP, as well as the procedure to be followed when a stakeholder does not comply with the AEPP.

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• For AIESECers to understand the minimums of each experience and initiative inside the AIESEC portfolio.

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• For AIESECers to understand their role and responsibilities when it comes to the preparation and execution of each phase and experience inside the AIESEC portfolio.

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• For ICB and ECBs to govern and ensure compliance to the AIESEC Internal Portfolio Policies.

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APPLICABILITY

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AEPP

APIP

This document is mandatory for every EP, OP, AIESEC Entity and any other party involved with an AIESEC Exchange at all stages, from contract signature until after the end of the exchange.

AEPP + Internal Processes.

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Applicable to everyone and focused on AIESEC entities.

AEPP STRUCTURE

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1. AIESEC Exchange Program Policies �(Definition, applicability, liability)
2. Definitions
3. AIESEC Exchange Programs �(definition, program minimums, criteria for EPs and OPs)
4. AIESEC Exchange Policies
1. General Policies
2. Policies Before Approval
3. Remote Feature Protocol
4. Policies From Approval until Realization
5. Policies From Realization to Completion
6. Finish Realization Earlier
7. Extension Protocol
5. Complaints �(definition, complaint procedure)

�Annexes

AIESEC Anti-Harassment and Violence Protocol

Compensation Table

Glossary of terms

New

Modified (Mostly wording)

Some new and some modified (new clauses added)

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APIP STRUCTURE

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• AIESEC Portfolio Internal Policies (definition, purpose, applicability)
• Glossary of terms and acronyms
• AIESEC Brand Policies
• AIESEC Platform Principles
• AIESEC Portfolio:
• Definition and Phases
• General AIESEC Portfolio Management (role of each layer of the organization)
• EwA Phase Management
• ELD Phase Management
• LLC Phase Management
• Exchange Program Policies (Same as External document)
• ER Principles
• Governance System (ICB & ECB Roles and responsibilities, ICB Auditing system, Compliance matrix and sanctions)
• AIESEC Safety Protocols (Introduction, Global Safety guidelines, Anti-harassment and violence protocol, whistleblowing protocol)

Annexes:

• Anti-Harassment and violence Protocol
• Compensation Table
• Whistleblowing protocol
• Compliance Matrix and Sanctions
• Official Case Application Template
• EP Acceptance Note
• Exchange Program Job Questionnaire
• Opportunity Posting Guidelines

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New

Modified (Mostly wording)

Some new and some modified (new clauses added)

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MAIN CHANGES

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FINISH REALIZATION EARLIER

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• Finished Realization Earlier means that the AIESEC Exchange terminated earlier than the stipulated dates, but it is still considered a Finished AIESEC Exchange instead of a Broken Realization.

Why?

Sometimes the EP and OP agreed in finishing the realization without any violation on the documents and the duration is more than the minimum for the product.

With this, the EP can still be considered FI and take his/her certificate of AIESEC exchange.

AIESEC PORTFOLIO

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EwA

Engagement with AIESEC

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Activities to promote AIESEC.

They must be “powered by AIESEC”, following Blue Book and respecting the principles.

ELD

LLC

Experiential Leadership Development

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GTa

GTe

GV

Life-Long Connection

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Alumni to AIESEC

Alumni to Alumni

Alumni to the World

There are no products legislated for EwA or LLC!

The activities must be defined by each MC and or LC, but to be considered EwA/LLC, it must comply with the policies of the document!

PROGRAM MINIMUMS

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GV

GTa/e

• Opportunities must be related to one of SDGs.
• Opportunity must include the development of skills in a foreign environment
• Internship should include all elements of Inner and Outer journey
• EP must be supervised by the OP
• Min of 6 weeks and max of 8 weeks.
• OP or third part should cover accommodation during full duration.
• Minimum of 25h/week and max of 40h/week.

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• Opportunities must be related to BA, F$, MKT, TI, Engineering, Teaching or BD.
• Opportunity must include the development of skills in a foreign environment
• Internship should include all elements of Inner and Outer journey
• EP must be supervised by the OP
• GTa: Min of 6 weeks and max of 78 weeks.
• GTe: Min of 9 weeks and max of 78 weeks.
• For GTas between 6 or 8 weeks, OP should cover accommodation OR salary.
• For GTas longer than 9 weeks, OP should provide salary.
• Minimum of 35h/week and max of 45h/week.

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PROGRAM PRINCIPLES

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GTa/e

GV

• AIESEC cannot be the OP.
• There must have a contract signed before the open on EXPA (contract minimus defined).
• There must have a contract signed before the APD on EXPA (contract minimus defined).
• Organization on EXPA = exchange.
• Dates on EXPA = exchange.
• Opportunity must follow the latest guideline.
• EPs cannot be charged for TN fees.
• If host: sign the MoU.
• Binding contract needed (EP-OP).

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All things in black for GTa/e plus:

• Entities must charge OPs or have a plan to start charging OPs until 2023.
• If they have the price, 30% is the max being charged as EP TN Fee.
• The TN Fee should have its majority covering accommodation only.

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COMPLAINTS

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• EPs can submit a complaint if the violation happened in a max of 12 months time range. If the violation was “older” than 12 months, the LC and or ECB can deny to proceed with the case internally.
• Reimbursements will only be possible with receipts.
• ECB level now is 1 week (7 days).
• ECBs cannot reopen cases after it gets closed and confirmed by both entities.
• Some guidelines to calculate the final amount for reimbursements were added.
• Timeline for EPs and OPs to inform AIESEC they are not going to be able to go/host the exchange (from approval to realization).
• For Global Volunteer (GV): Maximum twenty-eight (28) days before the Realization day.
• For Global Talent (GTa): Maximum fifty-six (56) days before the Realization day.
• For Global Teacher (GTe): Maximum fifty-six (56) days before the Realization day.

ICB & ECB

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• ECB purpose evolved to "body responsible for the governance and compliance of the AIESEC Portfolio Internal Policies, and the arbitration of cases concerning exchange standards and ER Principles of AIESEC entities."
• ECBs are now accountable to ICB:
• ECB Chair needs to submit quarter reports to ICB and Entity Plenary with the performance of the board.
• ICB and MCP can dismiss an ECB Chair following the "dismissal of ECBs" protocol.
• All entities need to have an audit system established, performed by the ECB team. The audit must be done at least per quarter.
• ECB Chair need to report the audit being performed to ICB, quarterly.

THANKS!

Any questions?

Reach us at nationalcontrolboard@aiesecus.org

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