AIESEC in Italy implemented short term AIESEC XP

1. eXchange Partecipant Manual
1. BASIC PROFILE
The basic profile is what every member should have minimally to join our eXchange Programme.
Without this, the person is not ready to join and should not be selected at all.
1.1. BASIC COMPETENCIES
These are a list of competencies which are required for someone who wants to join our eXchange
Programme. Ideally at the time of selections, the following things should be evaluated in a candidate.
They have been taken from the Global Membership Definition and divided according to the
competencies.
Competency and Behaviour Items for self-rating and others’
description rating
Self Awareness Showing appropriate belief in own abilities
Having a balanced and honest view of one's own
personality, and an ability to interact with others frankly Displaying awareness of own strengths and
and confidently. weaknesses
Considering the consequences of own
actions
Being honest about own motives and
aspirations
Resilience Working under pressure
Being able to adjust easily to changes
and new conditions, in order to be Persisting even when it’s difficult
able to perform in diverse Adapting when circumstances change
environments.
Staying calm when faced with difficult situations
Effective Communication Writing clearly and concisely
Clearly conveying and receiving messages (feedback,
opinions etc; written/verbal communication, etc.) to Communicating effectively with diverse
meet the needs of all parties involved. audiences
Listening actively to others
Helping people network with each other
Inclusiveness Including others in decision making processes
Relating to the way people in groups behave and
interact; leveraging on the cultural diversity. Involving Ensuring all sides are heard in a discussion
everyone in the group in decision making and Making people feel part of a group
generating performance by inspiring trust and respect.
Having a feeling or attitude of admiration and deference Treating people from diverse backgrounds
toward somebody or something. Valuing other people equally
and letting them act in their unique way
towards achieving increased performance.
Flexible Thinking Using technical knowledge/expertise
Using technical knowledge/expertise effectively to effectively
analyze information and situations making effective Analyze information and situations
decisions and as well being ready to change your own
opinion. Making effective decisions
Prepared to change own opinion
Commitment to results Actively contributing to organizational
Knowing what results are important, and focusing performance
resources to achieve them. Focusing on end results and targets
Keeping track of progress
Delivering on promises and commitments
Note that the candidate do not need to show all behaviours of all competencies (this would be
considered very advanced), but just two or three behaviours from all competencies.
AIESEC Italy | Via Andora 4 | 20148 Milano | Italy | www.aiesec.org/italy | e-mail info@aiesec.it | tel +39-02.39.21.00.53 | fax +39.02.33.00.21.78

2. 1.2. BASIC SKILLS AND CARACTERISTICS
Besides competencies, these other characteristics should be checked to select someone:
− English Excellent for MT-TT
− English Good for DT
− Other Language Excellent for ET
− Motivation and alignment of interests with the organization
− Time available
− Team work ability
1.3. SPECIFIC PROFILE
You should add to the basic profile some specific requests based on your HR planning, for example, if
you are recruiting EPs, all people interested in being on an internship soon need to be evaluated
according to the review boarding criteria. We can’t risk to select someone to be EP that will fail the
review board after being selected, right? ;)
2. SHORT-TERM MEMBER (EP) JOB ROLE EXAMPLES
Introduction
In this part you can find some examples on how you can involve your short-term (EP) members in
your LC life on the different functional areas. These are 17 job roles, however, there are some
which can be done by several members at the same time – so if you follow this guideline, you can
involve even 30-35 short-term members in your LC at once!
If you have any question or comment, feel free to contact your MCVPX, Danilo at d.borrello@aiesec.it
ICX - Account Manager ER – Sales
- Market research - Market research
- Cold calls - Product development
- Negotiation preparation - Support Account Managers in
- Company meetings negotiation preparations (product
- Database management (CRM) sheets, proposals)
- Matching - Create negotiation materials
- Reception
ICX - Reception
- Create & update LC’s reception booklet
- Provide preparation materials for trainee buddies
- Be trainee buddies
- Organize reception events with trainees
- Organize cultural challenge events with trainees
AIESEC Italy | Via Andora 4 | 20148 Milano | Italy | www.aiesec.org/italy | e-mail info@aiesec.it | tel +39-02.39.21.00.53 | fax +39.02.33.00.21.78

3. TM - Issue learning TM - Education & skills building
- Research on the LC’s issues - Follow up the LC’s education plan and
- Collect news and information and organize session delivery (communicate
continuously update the LC with members, arrange logistics, etc)
members - Follow up on the LC members’ training
- Organize LC learning circles and needs and discuss with the LCVPTM
workshops about the LC issues - If needed, deliver some skills building
- Invite externals to the LC’s trainings based on proficiency
learning circles
TM - Student marketing
- Assist LCVPTM in talent planning for the LC
(especially from teams’ side)
- Assist VP Comm. in creating messages, plan
tools for student promotion
- Deliver student promotion at the university
C - Networking Coordinator C - Media & News Management
- Check regularly what kind of external / - Check out possible media appearances
networking events are happening - Write articles
- Inform the VP Comm about the relevant - Support VP Comm in newsletters creation
ones and management
- Organize the LC’s representation at these - Support VP Comm in creating media
events partnerships for the LC
- Follow up on the events
C - Webpage Management
- Webpage maintenance from IT side
- Coordinate and deliver regular webpage
updates
- Innovate around the webpage
management & virtual communication of
the LC
- LC wiki management (internal)
AIESEC Italy | Via Andora 4 | 20148 Milano | Italy | www.aiesec.org/italy | e-mail info@aiesec.it | tel +39-02.39.21.00.53 | fax +39.02.33.00.21.78

4. OGX - EP Manager OGX - Reintegration Coordinator
- Upload EP forms - Manage the database of all EPs of the LC
- Support EPs in matching themselves (to who are abroad or have come back
promote themselves) - Organize returnee events
- Check TNs and promote them to EPs - Support returnees in their reintegration
- Support acceptance procedures process (reverse culture shock)
- Prepare EPs before leaving - Support returnees in goal setting for the
- Keep in touch with EPs abroad future
OGX - Exchange Marketing
- Create a plan on how to promote exchange
for current LC members
- Deliver the plan
- Cooperate with members working on
student marketing so as to promote
exchange for students as well (as part of all
the messages)
F - Financial Assistance
- Support in the budget creation and
management of the different functional
areas and projects
- Support in financial administration
- Track cash-flow of the functions and
projects
- Prepare reports about all above
Inkind Team Office Infrastructure Manager
- Create an inkind plan – what are the needs - Coordinate with the VPF about the LC’s
(event and product) and from where to get infrastructural needs
it - Ensure that the LC has everything for the
- Deliver the inkind plan – cold calls, daily activities (furniture, office gadgets,
meetings, organize the transport of the machines…)
products - Improve office infrastructure with
- Follow up & documentation innovative ideas and solutions
IT Manager
- Ensure the maintenance of the LC
computers and related machines (scanner,
printer, etc)
- LC webpage maintenance – IT side
- Innovative solutions on Information
Management of the LC ☺
AIESEC Italy | Via Andora 4 | 20148 Milano | Italy | www.aiesec.org/italy | e-mail info@aiesec.it | tel +39-02.39.21.00.53 | fax +39.02.33.00.21.78

5. National Pricing for EP suggested:
− 25 Euros fixed to pay at the moment of application
− 175 Euros for ET EP to pay at the moment of form upload
− 225 Euros for MT EP to pay at the moment of form upload
− 275 Euros for TT EP to pay at the moment of form upload
− 125 Euros for DT EP to pay at the moment of form upload
− 50 Euros fixed for Damage Fee to pay Before to Leave for the Internship
Suggested Flow for Integration of EP in the LC Activities:
− Mid October, Common Recruiting
− Intro-Selection
− End October partecipation at RIS
− Begining of November Allocation (take a look at Job Description in the previous section of this
Document)
− 3rd week of November Review Board
− 27th-30th of November Outgoing Preparation Seminar (Venezia)
− 1st-15th of December Matching and Accemptance Procedures
− 16th-22nd of December Burocratic Procedures
− 23rd-31st December First Realization Period
− 1st to 31st January second Realization Period
AIESEC Italy | Via Andora 4 | 20148 Milano | Italy | www.aiesec.org/italy | e-mail info@aiesec.it | tel +39-02.39.21.00.53 | fax +39.02.33.00.21.78