At any stage of the exchange product
1. To receive support from AIESEC in dispute resolution in cases where there are complaints against the EP for violation of any policy stated in the XPP, breaking any internal corporate code of conduct, or any other ethical/religious/cultural norms.
2. To receive a replacement EP under the conditions stated in the XPP; or if this proves to be unreasonable or impossible, to receive financial compensation.
3. To raise the issue with the relevant party [EP or AIESEC entity(ies)] according to the dispute resolution mechanism described in the section 3.4 of XPP and be proactive in resolving the situation. The issue raised
should be based on the AIESEC XPP when unsatisfied with the EP’s performance or if the EP has violated any XPP statement.
4. To ensure that the EP is legally qualified to work in the offered exchange (legal residency requirements and labour law exigencies);
A. Until arriving at Host Entity
1. To select an EP according to procedure described in the XPP and its own selection criteria and procedure; provided they are mentioned in Job Questionnaire [Find in Annex] and the OP;
2. Select an EP among the candidates who have accepted particular exchange (sent an Official Acceptance Note). EP form of such candidates should be presented to this organisation by hosting AIESEC entity. An Acceptance Note of EP is valid for 10 subsequent days;
3. Receive complete information about the candidate as requested within reasonable limits. The information requested must also abide with the legal regulations of the country where the organisation is located;
4. Contact the candidate directly for the interview or fulfilment of any other selection criteria
5. To designate one representative in the organisation as responsible for coordinating the selection process (interviewing and accepting/rejecting candidates), together with an AIESEC Representative and subsequently supporting the EP for the duration of the exchange.
6. To give a response regarding the suitability of any candidate or next selection stages in the period not exceeding 10 subsequent days from the date the EP has accepted particular exchange, unless the candidate agrees to continue this period. If a selection process takes place, the rules and deadlines of each stage must be communicated to the candidate in advance;
7. To provide feedback to AIESEC about all the candidates if the OP rejects more than three candidates that fulfil all the criteria set as requested in the OP form. If sufficient feedback on candidates was not provided, AIESEC can determine whether the OP should continue.
8. The OP can request a supplementary signed work contract from the EP which is in conformity with the labour laws of the hosting country, provided contract does not change the working conditions indicated on the OP form.
9. The OP can request another EP from the same AIESEC entity, if previous EP rejected the exchange after being accepted by the OP.
10. The OP can get a copy of the EP’s passport details within one (1) week of an Approval in cases where an application for a passport has been initiated with the government officials upon acceptance, unless otherwise agreed-upon with the hosting AIESEC entity or the OP;
11. The OP must provide within two (2) weeks all the necessary documents to the EP directly or through the HE (including the written invitation) required for application for visa/work permit. If 2 weeks are insufficient, the EP should be informed and agree with the timeline for provision of any required documents.
12. The OP can expect from the EP to submit the visa application in a period up to two (2) weeks after getting all the necessary documents and if the other timeline was not agreed with the hosting entity or the OP.
13. The OP must make sure together with AIESEC entity that the EP for the exchange would be able to leave and return to the home country independently, and they also must verify the EP would be able to work in an AIESEC exchange legally in the country the organisation is located;
14. The OP must set expectations with the EP regarding expectations of the exchange job role prior to the arrival of the EP.
B. From arrival in HE until completion of Exchange Product
1. The OP can demand that the EP perform the full extent of requirements and duties stated in the OP form.
2. The OP must provide guidance, training, additional information and adequate working condition according to OP form.
3. The OP must assign one representative as responsible for the EP’s workplace integration, so he/she may integrate as best as possible into the new working environment;
4. The OP must provide performance-related feedback on EP’s performance on a regular basis throughout the exchange.
5. If the hosting entity can provide evidence of expenses incurred on the EP by organisation, the amount can be scrutinized or considered for reimbursement during complaint procedures.
6. In all cases the OP is sole responsible for any damage or loss of any working material unless otherwise agreed upon with the intern.
1. To receive support from AIESEC in dispute resolution in cases where there are complaints against the EP for violation of any policy stated in the XPP, breaking any internal corporate code of conduct, or any other ethical/religious/cultural norms.
2. To receive a replacement EP under the conditions stated in the XPP; or if this proves to be unreasonable or impossible, to receive financial compensation.
3. To raise the issue with the relevant party [EP or AIESEC entity(ies)] according to the dispute resolution mechanism described in the section 3.4 of XPP and be proactive in resolving the situation. The issue raised
should be based on the AIESEC XPP when unsatisfied with the EP’s performance or if the EP has violated any XPP statement.
4. To ensure that the EP is legally qualified to work in the offered exchange (legal residency requirements and labour law exigencies);
A. Until arriving at Host Entity
1. To select an EP according to procedure described in the XPP and its own selection criteria and procedure; provided they are mentioned in Job Questionnaire [Find in Annex] and the OP;
2. Select an EP among the candidates who have accepted particular exchange (sent an Official Acceptance Note). EP form of such candidates should be presented to this organisation by hosting AIESEC entity. An Acceptance Note of EP is valid for 10 subsequent days;
3. Receive complete information about the candidate as requested within reasonable limits. The information requested must also abide with the legal regulations of the country where the organisation is located;
4. Contact the candidate directly for the interview or fulfilment of any other selection criteria
5. To designate one representative in the organisation as responsible for coordinating the selection process (interviewing and accepting/rejecting candidates), together with an AIESEC Representative and subsequently supporting the EP for the duration of the exchange.
6. To give a response regarding the suitability of any candidate or next selection stages in the period not exceeding 10 subsequent days from the date the EP has accepted particular exchange, unless the candidate agrees to continue this period. If a selection process takes place, the rules and deadlines of each stage must be communicated to the candidate in advance;
7. To provide feedback to AIESEC about all the candidates if the OP rejects more than three candidates that fulfil all the criteria set as requested in the OP form. If sufficient feedback on candidates was not provided, AIESEC can determine whether the OP should continue.
8. The OP can request a supplementary signed work contract from the EP which is in conformity with the labour laws of the hosting country, provided contract does not change the working conditions indicated on the OP form.
9. The OP can request another EP from the same AIESEC entity, if previous EP rejected the exchange after being accepted by the OP.
10. The OP can get a copy of the EP’s passport details within one (1) week of an Approval in cases where an application for a passport has been initiated with the government officials upon acceptance, unless otherwise agreed-upon with the hosting AIESEC entity or the OP;
11. The OP must provide within two (2) weeks all the necessary documents to the EP directly or through the HE (including the written invitation) required for application for visa/work permit. If 2 weeks are insufficient, the EP should be informed and agree with the timeline for provision of any required documents.
12. The OP can expect from the EP to submit the visa application in a period up to two (2) weeks after getting all the necessary documents and if the other timeline was not agreed with the hosting entity or the OP.
13. The OP must make sure together with AIESEC entity that the EP for the exchange would be able to leave and return to the home country independently, and they also must verify the EP would be able to work in an AIESEC exchange legally in the country the organisation is located;
14. The OP must set expectations with the EP regarding expectations of the exchange job role prior to the arrival of the EP.
B. From arrival in HE until completion of Exchange Product
1. The OP can demand that the EP perform the full extent of requirements and duties stated in the OP form.
2. The OP must provide guidance, training, additional information and adequate working condition according to OP form.
3. The OP must assign one representative as responsible for the EP’s workplace integration, so he/she may integrate as best as possible into the new working environment;
4. The OP must provide performance-related feedback on EP’s performance on a regular basis throughout the exchange.
5. If the hosting entity can provide evidence of expenses incurred on the EP by organisation, the amount can be scrutinized or considered for reimbursement during complaint procedures.
6. In all cases the OP is sole responsible for any damage or loss of any working material unless otherwise agreed upon with the intern.