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10241673 xpp compliance_checklist

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This document provides a checklist for organizations to use to ensure they are meeting the minimum requirements of the XPP exchange program. It notes that while the checklist covers basic requirements, organizations should aim to exceed these standards and provide the best possible experience. The checklist includes requirements for sending entities, exchange participants, and hosting entities to follow at various stages of the exchange process, such as education provided, paperwork submitted, responsibilities after arrival, and more. Adherence to the checklist is meant to determine if an exchange complies with XPP rules, but the document also directs users to additional resources for guidance on achieving best practices.

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XPP Compliance Check-list This document provides a check-list for XPP compliance. It is not a process guide or instructional manual, but you can use it to check whether specific exchanges comply with the XPP rules. Some of the requirements from XPP are not exact (for example that the EP be educated about XPP – it does not state how much education). In these cases we still need to be able to make a clear decision about whether this standard is met, so generally the minimum requirements for a standard would be enough to meet them. However it is important to note that XPP can never guide you on what you should do to achieve best practice, it only covers minimum requirements, so in most cases you should be exceeding the requirements. If you have any questions about what the requirements mean please refer to the XPP wiki or contact ICB: icb@ai.aiesec.org Overall Requirements: Everyone is responsible All entities should check these throughout the process Met? EP is under the age of 30 at time of match EP is a current tertiary student or completed university in the last two years or a full-time AIESEC role in the last three years The exchange is legal under immigration and labour laws of the hosting entity Exchange is more than 6 weeks Exchange is less than 78 weeks (if EP and TN decide to extend beyond this it is outside of the exchange programme and not facilitated by AIESEC) Internship requires special expertise or skill (GIP) OR exchange involves direct positive impact (GCDP) (GIP only) EP is supervised by a full-time employee of TN Exchange involves another organisation as a major partner or employer of EP EP spends at least 25 (GCDP)/35 (GIP) hours working in the host organisation
Sending Entity is responsible At the point of raising: Met? EP completed university less than 2 years ago (or has worked full-time for AIESEC in the last 3 years) EP has lived in the sending entity for more than 6 weeks EP has participated in a Review Board EP has EP buddy/Manager Collect legal agreement from EP to have XPP rules govern the exchange At the point of matching: Met? EP does not accept more than one TN at a time EP is under the age of 30 at time of match EP has not lived in destination country for more than 2 years in the past 10 years (excluding AI/MC/CEED) EP and TN send official signed Acceptance Note EP and EP Manager do not contact organisation directly before match is official Before the EP leaves the country: Met? EP has been educated on XPP EP has been educated on AIESEC Way EP has been educated on myaiesec.net EP has been educated on AIESEC Ambassadorship EP has received culture shock preparation EP has been helped with goal-setting EP has a platform to communicate with sending entity After EP returns home: Met? EP has received re-integration services
EP is responsible Before signing contract with AIESEC: Met? EP completed university less than 2 years ago (or has worked full-time for AIESEC in the last 3 years) EP has lived in the sending entity for more than 6 weeks EP has not taken AIESEC exchanges totalling more than 36 months in duration While matching: Met? EP has references for work experience specified in EP form EP has written proof of language levels (for non-native languages) EP does not directly contact organisation before match is official EP does not accept more than one TN at a time EP has not lived in destination country for more than 2 years in the past 10 years (excluding AI/MC/CEED) Before leaving home country: Met? Apply for visa within 2 weeks of receiving required documents (or makes an alternative agreement with TN) Send travel details to receiving entity at least one week in advance Have sufficient funds to cover living expenses for first four weeks of exchange (or longer if stipulated in TN form)
Hosting Entity is Responsible At the point of raising: Met? The exchange is legal under immigration and labour laws Exchange involves another organisation as a major partner or employer of EP Exchange is more than 6 weeks Collect legal agreement from TN to have XPP rules govern the exchange At the point of matching: Met? Updated reception wiki Send key information on TN's expectation to EP Assign a person to be responsible for providing overall services to EP Inform all stakeholders involved of EP integration plans Before EP arrives: Met? Relevant visa and labour law information for EP Urge the EP to purchase health/travel insurance Send key contact information/address to EP Communicate accommodation options/conditions prior to EP arrival Inform all stakeholders involved of frequency of communication/evaluation between the organisation and AIESEC When EP arrives: Met? Take the EP to their first day of work Provide a platform for EP to communicate with hosting entity members Pick up the EP at their arrival location (Or send detailed arrival instructions and provide reasonable justification for not meeting this standard) Provide assistance to open a bank account (if necessary) Provide guidance to for use of general services (including health-care systems, emergency services, public transportation) Provide assistance in obtaining essential services (including electricity, water, gas, heating) Provide assistance in dealing with housing agreements and landlords (if required) Provide specific safety information that is common knowledge to local residents Provide assistance in the registration of EP in the hosting country Introduce EP to local AIESEC members Provide opportunities for the EP to become involved in AIESEC activities (if the EP is interested) Do not ask the EP to be dishonest to authorities AIESEC is not playing a role in extending exchange beyond 78 weeks
TN is responsible Before signing contract with AIESEC: Met? Exchange is more than 6 weeks Internship requires special expertise or skill (GIP) OR exchange involves direct positive impact (GCDP) Employ the EP for at least 25 hours per week (GCDP) or at least 35 hours per week (GIP) Before EP arrives: Met? Assign a representative for workplace integration Set expectations with EP regarding role prior to EP arrival After EP arrives: Met? Provide performance-related feedback to EP on regular basis (GIP only) EP is supervised by a full-time employee of TN

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10241673 xpp compliance_checklist

  • 1. XPP Compliance Check-list This document provides a check-list for XPP compliance. It is not a process guide or instructional manual, but you can use it to check whether specific exchanges comply with the XPP rules. Some of the requirements from XPP are not exact (for example that the EP be educated about XPP – it does not state how much education). In these cases we still need to be able to make a clear decision about whether this standard is met, so generally the minimum requirements for a standard would be enough to meet them. However it is important to note that XPP can never guide you on what you should do to achieve best practice, it only covers minimum requirements, so in most cases you should be exceeding the requirements. If you have any questions about what the requirements mean please refer to the XPP wiki or contact ICB: icb@ai.aiesec.org Overall Requirements: Everyone is responsible All entities should check these throughout the process Met? EP is under the age of 30 at time of match EP is a current tertiary student or completed university in the last two years or a full-time AIESEC role in the last three years The exchange is legal under immigration and labour laws of the hosting entity Exchange is more than 6 weeks Exchange is less than 78 weeks (if EP and TN decide to extend beyond this it is outside of the exchange programme and not facilitated by AIESEC) Internship requires special expertise or skill (GIP) OR exchange involves direct positive impact (GCDP) (GIP only) EP is supervised by a full-time employee of TN Exchange involves another organisation as a major partner or employer of EP EP spends at least 25 (GCDP)/35 (GIP) hours working in the host organisation
  • 2. Sending Entity is responsible At the point of raising: Met? EP completed university less than 2 years ago (or has worked full-time for AIESEC in the last 3 years) EP has lived in the sending entity for more than 6 weeks EP has participated in a Review Board EP has EP buddy/Manager Collect legal agreement from EP to have XPP rules govern the exchange At the point of matching: Met? EP does not accept more than one TN at a time EP is under the age of 30 at time of match EP has not lived in destination country for more than 2 years in the past 10 years (excluding AI/MC/CEED) EP and TN send official signed Acceptance Note EP and EP Manager do not contact organisation directly before match is official Before the EP leaves the country: Met? EP has been educated on XPP EP has been educated on AIESEC Way EP has been educated on myaiesec.net EP has been educated on AIESEC Ambassadorship EP has received culture shock preparation EP has been helped with goal-setting EP has a platform to communicate with sending entity After EP returns home: Met? EP has received re-integration services
  • 3. EP is responsible Before signing contract with AIESEC: Met? EP completed university less than 2 years ago (or has worked full-time for AIESEC in the last 3 years) EP has lived in the sending entity for more than 6 weeks EP has not taken AIESEC exchanges totalling more than 36 months in duration While matching: Met? EP has references for work experience specified in EP form EP has written proof of language levels (for non-native languages) EP does not directly contact organisation before match is official EP does not accept more than one TN at a time EP has not lived in destination country for more than 2 years in the past 10 years (excluding AI/MC/CEED) Before leaving home country: Met? Apply for visa within 2 weeks of receiving required documents (or makes an alternative agreement with TN) Send travel details to receiving entity at least one week in advance Have sufficient funds to cover living expenses for first four weeks of exchange (or longer if stipulated in TN form)
  • 4. Hosting Entity is Responsible At the point of raising: Met? The exchange is legal under immigration and labour laws Exchange involves another organisation as a major partner or employer of EP Exchange is more than 6 weeks Collect legal agreement from TN to have XPP rules govern the exchange At the point of matching: Met? Updated reception wiki Send key information on TN's expectation to EP Assign a person to be responsible for providing overall services to EP Inform all stakeholders involved of EP integration plans Before EP arrives: Met? Relevant visa and labour law information for EP Urge the EP to purchase health/travel insurance Send key contact information/address to EP Communicate accommodation options/conditions prior to EP arrival Inform all stakeholders involved of frequency of communication/evaluation between the organisation and AIESEC When EP arrives: Met? Take the EP to their first day of work Provide a platform for EP to communicate with hosting entity members Pick up the EP at their arrival location (Or send detailed arrival instructions and provide reasonable justification for not meeting this standard) Provide assistance to open a bank account (if necessary) Provide guidance to for use of general services (including health-care systems, emergency services, public transportation) Provide assistance in obtaining essential services (including electricity, water, gas, heating) Provide assistance in dealing with housing agreements and landlords (if required) Provide specific safety information that is common knowledge to local residents Provide assistance in the registration of EP in the hosting country Introduce EP to local AIESEC members Provide opportunities for the EP to become involved in AIESEC activities (if the EP is interested) Do not ask the EP to be dishonest to authorities AIESEC is not playing a role in extending exchange beyond 78 weeks
  • 5. TN is responsible Before signing contract with AIESEC: Met? Exchange is more than 6 weeks Internship requires special expertise or skill (GIP) OR exchange involves direct positive impact (GCDP) Employ the EP for at least 25 hours per week (GCDP) or at least 35 hours per week (GIP) Before EP arrives: Met? Assign a representative for workplace integration Set expectations with EP regarding role prior to EP arrival After EP arrives: Met? Provide performance-related feedback to EP on regular basis (GIP only) EP is supervised by a full-time employee of TN