IXPQS

EXchange Program Policies

Exchange Program Policies 2011

 IXPQS became
inconvenient as a tool
(complicated structure, no logical
connection between sections, messy)
Why?
Not adjusted for
AIESEC stakeholders
(had no possibility to share it with
external stakeholders)
Exchange Program Policies 2011
Outdated content (big
amount of policies became
irrelevant nowadays, need of
additional regulations )
Contradictory
statements (different
statements were explaining the
same situation in a different way)
International Control Board
2010/2011
 What we’ve gotten now?
• User friendly structure
• Easy format
• Stakeholder oriented chapters (EP,TN,LC,
MC,AI etc)
• Updated relevant policies + new chapters
(break match policies, new reception
policies, complaint procedure policies etc.)

International Control Board

Exchange Program Policies 2011
2010/2011
 New Structure
Old Structure New Structure

01 – International Exchange Policies EP Document

02 – Statement of Understanding TN Organization Document

03 – Complaint Procedures Sending Entity Document

04 – Exchange Process Standards Hosting Entity Document

05 – AIESEC International Privacy

MC/ AI Document
Policy

International Control Board

06 – Annual Revision Process
Document

International Control Board

Exchange Program Policies 2011
2010/2011
 Sending Hosting
MC/AI ICB
Entity Entity
Document Document
Document Document

T
E
N
P

D
D
o
o
c
c
u
u
m
m
e
e
n
n
t
t

Global Compendium: Supporting Document X Global Compendium:

International
Supporting ControlGBoard
Document
Exchange Program Policies 2011
2010/2011
 New Format
Each Chapter has its specific serial numbers for
policies:

EP Sending TN Organization Hosting MC/AI

Document Entity Document Entity Document
• 1.1(EP) Document • 1.1(TN) Document • 1.1(MC)
• 1.2(EP) • 1.1(SE) • 1.2(TN) • 1.1(HE) • 1.2(MC)
•… • 1.2(SE) •… • 1.2(HE) •…
•… •…

Some policies repeat in all chapters but they

have different serial numbers to avoid mess
International Control Board
Exchange Program Policies 2011
2010/2011
 Points to Consider
Main changes and updates

Exchange Program Policies 2011

 Match Break Policies (Section 6)
Additional conditions for match break :
• 2 weeks deadline to provide all the necessary
documents for visa application (unless other
timeline was agreed)
• Visa process delay (other delay caused by third
party) that fundamentally changes internship
conditions
• Family reasons – in this case EP has to be
withdrawn from X (myaiese.net) program for 6
weeks
International Control Board
Exchange Program Policies 2011
2010/2011
 Match Break Policies (Section 6)
Additional match break clarifications:
If there is a problem with internship (Section 6) that
can’t be resolved AIESEC LC should provide new
internship within the same country within the
period that corresponds to 20% of total internship
duration but no longer than 1 month.

Old IXPQS defined a period of 2 month that is

irrelevant in case of 6 week internship.

International Control Board

Exchange Program Policies 2011
2010/2011
 Match Break Policies (Section 6)
Additional match break clarifications:
(To the previous policy) If suitable internship can
not be found, or If the immigration or labor law
don’t allow the intern to stay in the country Intern
has a right for full compensation of travel expenses
and other expenses caused by violation of the
policy.
Claims to any such compensation must be made
within 1 month of the date that the problem occurs.

International Control Board

Exchange Program Policies 2011
2010/2011
 Match Break Policies (Section 6)
Additional match break clarifications:
(To the previous policy) Intern and hosting entity
should consider that If a minimum of three
Internships corresponding to the specifications
of the EP form are presented within certain
period and the Intern rejects them, the Hosting
AIESEC entity is under no further obligation to the
Interns.

International Control Board

Exchange Program Policies 2011
2010/2011
 Match break from TN side
• In case there is an issue with intern he Intern
may be asked to pay up to 50% of the
Exchange program fee (TN fee) paid by
organization before or other expenses
incurred on the Intern by organization

• Notification! If the TN fee mentioned on the

TN form is (0) zero, there can be no TN
fee reimbursement through complaint
procedures.
International Control Board
Exchange Program Policies 2011
2010/2011
 Match break from TN side
• In case of AIESEC entity itself runs
projects where TN fee is mentioned as (0) zero,
the Hosting Entity shall not be entitled to TN
Admin fee reimbursement.
• However, if the Hosting Entity can provide
evidence of expenses incurred on the Intern by
organization, the amount can be scrutinized
or considered for reimbursement during
complaint procedures.

International Control Board

Exchange Program Policies 2011
2010/2011
 Other Chapters
• Strict regulations and punishment for fake X
realizations in myaiesec.net!
• Exact check list for EP pre-arrival preparation
(Section 7)
• New Role of CY Reception Wiki
• Exact list of integration and reception
activities/services (Section 8)
• Complain Procedure Policies (Section 10)

International Control Board

Exchange Program Policies 2011
2010/2011
 FAQ
• When do these Policies become relevant for
usage?
Policies are already legislated. We start using
them right after official release of Global
Compendium by AI
• Will old IXPQS be valid after this time?
No

International Control Board

Exchange Program Policies 2011
2010/2011
 FAQ
• What If my EP is already matched/realized and
educated about old policies only?
Changes in the policy do not influence on
exchange operations fundamentally. They just
clarify/simplify some exact details of it.
We recommend you to inform your
realized/matched EPs about it. However, please
note that the essence of exchange process
remained the same.

International Control Board

Exchange Program Policies 2011
2010/2011
 FAQ
• My country had applied to ICB with a case
before these policies were released? Which
policy ICB will use in this case?
If the case was submitted before official release,
ICB will use old IXPQS to resolve it.

International Control Board

Exchange Program Policies 2011
2010/2011
 FAQ
• If I have a quality issue which chapter of XPP
should I better use or address to: e.g. EP
document or LC Document?
You can use any Chapter, all of them are valid.
Just look what type of stakeholder you represent. If
you represent EP in particular issue then use EP
document, If you represent your LC only –
Sending/Hosting Entity document.

International Control Board

Exchange Program Policies 2011
2010/2011
 FAQ
• If I apply with a quality case to ICB, which XPP
chapter should I use?
Any of them. Just make sure you put complete
number of the policy with marking letters – e.g.
2.4(EP) or 3.5(TN)

International Control Board

Exchange Program Policies 2011
2010/2011
 FAQ
• Can I share XPP chapters with external
stakeholders like potential EPs or
Organizations?
Yes! Definitely! EP and TN Organization
Documents were composed in a way to be easy
for understanding even not for AIESECers. We
avoided complicated abbreviations or other
complicated things.

International Control Board

Exchange Program Policies 2011
2010/2011
 FAQ
• Can I share Sending/Hosting Entity chapters
with EPs or Organizations?
We do not recommend it! These particular
chapters contain certain internal information those
stakeholders should not really be aware of. e.g.
Financial regulations etc.

International Control Board

Exchange Program Policies 2011
2010/2011
 FAQ
• What should we use now X Contracts or XPP
Documents?
For internal regulations or cases XPP only is valid.
It is up to countries to make or adopt their X
contacts according to external needs and XPP?

International Control Board

Exchange Program Policies 2011
2010/2011