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1. Outgoing Preparation
Seminar
SUMMER 2014

2. Engagement With AIESEC
Neha Ali
Vice President Outgoing Exchange
AIESEC in Islamabad

3. AGENDA
• The AIESEC Way!
• The AIESEC Experience!
• Matching
• Realizations
• Expectation Setting

4. What is AIESEC Way?

5. What we envision

6. What is AIESEC?

7. Impact

8. The way we do it

9. Your Values
?

10. Our values

11. The idea for an organisation that would be …
international
non-political
not-for-profit
student-run
independent
educational
non-discriminatory

12. • AIESEC jargon
• P: President.
• EB: Executive board.
• TL: Someone taking a Team Leader Program
• TM: Someone taking a Team Member Program
• TN Manager: Someone managing a TN form
• EP Manager: Someone managing an EP form
• Account Manager: Someone managing an organization on the
system
• Engager: Someone who just registered and has not taken any of the
ELD Programs
• GIP/GCDP: Someone taking either the GIP or GCDP program.

13. EXCHANGE
PROGRAMMES

14. AIESEC in Numbers
1948- 2013
124 Countries and territories
2.300 Universities
86.000 Members

15. AIESEC WAY : the way we do it !

16. The AIESEC experience

18. Match Me!

19. Haven’t been matched yet?
DON’T WORRY!
We are still here!

20. So in order to get matched,
there are some SPECIAL people in the
LC called . . . . .
EP MANAGERS !!

21. The EP Managers role is really important
towards facilitating your experience and
actually helping you to find a position.
So make sure that both you and your EP
Manager understand each other needs!

22. For example, in order to have a good co-
operation:
 communicate every day
 share with each other your calendar and
availability
Have a weekly plan
Share your needs
etc.

23. During this cooperation you will be asked to
do INTERVIEWS in order to find a suitable
position.
REMEMBER: Interviews play a very important
role in order to get accepted !!!

24. Scenarios
# 1 You want to go to Portugal. You do the
interview and you are not selected.

25. TIPS
Don’t get disappointed
There is always a reason for not selecting you
Ask for the reason
Ask for feedback in order to become better
for the next interview
You can always try another city of Portugal

26. # 2 You have conducted interviews with some
LCs in Italy and you are not selected. What do
you do?

27. TIPS
Remember the interview and evaluate
yourself. What did you do good/wrong?
Ask feedback from the interviewers and
capitalize on it.
Also your EP Manager is there to help you! He
can help you train on your interview skills in
order to become better

28. # 3 You only want to go to selected country/ies
and they don’t select you.
What are my options?

29. TIPS
Keep in mind all the previous tips 
REMEMBER
Always keep in mind the reasons for taking the
internship opportunity. Why did you apply? What do
you want to achieve?
By doing this you keep your eyes on the goal and you
don’t get too disappointed or de-motivated.
BECAUSE this is the true essence of your actions!

30. IMPORTANT:
During the first 3 weeks you can apply to your first priority
country.
There is always the possibility to not select you as we saw.
So you have to be flexible and OPEN to other countries/projects.
As a matter of fact the actual position is important and makes
the difference. Not the country.
After the 3 weeks you can apply to other countries/projects.
BUT keep in mind the above. Be flexible and have some
countries/projects prioritized in order to have successful
matching.

31. What we’ve been up to…
• Partnerships
• Thiland – Bangkok University
• Thiland – Chulalongkorn University
• Thiland – Thammast Universty

32. How To Give a Good Interview
• Be there on time. If missed, reschedule ASAP!
• Be honest.
• Don’t beat around the bush, straightforward answers.
• Use the web cam.
• Read up on the LC, the TN and the surrounding areas.
• Ask for pictures of the accommodation.
• ASK QUESTIONS!

33. After the Interview
• If successful:
- Ask your EP Manager for the AN ASAP! Do not delay this step
in any condition.
- Keep in contact with the interviewer/ TN Manager till you get
all your papers (TNAN & IL).
• If unsuccessful:
- Get in touch with EP Manager and give them the TN ID,
maybe someone else might be more suitable.
- Don’t get discouraged, keep applying.

34. After being selected
EXCHANGE YOUR ANs!!!

35. Realizations

36. Visa Friendly Countries
Indonesia, Mauritius, Sri Lanka, Thailand, Turkey,
Egypt, Georgia, African countries ( Cambodia, Kenya,
Mozambique, South Africa, Uganda and Togo) &
Central Asian Republics

37. Before you apply
•Passport valid for at least six months
•An Invitation Letter from the host LC
-accommodation status and address
-inquire about visa type needed, from the TN
Manager
•Check airfare

38. Important
• POLIO CERTIFICATE

39. Additional documents (may be needed)
-Letter from university
-Bank Statement
-Passport sized photos
-TN and EP ANs
-confirmed eTicket
-other (vary)

40. EP Contract

41. Refundable Security Deposit
Rs.5000 for GCDP
Rs.10,000 for GIP

42. Breaking Matches
DON’T DO IT, please.

43. My Role AND RIGHTS

44. XPP
Nope!... I’ve never
heard about that
before…

45. XPP stands
for
P
P
Xchang
e
rogra
m
olici
es

46. They are
important
because…They make a standard
Contain rights and
responsibilities of
 EPs
 TN
Organization
s
 Hosting LC
 Sending LC

47. Where are they?
This file can be found in our my.aiesec.net system :D
ect files section
Write XPP or the whole name
And run the search!

48. Once you download the
file…
Sending
Entity
Document
s
EP
Document
s
TN
Organizatio
n
Documents
Hosting
Entity
Documents
Members Committees
& AIESEC International
Documents

49. What is in
them??1. Definitions
2. General Policies
3. Selection Policies
4. Matching Policies
5. Acceptance Policies
6. Post-Match Policies
7. Preparation Policies
8. Integration and Reception Policies
9. Re-Integration Policies
10. Complaint Procedure Policies
Each of
the 5
files

50. Please,
don’t
panic!
You only need to know…

51. EVERYTHIN
G
It is important to be aware of your own
responsibilities, and the responsibilities of your
sending and hosting LC

52. Definitions
Exchange Program or Exchange
nge Participant (EP) or Intern
zation (TN Taker)
Committee (LC)
g AIESEC Entity (SE)
g AIESEC Entity (HE)
er Committee (MC)
or Member or Sponsoring Country
C International

53. case 1
Different Job Description than the one at the TN
form.

54. case 2
Invitation letter that is needed not in time

55. These ARE your
rights
Make sure you are aware of them ;)

56. What about my Role ?

57. Remember the
contract ;)

58. • Attend preparation events and complete the preparation requirements
of the country and territory as stated in this document
• Communicate constantly with the Home LC of the matching status and
any changes of preferences or issues that arise.
• Personal preparation on specific legal policies of the hosting country
• Purchase an international insurance that covers at least expenses of
illness and accidents for the whole duration of stay in the Host Country
before departure to host Country.

59. • Complete the 3 surveys throughout the process about your satisfaction from
the programme. The surveys will be automatically sent to the participant. (NPS)
• Provide the Local Committee with materials with storytelling of your experience
and showcasing documents (videos, photos, etc)
• Both Exchange Participant and sending AIESEC entity should actively and
constantly communicate on a weekly basis, from the time you have been
accepted.

60. Better in Time

61. Do you know what is
“NPS” ?
NPS = NET PROMOTERSNPS = NET PROMOTERS
SCORESCORE

62. Why do we
have it?
Hear how your experience is going so we can
understand how to support you immediately.
Use your feedback to improve our
operations.
Know if we are doing a good job in changing
your life!

63. But what is it practically?
Net Promoter Score (NPS) measures the loyalty that
exists between a Provider and a consumer:
 The provider is the entity (AIESEC) that is asking the
questions on the NPS survey.
 The Consumer is the respondent (EP) to an NPS
survey.

64. So it’s aSURVEY 
NPS is based on a direct question:
How likely are you to recommend our
company/product/service to your friends and
colleagues?
The scoring for this answer is most often based on a 0
to 10 scale.

66. What are the
results?
0-6: Detractor
7-8: Passive
9-10: Promoter

67. When do you fill the NPS
survey?
You will receive 3 surveys during your experience, in different
moments:
Right after you’ve been accepted for an internship – Match
survey
Right after you’ve started you internship – Realization survey
Right after you’ve finish you internship – Completion survey

68. Opportunity to give us feedback about your
induction, selection, our support in finding
your internship, our support in getting you visa
and our communication with you
“I have asked many times for an EP manager that
would be responsible for me, but they made
somebody responsible for me after my match..So, I
didn't like the matching support..”

69. So after you find a suitable internship
and your status turns to “matched”
You will receive the NPS survey on myaiesec.net

70. Opportunity to gives us feedback about your
cultural preparation by your home entity,
integration and logistical support by your host
entity and the clarity and alignment of your job
description.
“The job must start immediately”

71. So after you arrive at the country abroad
and your status turns to “realized”
You will receive the NPS survey on myaiesec.net

72. For Global Community Development:
A cross-cultural living and working experience,
The opportunity to create positive societal impact,
Personal Development and overall AIESEC support

73. So after you complete you experience
and you return back to Greece
You will receive the NPS survey on myaiesec.net
Video!

74. For
example:
#1 You arrive in Romania. You agreed that you would in an
apartment with other interns. They inform you there is no
place to stay for the next 10 days and that you will switch
homes between AIESEC members until then
#2 You arrive in Poland. They inform you that your project will
not begin until next week and you are dissatisfied with that.

75. So YOU NEED to fill the NPS survey. Write down your
comments and the situation in order to let us know what is
happening.
We will check the results and communicate with you within a
few days!
When this happens a case opens. This means that we treat
each one of you individually and try to help and support you.
When the challenge is solved the case closes
For
example:

76. We are here for you! Because we care for you and the
experience you are about to get!
By filling the NPS we:
Can provide quality to the experience
We will know your challenges and can change things for better
For
example:

77. So WHY is it important to fill the NPS survey?
When do you fill it?

78. Welcome ABOARD
• Networking
• Ambassador
• Culture Shock
• How to survive

79. Personal Networking
A Structured Guide in Approaching “Friendship”

80. Expectation Setting
1. Understand the importance of networking during this
experience
2. The purpose of the session is to allow you to develop a
“Personal Networking Plan”
3. Overall aim is to help give you an organized and more
effective mechanism on how to network during your
EXPLORE experience

81. Why is Networking important ?

82.  Expand your network
 Exposed to new ideas and opportunities
 Share common experiences
 Friendship/ Relationship
 New culture and perspectives
 Those people will help you in the long run
For example
Accommodate you while visiting their country
Co-operate in a future project
Promote job opportunities to you
And MANY MOREEE!

83. Make a Friend
• Be nice.
 This is the time to establish a proper relationship
 Make friends, make a connection, exchange contacts
 You might not get to the point at initial meet but you’ll be
adding another list 1 contact to your hitlist ;-)

84. Know what to say and when it’s
time to walk away. . .
 Closing the conversation is JUST as important
as establishing it and carrying it.

85. Being an Ambassador

86. How would you Present
Pakistan?

87. Presenting
• Hold a presentation
• Show photos about famous places, buildings
• Show Pakistani songs, maybe sing them
• Show Pakistani dances, maybe dance them
• Organize Cultural nights (cooking & music)
• Bring the flag, card postals, small gifts

88. Presenting
• Bring Pakistani food (mastiha gums, etc)
• Taste Pakistani drinks
• Lassi, Roh afza etc
• Cook a meal
• Baryani, Karhani, Donor Kabab, Gola Ganda etc

89. talking about Pakistan in general conversations
• not when you explicitly present it
• like: you would talk about general behavior of
Pakistani
• economy, politics, public transport, media
• everyday problems etc.

90. Representing
• How much do you identify yourself as a
Pakistani when being with other
nationalities?
• How much do you identify yourself as a
Pakistani being abroad, with Pakistanis?

91. General behaviour
do others see you as yourself or representing
Pakistan?
• at work
• at home with flat mates
• evening talks
• parties
• events

92. Are you ready to become
Ambassadors of Pakistan?
•Who is READY???

93. culture
shock

94. the trauma you experience when you move into a
culture different from your home culture” (Chaney,
Martin)

95. What is culture??

96. Culture is a system of beliefs and values
shared by a particular group of people.
Culture is the collective programming of the
mind which distinguishes the members of
one human group from another.

97. Cultural differences

98. The best cooks…..
The best mechanics…..
The greatest lovers…..
The worst smelling people…
The most religious…
Who do you think is…? Complete the gaps!

99. The best cookers French
The best mechanics German
The greatest lovers Italians, Brazilians
The worst smelling people Indian
The most religious Arabs
Were your answers these ones?

100. Stereotypes

101. Let’s watch a movie!

102. WE JUST SEE THE TOP OF THE ICEBERG!

104. Honeymoon
Period
Culture Shock
Recovery
Adjustment Stage
Reverse Culture
Shock

105. Honeymoon period
• VIP feeling
• Constant emotions, optimism and adventure
• Astonishment, happiness
• A large wish to see new places and things and
meet a large number of new people

106. Symptoms of Culture Shock
Anxiety
Helplessness
Depression
Self doubt
Excessive fear if
being robbed/
injured
Loneliness
Homesickness
Boredom
Fatigue
Insecurity
Stereotypes for the
new culture, “ my
culture is better than
this one”

107. What causes?
• Language / Climate
• Religion
• Food
• Education
• Way of thinking and decision-making
• Body language…

108. What are you going to
do about it???

109. Dealing with It
10. Keep busy and active (Sport,
work, party, travel)
9. Establish strong friendship with
people from the host culture
8. Make a list of positive things
about the culture and look
through it occasionally
7. Realize that everyone who goes
abroad experiences culture shock

110. Dealing with It
6. Be an avid learner about the
country. Find out all the
information you can
5. Try to trace every “strange
action” to its underlying values
4. Find someone from your country
that has been there longer. Use
that person to gain perspective

111. Dealing with It
3. Regular personal reflection (write diary,
blog, have a reflection “place”, TALK)
2. Work at maintaining a healthy sense of
humor. Be ready to laugh at yourself
1. When talking about experiences, focus
on your feelings rather than the causes

112. Recovery
 Exploration and need of more information about the culture
 New optimistic attitude
 Beginning process of constructive criticism, researching the
similarities between the two cultures
 Understanding the culture and people more
 Becoming an ambassador between the two cultures

113. Adjustment stage
- More adventurous
- Seek new learning opportunities
- Try out new approaches
- Feel more motivated
- Seek the company of others
- Desire to explore returns
- Accept the things that cannot be changed
- Eventually assimilate the changes

114. Reverse culture shock
Going home…
Desorientation and readjustment to one’s own culture
Irritation
Boredom
4 stages:
1. Disengagement
2. Initial euphoria
3. Irritability and hostility
4. Readjustment and adaptation

115. Worst case scenarios

117. Before you leave, confirm that someone is going
to pick you up and confirm your flight arrival
time
Have the contacts of people from your LC
Have the address of where you are going to stay
Have some local currency on you to get a taxi to
your address

118. The AIESEC
representative
picks you up,
leaves you at your
new
accommodation,
then disappears

119. Key Points
 Meet up with other trainees or
foreigners in that country
 Befriend people from work
 See it as a challenge!

120. Key Points
Ask for photos of your accommodation
Ask interns there about feedback.
Speak to the AIESECers – explain that you
are unhappy and ask for their help. They
may not realize it but it is unacceptable.

121. Key Points
Don’t panic!
Speak to locals – your colleagues, the
AIESECers
Contact the Pakistani Embassy – what is
their advice?
Phone home – reassure your family

122. Wrap Up...Wrap Up...
Culture Shock - Natural,
but with preparation can be
reduced

123. The Importance of Staying
in Contact With Us!
• No matter what happens while you are abroad,
AIESEC Pakistan is still here as a support
network
• We not only need to know but also WANT to
know how your traineeship is coming along!
• If you are not getting the necessary support we
may be able to do something for you from
Pakistan.

124. What to do
if…
(Worse Case
Scenarios)

125. No one turns up at the
airport upon your arrival

126. Key points
 Before you leave you have confirmed who is going to pick you up
and you have confirmed your flight arrival time
 You have the contact details of at least three people from your host
LC
 You have address of where you are staying. You have enough local
currency to get a taxi to where you are staying

127. Suddenly you have to change apartment and move to
another one with better conditions but far away from
your work. How do you handle the issue?

128. Key points
 Don’t Panic or get disappointed
 Speak with the responsible AIESEC member, explain the
situation and try to come up with a common solution

129. You find your roommate’s habits very annoying and he/she
doesn’t seem to understand no matter how many times have
you told him/ her. How do you approach the issue?

130. Key points
 Try to get into his/her shoes.
 Ask yourself “Why does he behave like that”? “Dows he know he is
annoying or is this something usual for him/her”?
 Try to understand your roommate
 Share how you feel about this with him/her and find common ground
*After all its part of the experience – You become more culturally
aware and open-minded through that
 If the situation doesn’t get better you can always switch rooms or
roommate

131. The AIESEC representative picks you up,
deposits you at your designated
accommodation, then disappears

132. Key points
 Be proactive
 Before the representative leaves – find out when they are
coming back
 Call some AIESECers or trainees
 Get to know country before coming there

133. If AIESEC don’t seem
to be contacting you…

134. Key points
 Contact them!
 Be proactive, if you try to get involved with them they’ll
more than likely want to get involved with you.

135. You were mugged and your
passport was amongst the
stolen items

136. Key points
 Report it to the police
 Contact your travel insurance company and make a claim
for your stolen property
 Contact home – someone should have a copy of your
documentation
 Phone / contact the embassy as soon as you can – they will
advise you on what you need to do

137. Your job isn’t challenging
you or you’re bored with
it

138. Key points
 Speak to both your TN manager in the host country and
also to your employer!
 Do some volunteer work, join AIESEC there

139. There is political unrest
in your country

140. Key points
 Don’t panic!
 Speak to locals – your colleagues, the AIESECers
 Contact the Embassy – what is their advice?
 Visit the Department of Foreign Affairs & Trade website
 Phone home – reassure your family

141. The AIESECers are on holiday
or have exams whilst you are
there

142. Key points
 Be proactive
 Try and find out information like this before you arrive or
as soon as you arrive – plan for it.
 Hang out with trainees, other LCs or MC
 Hang out with your co-workers and other young people
 Be understanding – you know what it’s like to be a
university student!

143. You are unhappy with the
accommodation
arrangements that AIESEC
has provided in your host
country

144. Key points
 Speak to the AIESECers – explain how you are unhappy and
ask for their help. They may not realise it is unacceptable.
 Be proactive, find somewhere else! Your wage should be
enough to afford for somewhere better.
 Speak to the other trainees – is there any accommodation
available?

145. You become seriously
ill and need hospital
treatment

146. Key points
 When you arrive find out where your nearest hospital and
doctors are.
 Make sure you have travel insurance which covers your
medical needs
 Keep in contact with home and AIESEC
 If you need to – come home

147. You are suffering from a
bout of homesickness

148. Key points
 Bring photos from home on exchange
 Before leaving, schedule regular email or phone contact
with people back home
 Be proactive – get out and do something to break to cycle
 Remain positive – the experience may help you appreciate
your life at home more
 Go sight-seeing
 Visit friends in the host country
 Care packages

149. The Importance of remaining in contact with us!
•
No matter what happens whilst abroad your LC is
still there as a support network
•
We not only need to know but also WANT to know
how your traineeships is coming along!
•
If you are not getting the support necessary we
may be able to do something for you from here.

150. The End
Q&A
MEET THE HOTSEAT
P.S: don’t forget to sign your EP contract and take your
booklet from us today. Good luck!