1. TN Form Standardization
ICX GCDP AIESEC
in Indonesia

2. Procedure to Create TN Form
TN Form is the platform to exchange the information about TN and EP to go to
the match stage in exchange process. Also as one of the first-touch point
advertisement to promote the experience that we provide as the hosting entity
to the global network.
The objective of this procedure is to standardize the format and content
information in the TN form.
7 steps to make TN form available:
1. Fill Podio database
2. Fill LC + OE TN Tracker + upload MoU to my@net (+ attach to mail)
It will help to separate LC and OE TN, insure that all TNs fulfill needed criteria,
check TN forms status.
Please, update information about TN form status in this tool at least once per 2
weeks. (to match or realize status).
Note: - this form is only for internal usage, don`t promote it to externals.
-
don`t delete TN, after it was realized, just change status.
Indonesia GCDP TN Searchtool 13-14 (for information, not required to fill).
This is national searchtool of available iGCDP TNs in the system.
MC will help you to update it regularly. But if you see that some TNs are
already not available in the system, you can delete them by yourself as well.
To have right brand positioning it is highly recommended in all promo
materials of LC use this Searchtool, but not the local one.
MoU
Upload it to my@net and put the link in tracker + attach files to mail (please,
make sure that files are not big, so it will be easily downloaded).
Name: [LC (OE)]_TN ID_TN taker name.
For further info or question, you may contact MC VP iGCDP of AIESEC in Indonesia

3. 3. Send letter with request+ attached word file of TN JD
Don`t write separate messages each time you ask to put TN to available, make
it each time in one mail. So all feedback and information won`t be separated.
Note: - Subject of mail: TNs to available_LC (OE) name
- Name of TN file: TN ID_LC(OE) name_v1(2)
4. Make changes + send word file of TN ID (with fixed comments)
Please, respect your and other people time and don`t miss any feedback. If you
don`t agree with anything or have other proposition, you can explain why it is
so and we will negotiate.
In the same time if something is not changed, MC will send back TN form until
it won`t be fixed (doesn`t matter how many times will it take).
Note:
In TN word file, after you receive feedback, fix everything in the system and
mention in TN word file for each comment: “fixed” (don`t delete any feedback
given).
5. Receive approve for TNs being cloned
6. Clone TNs and put them to LC + OE TN Tracker
7. Inform that everything is done.
Hurra! TNs are available!
TN form should cover such points as:
1. Right spelling and grammar
a) Check, check and check until there are NO spelling mistakes!
b) Put: dot, comma, bolds and all punctuation marks.
c) If it is new sentence, the capital letter is needed.
d) Each sentence should have noun and verb.
e) Don`t use AIESEC words and abbreviations.
f) Write in formal style, use subject in 3rd, but not 2nd form.
You will have an opportunity…
Intern will have an opportunity…
For further info or question, you may contact MC VP iGCDP of AIESEC in Indonesia

4. 2. Clear information
All information should be measurable and detailed. Put amount (10 per
week), type (interactive sessions) and topic of activities (variety of world's
cultures) that intern will organize.
Don`t forget that teaching English (or other language) is not the main
aim of GCDP.
Intern will increase student`s level on English.
Intern will conduct 10 interactive sessions in English per week, showing
variety of world's cultures.
3. Appearance of TN form (recommended)
a) Put picture in TN form (right side): can be logo of the project, TN taker.
But don`t put more than one picture.
b) Make one booklet with information about TN taker + LC and attach it to
TN form.
Here is the file needed to be filled in separate word file about
each TN form
1. Here is the table about the timeline when TNs are planned to be Ra, Ma
and Re. Example:
Status
Aug
Ra
15 – it is amount
Sep
Oct
Nov
Dec
Jan
Total
15 - total number
of TNs you put in
of
the system
should
same
Ma
5 – is an amount of 7
3
15
EPs you match
Re
15
–
EPs
15
are
arriving
For further info or question, you may contact MC VP iGCDP of AIESEC in Indonesia
Ra-Ma-Re
be
the

5. 2. TN form to be reviewed. Make sure that this information is the same with
information of TN form in the system.
TN-In-ID-..-2013-…. (Name of issue)
Planed # of TNs to realize in PBoX (ad hoc)
Internship Title
- Project: Name project + Issue
- Ad hoc: Name ad hoc + Issue
It is strongly recommended:
- make short TN name.
- mention issue of TN, as it will be easier to
showcase.
About TN taker
-Don`t write too much about TN taker, just
several sentences about type of partner,
organization vision and activities. Additional
information you can put in file attached.
-There is no need to write requirements for
intern here, as you can mention it in “JD” or
“Preparation required”, “Additional inf”.
In what department the intern will be
working
Job Description
Job/Task Description 1 -6
1.Put specific information
For ex: Not just teaching English, but holding
speaking clubs about environment issues for
kids 10-15 years old.
2.Present all the information in a logical order
Mention the most important factors of the job
first, followed by the detail information about
the role, who will work with intern (detail info
about activities).
3.Don`t forget to mention:
- LC activities (what kind, when, where
will it be) intern will be involved
- Evaluation meetings (intern should
have with LC representative at least
once per 2 week meeting to discuss
about current situation of internship).
- Final report (word file, video, pictures
etc) that intern need to send LC (like
story about his/her internship).
Measurable results expected from the intern
Measurable results – it is very concrete and
needed to be fulfilled. That is why:
-Use words such as: “should”, “need”, rather
than “maybe”, “can be”.
-Put concrete numbers of meetings, trainings,
activities etc. If you can`t put exact number,
mention the limit level.
For ex: Interns will have at least 2 excursions
organized by local committee per week.
For further info or question, you may contact MC VP iGCDP of AIESEC in Indonesia

6. Preparation required from the intern before
arrival
Details on the Working Conditions
Other Details of the Working Conditions
Learning points that the intern might obtain
during the internship
-Mention details about the materials or the
things that EP needs to prepare/bring (for
Global Village etc) before the arrival and share
the objective of it.
- It is better to state, that intern need to
prepare country presentation (or more
sessions) and send for you to check it before
arrival.
-Mention about laptop (if intern need to bring
it).
-Share about what kind of interest, character
of intern you are expecting to have.
-Personal workspace
-Computer
-Internal access
-Any other
a) Describe the working conditions/
environment.
-how far can be the working place from home.
- time of work: flexible or not.
-days off.
-age of children/students intern will work
with.
b) Accommodation: host-family, dorm etc.
c) Food: only in working days, in host family
etc. Please, make sure that if host family
doesn`t provide food, TN taker or LC will cover
it.
d) Transport: if any, mention it in more details
(what kind of transport, how many times etc).
e)Internet Access (where will it be: home,
AIESEC office, café etc.).
f) complain management link
http://indonesiacalling.com/contact-us/
Give this link for EPs, hence if they have
problems in communication with LC, they can
write to National Quality Board by using this
link.
-Share about what kind of learnings,
experiences, skills that EP can gain from this
opportunity.
- Mention that each EP will have buddy and
how he/she will help intern.
Additional information a potential candidate
may require for the Internship
Work Information
Field of Work
Working Hours: from_to
Check whether working hours equals total
hours. If not, state in “additional inf” that
For further info or question, you may contact MC VP iGCDP of AIESEC in Indonesia

7. Total Hours of work per week
Saturday Working
TN Fee (U.S $)
Salary (U.S $)
File
Internship Earliest Start Date
Internship Latest End Date
Minimum Duration
Maximum Duration
Degree
Name
intern will have flexible schedule with breaks
Not least than 25 hours per week.
Make sure that your LC doesn`t take money
from EP to cover any kind of expenses.
Attach to TN ID information about reception
activities and TN taker.
Organizational preferences
Not less than 6 weeks.
Advised to have not more than 8 weeks.
Bachelor/Master/Undergraduate.
Languages
-Basic.
-Good.
-Excellent.
-Native.
Regions
Required/Preferred
Geographical Region
Sub Region
Language Zone
Additional country
Developing country
For further info or question, you may contact MC VP iGCDP of AIESEC in Indonesia

8. Typical mistakes
-
Name doesn`t include issue.
-
Too much information about TN taker.
-
Total hours of work are not the same with working hours (if it is not
equal, state the reason in “additional information”).
-
Measurement results are not clear (without any numbers).
Also if you want to mention about increasing level of English, state by what
tools you will check it (test, exercise etc).
-
There is no information about Internet, food, buddy, LC activities
(detailed one, not just mentioned, but when, where it will be, how many
times etc).
-
Grammar and spelling mistakes + no comma, dots, capital letters.
For ex: hostfamily (is written together) -> host family.
-
Unclear JD: no information about what activities interns will hold, on
what topics, for what age of students etc.
-
Documents doesn`t have proper name. (Name of file_LC name)
For further info or question, you may contact MC VP iGCDP of AIESEC in Indonesia