EP Guide Pre-Match

7/27/2019 EP Guide Pre-Match

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GUIDE EPs

PRE-MATCH


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AIESEC ESCP 2013 2

AIESEC Abbreviations ........................................................................................................................... 3Programs ............................................................................................................................................. 3

1. Introduction

General facts ........................................................................................................................................ 4Exchange Process ................................................................................................................................. 4

Application and Interview .................................................................................................................... 4MyAIESEC.net Interface ........................................................................................................................ 4Registration on myaiesec.net ................................................................................................................ 4How to raise emails ? ........................................................................................................................... 5Synchronizing with common Gmail Account .......................................................................................... 5Checking Mail from both Accounts at Same Place ................................................................................. 6Matching ............................................................................................................................................. 6Preparation Seminar (OPS) ................................................................................................................... 7Understanding AIESEC .......................................................................................................................... 7AIESEC International Exchange Policies and Quality Standards (IXPQS) .................................................. 7

2. Pre-match

EP form & EP ID .................................................................................................................................... 7Edit EP Form ........................................................................................................................................ 7Curriculum Vitae (CV) ........................................................................................................................... 8TN Form and TN ID ............................................................................................................................... 8Matching Tips: ..................................................................................................................................... 9TN/EP Lookup ...................................................................................................................................... 9Search for TNs General ......................................................................................................................... 9Search for TNs: Search TN Database .................................................................................................... 10Search for TNs: Available Forms Tracker .............................................................................................. 10Search for TNs: Supply and Demand Management .............................................................................. 10

Search for TNs: Find a Suitable TN....................................................................................................... 10Search for TNs: Browse Internships ..................................................................................................... 11Search for TNs: View Advertised TN Forms .......................................................................................... 11 Matching Manias ............................................................................................................................... 11Apply for TNs General ........................................................................................................................ 12Apply for TNs: Change Personal Materials ........................................................................................... 12Apply for TNs: Email TN Managers ...................................................................................................... 12Apply for TNs: Skype Interview ........................................................................................................... 13Apply for TNs: Questions to Ask TN Manager ...................................................................................... 13Apply for TNs: Acceptance Note (AN) .................................................................................................. 13

3. Questions & Answers

What if a TN Manager doesnt respond when I email him/her? ........................................................... 15How do I know if housing or food is provided by the TN? .................................................................... 15 Does the TN Acceptance Note come first, or does the EP Acceptance Note come first?......................... 15What should I Expect before sending in my EP Acceptance Note? ........................................................ 15 The TN Manager continues to ask for my EP Acceptance Note even though I havent had an interview

with the organization. Do I send it or not?.......................................................................................... 15


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AIESEC ESCP 2013 3

AIESECABBREVIATIONS

AIESEC XP: AIESEC Experience

AN: Acceptance Note (Contract)

CV: Curriculum Vitae (Resume)

DT: Development Traineeship

EP: Exchange Participant, AIESEC member going on exchange (You are an EP)EPForm: on myaiesec.net; contains information about your skills, academic background, workingexperience, preferred location of the TN; you also add your CV

EPID: Identification number of your EP form (ex: EP-In-US-CH-2010-1111)

EPManager:The EP him/herself (You are your own EP Manager)

ET: Education Traineeship

Euro-XPRO: European International Exchange Program

ICX: Incoming Exchange; the part of AIESEC responsible for bringing in trainees and generatingtraineeships with companies/organizations. You will be sending emails to ICX members of LCs inother countries.

Matched: Status of EP Form myaiesec.net. This status means you and the company/organizationhave signed an agreement with each other and the traineeship is finalized.

MatchingFee: the matching fee is the fee that is paid after the EP matches.

MT: Management Traineeship

OGX: Outgoing Exchange

TN: Traineeship/ Internship (You as an EP are trying to match with a TN)

TNForm: on myaiesec.net; contains information about job description of the TN, desired skills ingood candidates, and salary

TNID: Identification number of the TN (ex: TN-In-US-CH-2010-1111)

TN Manager: AIESECer who is responsible for the TN in the other country and is the contactbetween the company/organization and AIESEC (TN Managers are part of the ICX team and are the

people you will be emailing to ask questions about specific TNs)TL X:Team leader Exchange

TR: Taking Responsibility

TT: Technical Traineeship

VP ICX:Vice President Incoming Exchange (the AIESECer who runs the exchange program for thatLocal Committee in the other country)

X: Exchange

XP: Experience

You will be able to access to the different links

once you will create your profile on myaiesec.net.

PROGRAMS:

Global Community Development Program GCDP: Cultural education, HIV/AIDs, communitydevelopment or corporate social responsibility projects. Internships are focused on creating impactin the host environment; working with NGOs, schools or charities on the front line.

Global Internship Program

GIP: For professional development, students have the opportunity towork for enterprises abroad in areas including Finance, Marketing, Business Administration, HumanResources, Cultural Education, Language & Teaching, Social Sciences, Economics, IT &Engineering.


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AIESEC ESCP 2013 4

GENERAL FACTSAIESEC traineeships have a maximum duration of 6 weeks and a minimum duration of 18 months.Each exchange participant has the opportunity to go on an AIESEC traineeship for no more than 36months in his or her AIESEC career. Please consider that the whole process from your firstregistration on myaiesec.net until matching will take about 2-5 months. To explain to you, what forexample matching and many other terms mean, we would like to give you an overview of the OGXprocess before explaining it in detail.

EXCHANGE PROCESS

In the following you see the most important steps in the process, which do not necessarily have thisorder:

Applicant Application and Interview- aieseconline.net

Applicant Acceptance into AIESEC Program

Registration on myaiesec.net Exchange stage Make EP form

Search TN

Acceptance Note

Preparation

Realization

APPLICATION AND INTERVIEW

This is to access your education and work experience to evaluate your suitability as an AIESECtrainee. It also serves to highlight your expectations concerning the exchange and give you an ideaabout the whole process. After being selected, and after you choose to continue in the program,there is the initial exchange fee of 175 .

MYAIESEC.NET INTERFACE

MyAIESEC.net at www.myaiesec.net is the intranet that AIESEC uses to communicate between

members, run the exchange program, and run the organization in general. All ExchangeParticipants will have an account on MyAIESEC.net.

REGISTRATION ON MYAIESEC.NETIf selected as an EP of AIESEC ESCP, you will be able to create a profile on myaieses.net to startlooking for internships.

* Matching

1. Introduction
http://www.myaiesec.net/http://www.myaiesec.net/http://www.myaiesec.net/


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HOW TO REGISTER ON MYAIESEC.NET?

Go towww.myaiesec.netclick on Register here

Select Member and click Next

Fill out the form

Wait until the local committee approves your membership Then you will be able to log in

HOW TO RAISE EMAILS ?

In order to obtain your AIESEC email address go to My Experience My Account Settings

Raise Email Request

Enter your First Name & Last Name

Your Request is sent and you get an emailID of the format:[email protected]

It is essential to use the @aiesec.net Gmailaccounts as they represent the users companyand brand.

AIESEC is taken as a professionalorganization & not a random youth NGO

Guidelines

@aiesec.net should always be used while communicating with the external world (partners, non-AIESEC youth, interns, etc)

No personal mails should be sent from the Professional AIESEC Email ID.

Opening the Mail Box

Go towww.gmail.com In the username, enter your full ID, i.e, [email protected]

Enter the password.

SYNCHRONIZING WITH COMMON GMAIL ACCOUNT

Go to the Settings Option on the gear on the right.

In the Settings Page, Click on Accounts

Then click on Add another email address you own

Enter your other email account and click Next step

Send verification to your other email ID

You will receive a mail with a verification link, click on the link

Now both your accounts are on the same mailbox. You can now choose from which address youwant to send emails.
http://www.myaiesec.net/http://www.myaiesec.net/http://www.myaiesec.net/http://www.gmail.com/http://www.gmail.com/http://www.gmail.com/mailto:[email protected]:[email protected]://www.gmail.com/http://www.myaiesec.net/


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CHECKING MAIL FROM BOTH ACCOUNTS AT SAME PLACE Go to the Settings Option on the gear on the right.

In the Settings Page, Click on Accounts

Click on Add a POP3 mail account you own

Enter the email address of the second account and click Next Step

Enter your Password and click add account

Now you can view mails from both accountsin the same mailbox

MATCHING

Matching is the process where you:

Search for TNs on myaisec.net

Apply for those TNs

Ask question about specifics concerning the TN (before you accept the TN)

Send EP Acceptance Note Receive TN Acceptance Note (AN) in return

Leave for your Traineeship


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PREPARATION SEMINAR (OPS)

All EPs are required to go through a preparation seminar, which could happen before or after youmatch. The seminar covers areas such as the following:

Logistical preparation: Ensuring that you are physically and legally prepared to work inanother country.

Direct Country preparation: Preparation on the country you will be going to and also howto cope with the pressures of living in a foreign culture.

Cultural shock preparation: Preparation on the effects of cultural shock and how to copewith it.

AIESEC preparation: Providing you with knowledge about the exchange program and theroles of various entities.

UNDERSTANDING AIESEC

Its very important that you as an EP understandAIESEC as an organization so that you can bestparticipate. You can see:

AIESEC Way and History:http://www.myaiesec.net/content/viewfile.do?contentid=10253673

AIESECINTERNATIONAL EXCHANGE POLICIES AND QUALITY STANDARDS

(IXPQS)

AIESEC runs its exchange program international abiding by a list common policies and qualitystandards. It is important that you as an Exchange Participant are familiar with these policies as

they pertain to you. Download the Exchange Policies:

http://www.myaiesec.net/content/viewfile.do?contentid=10228324

EP FORM &EPID

Your EP Form is your online profile, which the AIESEC representatives of companies/organizationsin other AIESEC countries can see. Your EP ID is the identification number that you are given as anExchange Participant of AIESEC (ex: EP-In-CH-US-2010-1299). This is the number that you shouldalways provide to AIESEC TN Managers from other countries. You are your own EP Manager.

To see the status of your EP Form or see your EP ID go to myaiesec.net> Exchange>EP> My EPForms. If you have more than one form, then find the one that is most complete.

Incomplete your EP form isnt complete

New you just put your EP form online, it needs to be put in available

Available you are currently looking for an traineeship

On hold you are currently not looking for a traineeship

Matched you have sent in your Acceptance Note and you received the TN Acceptance Note

Realized you arrived in the host country and started working

EDIT EPFORM

Go to myaiesec.net> Exchange> EP> Edit EP Form

2. Pre-Match
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AIESEC ESCP 2013 8

Input the following:

o Committee: AIESEC ESCP

o EP Status: See earlier in the section for how to find yours

o Date From: One year earlier than todays date (ex: May 10, 2015)

o Date To: Todays date (ex: May 10, 2016)

Click Search Click your EP ID number

Edit EP Form Menu

o Click on each section you want to edit

o Click Next or Save to save your work

Personal Preferences

o Internship Earliest Start Date: That earliest date at which you could start yourtraineeship.

o Internship Latest End Date: The latest date at which you would have to end yourtraineeship to return back home

o GN Initiative: Leave blank unless you specifically know of it and want to do it.o Learning Network: Click one only if you have a strong interest in it for your

traineeship. If no, click No particular LN IG.

o Field of Work: Check all the fields that you would be interested in doing yourtraineeship.

See the changes youve made at myaiesec.net> Exchange>EP> My EP Forms

CURRICULUM VITAE (CV)

Your CV (Resume) says a lot about your professionalism and experience so make sure that it looks

professional.

To update it: Go to myaiesec.net> Profile> Personal> Edit Personal Information> Browse>Save

To see good examples:http://www.myaiesec.net/content/viewfile.do?contentid=10088252

TNFORM AND TNID

The TN Form is your online profile of all the opportunities that AIESEC has available at any onemoment. TN (Traineeship Nominee) is the term used to refer to the traineeship while the TN Takeris the organization or company that will be host to the traineeship. The TN ID is the identificationnumber that each TN is given as a traineeship (ex: TN-In-CH-US-2010-1999).

Each TN Form gives all the information about the specific TN:

TN Manager: the email of the AIESECer in the other country who is in charge of selecting anEP for this opportunity. Be very nice to this person as they decide whether you are acceptedor not.

Organization Name: the name of the TN Taker which is the company or organization

Status: See status below

Exchange Type: See TN Types above

TN Fee: this is a fee between AIESEC and the organization, NOT the salary that the EPreceives NOR an extra fee that the EP has to pay to apply to that TN

Payment: the salary that the EP receives Working Hours: the hours of each day the EP would be expected to work

Job Description: the description of the job that this opportunity is for
http://www.myaiesec.net/content/viewfile.do?contentid=10088252http://www.myaiesec.net/content/viewfile.do?contentid=10088252http://www.myaiesec.net/content/viewfile.do?contentid=10088252http://www.myaiesec.net/content/viewfile.do?contentid=10088252


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Details of Working Details: the description of what will be provided at the workplace. Attimes, this line will also show information about accommodation provided etc.

Internship Earliest Start Date: the earliest date that the traineeship could start

Backgrounds and Skills: this is what the TN is looking for in an EP in terms of education,skills, and knowledge

Languages Preferred: If it only says (preferred) for languages that you dont know, still

considering contacting the TN Manager. If it says (required) for languages that you dontknow, they probably wouldnt accept you.

Regions: The area of the world that the company wants the EP to come from. If it saysFrance, you have a good chance of being selected. If it doesnt say the France, thatdoesnt meanthat they wouldnt be interested in you.

The status explanations of TN Forms are:

New the TN Form has just been put on the system

Available the TN is available and looking for applicants

On hold the TN is currently reviewing all the applicants or has had an issue with the TN

Matched the TN has already accepted another EP (they havent started the TN yet) Realized the TN has already accepted another EP (they have arrived and started the TN)

MATCHING TIPS: Reply to your mails Even if you are not interested, it is really important to send a reply to every

email!

Dedication Spend time on myaiesec.net and checking your mails at least once a day!

Keep track Use an excel sheet to keep track of all the TNs you have applied for and the follow

up needed! Here is an example Be flexible Keep in mind your requirements, but try to be as flexible as possible when matching

especially on the regions and countries

Make sure your CV and motivational letter suit the job you are applying forIt only takes afew minutes to customize your documents, and it can make a big difference when you areapplying

Use a sample promotion email. It is a good idea to provide ENOUGH information in the emailsyou send.

Know what you want! Before starting the matching process it is important to know exactlywhat you want out of your experience set expectations with your VPX

Be resourceful If there is an internship you really want and the TN manager is not replying toemails, try to call the LC office or send a text message to the TN Manager. You can find contactinformation in the networking page of myaiesec.net

Understand your role Read carefully the IXQPS and ask your VPX if you have any questions!

TN/EPLOOKUP

If you are ever given a TN ID (ex: TN-In-US-CH-2010-1999) and want to see the information aboutthat TN, copy the TN and paste it into MyAIESEC.net> Exchange> TN/EP Lookup. This will takeyou to the TN Form of that TN.

SEARCH FOR TNS GENERAL

In order to be able to apply to specific TNs, you first have to find the TNs that interest you. Thesystem updates continuously with new opportunities so its important to be proactive in your search.Your proactivity will be the source of your success. There are a number of ways to search for TNs,
http://www.myaiesec.net/content/downloadcontentfile.do?contentid=10011141&contentType=file&filename=10011141_Documenting_SN_Matching_Belgium.xls&materialname=/AI/13426559/10011141http://www.myaiesec.net/content/downloadcontentfile.do?contentid=42657&contentType=file&filename=International_Exchange_Policies_2006_PDF.zip&materialname=/53/73/41/89/53903665http://www.myaiesec.net/content/downloadcontentfile.do?contentid=42657&contentType=file&filename=International_Exchange_Policies_2006_PDF.zip&materialname=/53/73/41/89/53903665http://www.myaiesec.net/content/downloadcontentfile.do?contentid=10011141&contentType=file&filename=10011141_Documenting_SN_Matching_Belgium.xls&materialname=/AI/13426559/10011141


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so they are outlined in the following sections.

SEARCH FOR TNS:SEARCH TNDATABASE

Search TN Database is a good tool to see absolutely all TNs available in a specific region, country,or city. It shows TNs in the order that they were put on the system, so the newest ones appear atthe top of the list. To see this search tool, go to MyAIESEC.net> Exchange> EP> Search TNDatabase. To see more about how this tool works, watch the youtube video :

http://www.youtube.com/watch?v=yG9gUswqIX4

Input the following (leave the rest blank):

Committee: Choose Global/ National/ Local level

TN Status: Available (You can do Realized but they will already be taken)

Exchange Type: Choose the Exchange Type youre interested in.

Date From: One year earlier than todays date (ex: May 10, 2015)

Date To: Todays date (ex: May 10, 2016)

.

SEARCH FOR TNS:AVAILABLE FORMS TRACKER

Available Forms Tracker is a downloadable excel document that has all the traineeships in an easyformat to search offline. This is a great tool for searching thats put out every month. You will get anemail from us each month with the new Available Forms Tracker which you can use the first week

after it comes out. To see this search tool, look at the training:http://www.myaiesec.net/content/viewfile.do?contentid=10121993

Search Tool Specifics:

TN Search Tool Rank: 2

Good for: Seeing every single TN in a easy to search Excel document

Bad for: Only updated monthly (it only shows the TNs on the system for when it waspublished so use only when first published)

SEARCH FOR TNS:SUPPLY AND DEMAND MANAGEMENT

Supply and Demand Management is a good tool to see urgent to match TNs in a specific region.This means that they are looking for an EP to realize the TN very soon. This search tool will notshow all the TNs available, rather it will show only urgent to match TNs. To see this search tool, goto MyAIESEC.net> Exchange> Supply and Demand Management. To see more about how thistool works, watch the Youtube video:http://www.youtube.com/watch?v=svsYaH90fog



Good for: Seeing Urgent to Match for a certain region for a specific duration

Bad for: Seeing all the TNs Available

SEARCH FOR TNS:FIND A SUITABLE TNFind a Suitable TN is a good way to see what TN Forms are similar to your EP Forms. It gives youa list of TNs that match the specifics of your EP Form. To see this search tool, go to

Search Tool Specifics:TN Search Tool Rank: 1

Good for: Seeing All the TNs Available for a certain region

Bad for: Searching TNs by duration.
http://www.youtube.com/watch?v=yG9gUswqIX4http://www.youtube.com/watch?v=yG9gUswqIX4http://www.myaiesec.net/content/viewfile.do?contentid=10121993http://www.myaiesec.net/content/viewfile.do?contentid=10121993http://www.youtube.com/watch?v=svsYaH90foghttp://www.youtube.com/watch?v=svsYaH90foghttp://www.youtube.com/watch?v=svsYaH90foghttp://www.youtube.com/watch?v=svsYaH90foghttp://www.myaiesec.net/content/viewfile.do?contentid=10121993http://www.youtube.com/watch?v=yG9gUswqIX4


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MyAIESEC.net> Exchange> EP> Find a Suitable TN.

Input the following (Leave the rest blank):

o Committee: AIESEC ESCP

o Exchange Type: Choose the Exchange Type youre interested in.

o Date From: One year earlier than todays date (ex: May 10, 2015)

o Date To: Todays date (ex: May 10, 2016) Select the bullet next to your EP ID

Click Search

Modify anything you would like

Click Search and click on the TN at the arrow to see the TN Form



Good for: Seeing All the TNs Available for a certain region

Bad for: Searching TNs by duration.

SEARCH FOR TNS:BROWSE INTERNSHIPS

Browse Internships is a tool to search for very specific skill sets. It is NOT good for a generalsearch. To see this search tool, go to MyAIESEC.net> Exchange> EP> Browse Internships. Tosee more about how this tool works, watch the Youtube video:http://www.youtube.com/watch?v=i2GpIhKYYn0&lr=1

Input the following (leave the rest blank):

Date From: One year earlier than todays date (ex: May 10, 2015)

Date To: Todays date (ex: May 10, 2016)

Duration: Choose your duration

Academic and Working Backgrounds: Select ~2 criteria

Languages: Leave blank



Good for: Seeing very specific skill set TNs

Bad for: General Searches/ Seeing all the TNs Available

SEARCH FOR TNS:VIEW ADVERTISED TNFORMS

View Advertised Forms is a good tool to see urgent to match TNs looking for French. This meansthat they are looking for an EP to realize the TN very soon. This search tool will not show all theTNs available rather it will show only urgent to match TNs. To see this search tool, go toMyAIESEC.net> Exchange> EP> View Advertised TN Forms.



Good for: Seeing random Urgent to Match TNs looking for Americans

Bad for: Seeing all the TNs Available

MATCHING MANIASMatching Manias are online events hosted by specific AIESEC countries to facilitate matching in aquick manner by getting EPs and TN Managers all together in one place online at the same time.
http://www.youtube.com/watch?v=i2GpIhKYYn0&lr=1http://www.youtube.com/watch?v=i2GpIhKYYn0&lr=1http://www.youtube.com/watch?v=i2GpIhKYYn0&lr=1


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You will receive emails describing a matching mania for a specific segment (ex: ET TNs in China)and it will give a time, date, and one or more of the following:

Chat website

Skype ID of TN Manager

Signup Form

TN Search Tool Link (excel showing all their TNs)

If you are interested in the specific country, participate in the Matching Mania and ask the TNManager all the questions in the Questionsto Ask TN Manager section. The date and time of theevent are generally given in GMT time so you will have to do the time conversion to work for the UStime zones.

To find out how what our time zone is in comparison to GMT, go here:http://www.timeanddate.com/worldclock/city.html?n=195 and look at Current Time Zone Offset.

APPLY FOR TNS GENERAL

Normal Steps for Applying for TNs are:

Find the TN that you want to apply to Change your Personal Materials to be specific for the Specific TN

Send Emails to TN Manager

Ask all your questions about the opportunity

Interview

Verbal Acceptance from TN Manager

EP Acceptance Note is sent by you

TN Acceptance Note is received by you

APPLY FOR TNS:CHANGE PERSONAL MATERIALS

Once youve found a TN youre interested, get the TN ID and TN Manager Email from the TN Formon MyAIESEC.net. In any first email that you send to the TN Manager expressing interest in theirTN, you always do the following:

Attach CV (Resume) See examples:

http://www.myaiesec.net/content/viewfile.do?opern=next&contentid=10088252

Attach Motivation Letter tailored to that specific TN See examples:

http://www.myaiesec.net/content/viewfile.do?contentid=10088254

Put in Subject line French EP Applying for(Fill in TN ID Here)(Ex: French EP Applying forTN-In-US-CH-1099)

While you are not required to attach a motivation letter, it will help you stand out from otherapplicants in the event that it is a popular TN. If you are applying to an MT or TT traineeship, amotivation letter is an absolute must do. You should CC your EP Manager from AIESEC ESCP inall the emails you send so that they are kept up to speed on your progress and can better help you.

APPLY FOR TNS:EMAIL TNMANAGERS

You have to be very proactive in sending emails to TN Managers. Some will not respond due to thefact that they might be receiving 10s of applications each day. If you havent heard a responsewithin the 4 days, send another email requesting a response. You will have to keep track of what
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TNs youve contacted, which ones have responded, and with what information. We recommendusing an excel spreadsheet to organize your tracking. We recommend sending 10 first emails todifferent TN Managers per week. Generally if an organization is interested in you, they will carry outan interview through Skype to gather more information about your experience, test language skills,and learn more about you. Below is a list of TN Manager Responses and what you should do inresponse.

Response from TN Manager EP Action (Your Action)

Rejection Nothing you can do

Request for a Skype Interview Schedule the Interview and carry it out

Request for more information Give the requested information

Request for an Acceptance Note DONT SEND ACCEPTANCE NOTE RIGHTAWAY (See Section on Acceptance Note)

APPLY FOR TNS:SKYPE INTERVIEW

Skype is the online telephone program that AIESEC members use across the globe to communicateand carry out interviews. Youll have to get an account atwww.skype.com. Make sure not to makemistakes in time conversion across time zone or else it might leave an organization hanging on theother end waiting for you for an interview and you dont show up which isnt good for you. To seemore about time zone conversion, see the section on Matching Manias.

APPLY FOR TNS:QUESTIONS TO ASK TNMANAGER

Must ask questions for to the TN Manager:

Does the LC or the company provide accommodations or would I have to find my own?

Where would I live? How much does it cost?

How far away from my work would I live? How would I get to work?

How would I get around in the city? Is there a transportation system? How much does itcost?

How many other AIESECers are doing traineeships in your city?

How many people are in your LC?

How much are living costs?

What type of visa will I need? What is the process of getting it? How much does it cost?

How long will I be working each day? What days of the week will I work? Will I primarily be working alone or with other people?

Are there any safety concerns I should know about?

Be sure you are happy with the TN Form details

Are you happy with the job hours? (in TN Form)

Are you completely happy with the job description? (in TN Form)

APPLY FOR TNS:ACCEPTANCE NOTE (AN)

If you are absolutely sure you are ready to commit to one TN in particular, you are ready tosend your Acceptance Note (otherwise known as the work contract). It is your contract andagreement to absolutely participate in the traineeship if the company or organization accepts you,
http://www.skype.com/http://www.skype.com/http://www.skype.com/http://www.skype.com/


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so it is not something to play around with. If you send an acceptance note and later refuse to do thetraineeship, you will be rejected from AIESEC Chapel Hill as an EP and you will not get a refund ofthe initial participation fee nor the match fee (see signed contract in aieseconline.net).

You can only send 1 Acceptance Note (AN) at a time. If you send 2 Acceptance Notes (AN)to different TN Managers at the same time, you will be rejected from AIESEC Chapel Hill as an EPand you will not get a refund. After you send an acceptance note, you must wait 10 days to receivea response from the organization/company regarding your acceptance, BEFORE you can sendanother acceptance note. If they dont respond within 10 days, the signed Acceptance Note is void.The following table shows example situations and the result in the event that you sent your EPAcceptance Note to the TN.

The Match Fee as explained in the contract on aieseconline.net will be charged in the eventthat you send in an Acceptance Note and are accepted by the organization. We recommend thatyou talk about the Acceptance Note with your EP Buddy before you do it just to make sure that its inyour best interest.

Sending EP Acceptance Note

Download the Acceptance Note:

http://www.myaiesec.net/content/viewfile.do?contentid=10249058 Print Acceptance Note filled out with all the specific information

Sign your signature by hand with a pen

Scan the Acceptance Note into the computer using a scanner

Send the scanned image to the TN Manager

Response from TN Manager EP Action (Your Action)Rejects you between 1 & 10 days afteryou sent your AN

Your signed Acceptance Note is void and you cannow send other ANs to other TNs

Sends the TN Acceptance Notebetween 1 & 10 days after you sentyour AN

You are obligated to carry out that traineeship.

Verbally accepts you after between 1 &10 days after you sent your AN

A verbal acceptance does not mean anything untilyou have the TN Acceptance Note signed by thecompany/ organization. You should send anemail requesting the TN Acceptance Note.

Note: A match is not final until you have received the TN

Acceptance Note (contract) from the TN with the

signature of the company/organization. A verbal

acceptance from the TN manager does NOT finalize a

match and does NOT mean anything.3. Question and Answer (Q&A)
http://www.myaiesec.net/content/viewfile.do?contentid=10249058http://www.myaiesec.net/content/viewfile.do?contentid=10249058http://www.myaiesec.net/content/viewfile.do?contentid=10249058


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WHAT IF A TNMANAGER DOESNT RESPOND WHEN I EMAIL HIM/HER?

There are a number of possibilities. It could be that the TN Manager has received so manyapplicants for one specific TN that he/she just hasnt had time to respond to everyone. It could bethat they have had a busy week at the University; after all they are students as well. Werecommend that if the TN Manager hasnt responded within 4 days, go ahead and send anotheremail reminding him/her that you wanted to apply for their TN.

HOW DO I KNOW IF HOUSING OR FOOD IS PROVIDED BY THE TN?

That is something you would have to ask directly to the TN Manager. Some TN Forms will have itwritten in there, but most will not. To find out all thats provided, you just have to ask the TNManager.

DOES THE TNACCEPTANCE NOTE COME FIRST, OR DOES THE EPACCEPTANCE

NOTE COME FIRST?

In short, the answer is that it depends.A TN Acceptance Note would come first only the event of DT that hardly provides anything and isnot competitive at all. In this case, they would only send the TN Acceptance Note first if the TNManager was really interested in matching it as soon as possible and was not getting otherapplicants. This scenario is very rare and not something you should count on.

An EP Acceptance Note is sent first in the large majority of the situations. You should NOT expectthat the TN send their TN Acceptance Note before you send your EP Acceptance Note. If there ismore than 1 applicant to the TN (which is very common), they are going to select the EP that sendsin their EP Acceptance Note over the one that doesnt. For MT and TT TNs, you will NEVER receivethe TN Acceptance Note first.

WHAT SHOULD IEXPECT BEFORE SENDING IN MY EPACCEPTANCE NOTE?Never send in your EP Acceptance Note before getting every single one of your questions answeredand talking in person (through Skype) to the TN Manager. If you have not done this, DO NOT sendin your EP Acceptance Note. You should NOT expect to have an interview with theorganization/company before sending in your EP Acceptance Note. The TN Manager will generallyonly allow you to interview with the organization/company if you have committed to doing that TN bysending in your EP Acceptance Note.

THE TNMANAGER CONTINUES TO ASK FOR MY EPACCEPTANCE NOTE EVEN

THOUGH I HAVENT HAD AN INTERVIEW WITH THE ORGANIZATION. DO I SENDIT OR NOT?

The TN Manager will always keep asking for your EP Acceptance Note because that is what theneed to match their TN. Their primary objective is to match their TN with the most qualifiedapplicant possible. Just because they demand the EP Acceptance Note right from the beginning,doesnt mean that you should send it in immediately. You should always get every single one ofyour questions answered and have an in-person interview with the TN Manager (by skype) beforeyou send in your EP Acceptance Note. TN Managers will generally not allow you to interview withthe company/organization until you have sent in your EP Acceptance Note, so dont expect to beable to do it.

Documents

EP Guide Pre-Match