Global internship programme_management

Global Internship Programme (GIP) ManagementHow to use MyAIESEC.net to manage our Global Internship Programme

Table of ContentsPlease make sure you have the right permissions in MyAIESEC.net before you start. This tutorial is aimed at Presidents and EB’s of national or local committees, Exchange Responsible and EPs. Please replace the information with your respective GN, Country or LC whenever applicable in the examples shown in the tutorial.Becoming part of the GIP as an EPUsing the GIP Menu as an EPBecoming a GIP Form ManagerManaging Exchange through the Team Member and Team Leader MenusPromoting Exchanges

1. Becoming Part of the GIP as an EP

1. Becoming part of the GIP as an EPThere are two ways in which a member can join the Global Internship Programme as an EP: By choosing to move to the Global Internship Programme then looking for an exchange

Looking for an GIP Opportunity then deciding to apply for itWe will take you through these two ways now.

1. Becoming part of the GIP as an EPLogin to MyAIESEC.net, from the top menu, hover over My Experience Menu:-Under the My Programs and Phases submenu choose the Take Global Internship Programme option (fourth menu option).-Or click on the My Programmes menu landing page select, Take Global Internship Programme Link on the pageOption 1. Moving to the GIP then looking for an exchange

1. Becoming part of the GIP as an EPOn clicking the menu, the user will be prompted to ensure that their Personal Information, Academic Information, Professional Information, Backgrounds, Skills and Languages are up to date. The user can make this update by clicking on any specific link. This will redirect them to the edit menu and once saved they will be returned back to My Programs menu, they will also need to select which committee they would like their form to be under. The options they have will depend on the specific committees where they have had an experience in the past. They then click ‘Apply’ to continue the process or ‘Cancel’ to end itOption 1. Moving to the GIP then looking for an exchange

1. Becoming part of the GIP as an EPOn finishing editing the user information, the user would now be required to selectPreferences for their internship which would include:-Duration-Starting and Ending Dates-Issues they would like to work with on their GIP exchangeRegions in which they would like to do their exchangeOnce done, they should select ‘Generate Form’ to continue. The form is generated and if satisfied, the user would select ‘Save’The form will be on status ‘New’An EB member would be prompted to change the form from New to Available and can do so in the Team Leader Programme MenuOption 1. Moving to the GIP then looking for an exchange

1. Becoming part of the GIP as an EP

1. Becoming part of the GIP as an EPThe user can now use the Opportunities search section where they can browse for a GIP exchange that they would like to apply for.By going to Opportunities and then selecting ‘View Exchange Opportunities’In the Browse Exchanges menu, they have the option to select:-Type-Committee-Duration of Internship-Backgrounds-Skills-Degree Level Desiredin order to search for a desired GIP exchange opportunityOption 1. Moving to the GIP then looking for an exchange

1. Becoming part of the GIP as an EPIf a user finds an opportunity that they are interested in, on viewing it, if they want to apply, they would need to select it and click on the ‘Apply’ Tab. (User would be apply to apply if their form has been changed from ‘New’ to ‘Available’ or else will be prompted to get this change done)If a user doesn’t find something they want to apply for immediately, they will be considered to have started the Global Internship Programme and this Programme will be in ‘New’ or ‘Available’ status depending on whether this change was made or not.Option 1. Moving to the GIP then looking for an exchange

1. Becoming part of the GIP as an EPOption 1. Moving to the GIP then looking for an exchange

1. Becoming part of the GIP as an EPOn clicking the ‘Apply’ Tab the user would be added to the TN Match Monitor for this TN Form.The manager responsible for this form will receive an alert in the interest shown by this EP to the TN.The user whose EP form is showing interest can track progress through the Match Monitor in the GIP Menu. Option 1. Moving to the GIP then looking for an exchange

1. Becoming part of the GIP as an EPLogin to MyAIESEC.net, from the top menu, hover over Connect Menu:-Under the Opportunities submenu choose the View Exchange Opportunities option (third menu option).Option 2. Finding a GIP Opportunity then Applying for It

1. Becoming part of the GIP as an EPThe user is redirected to the Opportunities search section where they can browse for a GIP exchange they would like to apply for.In the Browse Exchanges menu, they have the option to select:-Type-Committee -Duration of Internship-Backgrounds-Skills-Degree Level Desiredin order to search for a desired GIP exchange opportunityOption 2. Finding a GIP Opportunity then Applying for It

1. Becoming part of the GIP as an EPIf a user finds an opportunity that they are interested in, on viewing it, if they want to apply, they would need to select it and click on the ‘Apply’ Tab. Option 2. Finding a GIP Opportunity then Applying for It

1. Becoming part of the GIP as an EPOption 2. Finding a GIP Opportunity then Applying for It

1. Becoming part of the GIP as an EPOn clicking the ‘Apply’ Tab the user would be redirected to the ‘Take Global Internship Program’ under the My Experience Menu to initially update their profile and generate their EP Form.Option 2. Finding a GIP Opportunity then Applying for It

1. Becoming part of the GIP as an EPOn updating their profile and generating their EP Form, an EB member will receive an alert to be able to change the status of the form from ‘New’ to ‘Available’.Only after this change has been made can they be able to apply for this internship they wish to.Option 2. Finding a GIP Opportunity then Applying for It

2. Using the GIP Menu as an EP

2. Using the GIP Menu as an EPOn becoming part of the GIP programme, the GIP menu enables EPs to be able to manage their own exchange experience through giving them the ability to do the following:-Manage and update their EP Forms and save TN Forms of interests through the ‘My Forms’ Menu-Track the progress of their matching through the ‘Match Monitor’-Search for and apply for various opportunities through ‘Browse Exchanges’

2. Using the GIP Menu as an EPIn ‘My Forms’ Menu, you would be able to view two types of forms:My EP FormsThis is where all the EP forms connected with your profile whose realisation date havent been completed will be viewedMy Saved TN FormsThis is where, all TN Forms on viewing them, you choose to ‘Save’ them, would be stored for easy access. My Forms Menu

2. Using the GIP Menu as an EPThis gives a view of all the status of your EP Forms in the process of being matched to a TN. A TN can have up to 3 EP Forms within their TN Match Monitor.An EP Form can be within one* processes at a time Match Monitor Menu

2. Using the GIP Menu as an EPThrough the ‘Browse Exchange’ menu, EPs have quick access to search for TNs on their choice without having to go to the Opportunities section.Again an EP can Save a TN, apply for it directly, Ask the TN Manager a Question, Export the TN to pdfor Share the opportunity with someone else in AIESEC who they think will be interested. Browse Exchanges

3. Becoming a GIP Form Manager

3. Becoming a GIP Form ManagerEvery form has an EP or TN Manager.EPs can decide to manage their own forms or appoint someone else to manage their form, the EP Manager.All TN Forms need to be managed by someone as the companies cannot manage these themselves.Appointed EP Managers and TN Managers should be taking part in the Team Member or Team Leader Programmes.Below you will find the ways in which an EP Manager and a TN Manager can be appointed.

3. Becoming a GIP Form ManagerAn EP can appoint another user as EP Manager through the following way:In the GIP MenuGo to My FormsChange the EP ManagerUser can select an EP Manager from one of the people in the committee that is in the Team Member or Team Leader ProgrammeOn selecting and making the change, the EP Manager receives a notificationThe Form will appear in the ‘My EP Forms’ in the My Forms Feature under Exchange Management sub menu in the Team Member Programme sectionAppointing an EP Manager

3. Becoming a GIP Form ManagerA TN Manager can be appointed in the following way:User who wishes to be the TN Manager would go to the Partnership Management Landing PageAppointing a TN Manager

3. Becoming a GIP Form ManagerCheck if the organisation or project exists already within your committee by viewing all organisations and projects in the sections of the page ‘All Organisations’ and ‘All Projects’ , then select the Organisation or Project in your committee that you want to generate a TN Form for.If not, use ‘Add Organisation’ or ‘Add Project’ on the Partnership Management sub menu to fill in the details of this organisation or project that is taking on the exchangeAppointing a TN Manager

3. Becoming a GIP Form ManagerOn selecting or adding the Organisationor Project, you will be able to view details of the specific organisationor Project.On this view page, select ‘Create TN Form’ to be able to create a form.This user would become the TN Manager of this form.On the Partnership Menu Landing Page, this Organisation or Project will now appear in the TN Manager’s section of ‘My Exchange Takers’Appointing a TN Manager

4. Managing Exchange through the Team Member and Team Leader Menus

4. Managing Exchange through the Team Leader and Team Member MenusIn order for TN and EP Managers to manage the exchange process, the Exchange Management Menu found in the Team Member Programme enables them to do so. It contains:Browse Exchanges: for the Managers to easily search and match their forms to suitable choicesSupply and Demand Management: to constantly understand the pipeline and need in the networkMy Forms: A place for the managers to keep track of all the EP and TN Forms they are managingManage Forms: To be able to make the necessary changesMatch Monitor: to track matches andGEP Module: If managing Global Exchange Partners along with AIESEC International

4. Managing Exchange through the Team Leader and Team Member MenusIn the managers ‘Browse Exchanges’ section, they will be able to do the following:-TN Managers: search for Suitable EPs and then search for their TN and begin the match process with their TN.-EP Managers: search for Suitable TNs and then search for their EP and begin the match process with their EP.Browse Exchanges

4. Managing Exchange through the Team Leader and Team Member MenusIn the ‘Supply and Demand’ section, they will be able to do the following:-Search for the Demand (TN) or Supply (EP) Ranking and view the ranking of all backgrounds, (not just the top 10!) to view the possibility of getting the best match for the TNs and EPs being raised.Supply and Demand Management

4. Managing Exchange through the Team Leader and Team Member MenusThis is a collection of the forms being managed by the user.If the user is only a TN Manager, then they will see all the forms they are managing in ‘My TN Forms’ and nothing would appear in ‘My EP Forms’ and if the user is only an EP Manager then vice versa would occur.If the user manages both TNs and EPs then both menus would show the TNs and EPs (respectively) that they manage.My Forms

4. Managing Exchange through the Team Leader and Team Member MenusIn this menu, the EP or TN Manager would be able to do the following actions to the form:Edit the Form

Change the Manager of the form

Change the status of the form (however, only P/EB will be able to change the form from ‘New’ to ‘Available’)Manage Forms

4. Managing Exchange through the Team Leader and Team Member MenusThis gives a view of all the status of your EP or TN Forms in the process of being matched to a TN or EP. A TN can have up to 3 EP Forms within their TN Match Monitor.An EP Form can be within one* processes at a time. Match Monitor

4. Managing Exchange through the Team Leader and Team Member MenusFor countries working with Global Exchange Partners, through this menu, the TN Manager, President of the Committee or EB member will be able to Approve or Reject a TN Form if raised by a Global Co-ordinator on behalf of the MC or LC where the form is being raised through the Link ‘Approve/Reject GEP TN by MC Contact’GEP Module

4. Managing Exchange through the Team Leader and Team Member MenusOn approval, this GEP TN will them be able to be raised by AIESEC International through the GEP Process.The TN Manager who has been placed as an MC Contact and P/EB of the committee will be notified everytime a Global Co-ordinator raises a form on behalf of the MC so that the approval can be done.GEP Module

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