AIESEC SIPO Compendium - Updated 07th August 2010

8/6/2019 AIESEC SIPO Compendium - Updated 07th August 2010

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Last updated: 07 August 2010

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CHAPTER 1 CONSTITUTION

(pending ROS Approval and update)

CHAPTER 2: STANDING ORDERS

CHAIR

1. The Chairperson, elected at the first Plenary of each legislative meeting, shall occupy theChair. In his/her absence, the meeting shall elect its own Chairperson.

2. If the official ordinarily entitled to take the Chair is so affected by or interested in any motionas to render it advisable, in the opinion of the members, that he/she vacate the Chairduring the discussion of the motion, it shall be permissible for members to move, second andvote upon a motion that he/she vacates the Chair during the discussion. If the motion iscarried, the meeting shall temporarily elect the Chairperson.

3. The Chairperson shall be the sole interpreter of the Standing Orders.

4. The MC shall be the final interpreters of the provisions of the Compendium, apart fromstanding orders, and except in cases where they are interested parties, the Chairperson shallmake the final ruling.

5. The Chairperson shall neither vote nor take part in the discussion of the meeting.

ROLL CALL

6. That, in order to avoid confusion during voting, a Roll Call shall be taken at thecommencement of all Plenaries of legislative meetings.

Further, should delegates subsequently join the Plenary, they shall inform the Chairperson of their

presence and this shall be recorded in the minutes.

At the start of the first Plenary, the Chairperson shall inform delegates of these procedures.

VOTING

7. In voting, motions shall be carried by a simple majority, unless the Constitution orCompendium provides otherwise. The casting of votes shall be in the following order : Votesfor, against, abstentions. If the number of votes for and against a motion are equal, the motionshall be regarded as not carried. Delegates abstaining shall be considered as non-voting.

8. Only delegates who have attended at least two-thirds (2/3) of the previous plenaries of thatlegislative meeting will be allowed to vote in the final plenary of the legislative meeting.

9. Observers and guests of the legislative meetings shall only be heard with the permission of themeeting.

10. All delegates have the right to propose or second motions and amendments.

MOTIONS

11. No motion or amendment shall be open for discussion until it has been seconded, but theproposer shall have the right to speak on a motion in order to find a seconder.

12. Motions that have been approved in Working Groups and Subcommittees shall be circulated

in writing before the matter can be voted upon. Where this is not possible, there must at leastbe ample opportunity provided for discussion by the delegates.


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13. No matter shall be discussed unless it concerns on approved subject on the agenda, except atthe discretion of the Chair.

14. A motion shall only be open for discussion or amendment after the proposer and seconderhave been given the opportunity to speak in support of the motion.

15. No motion or amendments which have been accepted by the Chair shall be withdrawn withoutthe consent of the meeting. Neither shall any addendum be added to a motion once acceptedwithout such consent.

16. That the following forms of legislation be allowed at legislative meetings:

(a) Motionswhich remain indefinitely in the Compendium unless amended or deleted bysubsequent legislative meetings.

(b) One year motionswhich are binding until the legislative meeting one year from the one at which the

motion was passed.

(c) Mandatesto a recognized body of the Association binding for a specified period of time, toperform a function outside the ordinary course of duty.

AMENDMENTS

17. No amendment shall be moved, by the Chairperson's ruling, rescinds, negates or destroys theoriginal motion.

18. No other amendment shall be moved until the first amendment has been disposed of, butnotice of further amendments may be given.

19. If an amendment be rejected, other amendments may be moved on the original motion. If anamendment be carried, the motion as amended shall become the motion, and shall be thequestion to which any further discussion may be moved, or upon which the final vote is taken.

20. The proposer of a motion, but not of an amendment, shall have the right to reply directlybefore a vote is taken.

ORDER OF PRECEDENCE

21. That the Chairperson shall allow the following procedural motions to put when there isalready a proposition on the floor, in the following order of precedence:

(a) That the motion now be put.(b) A motion to postpone or adjourn the matter to a specified later meeting.(c) A motion to refer matter to a committee or Subcommittee for investigation for report.(d) A motion to limit the debate to a certain specified time period.(e) That a matter lie on the table.(f) A motion of no confidence in the Chair.(g) A motion to adjourn the meeting to a later specified time or date.

Motions provided for by the clauses (a), (e) and (f) must receive a majority of two-thirds (2/3)of the votes cast i.e. excluding abstentions.

22. If the motion "That the motion now be put" has been seconded, no further discussion of theoriginal question, but a member may give notice of his/her desire to speak further on the

original question. If the motion is carried, only the proposer of the original question underdiscussion shall be allowed to speak before the original question is put to vote.


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23. If the motion "to limit debate to a certain specific period of time" is carried, the Chairpersonshall draw up a list of those wishing to make their first speech on the subject and allot eachone an equal proportion of the specified period. The proposer shall be allowed five minutes tosum up before the original motion is put to vote.

24. Should any procedural motion under section 22 be defeated, twenty (20) minutes shall elapsebefore such a motion may be proposed again, unless the Chair is of the opinion that thecircumstances have materially altered in the meantime.

POINTS OF ORDER

25. In addition to discussing on a motion, the Chairperson shall allow the following points inorder of precedence:

(a) Point of Order;(b) Point of Personal Explanation;(c) Point of Information to Somebody;

(d) Point of Information from Somebody.

26. A point of order must be heard at all times, and the Chairperson shall give his ruling beforethe motion is further discussed. Points of order shall deal with the conduct of procedure of thedebate. The member rising to put the point of order shall prove one or more of the following:

(a) That the speaker is travelling outside the scope of the motion under discussion,(b) That he/she is using unparlimentary language.(c) That he/she is infringing upon the Constitution or Standing Orders.

CONDUCT OF THE MEETING

27. A speaker shall direct his/her speech strictly to the motion, or amendment under discussion. Ifno definite motion or amendment is before the meeting, the speaker shall direct his/her speechstrictly to the point on the agenda under discussion.

28. Every member shall address himself/herself solely to the Chair.

29. No member shall be allowed to speak more than once on a motion, as long as a member whohas not spoken on that motion desires the floor. No member shall speak for longer than ten(10) minutes at one time without permission of the meeting.

30. The Chairperson shall have the right to make a speakers list and close it according to his/her

discretion.


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CHAPTER 3: ORGANIZATIONAL MANAGEMENT/MEMBERSHIP

1. NATIONAL MEETINGS

1.1 MC-BOA MEETINGS

1.1.1 That this meeting be held at least twice a year for the purpose of(a) Presentation & review of Strategic Plan(b) Introduction of new Member Committee (MC) members(c) Feedback and support from Board of Advisors (BOA)(d) Financial Reporting

1.1.2 In order to proceed with a MC-BOA meeting, a minimum quorum has to bereached, comprising:(a) 3 members of the Board of Advisors(b) Member Committee President (MCP)(c) Member Committee Honorary General Secretary (MCHGS)(d) Member Committee Vice President Finance (VPF)(e) All Local Committee Presidents (LCP)

1.1.3 Attendance of guests at MC-BOA meetings are by invitation of the MCHGSunder the instruction of the MCP only.(a) All invited guests will have to confirm their attendance at the

meeting with the MCHGS 72 hours prior to the meeting.(b) All invited guests will have no speaking rights for the duration of

the meeting unless permission is granted by the MCHGS.

1.2 MC-BOD MEETINGS

1.2.1 That this meeting be held on a quarterly basis for the purpose of(a) Presentation & review of Strategic Plan

(b) Introduction of new Member Committee (MC) members(c) Feedback and support from Board of Directors (BOD)(d) Financial Reporting

1.2.2 In order to proceed with a MC-BOD meeting a minimum quorum has to bereached, comprising:(a) 3 members of the Board of Directors(b) Member Committee President (MCP)(c) Member Committee Honorary General Secretary (MCHGS)(d) Member Committee Vice President Finance (VPF)(e) All Local Committee Presidents (LCP)

1.2.3 Attendance of guests at MC-BOD meetings are by invitation of the MCHGS

under the instruction of the MCP only.(a) All invited guests will have to confirm their attendance at the meeting

with the MCHGS 72 hours prior to the meeting.

(b) All invited guests will have no speaking rights for the duration of

the meeting unless permission is granted by the MCHGS.


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2. ORGANISATIONAL STRUCTURE

2.1 AIESEC Singapore shall be divided into the following 2 categories.

2.1.1 Facilitation of the AIESEC Experience(a) Exchange

(b) Communications(c) Talent Management

2.1.2 Supporting functions(a) Administration(b) Finance(c) External Relations(d) Any function set up by the Member Committee where necessary to

ensure the proper and sustainable management of the organisation.

2.2 Standardization of job titles

2.2.1 The various positions in the Member Committee shall be as follows:

(a) Member Committee President (MCP)(b) Member Committee Honorary General Secretary (MCHGS)(c) Member Committee Vice President Finance (VPF)(d) Any position set up by the Member Committee where necessary to

ensure the proper and sustainable management of the organisation.

2.2.2 Each Local Committee shall be made up of an Executive Body (LCEB) withthe following positions:(a) Local Committee President (LCP)(b) Local Committee Honorary General Secretary (LCHGS)(c) Local Committee Vice President Finance (LCVPF)(d) And any other committee members as deemed fit by the office-bearers

of the local committee.

2.2.3 Persons heading project or ad hoc committees shall only address himself(herself) as the Organising Committee President (OCP), which shall includereference to the OC's year of operation.E.g. Orientation camp OCP

NLDS99 OCP

2.2.4 Persons heading regional/international conference committees shall onlyaddress himself (herself) as the Congress Committee President (CCP),which shall include reference to the committees yearof operation.E.g. APXLDS99 CCP

3. LOCAL COMMITTEE (LC)

3.1 A LC shall be any incorporated body composed of students who are enrolled at anytertiary education institution in Singapore leading to a degree course, accepted assuch by the MC in a General Meeting. All members of the LC shall be OrdinaryMembers

3.2 The LC shall be divided into 3 classes:a. Prospective Local Committee (the LC shall remain in this status through a

duration of maximum 1 year)b. Probationary Local Committee (the LC shall remain in this status through a

duration of max. 2 years)c. Full Local Committee

only full LCs are entitled to vote at national legislative meetings.


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3.3 The minimum guidelines for the qualification for each class of LC are as per thecriteria listed in Appendix 1.

3.4 The work year for a LC is from AGM to AGM. A full LC which does not meet anyof the above criteria within their work year will be penalized according to the criterialisted in Appendix 1.

4. BOARD OF ADVISORS (BOA)

4.1 The Board of Advisors (BOA) shall act as an external body whose role includes butis not restricted to:(a) providing advice and support, where relevant, to the plans and operations of

AIESEC Singapore(b) acting as the body to which the Member Committee financially reports to as part

of accountability

4.2 The members of the Board of Advisors (BOA) shall be ratified by the members ofAIESEC Singapore at the renewal process taking place once every two years.

4.3 Terms of reference for the Board of Advisors are as stipulated in Appendix 5

5. BOARD OF DIRECTORS (BOD)

5.1 The Board of Directors (BOD) shall act as a body whose role includes but isnot restricted to :

(a) Ensuring that the MC complies with the AIESEC Way(b) Providing strategic advice to the MC(c) Holding the MC accountable to their actions and plans(d) Provide continuity between MC terms

5.2 The Terms of reference for the Board of Directors (BOD) are as stipulated inAppendix 10.

6. NATIONAL PATRONS GROUP6.1 National Patrons are prominent business and society leaders resident in Singapore

with a keen interest in the development of tomorrows leaders.

6.2 Each Patron is appointed for a two-year term on the basis of their international

leadership, vision and set of values that closely align with those AIESEC develops

among the membership. They are drawn from all sectors and areas of society.

6.2.1 The Member Committee (MC) shall have the authority to invite any

prominent business and society leaders resident in Singapore to be part of

the National Patrons Group.

6.2.2 The term of service for a Patron shall be renewed by invitation of the

Member Committee (MC).

6.3 The National Patrons serve as an external body whose role includes but is not

restricted to:

(a) Providing credibility to and recognition for AIESEC in Singapore

(b) Endorsing our activities and programs


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7. PROJECT BASED ON EXCHANGE (PBOX)

7.1 A PBOX is a project based on a particular socio-economic issue incorporating theelements of the AIESEC Experience.

7.2 Any project based on a particular socio-economic issue will be categorised as a

PBOX and be required to fulfil the criteria for a PBOX in Appendix 6.


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CHAPTER 4: FINANCE

1. General

1.1 The Member Committee President is responsible for the funds and fees of AIESECSingapore.

1.2 The Vice President Finance (MCVPF) shall be responsible for all financial matters ofAIESEC Singapore. Within the limits of the budget and decision made by theMember Committee (MC), the MCVPF is responsible for the daily expenditure.

1.3 The MCVPF is responsible for maintaining complete records of all financialtransactions of AIESEC Singapore.

1.4 The MCVPF shall prepare and present the financial report (audited or otherwise) atthe Annual General Meeting (AGM). This report would include the Cash FlowStatement, the Balance Sheet and the Statement of Revenue and Expenditure.

1.5 The Financial Statements shall be presented against a comparison to budgetedfigures. Any materials deviations from the budget must be explained in notes to theFinancial Statements.

1.6 The MCVPF shall have the power to appoint any person(s) to assist in any financialarea upon the approval of the MC.

1.7 The MCVPF shall have the authority to delegate the Local Committee finance to theLocal Committee Vice President Finance (LCVPF) who is accountable to the MC.

1.8 The Member Committee Vice President Finance (MCVPF) and the Local CommitteeVice President Finance (LCVPF) will be recognized for Bank Purpose.

1.9 The financial year of AIESEC Singapore runs from 1 April to 31 March thefollowing year.

2. INCOME

2.1 Credit Income

2.1.1 MCVPF and LCVPF are the only persons authorised to issue invoices.

2.1.2 Memorandum of Understanding (MOU) will be issued to the sponsorsbefore the invoices.

2.1.3 Individual committees are allowed to produce their own MOUs due to thedifferent nature of each committee. However, the MOUs are subjected to thereview and approval (require signature) of the MCVPF.

2.1.4 Income should be recognized when the invoices are issued.

2.1.5 Cheque received should be banked in the next banking day.

2.2 Cash Income

2.2.1 Only authorised persons appointed by the MCVPF and the OrganisingCommittee President (OCP) are allowed to issue official receipts.

2.2.2 Only standard AIESECs official receipts should be used.


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2.2.3 Cash collected should be consolidated within TWO (2) working days to behanded to the MCVPF.

2.2.4 The MCVPF or LCVPF is to issue a receipt voucher to acknowledge thecash claim and bank in the cash by the next banking day.

2.3 Petty Cash

2.3.1 There is no petty cash being kept.

3. BUDGET

3.1 The budget is the basis for the administration of all income and expenditure.

3.2 All extraordinary items (i.e. items that are not specified in the budget or exceedingthe budget) shall be authorized as follows:(a) That amounts less or equal to $50; prior authorization by the LCVPF or

MCVPF.(b) That amounts greater than $50 but less than $500; prior authorization by

MCVPF only.(c) That amounts greater than $500; prior authorisation from the deliberation of

MCVPF, MCHGS and MCP.

3.3 The annual budget shall not go into a deficit, unless approval is given by the MC.

4. MEMBERSHIP FEE

4.1 The Membership Fee shall be $35.00 per member (applicable only to people in their1st year in AIESEC) and paid within two (2) weeks of being recruited into AIESECSingapore.

5. LOCAL COMMITTEE FINANCE

5.1 The LCP shall be responsible for the employment of funds and fees in the LocalCommittee. He / She is to ensure that the LC is financially stable and accountable tothe LC and MC.

5.2 The LCVPF shall be responsible for all financial matters of the Local Committee.Within the limits of the budget and decision made by the Local Committee, theLCVPF is responsible for daily expenditure.

5.3 The LCP and LCVPF shall approve and consolidate the LC budget and submit to theMCVPF on a timely basis for approval and further consolidation.

5.4 The LCVPF shall submit the consolidated LC financial statements for the financialyear ended 31 March by 15 April of the same year.

6. ACCOUNTING

6.1 The basis for rendering accounts is double entry bookkeeping system.

6.2 The accounts are to be in accordance with the items of the budget.

6.3 That the historical cost convention is the basis in the financial accounting system.

6.4 The LCs and MCs accounts shall be consolidated.


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7. BANK ACCOUNT

7.1 MC cheque payments shall be authorised by the MCVPF and one of the LCVPFs.

7.2 All receipts shall be made payable to : AIESEC SINGAPORE

8. INTERNAL CONTROLS

8.1 Vouchers

8.1.1 All vouchers are to be serialized and filed consecutively.

8.1.2 Payment vouchers are used for issuance of cheque.

8.1.3 Every voucher must be supported by original bills, receipts or records.

8.1.4 Every voucher must be signed by MCVPF and bear the AIESEC Stamp for

proof of validity.

8.2 Other Records kept

8.2.1 Besides maintaining proper record of vouchers, invoices and claim forms,the following documents shall be kept by the respective office-in-charge:

MCVPF - MC Cheque Book- MC Cash at Bank Book- General Ledgers book- Bank Reconciliation Statements- Official Receipts Book- List of authorized signature of various LCVPFs.

LCVPF - LC Cheque Book

- General Ledgers book- Official Receipts Book

9. AUDIT

Honorary Auditors are to be appointed at the Annual General Meeting upon recommendationby the MCVPF.

10. CAPITAL RESERVE

10.1 Objectives of Capital Reserves are as follows:(a) To provide the foundation for extension and consolidation;(b) To ensure financial stability to AIESEC Singapore; and(c) To cushion against unexpected deficits and for emergencies.

10.2 The Member Committee shall be responsible to the general membership formaintaining, deploying and monitoring the movements of the capital reserves.

10.3 Withdrawals are only permitted in the following instances:

(a) The MC runs into a deficit with no alternative funds available or possible meansto cut down expenditure;

(b) The LC runs into a deficit despite all possible means to cut down expenditures inprojects or functional committees;

(c) Extension and consolidation plans approved by the MC.


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(d) Any other purposes that are deemed fit and appropriate by members where :

(i) Employment of less than 40% of the capital reserve funds besubjected to the approval of the majority of the MC (includingLCPs); whilst

(ii) Employment of 40% and above of the capital reserve funds be

subject to approval by the members in a General Meeting.

10.4 AIESEC Singapore is allowed to deposit no more than 50% of the previous yearscash reserve in a fixed deposit.

11. EVENTS

11.1 Events refer to a set of activities organised by the membership of AIESEC Singapore

can be classified as:

11.1.1 Local Committee Events

11.1.2 Member Committee Events

11.2 Profits accumulated from and/or expenses incurred by the event will be trackedaccording to the event Organising Committees approved budget.

11.3 All sponsorships received in cheque shall be made payable to AIESEC Singapore.

11.4 Cheque recipients of cash sponsorships on behalf of AIESEC Singapore are to

transfer the sponsored amount to AIESEC Singapore, DBS Current Account 020-

006944-9 through a DBS/POSB Cash Deposit Machine or over the counter at DBS

bank.

11.4.1 All transaction receipts showing documentary proof of the transfer shall be

submitted to the Member Committee Vice President Finance for recording

purposes.

11.5 Organising Committees of a Local Committee event shall create an event budget to

be approved by the Local Committee Vice President Finance at least three months

before the commencement of the event.

11.6 Organising Committees of a National Committee event shall create an event budget

to be approved by the Member Committee Vice President Finance at least three

months before the commencement of the event.

11.7 All budgeted expenses incurred by the event will be paid by the Organising

Committee for which AIESEC Singapore will reimburse the Organising Committee.

11.7.1 Crossed cheques of the transaction amount payable to the vendor will be

issued at the request of the Organising Committee if the value of the

transaction exceeds $200.00.

11.8 The Organising Committee President and/or Vice President Finance shall have

fortnightly meetings with the Local Committee Vice President Finance or Member

Committee Vice President Finance to review the financial progress of the event as

well as to decide on future cash flow and expense priorities.

11.8.1 Such fortnightly meetings shall be with the Local Committee Vice President

Finance if it is a Local Committee Event.


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11.8.2 Such fortnightly meetings shall be with the Member Committee Vice

President Finance if it is a Member Committee Event.

11.9 Organising Committee President or Vice President of Finance should track, monitor

and report the financial performance of the event, alongside with Local or Member

Committee Vice President of Finance to ensure accountability

11.10 Within 5 working days upon the end of the event, a financial report for the event has

to be submitted to the Local Committee Vice President Finance or Member

Committee Vice President Finance.

11.10.1 For all local committee events, the financial report shall be submitted to the

Local Committee Vice President Finance.

11.10.2 For all member committee events, the financial report shall be submitted to

the Member Committee Vice President Finance.

11.10.3 The financial report of the event to be submitted shall consist of the

following:

(a) Income Statement

(b) Budget of the event

(c) Variance Analysis Report

11.11 All monies or cash revenue collected from the event shall not be used to pay for any

transaction without prior approval from the Member Committee Vice President

Finance.

12. TRAINEE RECEPTION

12.1 Reception refers to a set of services provided by AIESEC Singapore to welcome

incoming trainees to Singapore.

12.1.1 Such services shall consist of:

(a) Airport Arrival Services

(b) Social Cultural Activities

(c) Reception Materials

(d) Subsidy for AIESEC Singapore Events

12.2 AIESEC Singapore budgets $335.00 for each reception package. The specific

breakdown of the reception package budget is as per Appendix 8.

12.2.1 Expenses for each component of the reception package budget shall not

exceed the amount allocated to it; as per Appendix 8.

12.3 Claims for airport arrival services can be claimed for the taxi journey from the airport

to the residence of the trainee and from the residence of the trainee to the residence of

the reception officer only.

12.3.1 Claims for the taxi journey to the airport for the purposes of airport pickup

are not allowed.


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12.3.1.1An exception for such claims from the reception officer is made

when the trainee arrives in Singapore between the hours of 10 pm

and 8am.

12.3.2 All receipts of the taxi journey for the purposes of airport arrival pickup

shall be kept for verification and reimbursement purposes

13. REIMBURSEMENT

13.1 All reimbursement claims have to be filed using the relevant documents and

submitted together with the original receipt(s) to the Finance Department.

13.1.1 All reimbursement claims have to be filed within 30 days from the date of

purchase. Failing which no reimbursement will be made.

13.2 Reimbursement for the claims submitted will be processed by the Finance

Department within one month.

13.3 Disbursements for the claims submitted will only be made by crossed cheques in the

claimants name.

13.4 AIESEC Singapore will only reimburse one-way taxi trip for company or external

meeting provided that the meeting place is considerably faraway (more than 10km)

14. LC AFFILIATION FEE

14.1 All Full and Probationary Local Committees are required to pay the LC AffiliationFee to AIESEC Singapore.

14.2 The LC Affiliation Fee comprises the entitys share of the fee which AIESECInternational charges its member countries annually.

14.3 Payment for the LC Affiliation Fee will be made in two separate payments.

14.3.1 The first payment will be made in the month of July and the second paymentin the month of January of each official term.

14.3.2 The exact deadline for Full and Probationary Local Committees to pay theLC Affiliation Fee will be determined and communicated by the MCVPF.

14.4 The total amount of the LC Affiliation Fee to be paid by each Local Committee forthe term will be legislated at each AGM. (Please refer to Appendix 9)

14.5 Should a Local Committee be unable to pay for each billing of the LC Affiliation Feein the months of July and January, the said local committee shall not be eligible forRewards & Recognition, lose their right to vote at AGM and EOGMs and themembers of the said Local Committee shall not be eligible to run for MemberCommittee positions.

15. MISCELLANEOUS

15.1 All financial transactions of AIESEC Singapore shall be conducted in a manner that

is in accordance with The AIESEC Code of Ethics as stipulated in Appendix 2.

15.2 AIESEC Singapore will not extend any cash advances or loans to any individualwhosoever under any circumstances.


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CHAPTER 5 : ELECTION AND SELECTION OF MEMBER

COMMITTEE PRESIDENT AND MEMBER COMMITTEE

1. GENERAL1.1 The Member Committee elects are a group of potential Member Committee members

elected by the members of AIESEC Singapore.

1.2 The purpose of having an MCe is to ensure smoother transition between the outgoingand incoming Member Committees.

1.3 The MCP candidate(s) will be assessed and subsequently elected by the membershipof AIESEC Singapore as outlined below.

1.4 The MC candidate(s) will be assessed and must be given a vote of confidence toproceed to the next stage of selection interviews.

1.5 The LCP candidate(s) for each Local Committee will be assessed and subsequently

elected by the membership of their respective Local Committee.

2. CONDUCT OF MCP ELECTIONS AND MC VOTING SESSIONS2.1 The MCP elections and MC Voting session should be recorded as an Extra-Ordinary

General Meeting. Because it is an Extra-Ordinary General Meeting, all procedures asstated in the AIESEC Singapore Constitution applies:

2.1.1 QuorumAs per any other General Meetings

At least 10% of the Ordinary members of AIESEC Singapore or at least 30

Ordinary members, whichever is more, shall constitute a quorum.

In the event of there being no quorum, the meeting shall be adjourned forhalf an hour, and should the number present then be insufficient to form a

quorum, those present shall be considered a quorum, but they shall have no

power to alter, amend or make additions to the Constitution.

(Excerpt taken from the Constitution)

2.1.2 ProxiesAs per any other General Meetings

Each Ordinary member shall be allowed to hold up to a maximum of one (1)

proxy.

(Excerpt taken from the Constitution)Proxies are allowed to indicate in advance on their proxy forms that they

would like to not participate in certain motions. For such motions, theparticular proxy will not be counted as part of the total number of voters.

Proxies are automatically considered as not participating in any motions thatare not made known to the members in a notice given by the MCHGS 72hours before the meeting.

Absentees can indicate in advance on their proxy forms if they authorize theproxy-holder to make all decisions on their behalf. In such cases, it wouldbe as if the proxy-holder has 2 votes.

2.1.3 Standing ordersAs per the standing orders of the AIESEC Singapore Compendium Chapter2, the proposer shall speak for 3 minutes, the seconder for 3 minutes, andthe candidate for 5 minutes. The seconder is allowed to waive.


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2.2 Eligibility as a voter:

All who have signed up with AIESEC, have paid membership fees (applicable onlyto people in their 1st year in AIESEC) and have passed the AIESEC membershipcriteria (Please see Appendix 7) will be considered a voting member.

For someone to be considered a non-voting person (member), he has to satisfy thefollowing criteria:Either:a) He explicitly stated that he quit AIESEC; orb) His membership criteria status is that of a Junior Member; orc) He is sacked from AIESEC; ord) He has graduated from the university (with MC members and Exchange

Participants as exceptions)

Any member may resign from AIESEC Singapore by giving two (2) weeks' notice inwriting to the Member Committee (MC) and shall pay all arrears of subscription dueto AIESEC Singapore.

The MC positions who have members under them and the LCEBs are to come upwith a set of criteria for the sacking of a member, and make it known to the entireAIESEC Singapore

3. MCP ELECTION3.1 Objectives:

3.1.1 To act as the platform for membership of AIESEC Singapore to criticallyassess the suitability of the candidate(s) in taking on the role of MCP for thecoming term

3.1.2 To confirm the MCP elect such that(a) Transition can start(b) Assessment and Selection of the Member Committee Elects team can

take place(c) AIESEC Singapore can be represented by both incoming and outgoing

MCPs at the AIESEC International Presidents Meeting

3.2 Nomination Process:

3.2.1 Application forms must be made available by the MCHGS at least 3 weeksbefore the election.

3.2.2 Only submissions made on the released application forms will be

considered.

3.2.3 Eligibility to be nominated: The candidate must obtain a minimum of 3endorsement letters from the following particular groups of people(a) Member Committee(b) Local Committee President(c) Any other member of LC EB and above (includes national leadership

roles)

3.2.4 Each application must be backed by a Proposer and Seconder.

3.2.5 The proposer and the seconder must be an AIESEC member with at least six(6) months of standing in AIESEC Singapore.


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3.2.6 Completed applications must reach the MCHGS at least 72 hours before theelection. The names of the proposer and seconder must also be submitted

3.3 Time:The MCP election should take place between December to February of the followingyear.

3.4 Voting

3.4.1 Voting shall be done by secret ballot

3.4.2 Where there is more than 1 candidate contesting for the position of MCP,the candidate with more votes shall be voted in.

3.4.3 In event of only one candidate running for a position, a secret ballot shall betaken and the position shall be confirmed by a simple majority (at least50%) where abstain votes and spoilt votes are counted as equal status asagainst votes.

3.5 Stepping Down Option

3.5.1 Where there is more than 1 candidate contesting for the position of MCP,the candidate NOT elected into office has the option of stepping down to beconsidered for the position of Member Committee.

3.5.2 All MCP candidates must inform the MCHGS of their decision whether tostep down or not BEFORE the start of the elections.

4. VOTING OF CONFIDENCE FOR MC CANDIDATES4.1 Objectives:

4.1.1 To act as the platform for membership of AIESEC Singapore to criticallyassess the suitability of the candidate(s) in taking on the role of MCs for thecoming term

4.1.2 To act as the platform for members to indicate if they have confidence in thecandidate(s) such thata) Successful candidates move on to the next stage of undergoing an

assessment / interview before final selection by the MCP elect.



4.2.2 Only submissions made on the released application forms will beconsidered.

4.2.3 Eligibility to be nominated: The candidate must obtain a minimum of 3endorsement letters from the following particular groups of people(a) Member Committee(b) LC EB from the candidates own LC(c) LC EB from a LC other than the candidates own LC


4.2.5 The proposer and the seconder must be active AIESEC members with atleast six (6) months of standing in AIESEC Singapore.


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4.3 Time:The MC Voting of Confidence should take place between December to February

of the following year. It can be held on the same day as the MCP elections, butshould take place only after an MCP elect has been confirmed.

4.4 Voting for Confidence in MC Candidate


4.4.2 A candidate must receive at least 70% votes FOR in order to havereceived Vote of Confidence

4.4.3 A candidate with Vote of Confidence is then allowed to move on to thenext stage of selection.

4.5 Selection of MC Elect

4.5.1 MC candidates who have received vote of confidence must go through aninterview selection panel.

4.5.2 The selection panel should comprise the current MCP and the MCP elect. Itis recommended that 2 other individuals be on the selection panel, with 1current LCP and one other individual as deemed fit by the current MCP andthe MCP elect.

4.6 Co-option Eligibility:

4.6.1 Should there be vacancies after the MC Vote of Confidence and Selection

Interview, the MCP and MC elects are allowed to co-opt members into theMC elects team.

4.6.2 The co-option process should include, as a minimum, a re-opening of thespecified positions, submission of the application forms from interestedcandidates, followed by a selection interview.

4.6.3 Those who were voted out during the MC Vote of Confidence round are noteligible to be co-opted into the same term that they were running for.However, in the following work year, they can run for elections or be co-opted into the MC.

5. SELECTION FOR NATIONAL SUPPORT TEAM MEMBERS5.1 Process:

5.1.1 Shortlisted candidates will attend a selection interview after which adecision will be made.

5.1.2 The selection panel should be consisting of but not restricted to the MCPelect and the current NST member (where applicable).

6. LCP Election6.1 Objectives:


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6.1.1 To act as the platform for the membership of a Local Committee of AIESECSingapore to critically assess the suitability of the candidate(s) in taking onthe role of LCP for the coming term

6.1.2 To confirm the LCP elect such that(a) Transition can start

(b) Assessment and Selection of the Local Committee Elects team can takeplace



6.2.2 Only submissions made on the released application forms will beconsidered.

6.2.3 Eligibility to be nominated: The candidate must obtain a minimum of 2endorsement letters from the following particular groups of people

(a) Member Committee(b) Local Committee President


6.2.5 The proposer and the seconder must be an AIESEC member with at least six (6)months of standing in AIESEC Singapore.


6.3 Time:The LCP election should take place between December and February of the following

year.

6.4 Voting


6.4.2 Where there is more than 1 candidate contesting for the position of LCP, thecandidate with more votes shall be voted in.

6.4.3 In event of only one candidate running for a position, a secret ballot shall betaken and the position shall be confirmed by a simple majority (at least 50%)where abstain votes and spoilt votes are counted as equal status as against

votes


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CHAPTER 6: BRAND MANAGEMENT PRINCIPLES

1. For the purpose of this legislation, AIESEC Trademark is defined as the AIESEC name andthe AIESEC logo.

2. The AIESEC Trademark is registered under the Intellectual Properties Office of Singapore

(Registration Number: T0719068C) and is owned by Stichting AIESEC International, c/oAIESEC Singapore.

3. The Member Committee in Singapore is responsible to monitor the usage of the AIESECbrand nationally and ensure its proper usage.

4. The Member Committee has the right and responsibility to give usage permissions to theLocal Committees in Singapore and to other AIESEC extensions initiated by them. MemberCommittees have also the responsibility to monitor and ensure the proper usage of the brandin Singapore and in the extensions initiated by them.

5. All Local Committees in AIESEC Singapore have the right to use the AIESEC Trademark.

6. The MC and any member of the organization will make recommendations to the membershipof AIESEC Singapore to withdraw the license of an LC if they use and manage the brand in away that misrepresents the legal trademark registered in Singapore.

7. MCs and LCs are responsible to manage the brand and all its elements within their scope ofconcern.

8. All AIESEC entities (MCs and LCs) in Singapore have the right to give usage permission ofsuch to external entities within Singapore. By giving this permission, MCs and LCs also havethe responsibility to ensure that it is used in the proper way.

9. Each AIESEC entity (the MC and all LCs) is responsible to submit a list of external entitiesthat have been given permission to use the AIESEC Trademark. This list is to be consolidatedand maintained by the MC, to be presented as part of each end-of-term report.


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Appendix 1Local Committee Status

1. Minimum Criteria for each Local Committee StatusThe following details the minimum criteria to be met by a Local Committee to qualify under thatparticular status.

Prospective Local Committee Criteria

LC Extension/Prospective LC

Exchange

a) Numbers2 TN Realised

2 EP Realised

b) QualityRealised TN & EP evaluation forms collected and analysed forimprovement

c) National Accounts NIL

People

a) Numbers Min. of 15 members

b) Activities NIL

Finance

a) Budget LC budget submitted

b) Financial Statements LC financial statements documented, filed and stored.

Information Management

a)Communication and Usage

of myaiesec.net

Meeting minutes must be uploaded in myaiesec.net

All members to be subscribed to AIESEC Singapore wiki onmyaiesec.net

Organisational Structure & management

a) Leadership PositionsMinimum positions: LCP, LCHGS, LCVPF and any additionalEB

b)National Planning

AttendanceSubject to MC discretion and LC conditions. Recommended forabove mentioned minimum positions

c)LCP Attendance in MCP

scheduled meetingsSubject to MC discretion and LC conditions.

d) LC Plans Submission of LC plan in July, before the start of AGM

e) BrandProper usage of AIESEC logo, tagline, messages, to beconsistent and following the brand requirements.


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Probationary Local Committee Criteria

The minimum guidelines for the qualification to be a Probationary LC are as follows:

Probationary LC

Exchange

a) Numbers

2 TN Realised

2 EP Realised

1 new EP raised (within one term)


c) National Accounts Support Servicing for big National Accounts

People

a) NumbersMin. of 15 members

All incoming EB to pass membership criteriab) Activities At least 1 integrated learning activity in the LC

Finance

a) Budget LC budget submitted by July before AGM


c) LC Affiliation Fee Payments to be made in July and January



of myaiesec.net





b)National Planning

Attendance50% of LC EB to attend National Planning


scheduled meetings60% LCP attendance at MCP scheduled meetings




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Full Local Committee Criteria

The minimum guidelines for the qualification to be a Full LC are as follows:

Full LC

Exchange

a) Numbers

2 TN Realised

2 EP Realised

1 new EP raised (within one term)

1 new TN raised (within the term)


c) National Accounts Support Servicing for big National Accounts

People

a) NumbersMin. of 15 members

Minimum 30% of all LC members passing membership criteria(inclusive of EBs)

b) Activities At least 1 integrated learning activity in the LC

Finance

a) Budget LC budget submitted by July before AGM


c) LC Affiliation Fee Payments to be made in July and January



of myaiesec.net





b)National Planning

Attendance75% of LC EB to attend National Planning


scheduled meetings80% LCP attendance at MCP scheduled meetings




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2. Time / Duration Limit for LC at each LC statusProspective/Extension LC- A prospective/extension LC has a maximum of 4 years to progress and reach full LC status.

(One work year is counted as starting from one AGM to another as per the Chapter 3 Item 3.4of the Compendium). Beyond which, a motion will be raised to disband the LC

- An LC can remain as Prospective/extension status for a maximum of 1 year

Probationary LC- An LC can remain as Probationary status for a maximum of 2 years

Full LC- There is no limit to which an LC can stay as Full LC- A Full LC that fails to maintain its status will be give one years grace to recover its

performance. If after one year the Full LC status is not met, the LC will be demoted toProbationary LC accordingly

Demoted LC- An LC that has been demoted has a maximum of 3 years to progress and reach full LC status.

Beyond which, a motion will be raised to disband the LC

3. Privileges for LC at each LC statusProspective/

Extension LCProbationary LC Full LC

Recognition as LC NIL NILFormally recognised as LC inInsight XP

Voting Rights NIL NIL Voting rights for active members

Eligibility to run forMC positions

NIL NILMembers, preferably from EB canrun and be elected for MC

Surplus fromexchange-related

projects organised bythe LC

Surpluses from exchange-relatedprojects of LCs can go into LC

account. Usage of this surplus issubject to MC approval.


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Appendix 2The AIESEC Code of EthicsThe principles of AIESECs the Code of Ethics consists of overall adherence to integrity, excellence,transparency, accountability, and respect for human dignity.

INDEPENDENCE

We shall always be able to act in a manner consistent with our The AIESEC Way, without limitation

from external pressures. Our membership should be involved in our major decision making processes.

Political interferences - We aim to be politically independent: no partnership shall commit usto a direct political agenda1. We will not allow any political movements to influence orinterfere with the political neutrality that is crucial to the nature of AIESEC.

Our governance, programs and policies shall be non-partisan, independent of specific governments,political parties and the business sector. In addition, we will diversify our sources of income so as notto become dependent on any one source that could compromise our The AIESEC Way.

PARTNERSHIPS AND ETHICAL FUNDRAISING

AIESEC seeks to partner with organizations that can assist us in developing characteristics in

individuals that we believe are critical in creating change agents. We seek to work in genuinepartnership with local communities, NGOs, companies and other organizations with awareness ofsustainable development responding to local needs.

We shall not partner with organizations that directly promote war or violence. We shall not partnerwith organizations that discriminate on the basis of race, colour, sex, sexual orientation, creed, religion,and national or ethnic origin.

We shall not partner with organizations that negatively affect our image in the external environment2.We recognize that organizational integrity extends to ensuring that our partners also meet the higheststandards of integrity and accountability, and will take all possible steps to ensure that there are nolinks with organizations or persons involved in illegal or unethical practices.

Use of Donations - In raising funds, we will accurately describe our activities and needs. Ourpolicies and practices ensure that donations further our organizations mission. Wheredonations are made for a specific purpose, the donors request is honoured. If we invite thegeneral public to donate to a specific cause, each organization will have a plan for handlingany shortfall or excess, and will make this known as part of its appeal.

Gifts in kind - Some donations may be given as goods or services. To retain our effectivenessand independence, we will: record and publish details of all major institutional gifts and gifts-in-kind; clearly describe the valuation and auditing methods used; and ensure that these giftscontribute towards our mission.

RELATIONS WITH OUR STAKEHOLDERS

Relations with national and local committees - We consult actively with our member andlocal committees in the development and implementation of policies and activities that havean impact on them.

Relations within teams and committees - We treat each other with respect andconsideration. We communicate and consult with each other openly and collegially and in amanner that assists each of us to fulfil our duties and responsibilities faithfully and efficiently.

1Political agenda has been defined as supporting a political agenda in a country. E.g. being involved in party politicsetc.

2For example companies engaged in the manufacture of tobacco and arms, as stated in AIESECs Internationalcompendium.


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We undertake to ensure adequate consultation with any member before making any decision,which may impact upon that staff member.

Relations with external stakeholders - We commit in keeping our promises towards ourstakeholders keeping in mind our value of excellence.

EQUITY AND DIVERSITYWe value, respect and encourage diversity, and seek to be impartial and non-discriminatory in all ouractivities. To this end, each national committee will have policies that promote diversity, gender equityand balance, impartiality and non-discrimination in all our activities, both internal and external.

TRANSPARENCY

We are committed to openness, transparency and honesty about ourselves. We communicate actively tostakeholders about ourselves, and make relevant information publicly available.

CONFIDENTIALITY

We will treat information obtained while working with AIESEC with confidentiality, when its naturecalls for it or when it is explicitly requested, and will not use any such information or materials tofurther a private interest. This obligation continues after separation from AIESEC. We will be as open

as possible about all decisions and actions we take, taking into account the above-mentioned needs forconfidentiality.

GOOD GOVERNANCE AND PROFESSIONAL MANAGEMENT

We manage our organizations in a professional and effective manner. Our policies and procedures seekto promote excellence in all respects.

We should be held responsible for our actions and achievements. We will do this by: having a clearorganizational structure and decision-making processes; acting in accordance with stated values andagreed procedures; and reporting on these outcomes in an open and accurate manner.

The governance structure of each AIESEC entity will conform to relevant laws and be transparent. Weseek to follow principles of best practice in governance.

Each AIESEC entity:

Ensures that resources are used efficiently and appropriately, that performance is measured,that financial integrity is assured and that public trust is maintained;

Has written procedures covering the appointment, responsibilities and terms of members ofthe leadership team, and clear discharge mechanisms are in place;

Each AIESEC entity will have a supervisory body that gives input and advice, and also monitors theactivities and finances, using their professional experience for the growth and development of theassociation.

Reporting

We report at least once a year on our activities and achievements. Each AIESEC chapter, national orlocal, is responsible for publishing the report and ensuring that it reaches its stakeholders.

Legality

AIESEC has or is in the process of getting legal status for the organization and for the internationalinternship program.We seek to comply with relevant governance, financial accounting and reporting requirements in thecountries where we are based and operate.

Audit

The annual financial report will conform to relevant laws and practices and be audited by a qualifiedindependent accountant whose statement will accompany the report.


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Financial controls - Internal financial control procedures ensure that all funds are effectivelyused and minimize the risk of funds being misused. We shall follow principles of best practicein financial management.

Evaluation - We seek continuously to improve our effectiveness. We have defined evaluationprocedures for our boards, staff, programs and projects on the basis of mutual accountability.

Human Resources - We recognize that our performance and success reflect the quality of ourstaff, volunteers and management practices, and we are committed to investing in humanresource development. Remuneration and benefits should strike a balance between publicexpectations of volunteer-based, not-for-profit organization and the need to attract and retainthe talent we need to fulfill our mission. Our human resources policies seek to conform fullyto relevant international and national labor regulations and apply the best voluntary sectorpractices in terms of employee and volunteer rights, health and safety at work. Humanresources policies will include procedures for valuating the performance of all staff on aregular basis.

Bribery and Corruption - Human resources policies will specifically prohibit acts of briberyor corruption by staff or other persons working for, or on behalf of, the organization.

Respect for human dignity and Integrity - We condemn sexual exploitation, abuse anddiscrimination in all its forms. Our policies will respect human dignity and integrity in all ourprograms and activities, and prohibit gender harassment, sexual exploitation anddiscrimination.

Usage of Whistle-blowers - Members will be enabled and encouraged to draw managementsattention to activities that may not comply with the law or our mission and commitments,including the provisions in this Code.

Conflict of InterestIn our work, conflict may arise between our personal interests and the interests of AIESEC orother stakeholders. We will disclose such conflict and resolve it in a transparent manner.

Non-preferential treatment - We will consider only objective criteria when recruiting ourmembers without preference for family and friends; recruitment procedures will followfairness principles.

Usage of resources We will use AIESEC resources and properties effectively, for nopurpose other than for the advancement of AIESECs objectives.

Private activities - We will not engage in any activity or transactions or acquire any positionor function, whether paid or unpaid, that is incompatible with or detracts from the properperformance of our duties, if that may negatively impact AIESEC image. We will not useAIESEC business relationships to solicit or obtain favors or improper benefits in private life.

3. PROCEDURE FOR SOLVING ETHICAL ISSUES

We must hold each other accountable to the observance of the Code of Ethics. When countries orindividual members are not abiding by the Code of Ethics, it is the ethical duty of those aware of theproblem to report it.

If a problem (interpretation, application or suspected violation of the Code) occurs at local or nationallevel, the following steps will be followed:

Find a solution within the local/ national team through discussion and mutual agreement. Eachlocal/national committee should have an Ethics responsible and clear procedures in place tosolve issues occurred at local/national level.

If they are not comfortable directly confronting members concerned or it is not possible or

feasible, anybody aware of the problem can use the whistle blowing procedure to be madeavailable on the Global Ethics community.


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The International Ethics Subcommittee analyzes the case and can:1. Forward the case to the National Ethics officer of the country2. Mandate an independent representative to get more information or to support in solving

the case. This person can be the GN director, an MCP in the region, an internal auditor, aGN board member, etc.

In both cases, the International Ethics Subcommittee shall:1. Inform the parties involved of the case and solutions2. Track the implementation of the solutions/ recommendations given

Throughout the process it is essential that we respect the principle of differentiating the individual vsthe country, the action as unethical as opposed to the person/entity being unethical as well aspreserving the confidentiality of the whistleblowers if specifically requested.

Whistle-Blowing procedure:

Whistle-blowing is an official reporting mechanism that will be enabled via the global Ethicscommunity, creating a direct reporting channel with the International Ethics Subcommittee.Whistle-blowing is justified when at least one of the following conditions is met:

The behaviors being reported are likely to result in serious harm The usual channels have been tried and have failed

Under the conditions described by the whistle-blowing procedure, any AIESEC member can post acomplaint about a violation of the Code of Ethics to the space provided on the Ethics community,which will be forwarded to the National Ethics officer or International Ethics Subcommittee accordingto the escalation mechanism aforementioned or degree of maleficence of the reported violation.

4. SPECIAL PROVISIONS

Expansions

We recognize that expansion countries present a unique reality in terms of satisfying all the processesoutlined in the Code of Ethics. Expansion countries are granted leniency in the elements of the Code

relating to legality, effective program and governance systems, each of which take time to implement.However, upon applying for full country membership, the leadership bodies must prove that they haveclear plans to ensure compliance with the Code of Ethics.

Legality

In case some aspects of the Code are absolutely not compliant with the specific law of a country,special provisions can be granted by the international ethics subcommittee.


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Appendix 3Information Management Principles

The Information Management principles for AIESEC determine and make explicit the way in whichAIESEC International, the MC and LCs of AIESEC Singapore operate together for the implementationof Global Information Systems and the successful development of the Information Managementsubsystem in all the levels of the organization.

All Local Committees and official extensions have the right to access and use the Global InformationSystems under the present principles.

Implementation of Global Information Systems

AIESEC International is the ultimate responsible of the development, maintenance, supportand education of the Global Information Systems.

The MC shall ensure the proper implementation of the Global Information Systems inSingapore as well as encourage its members on the responsible and sustainable usage of them.AIESEC International must support Member Committees in the implementation process.

Data Security

Global Information Systems should be kept as secure as possible with the ultimate objective of

protecting the data and keeping services available. Any action or process that puts in risk the securitywill be considered as a threat.

Data Ownership

All personal data generated on the Global Information Systems remains the property of AIESECInternational. As such, AIESEC International will be responsible for the maintenance, processing andprotection of this data. AIESEC International shall not sell this data.

Member Committee information systems and interoperability with the Global System

The MC and LCs of Singapore shall use the Global Information Systems as the primary toolthat supports our organizational processes and communication.

MC and LC information systems shall not be developed as an alternative tool to the GlobalInformation Systems but as a complementary tool for their specific business needs.

The MC is responsible for the costs, development, maintenance, support and education relatedto our own national systems, if any.

The LC is responsible for the costs, development, maintenance, support and education relatedto its own systems, if any.

AIESEC International reserves the right to decide which Member Committee informationsystems can be connected to or disconnected from the global system and provide the accessupon the request from the Member Committee. In order to enable their connection to theglobal system AIESEC International will support (not financially) Member Committees toalign their system to the global brand.

Member Committee applications can connect to the global system through standardconnection modules (APIs/web services) that are designed and implemented by AIESECInternational. The structure of these standard modules shall ensure the security, performance

and sustainability of the connectivity of Member Committee systems to the global system.AIESEC International must provide the necessary support to Member Committees for theirconnection to the standard modules and the maintenance of this connection. Countries mustcover the cost of the development of the APIs to connect to the system.

The login to Member Committee systems connected to the global systems must be donethrough the global system. It is up to the Member Committees to open the access for otherMember Committees as well (as long as the present principles are respected).


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Appendix 4Principles For Partnership

Principles1. We shall not partner with organizations that directly promote war or violence.2. We shall not partner with organizations that discriminate on the basis of race, colour, sex,

sexual orientation, creed, religion, national or ethnic origin.

3. Partnership relationships should not affect our ability to act independently1.4. No partnership should commit us to a direct political agenda25. AIESEC seeks to partner with those organizations who can assist us in developing

characteristics in individuals that we believe are critical in creating change agents6. We shall not partner with organizations that affect our image negatively in the external

environment3.

Guidelines1. We expect our partners to take into considerations the needs of the future generations.2. We are partnering with all sectors. (Private, government, NGOs etc.)3. We expect our companies to be quality conscious.4. Partnerships should explore as many opportunities for stakeholder involvement as possible.5. All our partnerships have mutual benefit and they draw maximum out of it.

6. We expect all our partners to understand our nature and The AIESEC Way clearly.7. We expect all our partners to be honest, legal, transparent and engaged in just (fair) activities.8. Our partners should care about the development of their employees.

1 Independent: the ability to make our own decisions based on our aims and The AIESEC Way2 Political agenda has been defined as supporting a political agenda in a country. E.g. being involved in party politics etc.3 For example companies engaged in the manufacture of tobacco and arms.


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Appendix 5Terms of Reference For Board of Advisors (BOA)

1. Role

1.1 Ensure AIESEC Singapore remains compliant with The AIESEC Way1.2 Giving strategic advice based on the assessment of AIESEC Singapores performance and

results1.3 Monitoring the finances of AIESEC Singapore and advising on major investments and

exceptional expenditure1.4 Overseeing legal and governance related issues1.5 Providing guidance, referrals, and recommendations in order to increase AIESEC Singapores

network in a sustainable manner1.6 Supporting and building networks to generate leads for Exchange purposes1.7 The Board of Advisors shall not have any decision-making power, or legal and financial

responsibility for the operations of AIESEC Singapore.

2. Composition Principles

2.1 The Board of Advisors shall consist of not less than six(6) and not more than twelve(12)members at any one time.2.1.1 The AIESEC Singapore Board of Advisors members should have the following

profiles:2.1.2 Current/retired executives or managers with a strong understanding of, and

commitment to AIESEC Singapore2.1.3 Preferably former AIESEC members;

2.2 The Board of Advisors should have representation in the following areas of expertise:Strategic leadership and working as a team, finance, legal, business management, humanresource and diversity, marketing and sales, AIESEC global organizational management

2.3 Before the Q1 review meeting the Chair of the Board of Advisors, MCP, MC HGS and MCVPF will revisit the current Board membership and determine what profiles and knowledge

areas (if any) are missing from the Board of Advisors.2.4 2.4Communication will then be released to the Board of Advisors meeting and EOGMinforming them of areas of Board of Advisors membership to be improved. The process ofselecting new Board of Advisors (as described below) will begin.

3. Term of service

3.1 An advisor shall serve for a tenure of two(2) years. This term of service shall be extendablefor two(2) years at a time by invitation of the Member Committee(MC).

4. Performance and attendance standards expected

4.1 The Board of Advisors is expected to demonstrate The AIESEC Way, the AIESEC values andthe AIESEC Code of Ethics.

4.2 Declare any potential conflicts of interest to the Chair as soon as they arise.4.3 Remain independent and not under the control of any external organization or individual.4.4 Attend at minimum 1 AIESEC Singapore Board of Advisors meeting per year.4.5 Complete all necessary preparation prior to AIESEC Singapore Board of Advisors meeting.4.6 Be available between quarterly Board meetings for advice, guidance and support for specific

topics and areas.4.7 Remain open and accountable, sharing information with AIESEC Singapore as necessary, and

ensure sensitive information remains confidential within AIESEC Singapore.4.8 If performance of an individual, or group of individuals, is not up to the expectations

stipulated in this section, the Chair of the Board if Advisors will discuss the matter with themdirectly to see if performance can improve. If performance cannot/does not improve, the

AIESEC Singapore Board of Advisor member will be asked by the Chair to leave the SG.


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5. Procedure for selecting new members

5.1 Due to the nature of this governance body, new members must be proposed through one of thefollowing channels:5.1.1 Recommended by a current MCP/MC member, AI member or AIESEC Singapore

Board of Advisors member

5.2 Recommendations can be made at any time, however must be received in writing to the Chairand MCP and contain the following information:5.2.1 Name5.2.2 Current position and organization5.2.3 Professional background (including areas of expertise and geographic location)5.2.4 Past experience with AIESEC5.2.5 The results of any conversation around availability and possible commitment level

5.3 The Board of Advisor Chair will then discuss the recommendation with the Board ofAdvisors, MCP, MC HGS and MC VPF to assess the recommendation according to theAIESEC Singapore Board of Advisors Composition Principles

5.4 The Board of Advisor Chair, one other Board of Advisor member, MCP, MC HGS and MCVPF will make the final decision on whether to pursue the recommendation or not.5.4.1 If the recommendation is pursued, the AIESEC Singapore Board of Advisors Chair

will:5.4.1.1 Contact the person recommending the individual for an introduction5.4.1.2 Contact the potential Board of Advisor member and work with the MCP to

conduct an introduction to AIESEC Singapore5.4.1.3 Ensure the potential AIESEC Singapore Board of Advisors member is

clear on the expectations and commitment level of the role5.4.1.4 Invite the potential AIESEC Singapore Board of Advisors member to an

AIESEC Singapore Board of Advisors meeting to experience the role5.5 If after the first meeting the potential AIESEC Singapore Board of Advisors member wishes

to join the AIESEC Singapore Board of Advisors, and the AIESEC Singapore Board ofAdvisors and MC members feel the addition would bring significant value to the AIESECSingapore, the AIESEC Singapore Board of Advisors Chair will formally invite the individualto join the AIESEC Singapore Board of Advisors.

5.6 The individual will then be asked by the MC HGS to sign and return a letter setting out theirduties and responsibilities, the expectations of the organization on AIESEC Singapore Boardof Advisors members and a copy of the AIESEC Code of Ethics

5.7 The MC HGS will inform the Plenary of the potential AIESEC Singapore Board of Advisorsmember, including their background and anticipated contribution to the AIESEC SingaporeBoard of Advisors, and work with the Plenary to propose a motion during the legislativesession for the new member to be ratified as AIESEC Singapore Board of Advisors member

5.8 Only once the Plenary has legislated an AIESEC Singapore Board of Advisors member is theappointment official

6. Meetings

6.1 The AIESEC Singapore Board of Advisors shall meet with MC at least twice in each MCterm.

6.2 The MC HGS and MCP are responsible for drafting the agenda to be sent to the AIESECSingapore Board of Advisors Chair for feedback and further input

6.3 An update on the current financial situation (income and expenditure including budget,payables, and receivables) and operational areas of focus should be sent at least three(3) daysbefore the meeting for review by AIESEC Singapore Board of Advisors members.Recommendations should be given by the AIESEC Singapore Board of Advisors, andfollowed up by MC.

6.4 The MC budget for the following year shall be sent to the AIESEC Singapore Board ofAdvisors one week before each meeting for review. Feedback shall be given in the meeting.

6.5 Minutes from the AIESEC Singapore Board of Advisors meetings shall be released to theAIESEC Singapore Board of Advisors within two (2) weeks of the meeting.


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7. Whistleblowing Policy

7.1 7.1 A direct email address must exist for any AIESEC member to contact the AIESECSingapore Board of Advisors to report matters of concern such as risks to the organization ormismanagement. This policy operates in the same way as stated in the AIESEC Code ofEthics, and the email address must be available to all members of AIESEC.

8. Chair person

8.1 Role (in addition to AIESEC Singapore Board of Advisors role)o Ensure that all AIESEC Singapore Board of Advisors members can contribute at meetingso Ensure the efficient conduct of business during AIESEC Singapore Board of Advisors

meetingso Provide feedback, coaching and performance appraisal to the MCPo Ensure the appraisal of AIESEC Singapore Board of Advisors and individuals performance

adheres to the Code of Ethics and these terms of reference8.2 Term of service

o The Chair of the AIESEC Singapore Board of Advisors is a three(3) year termo Unless in exceptional circumstances, a new chair will be selected after three years

8.3 Selection processo The current Chair of AIESEC Singapore Board of Advisors will propose a successor to the

role to the remaining AIESEC Singapore Board of Advisors members, MCP, MC HGS andMC VPF. The AIESEC Singapore Board of Advisors members (except the current Chair)will then take the final selection decision


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Appendix 6Criteria for Projects Based on Exchange (PBOX)

The minimum guidelines for the qualification of a PBOX are as follows:

Project Based on Exchange (PBOX)

Exchange

a) Numbers 4 Realised Exchanges

b) QualityRealised TN & EP evaluation forms collected & analysed forimprovement

Finance

a) Budget Must have a working and approved budget

b) Financial Reporting

Annual financial report for the entire PBOX comprising of :- Income Statement- Cashflow Statement- Balance Sheet

Income Statement for every event conducted under the PBOX

All records of financial transactions pertaining to the PBOXfiled and stored for the purpose of accountability

c) Financial Performance To be entirely self-sustaining


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Appendix 7AIESEC Membership Criteria

Membership criteria are defined for the following groups of members:

Members in their first year in AIESEC, recruited in the month of August-September

Members in their first year in AIESEC, recruited other than in the month of August-September

Members in their second year or above in AIESEC

Members in their first year in AIESEC, recruited in the months of August- September will have tofulfil the following criteria:

Paid the requisite membership fee

Be registered and approved in myAIESEC.net as a member

Completed a personal goal setting exercise

Have 80% attendance to departmental meetings and training sessions

Attended Jumpstart! Induction Conference for the entire duration of the conference

Attended NLDS (National Leadership Development Seminar) for the entire duration of theconference, held in the month of December or any other AIESEC Conference or participated inExchange in the month of December or taken part in a CEED program or any other approvedAIESEC activities overseas.

Have 80% attendance to Induction Sessions

Have 80% attendance to Local Committee meetings

Members in their first year in AIESEC, recruited other than in the month of August-September willhave to fulfil the following criteria:

Paid the requisite membership fee

Be registered and approved in myAIESEC.net as a member

Completed a personal goal setting exercise

Have 80% attendance to departmental meetings and training sessions

Attended NLDS (National Leadership Development Seminar) for the entire duration of theconference, held in the month of December or any other AIESEC Conference or participated inExchange in the month of December or taken part in a CEED program or any other approved

AIESEC activities overseas Have 80% attendance to Induction Sessions

Have 80% attendance to Local Committee meetings

Members in their second year or above in AIESEC will have to fulfil the following criteria:

Be at Taking Responsibility (TR) stage or Leadership Role (LR) stage on myAIESEC.net orparticipated in Exchange during the winter or summer period

Have 80% attendance in departmental meetings and training sessions

Have 80% attendance in Local Committee Meetings

Attended NLDS (National Leadership Development Seminar) for the entire duration of theconference, held in the month of December or any other AIESEC Conference or taken part in aCEED program or any other approved AIESEC activities overseas


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Appendix 8Reception Package Budget

Description Amount (SGD) Remarks

Immigration services

Work Pass application 100

Arrival and accommodation services

Airport pick-up 65 The allowance given is inconsideration of mid night &airport surcharges

Temporary accommodation 40 For first 2 nights stay at budgethostel while waiting forPermanent accommodation.Trainee will be responsible fortheir stay thereafter

Reception materials

Prepaid SIM card 15

EZ Link card 15

Guide book 5

Social and Cultural activities 75 This particular expense includestransportation for Social &Cultural Activities and receptiondinner.

Subsidy for AIESEC events 20

TOTAL 335


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Appendix 9LC Affiliation Fee

Components of the LC Affiliation Fee

1. Affiliation Fee

2. Global Service Fee

3. Global Restricted Funds(a) Growth Networks Development Fund Contribution(b) Global Information Systems Fund Contribution(c) Meetings Travel Fund Contribution(d) International Trademark Management Fund Contribution

4. Asia Pacific Growth Network Fund

Fee Calculation

The Affiliation Fee, Global Service Fee and the Global Restricted Funds shall be individually shared

among the Local Committees and the Member Committee in the following manner:

Parameter WeightageAmount Charged to each Local

Committee

Amount Charged to the Member

Committee

Number of Entities inAIESEC Singapore

0.10

Number of RealisedExchanges

0.40

Number of LocalCommittees

0.30

-

Number of Members inthe Entities

0.20

The Asia Pacific Growth Network Fund Contribution shall be shared among the Local Committees andthe Member Committee in the following manner:

Amount Charged to each Local Committee Amount Charged to the Member Committee

The Total Affiliation Fee paid by countries in the Asia Pacific GrowthNetwork and the Asia PacificMember Country contribution to the Growth Network Fund are values which are calculated andcommunicated by AIESEC International to all member countries when they calculate the country feeannually.

The total fee payable by each Local Committee and the Member Committee will be the sum of theAffiliation Fee, Global Service Fee, Global Restricted Funds Contribution and Asia Pacific GrowthNetwork Fund Contribution after sharing out the cost of the fee components.

To obtain the values for data to be used, the following sources will be used:

Number of entities in AIESEC Singapore (i.e. Member Committee and all the LocalCommittees)

Number of Exchanges realised per Local Committee and the Member Committeefrom myaiesec.net, taken from 1st July30th June

Number of members in each Local CommitteePer Local Committee from myaiesec.net, taken as a quarterly average (mean) over the period1st July 31st June (members currently on taking responsibility, leadership, exchange and

heading for the future registered as a member of the said Local Committee will be counted).


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At AGM annually, the following one year motion should be updated and legislated by the nationalplenary:

For the year the following figures will be used for computation of the LC AffiliationFee:

The Total Fee payable nationally to AIESEC International is EUR. The number of entities to be used in the calculation is .

The number of Local Committees to be used in the calculation is .

The number exchanges realised to be used in the calculation is .

The number of members to be used in the calculations is .


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Appendix 10Terms of Reference for Board of Directors (BOD)

1.0 Role

1.1 Ensure AIESEC Singapore complies with The AIESEC Way.

1.2 Providing strategic advice based on their assessment of the performance, results andoperations of AIESEC Singapore.

1.3 Monitoring the finances of AIESEC Singapore and advising on major investments andexceptional expenditures.

1.4 The Board of Directors shall not have any decision making power(s), legal and financialliability for the operations of AIESEC Singapore.

1.5 Provide continuity in between MC terms.

2.0 Composition Principles

2.1 The board shall consist of no less than three (3) and not more than twelve (12) members at anyone time.

2.2 Membership to the Board of Directors shall be at the invitation of the Member Committee,subject to the ratification of the National Plenary at a General Meeting of AIESEC Singapore.

2.3 The Board of Directors shall be composed from the following profiles

Current or Retired executives and/or managers with a strong commitment and

understanding of AIESEC.

Alumni of AIESEC

Former members of the Member Committee of AIESEC Singapore

3.0 Term of Service

3.1 A member of the Board shall serve for a tenure of two (2) years. This term of service shall be

extendable for (2) years at a time at the invitation of the Member Committee.3.2 All members of the Board shall be conferred Honorary Membership for the duration of their

term according to the procedures in the Constitution pertaining to the said class ofmembership.

4.0 Powers & Jurisdiction

4.1 The Board shall be allowed to inspect the books of the organisation at any one time.4.2 The Board shall work closely with the Member Committee in reviewing and advising on their

plans and initiatives.4.3 Review of performance of the Member Committee shall be done by the Board every quarter

and feedback to the Member Committee.

4.4 For all decisions to be made by the Board as a body, it will be done through voting. Should thedecision involve an issue related to formal aspects of the organisation (e.g. calling for anExtraordinary General Meeting, election of chairperson for the Board). Decisions will betaken according to a simple majority.

5.0 Performance & Attendance Standards

5.1 Members of the Board are expected to demonstrate the AIESEC Way, AIESEC values and theAIESEC Code of Ethics.

5.2 Declare any potential conflict of interests to the Chairperson as soon as they arise.5.3 Attend a minimum of three (3) out of four (4) Quarterly Board Meetings per year.5.4 The Board shall at Board Meetings provide their input on the state of AIESEC Singapore and

to advise the Member Committee on their plans and initiatives.


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5.5 Be available between quarterly board meetings for advice, guidance and functional coachingwith the respective Member Committee Vice President(s) according to the preferencesindicated on the signed Service Agreement.

5.6 Remain open and accountable, sharing information with AIESEC Singapore when necessaryand ensuring that sensitive information remains confidential within AIESEC Singapore.

5.7 If the performance of a Board member is not up to the expectations stipulated in this

appendix, the Member Committee will bring the matter up with the Chairperson who will thendiscuss with the said Board member on areas in which performance can be improved. Shouldthe performance of the said Board member not improve according to the expectations set, thesaid Board member will be asked by the Chair

Documents

AIESEC SIPO Compendium - Updated 07th August 2010