ICX GCDP AIESEC

in Indonesia

TN Form Standardization

For further info or question, you may contact MC VP iGCDP of AIESEC in Indonesia

Procedure to Create TN Form

TN Form is the platform to exchange the information about TN and EP to go to

the match stage in exchange process. Also as one of the first-touch point

advertisement to promote the experience that we provide as the hosting entity

to the global network.

The objective of this procedure is to standardize the format and content

information in the TN form.

7 steps to make TN form available:

1. Fill Podio database

2. Fill LC + OE TN Tracker + upload MoU to my@net (+ attach to mail)

It will help to separate LC and OE TN, insure that all TNs fulfill needed criteria,

check TN forms status.

Please, update information about TN form status in this tool at least once per 2

weeks. (to match or realize status).

Note: - this form is only for internal usage, don`t promote it to externals.

- don`t delete TN, after it was realized, just change status.

Indonesia GCDP TN Searchtool 13-14 (for information, not required to fill).

This is national searchtool of available iGCDP TNs in the system.

MC will help you to update it regularly. But if you see that some TNs are

already not available in the system, you can delete them by yourself as well.

To have right brand positioning it is highly recommended in all promo

materials of LC use this Searchtool, but not the local one.

MoU

Upload it to my@net and put the link in tracker + attach files to mail (please,

make sure that files are not big, so it will be easily downloaded).

Name: [LC (OE)]_TN ID_TN taker name.

For further info or question, you may contact MC VP iGCDP of AIESEC in Indonesia

3. Send letter with request+ attached word file of TN JD

Don`t write separate messages each time you ask to put TN to available, make

it each time in one mail. So all feedback and information won`t be separated.

Note: - Subject of mail: TNs to available_LC (OE) name

- Name of TN file: TN ID_LC(OE) name_v1(2)

4. Make changes + send word file of TN ID (with fixed comments)

Please, respect your and other people time and don`t miss any feedback. If you

don`t agree with anything or have other proposition, you can explain why it is

so and we will negotiate.

In the same time if something is not changed, MC will send back TN form until

it won`t be fixed (doesn`t matter how many times will it take).

Note:

In TN word file, after you receive feedback, fix everything in the system and

mention in TN word file for each comment: “fixed” (don`t delete any feedback

given).

5. Receive approve for TNs being cloned

6. Clone TNs and put them to LC + OE TN Tracker

7. Inform that everything is done.

Hurra! TNs are available!

TN form should cover such points as:

1. Right spelling and grammar

a) Check, check and check until there are NO spelling mistakes!

b) Put: dot, comma, bolds and all punctuation marks.

c) If it is new sentence, the capital letter is needed.

d) Each sentence should have noun and verb.

e) Don`t use AIESEC words and abbreviations.

f) Write in formal style, use subject in 3rd, but not 2nd form.

You will have an opportunity…

Intern will have an opportunity…

For further info or question, you may contact MC VP iGCDP of AIESEC in Indonesia

2. Clear information

All information should be measurable and detailed. Put amount (10 per

week), type (interactive sessions) and topic of activities (variety of world's

cultures) that intern will organize.

Don`t forget that teaching English (or other language) is not the main

aim of GCDP.

Intern will increase student`s level on English.

Intern will conduct 10 interactive sessions in English per week, showing

variety of world's cultures.

3. Appearance of TN form (recommended)

a) Put picture in TN form (right side): can be logo of the project, TN taker.

But don`t put more than one picture.

b) Make one booklet with information about TN taker + LC and attach it to

TN form.

Here is the file needed to be filled in separate word file about

each TN form

1. Here is the table about the timeline when TNs are planned to be Ra, Ma

and Re. Example:

Status Aug Sep Oct Nov Dec Jan Total

Ra 15 – it is amount

of TNs you put in

the system

15 - total number

of Ra-Ma-Re

should be the

same

Ma 5 – is an amount of

EPs you match

7 3 15

Re 15 – EPs

are

arriving

15

For further info or question, you may contact MC VP iGCDP of AIESEC in Indonesia

2. TN form to be reviewed. Make sure that this information is the same with

information of TN form in the system.

TN-In-ID-..-2013-…. (Name of issue)

Planed # of TNs to realize in PBoX (ad hoc)

Internship Title - Project: Name project + Issue - Ad hoc: Name ad hoc + Issue

It is strongly recommended: - make short TN name. - mention issue of TN, as it will be easier to showcase.

About TN taker -Don`t write too much about TN taker, just several sentences about type of partner, organization vision and activities. Additional information you can put in file attached. -There is no need to write requirements for intern here, as you can mention it in “JD” or “Preparation required”, “Additional inf”.

In what department the intern will be working

Job Description

Job/Task Description 1 -6 1.Put specific information For ex: Not just teaching English, but holding speaking clubs about environment issues for kids 10-15 years old. 2.Present all the information in a logical order Mention the most important factors of the job first, followed by the detail information about the role, who will work with intern (detail info about activities). 3.Don`t forget to mention:

- LC activities (what kind, when, where will it be) intern will be involved

- Evaluation meetings (intern should have with LC representative at least once per 2 week meeting to discuss about current situation of internship).

- Final report (word file, video, pictures etc) that intern need to send LC (like story about his/her internship).

Measurable results expected from the intern Measurable results – it is very concrete and needed to be fulfilled. That is why: -Use words such as: “should”, “need”, rather than “maybe”, “can be”. -Put concrete numbers of meetings, trainings, activities etc. If you can`t put exact number, mention the limit level. For ex: Interns will have at least 2 excursions organized by local committee per week.

For further info or question, you may contact MC VP iGCDP of AIESEC in Indonesia

Preparation required from the intern before arrival

-Mention details about the materials or the things that EP needs to prepare/bring (for Global Village etc) before the arrival and share the objective of it. - It is better to state, that intern need to prepare country presentation (or more sessions) and send for you to check it before arrival. -Mention about laptop (if intern need to bring it). -Share about what kind of interest, character of intern you are expecting to have.

Details on the Working Conditions -Personal workspace -Computer -Internal access -Any other

Other Details of the Working Conditions a) Describe the working conditions/ environment. -how far can be the working place from home. - time of work: flexible or not. -days off. -age of children/students intern will work with. b) Accommodation: host-family, dorm etc. c) Food: only in working days, in host family etc. Please, make sure that if host family doesn`t provide food, TN taker or LC will cover it. d) Transport: if any, mention it in more details (what kind of transport, how many times etc). e)Internet Access (where will it be: home, AIESEC office, café etc.). f) complain management link http://indonesiacalling.com/contact-us/ Give this link for EPs, hence if they have problems in communication with LC, they can write to National Quality Board by using this link.

Learning points that the intern might obtain during the internship

-Share about what kind of learnings, experiences, skills that EP can gain from this opportunity. - Mention that each EP will have buddy and how he/she will help intern.

Additional information a potential candidate may require for the Internship

Work Information

Field of Work

Working Hours: from_to Check whether working hours equals total hours. If not, state in “additional inf” that

For further info or question, you may contact MC VP iGCDP of AIESEC in Indonesia

intern will have flexible schedule with breaks

Total Hours of work per week Not least than 25 hours per week.

Saturday Working

TN Fee (U.S $) Make sure that your LC doesn`t take money from EP to cover any kind of expenses.

Salary (U.S $)

File Attach to TN ID information about reception activities and TN taker.

Organizational preferences

Internship Earliest Start Date

Internship Latest End Date

Minimum Duration Not less than 6 weeks.

Maximum Duration Advised to have not more than 8 weeks.

Degree Bachelor/Master/Undergraduate.

Languages

Name -Basic. -Good. -Excellent. -Native.

Regions

Required/Preferred

Geographical Region

Sub Region

Language Zone

Additional country

Developing country

For further info or question, you may contact MC VP iGCDP of AIESEC in Indonesia

Typical mistakes

- Name doesn`t include issue.

- Too much information about TN taker.

- Total hours of work are not the same with working hours (if it is not

equal, state the reason in “additional information”).

- Measurement results are not clear (without any numbers).

Also if you want to mention about increasing level of English, state by what

tools you will check it (test, exercise etc).

- There is no information about Internet, food, buddy, LC activities

(detailed one, not just mentioned, but when, where it will be, how many

times etc).

- Grammar and spelling mistakes + no comma, dots, capital letters.

For ex: hostfamily (is written together) -> host family.

- Unclear JD: no information about what activities interns will hold, on

what topics, for what age of students etc.

- Documents doesn`t have proper name. (Name of file_LC name)