OGX GIP SOP [GIPrecious]

1. Application Form process

a. Application from price : IDR 30.000

b. Submit date is 10 days after take date

c. If applicant did not submit the application form on the deadline time so the application will

be rejected/ expired, and if the applicant would like to continue his/her step he/she has to

take the new form.

NB : if the applicant confirms about her/his late submission before the deadline of

submission, so the deadline of application form submission will be extended at lot 5 days

after the first deadline.

d. The application form submission has to attach :

- CV

- Motivation Letter

If the applicant cannot attach the print out document, they are allowed to submit

the soft by send email to: ogxgip.uaindonesia@aiesec.net . At least at 23.59 PM in

the same day with the application form submission date.

If the applicant did not attach the document mentioned, so the application form

automatically rejected

Note: if the applicant is the expansion applicant (out of Padang area) the applicant

must send the video introduction, the content is: personal information, motivation

join the GIP program, and explain about the applicant skill.

e. Application form screening result

The manager of OGX GIP department has a responsible to:

Collect all of application form on the deadline set.

Screening for application form and announce the screening result twice in a month,

which is in the last day in week 2nd and 4th every month, in OGX GIP’s/ AIESEC

UNAND’s official website, with SRB applicant interview schedule option attached.

f. Follow up the passed application form.

The applicant has to confirm about the SRB applicant interview schedule chosen

by applicant to the OGX GIP manager’s. The confirmation of this has done at least one

day before the nearest schedule.

g. SRB applicant interview process

SRB applicant interview process was set by OGX GIP manager. And attend by

both OGX GIP managers (Promotion and market maintaining & process and EP

maintaining manager). Which is the manager has to give at least two option schedule

and at much three option schedule for one applicant.

h. SRB applicant interview result

The announcement of SRB applicant interview has to publish in OGX GIP’s /

AIESEC UNAND’s official website at least two days after interview.

i. SRB process

SRB process is set by OGX GIP manager, and the schedule is come from one

direction, which is following the external interviewer’s schedule. But the applicant is

allowed to propose the schedule for SRB, to be consideration for OGX GIP manager

when contact and discuss with external about SRB schedule.

SRB is has to be conduct at least 7 days after the internal interview result

announced.

In the SRB process manager OGX GIP has to provide two bottle mineral water (one

bottle for interviewer and one bottle for applicant), and snack for interviewer.

During the interview process, the OGX GIP representative is not allowed to

enter the interview room, he/she only allowed to enter when the interview still not start

to discuss everything about applicant and when interview finished discussing the result.

The OGX GIP manager has to provide following document for the interviewer:

- Applicant’s CV

- Applicant’s motivation letter

- RB evaluation sheet

- RB approval letter

- RB guideline (*optional)

NB : in case of EP come from another city and cannot come to Padang, and the last way is

the SRB could be conduct via online.

j. SRB result

SRB result is announcement in the same day at least at 23.59 PM, in the OGX

GIP’s / AIESEC UNAND’s official website. And also attach the exchange participant

selection interview schedule.

k. Exchange participant selection interview

The applicant has to confirm the exchange participant selection interview

schedule chosen to the OGX manager at least one day before the nearest exchange

participant selection interview schedule.

The exchange participant selection interview will be attended by OGX GIP

promotion and market manager and one of TM representative.

l. EP selection interview result

The result of EP selection interview will be announce officially in OGX GIP’s /

AIESEC UNAND’s website at least two days at 23.59 PM after interview process

conducted, by attach :

- Link of parent permission letter draft

- Invoice of first payment for exchange fee raise as exchange participant of AIESEC LC

UNAND.

Regulation: the invoice is issued by finance department and the content is the EP

information, fee amount, deadline, AIESEC UNAND bank account, and legalization.

- Pass letter for applicant from overall selection.

- Exchange booklet

- XPP

2. Raise process

a. Sign contract

The sign contract process has to do by applicant following the date that

mentioned in the invoice of first exchange fee payment after the applicant show the

transaction letter from bank (if they pay via bank) and after they pay the first exchange

fee (if they pay directly).

In the sign contract process, the OGX GIP manager has a responsible to explain

about XPP, regulation, and has a responsible to give the applicant one of copy from

payment letter as a prove for the exchange participant itself.

b. Input to the system, myaiesec.net process

After the applicant finish their sign contract process mean they are already be

exchange participant of AIESEC LC UNAND, but still not official because she/ he must

have an account as member in myaiesec.net.

The OGX GIP manager has to input the EP’s data to the system at least 2 days at

23.59 PM after the sign contract process. And the applicant will be officially being

AIESEC LC UNAND’s exchange participant and has a same right like mentioned in the

MoU.

The EP ID’s account manager of EP in system myaiesec.net will be change to be

ogxgip.uaindonesia@aiesec.net directly when the status changed to be available, to

make the information and delivery flow in department is controlled (There is no special

treatment for any EP). if there is any email from TN manager to your account, we will

directly forward to your personal email.

The EP only has the right to stay in myaiesec.net system for 6 months in

available status. If the EP already stays in system for 4 months then the EP has to do

their self matching (and the OGX GIP managers have a right to not help the EP

anymore).

3. Match process

a. Delivery

Delivery process of EP is being responsible of OGX GIP process and EP

maintaining manager, and this delivery process is has to do by manager by cc all of email

sent to OGX GIP email group.

b. Education day

This education day is purposed to give education for the EP, to make they can

promote their selves and do the personal matching to help the OGX GIP manager.

Because however the EP will understand their own skill and plus point.

This education day is being responsible of OGX GIP process and EP maintaining

manager, and this education day has get by EP at least 7 days after sign contract.

c. Integration

Integration purposed to involve EP to the LC’s activities, and it’s being OGX GIP

process and EP maintaining manager.

d. Document needed

After the EP match, the OGX GIP manager has a responsible to complete all of

document needed, ex. Visa endorsement letter from rector, internship letter from OGX

GIP, etc. this letter has to given to the EP at least two weeks after the EP’s status

changed in the system.

NB : In case of urgent, this letter completing process could not follow the

regulation.

e. OPS

The OPS process has to conduct during last week before departure date/ realize

date. The content of this OPS is the evaluation from selection process which given by

external interviewer, and internal interviewer to be watch out by EP in their internship

latter.

f. Farewell

The farewell party has to conduct during last week before realize date, and it is

allowed to conduct together with ICX or OGX GCDP farewell/welcoming party.

In case of EP come from out city so the welcoming party could be conduct via skype or

any other online media.

4. Realize

a. Survey filling (3 times)

The EP has a responsible to fill three surveys for their internship, which is first

survey (expectation survey) which fill by EP in the first week of internship, second survey

(internship adaptation survey) which fill by EP in the middle of internship, and third

survey (satisfactory survey) which fill by EP in the last week of internship.

b. Story report

The story report is an overall internship story which reported by EP to the OGX

GIP manager in the last week of the internship.

NB : if the EP did not fulfill both of this, so the EP will not get the certificate from

OGX GIP AIESEC UNAND, which given in the welcoming party time.

c. Story Content

- Video

Name, faculty and univ, internship to, internship time, TN, situation when work, say

something about your internship.

- Picture

Picture in the working place, picture when doing some work, etc

- Story

The story that receive is story which tell all about internship, and its percentase is at

least 70:30 (70 % talking about work and 30% talking about the country and

interesting place)

5. Re-integration

a. Welcoming party

Welcoming party is has to conduct at least one week after the EP arrive to

Indonesia. In case of EP come from out city so the welcoming party could be conduct via

Skype or any other online media.

b. Role evaluation

Before EP go for internship she / he was allowed to take opportunity in AIESEC,

and after they back from internship if it’s fulfill as TMP or even TLP, we will evaluate and

give the recognition as normal.

Other Detail

1. Exchange Fee policies

Exchange fee policies in OGX GIP UA department are:

a. Exchange fee for EP from Padang area

The total amount is IDR 3,500,000.

For Padang area EP, we implement the discount so we cut the fee become IDR 2,500,000.

The fee explanation is:

- For normal EP : 2,500,000

The payment rules : first payment (MoU) IDR 1,000,000

Second payment (match) IDR 1,500,000

- For AIESECer LR non EB : 2,250,000

The payment rules : first payment (MoU) IDR 1,000,000

Second payment (match) IDR 1,250,000

- For AIESECer EB : 2,000,000

The payment rules : first payment (MoU) IDR 1,000,000

Second payment (match) IDR 1,000,000

b. Exchange fee for EP from out Padang area

The total amount is IDR 3,500,000

The payment rules : first payment (MoU) IDR 1,000,000

Second payment (match) IDR 2,000,000

Third payment IDR 500,000

2. Status change time

The status change time from new to available is at least two days (48 hours). The

available to match and match to realize is will be change depend on ICX team in country

destination.

3. Self-matching policies

In the matching process, the EP also responsible to match their self to a TN. After the EP

accepted as exchange participant in AIESEC LC UA, then the manager has to conduct a matching

process, how to getting match with TN and how to face the interview.

In this case, the applicant has to CC/forward their delivery email to:

ogxgip.uaindonesia@aiesec.net. If the OGX GIP VP and/or managers found the applicant did not

CC/forward the email delivery to department email, so the VP and/or managers have a right to

not process the needed letter for the TN.

4. Break Match policies

In case of break match, the EP is still has the right to get the available status again. In

this case the AIESEC UA part will not charge any fee (but if the TN asking for it, so it out of our

(OGX GIP UA) authority).

[AgusDidiEka]