First oGV Departament

meeting
Agenda
• Check in
• Results Review
• Partners
• Know your processes
• SOP
• Check you photo
Check in
 RED

yellow

blue

brown

Red-family
green Green-school
Yellow-friends
Blue-music
Dark blue-film
Results Review
Partners
• ITALY-Bari, Napoli federiko, Bologna,Venezia
• CZECH REPUBLIC-
• POLAND-Lodz
• HUNGARY-
• Romania-Pitesti
Know your processes
How does an EP apply for Italian Projects?
What about Peru?
Each country has a different application
process
Country Application Process
Country Application Process

Italy EP to fill out podio form: bit.ly/SelectionFormItaly 

Czech Republic Fill out Form: https://form.jotformeu.com/93245936929371 (Req Microphone +

Camera when filling out)

Hungary HE message Whatsapp for Interview with Partner and Partner will review

Poland HE Message in Whatsapp for EP to provide submit motivation video

Lithuania HE Message E-Mail or Whatsapp for Interview with 

 SOP
AIESEC in GEORGIA Standard Operating Procedure for oGV
Phase Step Action Step Process Time Responsible
1 EP Signs onto EXPA N/A
2 EPM assigns themselves on EXPA VP/TL

3
EPM contacts EP through E-mail/Phone to schedule meeting Within 48hrs EPM
3 (a) If EP doesn't respond within 48 hours, repeat step 3 EPM
OP - APP
4 Have meeting within 7 days of contact EPM

5
Have opportunities/searchtools ready during meeting and recommend projects to EP EPM

5(a)
Prioritise projects from partners and have EP apply multiple projects EPM
OP - APP Total process Time 7 Days

6
After EP applies for Projects, contact HE through IR Groupchat or VP Within 24 hours EPM
6(a) If HE doesn't respond after 48 hours, follow up EPM

6(b)
EPM assist EP in familirizing with project details (Dates, accom/food provided, TN Fee etc) EPM
APP - ACC
7
EPM assist EP through application process (Seperate Application form or Interview) Within 7 days EPM

7(a)
Maintain communication with EP and HE (through group chat or IM) EPM
8 Update EP tracker in meantime (Applied to which projects, add comments on progress etc)
EPM

9
When HE accepts EP, update VP on status Within 12 hours EPM

10
ACC - APPR Send Invoice to EP to be paid within 5 days of being Accepted Within 5 days VP

11
Organise meeting with EP, EPM and VP to sign contract Within 5 days EPM
12 EP signs contract VP
APP - APPR Total Process Time 14 Days

13
Fill out EP details in Approves Tab Tracker EPM

14
UPLOAD CONTRACT AND PROOF OF PAYMENT ON GOOGLE DRIVE VP

APPR - RE 15
EPM to ensure EP has Insurance purchased before exchange EPM

16
EPM assist in scheduling OPS for EP before exchange EPM
17 EP has OPS, individually or in a group EPM
18
EPM and EP buddy communicate arrival pick-up EPM

19
EPM continue communication with EP during exchange Every week EPM
RE - FIN
20
If EP has any issues or trouble, assist to resolve it EPM/TL

21
During communication, ask EP to send pictures/videos of exchange to EPM EPM

22 Contact EP after completion of exchange to schedule meeting Within 48 hours EPM

23 If during peak period, have EP join RIS for group debrief EPM
24(a)
During Debrief, have EP complete Standards Survey EPM
FIN- CO 24(b)
During Debrief, have EP complete NPS EPM
24(c)
During Debrief, have EP complete Final LDA EPM

24(d)
During Debrief, invite EP to also join AIESEC if they are interested EPM

25 If EP had positive experience, also ask EP to write review on AIESEC in Georgia FB page EPM
Check out Photo