aiesec academy | trainee management (gip)
DESCRIPTION
TRANSCRIPT
TRAINEE MANAGEMENT
If you are reading this, i t m e a n s t h at yo u already have done half of the processes, and that you have a trainee coming in the following m o n t h s , s o CONGRATULATIONS! You also may have a lot of doubts regarding all the things that you’ll have to do, and what are the things your trainee will need, so in order to start working, we first have to know the entire process that will involve our trainee and the LC.
Prepara&on before arrival
Recep&on
Involvement
Rela&onship with the company
During he internship
Departure
PREPARATION BEFORE ARRIVAL
1. Match 2. Expectation settings 3. Migratory process 4. Documentation 5. Booklets 6. Welcome kit 7. Servicing
1. MATCH In order to do the match on the platform and make it official, we need to gather a few documents first:
• Acceptance notes: the Exchange Participant Acceptance Note (EP AN) and the Company Acceptance Note (CAN, TN AN), this documents need to be filled with the correct information, so make sure both letters have the right EP ID and dates (you have 10 subsequent days to send it).
TIP: try to have both acceptance notes with the same dates so you don’t struggle later.
2. EXPECTATION SETTINGS It’s important for you to set expectations with the trainee, talk about what he/she is looking for to experience in Mexico and at his/her internship. Talk about his/her AIESEC experience, some of your trainees were members and their experience can represent an opportunity for the development of your LC, and in some cases, you have to be prepared to affront the possibility that you trainee doesn’t know a lot of AIESEC and that you’ll have to fulfill all the information gaps he/she has.
TIP: Keep this written
3. MIGRATORY PROCESS In order for your trainee to intern the country, you need to help him/her to get his visa.
Stay in touch with your MC, MCB and NST if you have any doubts, this is a process that requires time and precision, so gather all the documentation that you’ll need and send it to your trainee.
In the following days stay in touch with the trainee so you’ll know when does he/she has the appointment with the embassy and how can you help, and as soon as the trainee gets the visa, ask him/her to send it to you.
4. DOCUMENTATION • Both acceptance notes,
EP AN and TN AN. • Passport: verify the
information and the expiration date; this needs to be effective for the duration of the internship.
• Visa: scanned copy. • Medical insurance,
contract in English or Spanish.
• Flight details.
TIP: it’s also important to know if your trainee has another visas so this can fasten some migratory processes.
5. BOOKLETS Before the arrival and right after the match, it’s important for you to send to the trainee the respective booklets, survival guides, etc.
You can find some of them on MyAIESEC, but you’ll also need one of the state/city in which the trainee it’s going to do his/her internship.
These are the points that need to be covered in the booklet: • Information about Mexico, the
state and the city: just some basic information like the weather, voltage, calling code, system of measurement, etc.
• Language: you can add some basic words, numbers and phrases.
• Currency: coins, bills, credit and debit cards, and convertibility,
• Important dates: add bank holidays and a brief explanation for the most remarkable ones.
• Food: typical dishes, drinks, do’s and don’ts and safe options. In here you can also add the main restaurants and places to eat.
• Manners: you can briefly explain about social habits and others.
• Transportation: from the «getting to», internal transportation (buses, taxis, etc.), intercity and interstate transportation, to fares.
• Communication: main city codes, mobile networks, internet, customer care centers and again, fares.
• Shopping markets: you can add from malls to grocery stores.
• Banks: the main banks and the procedure for them to get an account.
• Health and medical insurance: where they can go in case of an emergency, pharmacies, and hospitals.
• Entertainment: from cafés to nightclubs, don’t forget museums, concerts, theatre and libraries.
• Religion: try to integrate all the religious centers you can find.
• Embassies and consulates: this should have the contact of the embassy or consulate of their country, and also of the INM.
• Emergency contact numbers: police, Red Cross, firefighters, etc.
• LC contact information: names, emails, phone numbers and position.
TIP: keep it visual!
6. RECEPTION PACKAGE Prepare a welcome package for his/her arrival, it’s a nice detail and the trainee will appreciate it.
THINGS IT SHOULD INCLUDE:
• Recep&on booklet • City map • Touris&c flyers about the
city and places near to it
THINGS IT COULD INCLUDE: • Mexican candies, hats/
dolls • Something representa&ve
about the state • Metro card or &ckets, call
cards
TIP: if you choose well, this shouldn’t cost more than $100 MXN.
7. SERVICING Imagine that you are going to a different country, you don’t know anyone and you have no idea where are you going to live, scary isn’t it? This is what your trainee it’s feeling, so put yourself in his/her shoes and start to get to know him/her, be polite and try to solve any doubts they could have. TIP: right before the arrival, arrange all the logistics so they know whom, where and when are picking them up.
RECEPTION 1. Reception at the airport 2. Settling down 3. Communication with
sending entity and family
1. RECEPTION AT THE AIRPORT
At least one person of the LC should pick him/her up at the airport or bus station (in case his/her flight lands in another city) and in case his/her flight lands in another city, you should have already sent him/her the specific information to come to your city.
TIP: use some signs, placards, etc, so they know where to go.
2. SETTLING DOWN The trainee must be tired, hungry, and maybe they have some jet lag, so take him/her to eat something and then let them rest.
3. COMMUNICATION WITH SENDING ENTITY AND FAMILY It’s really important that the sending entity and the family of the trainee, know that the trainee it’s already safe in the city and with someone, so make sure they send an email or make a call.
INVOLVEMENT 1. Expectation settings 2. Trainee buddy 3. Migratory process and
documentation 4. Housing 5. Servicing 6. Welcome party
1 . E X P E C T A T I ON SETTINGS By now you already have the expectations before t h e a r r i v a l bu t i t ’ s important to know if something has changed or they expect something else.
2. TRAINEE BUDDY Introduce your trainee to his/her trainee buddy and explain to him what can this buddy do for him/her.
3. MIGRATORY PROCESS AND DOCUMENTATION Before he/she starts to work it’s extremely important that he/she gets his/her Migratory Form. It will serve him/her as an official ID in the country. In fact, you have 30 days to do this procedure. You should prevent him/her about the addi&onal fees he/she will need to pay for the expedi&on of his/her photo ID. Someone of the LC should go with him/her so they feel more confortable and if something happens they can contact you.
4. HOUSING For the first days, it’s recommended for the trainee to stay at an LC member’s house, while you show him/her possible options of accommodation.
You should show him/her three housing options that are affordable with his/her grant and close and safe to his/her work or in the route to it.
If he/she doesn’t like any of these options, he/she should find a place by him/herself but with your help.
Facilitate him/her real state web pages, newspapers, and telephones, and arrange with him/her when you could go to visit new options.
5. SERVICING Once he/she has his/her Migration Form and a place to live, he/she needs to open a bank account, and get to know the city, how to use the transport and where they can go to eat and buy some things.
The most important thing it’s to stay in touch with the trainee, so you can know what it’s going on and how can you help.
Schedule activities for some weekends with him/her, the other trainees, and also members.
6. WELCOME PARTY Welcome parties are not obligatory, but they are highly recommended, and they don’t necessary need to be a party, you can have a small meeting, go to eating or just hang out so they can feel welcomed.
RELATIONSHIP WITH THE COMPANY 1. First day at work 2. Payments 3. Communication
1. FIRST DAY AT WORK He/she should go to work the first day in company of an LC member, preferably the account manager. This is to present him/her officially to the company and also to show him/her the route to his/her work.
2. PAYMENTS This is an important agreement among the company, the trainee and the LC. The parts must know what are their duties and rights. Settle two dates, one for the payments with the company in which they should deposit the quantity into the LC’s account so your VP FNZ sends the information to the MC in order for him to get the receipt and the tax deductible. The second date it’s for the payment of the grant, some trainees like it to be the first days of the month, weekly or every 15 days, it’s your decision, but make sure the trainee gets the payment on time.
TIP: always take screenshots and have a control of the deposits you made, also make both parts know when are the payments done. Remember that some transac&ons take 24 hours to be registered.
3. COMMUNICATION STAY IN TOUCH, with both, the company, the account manager and the trainee, so you can know if the Job Description has been covered, if the trainee is happy and how is his/her performance. You can have quality surveys at the beginning, during at and the end. You can also put both, the trainee and the company in the newsletter distribution lists of the LC’s information.
DURING THE INTERNSHIP 1. Integration with the LC 2. Communication and
problem solving 3. Capitalizing your trainees
1. INTEGRATION WITH THE LC As he/she has become an important member of your LC and we would like to integrate him/her to the LC activities, he/she should present him/herself at the next LC meeting. It could include a brief presentation about his/her country too.
Invite him/her to the LC events (local plenary, SMIs, seminars, etc.) If he/she is an AIESECer, try to take advantage of his/her knowledge. Maybe he/she would be interested in work with the LC.
Try that every member of your LC gets to know your trainees. Invite them to be part of your recruitments.
2. COMMUNICATION AND PROBLEM SOLVING • Don’t forget to stay in touch with him/her. • Trainees thank the maintenance of a communication
channel with their LC host.
• Call him/her weekly to ask him/her how he/she is doing. If he has any complain, advice or comment follows it up.
• Ask him/her for feedback.
3. CAPITALIZING YOUR TRAINEES • Promotional Videos • Showcasing Stories • Material for next projects • AIESEC abilities • Strenghten relations with home LC • Global Village • Recuitment or LC related activities
DEPARTURE 1. Expectation settings 2. Migratory process 3. Bye bye package 4. Departure
1. EXPECTATION SETTINGS Have a final interview with him/her. Ask him/her about his/her experience, how he/she felt during his/her traineeship. Compare his/her expectations before the traineeship with his/her final perception about it.
2. MIGRATORY PROCESS If his/her traineeship ends before his/her visa duration ends, report his/her visa at the INM offices.
3. BYE BYE PACKAGE The bye bye package is intended to show the culture of the receiving country through typical elements that rep resen t s ou r manne rs and traditions. It has to be delivered at the end of the internship. The things that should be included are: a card from the LC saying goodbye, it can be a flag signed by the members of t h e L C o r a s i m p l e n o t e , photographs, Mexican candies, etc.
4. DEPARTURE At least one person of the LC should take him/her to the airport or bus station (in case his/her flight departs in another city) and in case his/her flight departs in another city, you should have already sent him/her the specific information to go to that city.
