AIESEC International Exchange Program Statement of Understanding

The Statement of Understanding is entered into by AIESEC in Mauritius (hereinafter referred to AIESEC) and Exchange Participant ___________________________ (hereinafter referred to the EP) based on the voluntary participation in AIESEC International Exchange Program. The following Statement of Understanding has the objective of regulating the activities and responsibilities involved in AIESEC International Exchange Program, which include searching and filling of exchange opportunities, preparation, integration and reintegration activities, as well as the cost explanation. 1. General Terms & Introduction a) Exchange Participant, hereinafter referred to EP, is the person who participates in AIESEC International Exchange Program. b) Traineeship Nominee, hereinafter referred to TN, is the internship opportunity provided through the AIESEC International Exchange Program. 2. MyAIESEC.net a) MyAIESEC.net is the global online working system of AIESEC. b) Every EP has his/her own account, EP ID and EP Form on MyAIESEC.net. c) The period of validity of ONE EP ID is 6 months, which goes into effect from the date of the confirmation of receiving Admin Fee, and the EP ID will be Available on MyAIESEC.net. d) If EP cannot successfully find a suitable TN within 6 months, the status of the EP ID will be automatically changed to Rejected. e) To prolong the EP ID, an amount of 1,000Rs as Expiry Fee will be charged to extend the validity of the EP ID and it will be made Available again. 3. Match a) Match is the process of finding a suitable TN for the EP. b) To achieve a Match, both sides EP and TN have to reach an agreement and sign Acceptance Notes (hereinafter referred to as the AN), stating EP voluntarily accepts the TN provided by the host organization in a certain period of time and TN admits to receive EP to take up the internship vacancy. c) The AN from EP is required before the host organization decides whether to accept EP. d) The AN will be sent via email or fax and will be effective immediately after being received and confirmed by both sides. e) The period of validity of the AN is 10 days. Within the 10 days, EP cannot sign and send a second AN for another TN. f) Once a Match is achieved, the status of the EP ID will be changed to Matched on MyAIESEC.net. 3. Realization a) Realization is achieved when EP successfully goes to another country and starts his/her internship abroad. b) Once a Realization is achieved, the status of the EP ID will be changed to Realized on MyAIESEC.net. 4. Confirmation by Both Parties a) AIESEC provides vast options of TNs according to the global internship vacancy situation and the preference of the EP in terms of destination, job role, work field, and duration etc. b) A successful Match depends on a variety of factors, such as the EPs past experience, capacity, proactiveness, flexibility etc. Therefore, full cooperation of the EP with AIESEC is highly recommended.
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c) If no Match can be achieved due to valid reasons, which are in conformity with the refund conditions, the EP can receive a certain amount of refund according to the Cost Policy. d) AIESEC provides related information and knowledge for the EP to apply for VISA and purchase insurance and flight tickets. But AIESEC cannot apply for VISA and purchase insurance and flight tickets for the EP. e) The EP applies for VISA and purchases flight tickets according to his/her opinion, which AIESEC is not responsible for. f) AIESEC strongly recommends the EP to purchase travel/health/medical insurance for going abroad which functions as a guarantee for his/her life and property security, which AIESEC is not responsible for. g) AIESEC provides the guidance on VISA application process for the EP. If the VISA application is rejected due to the VISA application policy or inadequate documents provided by the host organization, the EP can apply for refund according to the Cost Policy; If the VISA application is rejected due to inadequate documents provided by the EP itself or personal issues, the EP has to take up the full responsibility. h) AIESEC provides the EP with the access to the information of the host organization, job descriptions, working conditions, accommodation conditions, security situation and living costs etc. Getting to know the information before achieving the Match is highly recommended to the EP. i) The host organization of the TN is responsible for the working security of the EP. The insurance company is responsible for the travel and health security of the EP. AIESEC provides maximum-security support and assistance for the EP but the EP takes up the full responsible for his/her own security. 5. Roles & Responsibilities of AIESEC l The responsibilities of AIESEC are regulated to help the EP to understand more about AIESEC International Exchange Program and engage in AIESEC better so that the EP can be better prepared to participate in the program to achieve both social and personal development. 5.1 Selection & Pre-Match Preparation a) AIESEC organizes a Review Board interview according to the definition of Selection Quality Criteria and Standards, and ensures the EP participating in an internship has passed through it. b) AIESEC assists the EP in completing all the paper or online documentation that is required to obtain an account, an EP ID and an EP Form on MyAIESEC.net. c) AIESEC has the sole right to change the status of EP ID and update EP information on MyAIESEC.net. d) AIESEC organizes National Induction Conference to provide sufficient training on exchange program to the EP. 5.2 Match a) AIESEC facilitates the matching procedures in an active and proactive way to help the EP find a suitable TN. b) AIESEC provides necessary support to the EP to send the AN when needed. c) AIESEC sends the AN ONLY under the approval of the EP. 5.3 Preparation a) AIESEC organizes Outgoing Preparation Seminar to facilitate the preparation and provide guidance on Exchange to the EP before he/she goes abroad. b) AIESEC educates the EP on security issues and supports the EP through all quality issues. c) AIESEC provides sufficient information related to VISA, insurance and assists in VISA application process. d) AIESEC is responsible to contact the host organization to obtain the required documentation for VISA application. e) If the VISA application is rejected due to the inadequate materials provided by the host
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organization, AIESEC is responsible to help the EP to find another TN, or the EP can apply for the refund according to the Cost Policy. 5.4 Realization a) AIESEC maintains communication with the EP throughout the duration of the internship. b) AIESEC periodically evaluates the internship and communicates with the EP at least on a monthly basis while he/she is abroad. c) AIESEC communicates with the host Local Committee to coordinate the reception and the EPs adaptation to the local society. d) AIESEC encourages the EP to complete and submit the measurement surveys, facilitating the online or offline completion of surveys. 5.5 Re-integration a) AIESEC helps and assists the EP to re-integrate into the home society and culture. b) AIESEC provides the EP with the opportunities to re-integrate into the sending Local Committee. c) AIESEC refunds 1,000Rs to the EP within 90 days after the EP returns and provides approved materials and documents. 5.6 Others a) AIESEC considers the EP as a full member and thus provides opportunities throughout each process before, during and after the AIESEC International Exchange Program for the EP to attend AIESEC activities and involve in local operation, such as membership and leadership position provision, gathering, meeting, bonding, training etc. b) AIESEC educates the EP on the responsibilities of all parties involved in the exchange process. c) AIESEC has the right to use the exchange report and photos of the EP as promotion materials in different media channels. 6. Roles & Responsibilities of the EP l The EP participates in AIESEC International Exchange Program on a voluntary basis. l The EP understands the aim and contents of AIESEC International Exchange Program and all responsibilities involved in both parties. l The EP should NOT take part in any political activities or other activities that are endangering national security of the Republic of Mauritius. l The EP has the right to communicate with AIESEC and provides adjustments and suggestions on the exchange process. l All the information and documents submitted by the EP should be complete, true and valid. l The EP is requested to attend AIESEC National Induction Conference, or AIESEC has the right to reject him/her as an Exchange Participant. 6.1 Pre-Match Preparation a) The EP has to participate in and pass the Review Board organized by AIESEC. b) The EP needs to apply for passport immediately after he/she signs the Statement of Understanding; if the EP already owns a passport, he/she has to ensure the period of validity of the passport is over 6 months, or the EP needs to prolong the passport or apply for a new passport. c) The EP needs to complete and sign all documentation pertaining to participation in AIESEC International Exchange Program. This includes but is not limited to, exchange application, State of Understanding, Resume. 6.2 Match a) The EP is required to be proactive and honest in the Matching process to coordinate and cooperate with AIESEC, and be responsible for every internship opportunity provided. b) The EP has the responsibility to proactively and continuously communicate with AIESEC
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about the matching progress. c) The EP can participate in AIESEC activities relevant to interests and goals. d) The EP is responsible to communicate with the family and university to confirm the job description and duration before signing and sending the AN. e) After sending the AN and being accepted by the TN, the EP cannot violate the items agreed on the AN and cancel the internship due to personal reasons. f) If the EP breaks the match due to personal reasons, he/she will not be allowed to go for the internship. In this instance, all payment that has been paid by the EP to AIESEC, will be retained by AIESEC. 6.3 Preparation a) The EP is requested to participate in Outgoing Preparation Seminar organized by AIESEC. b) The EP is responsible to purchase his/her own insurance. c) The EP is responsible to hand in VISA application by himself/herself. d) The EP is responsible for his/her transportation costs from Mauritius to the destination, VISA application cost, insurance costs and other costs involved, such as vaccination costs etc. e) The EP has the responsibility to review the VISA/work permit regulations of the destination country prior to the purchase of a ticket to travel to the country 6.4 Realization a) The EP reaches the destination and starts the internship on the date according to the TN requirements. b) The EP has the responsibility to fulfill the job role and internship duration required by the TN. c) The EP needs to maintain communication with the sending and hosting Local Committees throughout the internship. d) The EP needs to take a proactive and independent role in integrating with the host Local Committee and getting involved in the community and in other activities outside the internship. e) The EP needs to be prepared to promote Mauritian culture to the local community. 6.5 Re-integration a) The EP needs to conduct a presentation about the experience and culture of the country he/she goes to. b) The EP has to contact the Local Committee on arrival and participate in an interview about their exchange experience. c) The EP has to hand in 10 photos taken during exchange period. c) The EP has to fill in the evaluation and measurement survey on MyAIESEC.net. d) The EP needs to participate in AIESEC re-integration activities after their arrival to Mauritius. e) The EP gets the refund within 60 days after AIESEC confirms and approves the submitted materials and documents. f) The EP agrees that AIESEC can use any promotional materials whereby his/her name and photos are featured in different media channels. 7. Internship Explanation a) AIESEC helps the EP to search for TN on MyAIESEC.net. The EP can access the internship information about the host organization, contact person, internship location, duration, starting date, ending date, job description, accommodation conditions etc. b) The EP can access more information about the TN with the assistance of AIESEC. c) Upon the signing and sending of the AN, the EP confirms to accept the job roles and additional conditions provided by the TN. d) Job roles of the TN may be adjusted according to the characteristics of the EP, such as personal interests, language proficiency, and personality etc. e) If any disagreement with the job role adjustment occurs, the EP has the right and responsibility to communicate with the host organization.
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f) Under the circumstance that the EP cannot be provided with concrete job roles due to personal reasons such as failing to fulfill the requirement of the starting date, non-proficiency of English and so on, AIESEC does not take up the responsibility. g) Under the circumstance that the EP cannot be provided with concrete job roles due to problems of the internship such as sudden bankrupt of the host organization, inappropriate organizing of the project and so on, AIESEC provides guidance and assistance to help the EP to communicate with the host Local Committee to solve the problem. In this instance, the EP has the right to find another TN, or request for refund of application fees from AIESEC. h) If the problem cannot be solved after negotiation with the host organization, neither AIESEC nor the EP assumes the responsibility. 8. AIESEC Exchange Programs a) The Global Community Development Program is a volunteering program catered for persona development. EP shall go abroad for a period of 6-16 weeks. No salary is provided to the EP. In few cases accommodation maybe provided, but it is the responsibility of the EP to confirm details of TN prior to matching and before sending the AN. The EP can expect to do various types of work like teaching, developmental, environmental protection etc. and be employed by NGOs, schools, small business owners etc. b) The Global Internship Program is a full time employment program catered for professional development. EP shall go abroad for 8-16 months. Salary will be provided to the EP, in the local currency. The salary will be minimum and enough to cover basic expenses of the EP. AIESEC host LC is responsible for assisting EP adjust (getting a cellphone plan, bank account, accommodation etc.) however, the EP is responsible for paying all the costs from his/her own salary. 9. EP Fee a) The EP Fee for Global Community Development Program is 5,000Rs, out of which 4,000Rs is the application and administrative fee, and 1,000Rs is the deposit (returned after the EP goes back from the internship). b) The EP Fee for Global Internship Program is 8,000Rs, out of which 7,000Rs is the application and administrative fee, and 1,000Rs is the deposit (returned after the EP goes back from the internship). c) The payment should be submitted together with the signed Statement of Understanding. 9. Refund Policy a) The EP can cancel the enrollment of AIESEC International Exchange Program at any time within the 6 month validity of this contract, with half amount refund of the EP Fee (GCDP: 2,500Rs/GIP: 3,000Rs) and full refund of the deposit (GCDP: 1,000Rs/GIP: 1,000Rs) which makes a total of (GCDP: 3,000Rs/GIP: 4,500Rs) as long as the EP ID is on Available on MyAIESEC.net. b) During the period that the EP ID of the EP is Matched on MyAIESEC.net (not including the period that the EP has sent the AN but hasnt received AN from the TN), if the EP applies to contract out AIESEC International Exchange Program, the EP cannot apply for the refund of the Admin Fee (GCDP: 4,000Rs/GIP: 7,000Rs) or the deposit (1,000Rs). c) After the EP ID of the EP is changed into Matched on MyAIESEC.net, any cancellation of the internship due to PERSONAL reasons, such as personal change of option, rejection of VISA application due to fake information and documents and so on, will be considered as Break-Match. In this instance, no refund will be returned to the EP. d) Under the circumstance that the EP ID of the EP is expired and changed into Rejected on MyAIESEC.net, the EP can apply for deferment to extend the period of validity of the EP ID. The payment of the deferment is 1,000Rs. The extended period of validity is 6 months. a) After the status of the EP ID of the EP is changed to Matched on MyAIESEC.net, cancellation of the internship due to reasons not in control of AIESEC or the EP e.g.: a) if the destination country of the EP is currently at war or other serious disturbance that may affect the life of the EP; b) when rejection of VISA application is caused by the embassy or due to
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inadequate materials provided by the host organization. In this instance, the EP can apply for a new EP ID with another 6-month validity. 10. Reasons for Break-Match & Break-Realization a) The Break-Match is valid due to reasons not under the control of AIESEC or the EP: 1)when the destination country is currently at war, enduing terrorism movements, natural calamity, large scale serious epidemic or other severe social disturbance that may affect the life of the EP; 2)when rejection of VISA application is caused by the embassy or due to inadequate materials provided by the host organization. In this instance, the EP can communicate with AIESEC to find another TN, and apply for a 6-month extension to their EP id. b) The Break-Realization is valid due to reasons not under the control of AIESEC or the EP: 1)when war, terrorism movements, natural calamity, large scale serious epidemic or other severe social disturbance take place in the destination city/country; 2)when there is sudden bankrupt of the host organization; 3)when there are changes in the job description or host organization without the agreement of the EP; 4)when there is wrong information of working environment and this is in turn having a negative effect on the EP; 5)when the EP is facing discrimination etc. In this instance, AIESEC should help the EP to coordinate with the hosting Local Committee to set up new arrangements and ensure the security of the EP; the EP should communicate with the host organization and the host Local Committee about new arrangements in time. If any major and serious emergency occurs, the EP can decide to finish the internship and return to Mauritius upon the agreement of the host organization and AIESEC. The EP can apply for a new EP ID and go for another internship without payments. No refund will be returned. 11. Authority Behaviors a) It is the administrative power and sovereign power of the authority to make the decision whether to approve the VISA application of the EP and whether to grant the entry of the EP to the country. Under the circumstance that the VISA application of the EP is rejected due to objective reasons caused by the authority of the embassy, AIESEC assumes no responsibility and the EP can apply for a 6-month extension to their EP id. b) Under the circumstance that the VISA application or the entry to the country of the EP is rejected due to fake materials, the EP takes full responsibility and no extension shall be provided and refund will be returned. 12. Appendix The appendixes are indispensable components of the Statement of Understanding of the same legal validity. 13. Confirmation of Understanding and Agreement The Statement of Understanding comes to effect immediately upon signature. Both of the main statement and the appendixes are of the same legal validity. 3 copies of this contract are needed with original signatures (1 for the EP, 2 for AIESEC). The EP shall be issued an EP id with a 6-month Validity. The EPs full name: Date (dd-mm-yyyy) Signature AIESEC Representative Name: Date (dd-mm-yyyy) Signature AIESEC Executive Board Name: Date (dd-mm-yyyy) Signature

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Parent Consent Form: AIESEC International Exchange Program Cost Explanation AIESEC charges a certain amount of Administrative Fee according to the program the Exchange Participant applies for. Details of the Admin fee are shown below. Global Community Development Program 4,000Rs 1,000Rs 5,000Rs 1,000Rs Global Internship Program 7,000Rs 1,000Rs 8,000Rs 1,000Rs

EP Fee Deposit Total Refund upon arrival (after submission of exchange report by EP)

I (full name) ________________ parent/guardian of (full name) ________________ agree to my ward participating in the AIESEC International Exchange Program. I have read the contract and understand the conditions stated. Further, I accept all terms and conditions stated in the contract.

Name of Parent/Guardian: Date (dd-mm-yyyy) Signature

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