XPP

Extract from the

Global Compendium
Supporting Document
Updated on 29 April, 2019
International Presidents Meeting – February 2019

Revised by Gowling WLG, Montreal (Lawyers of AIESEC International)

Approved by AIVP Finance, 2018-19
TABLE OF CONTENT
1. Exchange Product policies
1.1. Definition
1.2. Applicability
1.3. Liability
2. Table of contents
3. AIESEC Experience
3.1. Definition
3.2. Phases
3.3. Current Products of Engagement with AIESEC (EwA) Phase
3.4. Current products of Lifelong Connection (LLC) Phase
3.5. Current products of Experiential leadership development (ELD) Phase
3.6. Current definitions of AIESEC membership
4. Experiential leadership development (ELD) - General Management
4.1. General Exchange criteria for Exchange Participant
4.2. General Exchange criteria for Opportunity Providers
4.3. AIESEC General responsibilities
5. Experiential leadership development (ELD) - General Policies
5.1. Policies applicable to all stakeholders including EPs, OPs, and AIESEC at any stage of
the ELD products include:
5.2. Policies Applicable to all Exchange Participants (EP) at any stage of the ELD products
include:
5.3. Policies Applicable to all Opportunity Providers (OP) at any stage of the ELD products
include:
5.4. Policies Applicable to all AIESEC Entities at any stage of the ELD products include:
6. Experiential leadership development (ELD) - Before Approval
6.1. It is responsibility of every Applicant aiming to be an Exchange Participant (EP)
6.2. It is responsibility of every Opportunity Provider (OP)
6.3. It is responsibility of every AIESEC Entity:
7. Experiential leadership development (ELD) - From Approval until Realization
7.1. Introduction
7.2. It is the responsibility of the Exchange Participant (EP):
7.3. Key responsibilities of the Opportunity Provider (OP):
7.4. It is responsibility of AIESEC Hosting Entity (HE):
7.5. It is responsibility of AIESEC Sending Entity (SE):
7.6. Cancelling an Approval Procedure:
8. Experiential leadership development (ELD) - From Realization until Completion
8.1. It is responsibility of the Exchange Participant (EP)
8.2. It is responsibility of the Opportunity Provider (OP)
8.3. It is responsibility of AIESEC Hosting Entity (HE)
8.4. It is responsibility of AIESEC Sending Entity (SE):
8.5. It is responsibility of both AIESEC Entities
8.6. Cancelling Realization Procedures

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8.7. Cancelling other exchange statuses procedures
8.8. Extension protocol
9. General Complaint & Case solving flow
9.1. Definition
9.2. Case Solving Process
9.3. AIESEC Local Committee Case Solving Stage - LC to LC
9.4. AIESEC National Case Solving Stage - ECB to ECB
9.5. AIESEC Internal Control Board - Official Case Application
9.6. ICB Consultancy
9.7. Extraordinary Cases
10. Compensation Policies
11. Complaint Lodging and Whistleblowing Protocol
11.1. Introduction
11.2. Applicability
11.3. General Rules
11.4. Raising a Complaint
12. AIESEC Anti-Harassment and Violence Protocol
12.1. Introduction
12.2. Principles
12.3. Applicability
12.4. Concepts
12.5. Protocols for resolution
13. Glossary of Terms/Acronyms

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1. Exchange Product Policies (XPP)

1.1  Definition
1.1.1 The Exchange Product Policies (XPP) is the official document that governs and ​defines
Responsibilities, Procedures, and Protocols for every AIESEC experience that falls under its
exchange products: ​Global Entrepreneur, Global Talent, and Global Volunteer.

1.1.2 The XPP is mandatory for every Exchange Participant, Opportunity Provider, ​AIESEC Entity
and any other party involved with an AIESEC Exchange at all stages from contract signature
as well as, approval on AIESEC´s official platform.

1.1.3 The document is composed by its most recent version updated at the latest AIESEC
International Legislative Meeting (ILM), and its Annexes, each of which may also be updated,
if needed, at every ILM. Every person and organization willing to engage in an AIESEC
Experience must acknowledge that they have read and understood the XPP, including its
Annexes. Below, as the current annexes complimentary to XPP we have:

1.1.3.1 Annex 1:​ The Global Safety Guideline

1.1.3.2 Annex 2:​ The Official Case Application Template
1.1.3.3 Annex 3:​ The Harassment Protocol Templates
1.1.3.4 Annex 4:​ The Control Boards Guideline
1.1.3.5 Annex 5:​ The Extraordinary Appeal Guideline

 
1.2 Applicability
1.2.1 Any stakeholder or party involved with an AIESEC Exchange Product is required to:

1.2.1.1 Observe all aspects of the XPP, be informed of its content and
respond in a timely and constructive manner to any complaints,
which may arise at any stage.
1.2.1.2 Follow all the responsibilities stated in the XPP Annexes. The Global
Safety Guideline & XPP Caput 9. Anti-Harassment and Violence
Protocol, and all its clauses.
1.2.1.3 Fulfill any and all private, written mutual agreements with Exchange
Participants (EPs) and Opportunity Providers (OPs) relating to
responsibilities of one party to another.

 
1.3 Liability
1.3.1 AIESEC International Inc., AIESEC Member Committees (MC), AIESEC Sending ​Entity (SE) and
AIESEC Hosting Entity (HE) may not be held liable for carrying out their respective

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responsibilities as described in these policies with the exception of their gross negligence or
intentional fault. Without limitation, the aforementioned entities ​shall never be held liable:

1.3.1.1 In the case of refusal from the authorities to provide a visa, work
permit or any ​other legal document or authorization needed by the
EP to participate in the exchange due to factors that AIESEC entities
cannot control.
1.3.1.2 In the case of false, inaccurate or incorrect information ​provided by
the ​EP or the OP resulting in the approved stage, provided they were
not aware of the information being false.
1.3.1.3 In case of accident(s) and injury suffered or incurred by the EP during
the exchange.
1.3.1.4 In the case of damages caused by the EP to the OP, or to any other
third​ ​party during the exchange.
1.3.1.5 In the case of damages or loss of any working material (such as
laptop, computers, ​documents, camera, cell phone, etc.) provided to
the EP by the OP or any other stakeholder, for work or other
purposes.
1.3.1.6 For any consequential or indirect damages, including loss of income
or profits.
1.3.1.7 Where the failure to fulfil their obligations has been caused by
circumstances ​beyond their control (proof required), such as if it is a
result of Acts of Nature (including fire, flood, ​earthquake, storm,
hurricane, or other natural disaster), War, Invasion, Act of foreign
enemies, Hostilities (whether war is declared or not), Civil war
rebellion, Revolution, Insurrection, Military or usurped power or
confiscation, Terrorist activities, Nationalization, Government
sanction, Blockage, Embargo, Labour dispute, Strike, Lockout or
Interruption or failure of electricity and/or other necessities.
1.3.1.8 In the case the EP causes direct or indirect damage to the
organization because of his/her actions such as theft or infringement
of intellectual property.

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2. Table of contents

Article Topic Section Major Clauses

AIESEC Experience 3 Definition, Phases, Products & ELD basic criteria.

Criteria to be an EP and OP & Pre Exchange rules for

ELD Responsibilities 4
HE & SE.

General Policies applicable to any stage of any AIESEC

ELD Policies 5
exchange.

Minimums of the pre approval phase to be executed

ELD Before approval 6
by all parties.

Minimum processes, responsibilities and rules to be

ELD Approval to realization 7 followed and applied by all parties from APD until RE.
Approval status cancellation policies.

Minimum processes, responsibilities and rules to be

followed and applied by all parties from RE to FI/CO.
ELD Realization to completion 8
Exchange extension rules and Realization status
cancellation policies.

How any party can raise and solve an exchange

complaint - Its protocol and timelines. How AIESEC
Complaint and Case solving flow 9
internally can ask for consultancy during an issue and
how to appeal on cases.

Possible penalties & compensations applicable to

Compensation policies 10
exchange cases violations.

Reporting misconducts that are not necessarily a

Complaint lodging and
11 Exchange Case but could harm the organization and
Whistleblowing protocol
exchange involved parties.

Internal protocol to prevent & resolve Harassment

AIESEC Anti-Harassment and violence
12 and Violence related situations. Definition of
protocol
Harassment.

Glossary of Terms/Acronyms 13 Glossary of document Terms/Acronyms

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3. AIESEC Experience
 
3.1 Definition
3.1.1 The AIESEC Experience is the set of opportunities we provide as an ​organization to engage
and develop leadership among young people.

 
3.2 Phases
3.2.1 The complete experience consists of three different and independent phases:

Phase Definition
3.2.1.1 Engagement with AIESEC 3.2.1.1.1 The Engagement with AIESEC phase
(EwA) exists to spark an interest in young
people to develop themselves and to
contribute to a better world.
3.2.1.1.2 Products in this phase should facilitate
an inner & outer journey and spark a
want for internal change in a young
person.
3.2.1.1.3 Products in this phase should
intentionally begin to develop one or
more of the AIESEC leadership
development qualities.
3.2.1.1.4 Products in this phase should transmit
a clear call to action and introduce
opportunities that a young person can
take to start their contribution to a
better world.
3.2.1.2 Experiential Leadership 3.2.1.2.1 This phase enables young people to
Development (ELD) develop their leadership through
learning from practical experiences in
challenging environments.
3.2.1.3 Lifelong Connection (LLC) 3.2.1.3.1 This phase includes every person who
has gone through AIESEC's Experiential
Leadership Development Phase or has
been a member of AIESEC embodies
what we envision while being a leader
in everyday life.

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3.3 Current Products of Engagement with AIESEC (EwA) Phase
Product Definition
Youth Speak Forum powered by AIESEC is an event run by
youth for youth. It is a forum where inspiration and
collaboration convert into action. This event brings together
both young and senior leaders to form a diverse cross-sector
and multigenerational space for inspiring conversations
Youth Speak Forum around pressing global, national, and local issues. It is an
attractive and engaging approach to making AIESEC relevant
for any young person and a way to get involved with no
barriers and low commitment. It is also an opportunity to
create commitments and projects that organizations and
stakeholders can support.
Local Volunteer is an Engagement with AIESEC product which
gives a preview into what an AIESEC Global Volunteer
experience looks like. It allows local youth to volunteer on a
Local Volunteer
project or inside an NGO to address one of the Sustainable
Development Goals for 6-8 weeks, alongside Global
Volunteer participants.

 
3.4 Current products of Lifelong Connection (LLC) Phase
3.4.1 The Lifelong connection (LLC) phase has no products currently.

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3.5 Current Products of Experiential Leadership Development (ELD) Phase
3.5.1 AIESEC ELD offers three products being: Global Talent (GT), ​Global Entrepreneur (GE), and
Global Volunteer (GV):

Product Definition

Global Talent is an opportunity for a young person to

develop leadership qualities of self-awareness,
solution orientation, empowering others and world
Global Talent
citizenship by living a cross-cultural professional
experience. In the product a young person works
abroad to advance their goals.
Global Entrepreneur is an opportunity for a young
person to develop leadership qualities while living a
cross-cultural experience with a start-up organization.
Global Entrepreneur
In the product, a young person works abroad in a
startup organization with entrepreneurs to advance
their goals and grow.
Global Volunteer is an opportunity for a young person
to develop leadership while living a cross-cultural
volunteer experience. Through this product a young
Global Volunteer
person volunteers abroad on social impact projects
that contribute to the Sustainable Development
Goals.

3.5.2 Every ELD Product should fulfill the criteria as stated below:

Working
Product Minimums Duration
Hours

3.5.2.1 Glo 3.5.2.1.1HE to provide an internship in a hosting 3.5.2.1.4A

bal Talent organisation, through which an EP contributes to the Minimum of 6
goals of the organisation, completes a job description weeks and a
requiring special expertise or skills. Maximum 78
weeks
3.5.2.1.2The internship should include the development
of practical skills and knowledge in a foreign 3.5.2.1.5The same Minimum of
environment to complement the EP’s higher educational EP cannot extend 35 hours/
background or field of career aspirations. in the same OP week,
once 78 weeks are Maximum
3.5.2.1.3The EP is supervised and evaluated by one or
completed. of 45 hours/
more full-time employee of the host OP.
3.5.2.1.6If OP and week
EP agree to extend
the experience for
over 78 weeks,
AIESEC will not
have responsibility

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or role in
facilitating this.

3.5.2.2.1HE to provide an international experience in a

start-up, through which EPs brings new ideas, solutions to
enhance start-up’s performance. Minimum of
3.5.2.2 Glo 3.5.2.2.2The internship create opportunities for young 3.5.2.2.4. A 25 hours/
bal people to work, learn, develop their leadership and minimum of 6 week,
Entrepreneu entrepreneurial skills and contribute to start-up goals. week, Maximum of Maximum
r 3.5.2.2.3GE EPs can have different types of start-up 78 weeks. of 40 hours/
experiences, their roles and mentorship provided should week.
contribute to their experience of working in a start-up or
becoming an entrepreneur themselves.

3.5.2.3.1HE to provide an international volunteer

experience through which EPs develop themselves while
empowering individuals, communities or organisations. Minimum of
3.5.2.3.2The internship should be focused on areas and 3.5.2.3.4. A 25 hours/
3.5.2.3 Glo issues with the needs for direct social impact and Minimum of 6 week,
bal sustainable solutions. weeks, and a Maximum
Volunteer
3.5.2.3.3GV EPs may have different types of volunteer Maximum 8 weeks. of 40 hours/
experiences, including using professional skills, to week.
contribute to their personal development and positive
impact on the society.

3.5.3 Every ELD Product also must satisfy:

3.5.3.1 The overall XPP as it reads in its most recent version, all the
annexes, & the exchange standards currently in place.
3.5.4 In case of any violation of XPP, sanctions, remedial measures and the responsible party are
provided per the Compensation Policies​ ​described under the section 10 of this document.

3.5.5 Any entity can request Consultancy for the Internal Control Board if the Compensation
Policies for a specific case are not clear or if any proof, validation, and other questions,
needs to be clarified.

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3.6 Current Definitions of AIESEC Membership
3.6.1 AIESEC Membership is divided into:

3.6.1.1 Team Leaders.

3.6.1.2 Anyone taking a leadership position within the organization
(local, national, global ​level) with a minimum of three members
in the team.
3.6.2 Team Leader Definition:

3.6.2.1 Team Leader Experience is an opportunity for a young person to

develop AIESEC's ​leadership qualities through leading and
guiding others in their work and experience at a local, national,
regional or global level.
3.6.2.2 We provide a Team Leader experience through the practical
learning with real ​resources and the experience of managing a
team while delivering the standards for a team experience.
Team Leaders contribute to the development of others while
ensuring AIESEC’s performance and the delivery of its
experiences.
3.6.2.3 A team leader should live by the AIESEC values.
3.6.2.4 A young person gains the following through a Team Leader
Experience:
a. The opportunity to go through AIESECs Leadership Development
Model and ​develop qualities of Self-Awareness, Solution
Orientation, Empowering Others and World Citizenship.
b. A practical team leader or executive leadership body experience.
c. Personal and professional development.
d. Practical competencies development.
e. Access to a global network.
f. Activities which develop an entrepreneurial and responsible attitude
towards being​ ​a better leader.
3.6.3 Team Members Definition:

3.6.3.1 Anyone fulfilling a job description within a team in the

organization (local, national ​and global level), supported by a
team leader.
3.6.3.2 Team Members Experience is an opportunity for a young person
to develop ​AIESEC's leadership qualities by living a practical
team experience at a local, national, regional or global level.
3.6.3.3 We provide a Team Member experience through providing a
practical learning and development experience to a young
person, who takes responsibilities towards managing AIESEC’s
performance and the delivery of its experiences.

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3.6.3.4 A team member should live by the AIESEC values.
3.6.3.5 A young person gains the following through a Team Member
Experience:
a. The opportunity to go through AIESECs Leadership Development Model
and ​develop qualities of Self-Awareness, Solution Orientation,
Empowering Others and World Citizenship.
b. A practical team experience.
c. Practical competencies development.
d. Access to a global network.
e. An entrepreneurial and responsible attitude towards being a better
leader.

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4. Experiential Leadership Development (ELD)
General Management
This phase enables young people to develop their leadership through learning from practical
experiences in challenging environments.
 
4.1 General Exchange Criteria for Exchange Participant
4.1.1 To qualify as an Exchange Participant a person has to fulfill all the criteria as stated below:

4.1.1.1 Be a person with age between 18 - 30 years old at the moment

of signature ​of the exchange contract & approval on the Official
Platform.
4.1.1.2 A person is considered 30 years old until the day before their
31st birthday.
4.1.1.3 Demonstrate understanding of the purpose of the Exchange
Products the applicant is applying for.
4.1.1.4 Demonstrate language proficiency in language required in OP
form and/or any other language necessary for an exchange.
4.1.1.5 Demonstrate the capability of living and working in a foreign
culture.
4.1.1.6 Has academic and/or working qualifications and skills suitable to
his/her desired type of exchange.
4.1.1.7 Understands his/her role as an ambassador of his Sending Entity
(SE).
4.1.2 Any Exchange Participant (EP) also has to comply with the following:

4.1.2.1 An Individual can only take up a maximum period of 36 months

of AIESEC Exchange Products in total. These 36 months can be
allocated whenever and in whichever order, as long as they
follow the minimum and maximum duration of AIESEC
exchanges as outlined in every product section of this
document, and respect and follows the XPP.
4.1.2.2 An Individual can only apply for an Exchange with a Sending
Entity (SE) that is in any country or territory in which he/she has
lived for a minimum period of six (6) weeks. This period can not
be considered as living if they were enrolled in any kind of
AIESEC Exchange Product.
4.1.2.3 An Exchange Participant can have its Exchange in any entity
with the exception of entities in which he/she lived for more
than two (2) years in the last ten (10) years. The starting date of
the last ten (10) years should be considered from the date that
the EP applies to the Exchange selection process of the HE.

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CEED, MC, and AI experiences may be excluded from this
two-year period.
4.1.2.4 An individual also can realize his/her exchange in the Country or
Territory of their second citizenship if he/she has not lived there
for more than two (2) years in the last ten (10) years. In this
case it is the responsibility of EP, SE and HE to agree and check
compliance with National Laws and possible implications on
work permit, contracts, etc.
4.1.3 An individual does not have the right to apply and experience an AIESEC Exchange Products
if any of the following applies:

4.1.3.1 If he/she does not have the legal capacity to enter into legal
agreements with its SE.
4.1.3.2 If he/she cannot legally travel abroad independently, with or
without parent/legal guardians formal authorization and
without requiring the HE to have legal power of attorney over
the individual.
4.1.3.3 If he/she previously violated the XPP.
4.1.3.4 If he/she does not agree and/or can not meet with the
conditions stated in the XPP document.
4.1.3.5 If he/she has the intention to bring any relative or companion
along, during the ​period of exchange. The EP is only allowed to
bring their child/minor under guardianship with formal written
confirmation and approval of both HE and OP. SE, HE and OP
are not liable or responsible for the support, safety, visa &
legalities, logistics, wellness nor living condition of the minor
during the exchange.

 
4.2 General Exchange Criteria for Opportunity Providers
4.2.1 To qualify as an Opportunity Provider the company/organization has to fulfill all the criteria
stated below:

4.2.1.1 Be legally registered company/organisation in the territory of

operations.
4.2.1.2 Support AIESEC’s values.
4.2.1.3 Aim to create or support direct positive impact in communities
through their activities, initiatives, or projects. Can be from
public, private, or social sector, or a project.
4.2.1.4 Aim to enhance their organization through involving an
Exchange Participant (EP), improving their processes or growing
their organizational performance.
4.2.1.5 Be able to provide an adequate working environment to ensure
the EP does not have their life put at risk or suffer any kind of
harassment or discrimination by race, colour, gender, sexual

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orientation, creed, and religion, national, ethnic social origin,
age.
4.2.1.6 Be able to provide clear legal status for visa, invitation and any
other legal conditions in the hosting country/territory, fulfilling
all its responsibilities as described in this document.
4.2.2 A Company/organization does not have the right to apply and experience an AIESEC
Exchange Product if any of the following applies:

4.2.2.1 If it does not agree and/or cannot meet with the conditions
stated in the XPP or its Annexes for any reason.
4.2.2.2 It has been recognized by an authoritative AIESEC entity and/or
the ICB as having previously breached the XPP.
4.2.2.3 If it does not align with the Code of Ethics and the Global ER
Principles.
4.2.2.4 If it does not meet the requirements to enter into legal
agreements with AIESEC HE.
4.2.2.5 If it does not have the capability to provide clear legal status for
visa invitation, other conditions and requirements to meet the
Country/Territory National Laws regarding migration, labour
and/or visa permits.
 
4.3 AIESEC General Responsibilities
4.3.1 Responsibilities of Members Committee (MC):

4.3.1.1 To develop EP and OP contracts in total agreement with the XPP

and local/national labour/migration regulations ensuring no EP
and/or OP will be put through any legal risk.
4.3.1.2 To review and adequate when needed its National & Local
Exchange Contracts after every XPP and National law/regulation
changes, within 2 (two) weeks from the document being
published to the Global Plenary after the most recent Legislative
meeting.
4.3.1.3 To provide education and assistance on complaint procedures
to its LCs, EPs and OPs prior the exchange, and when standards
issues or violations from the present policies arise.
4.3.1.4 To cover Compensation Policies in accordance with the National
Law and XPP, and remain the final responsible for any violation
made by its LCs. Compensation must be paid or provided within
a maximum period of one month counting from the day of the
case resolution being posted. The payment, if agreed upon both
involved entities can also be done in the next International
Legislative Meeting (ILM).
4.3.1.5 To ensure all exchanges facilitated by AIESEC fulfill the
conditions set in the national and local labour regulations
pursuant to National Laws that are in place in the HE and in the
local area where the exchange will take place. All exchanges

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must also fulfill the conditions set in these XPP. In case of any
difference or contradiction between the referred rules, the
regulation which offers the most benefit to the EP shall prevail
and be documented by a written email with agreement and
confirmation of SE, HE, EP and OP.
4.3.1.6 To ensure that all LCs are running exchanges, and to provide all
the necessary systems and tools for them to operate any
exchange product.
4.3.1.7 To ensure that all LCs are adhering to the XPP, and any other
relevant supporting documents of the Global Compendium as
well as policies that the MC has developed specifically for their
entity.
4.3.1.8 To follow all relevant policies if any MC plays the role of SE or
HE.
4.3.1.9 To ensure that the HE has external involvement, and does not
take the role of OP.
4.3.1.10 To participate in any national/local audit if directed by AIESEC
International or ICB.
4.3.1.11 To ensure that an Exchange Audit procedure is in place,
contemplating all the phases from generating to delivering and
completion of all its ELD Products - Done both, at National and
Local Level, with its ECB, providing at least quarterly reports on
its exchange status.
4.3.1.12 To in case of natural, social or any other disaster and/or crisis
occurring within the area of the HE, the HE MC is responsible to
check the safety status of all the EPs in their entity and report
the status to the Global Plenary, AI, and ICB within 24 hours.
The report must be continuously shared to the MCPs, AI, and
ICB until the HE MC ensures the status of all the EPs’ safety.
4.3.1.13 To understand and implement the procedures described on the
XPP and Annexes mentioned in the first section of this
document.
4.3.1.14 To promote, educate, support and report the practices stated in
AIESEC ​Whistleblowing and Harassment & Anti Violence
protocols, for all levels of membership, EP, OP and all its ELD
stakeholders.

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5. Experiential Leadership Development (ELD) -
General Policies
 
5.1 Policies applicable to all stakeholders including EPs, OPs, and AIESEC at
any stage of the ELD products include:
5.1.1 Follow the privacy policy on opportunities.aiesec.org (​http://opportunities.aiesec.org/​) and
refrain from exporting information about EPs, OPs and/or AIESEC to any other platforms.

5.1.2 Understand and comply with the content of AIESECs Contract and the XPP.

5.1.3 Observe all aspects of the XPP, be informed of its content and respond in a timely and
constructive manner to any grievances, which may arise at any stage.

5.1.4 Observe and follow all guidelines included in the Global Safety Guideline Annex to this
document.

 
5.2 Policies Applicable to all Exchange Participants (EP) at any stage of the
ELD products include:
5.2.1 To comply with all the topics stated at the 4.3 Section of this document.

5.2.2 To raise issues with the relevant party (OP or AIESEC SE and/or HE) according to the dispute
resolution mechanism described on Article 3.8.4. and be proactive in resolving it.

5.2.3 To make proactive steps to resolve any issues faced by contacting the hosting entity, sending
entity and actively participating in negotiations with the OP if needed.

 
5.3 Policies Applicable to all Opportunity Providers (OP) at any stage of the
ELD products include:
5.3.1 Comply with all the topics stated at the Section 4.2 of this document.

5.3.2 To take proactive steps to resolve any issues faced by contacting the AIESEC entity, and
actively participating in negotiations always mediated with AIESEC, if needed.

5.3.3 To receive support from AIESEC in dispute resolution in cases where there are complaints
against the EP for violation of any policy stated in the XPP, breaching any internal corporate
code of conduct of the OP, or any other ethical/religious/cultural norms.

5.3.4 To raise issues with AIESEC HE according to the dispute resolution mechanism described on
Article 3.8.4. 3.4 of the XPP and be proactive in resolving the situation. The issue raised
should be based on the AIESEC XPP when unsatisfied with the EPs performance or if the EP
has violated any XPP requirement.

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5.3.5 To receive a replacement EP under the conditions stated in the XPP; or if this ​proves to be
unreasonable or impossible, to receive a financial compensation based on its contract with
the HE.

 
5.4 Policies Applicable to all AIESEC Entities at any stage of the ELD
products include:
5.4.1 AIESEC Hosting Entity (HE)

5.4.1.1 To have a login created for the OP (Organisation and Branch) in

opportunities.aiesec.org.
5.4.1.2 To have the whole process of pre-screening candidates
conducted for the OP.
5.4.1.3 To put OP form on “Draft” status if the exchange product or OP
has become​ ​temporarily unavailable.
5.4.1.4 To remove the OP (Organisation and Branch) and all its
opportunities or if ​the particular organisation cannot participate
in an AIESEC Exchange product due to reasons stated in the
Global Compendium, including previous XPP violations by the
OP.
5.4.1.5 To constantly inform the applicant about the progress of his
application, if he/she ​was shortlisted for selection as an EP.
Information should be sent to the applicant either by OP
manager or by Global coordinator.
5.4.1.6 The Hosting Entity must comply with all the Exchange Standards
in the Global ​Compendium and work in collaboration for such
with the respective Sending Entity:
a. The HE is responsible to Educate every OP and ​Stakeholder on the AIESEC Exchange
processes and Standards before exchange is realized.
b. The HE is responsible to ensure its EPs are aware and ​educated on AIESEC Exchange
processes and Standards before the Exchange is realized.

5.4.1.7 Support EP and OPs for any complaint and/or dispute applicable
to the XPP ​document and National Laws/Agreements, and
proactively act towards resolving the situation:
a. Have in place a Entity Control Board as described on Global Compendium Annex 1.1.3.4.
The Control Boards ​Guideline​, mentioned at the first section of the document, to also
proactively act towards resolving any ELD complaint and dispute procedures. The ECB
shall be accessible to all AIESEC members, National and Global level.

5.4.2 AIESEC Sending Entity (SE)

5.4.2.1 The SE must provide training and support through an EP

Manager from approval stage until the end of exchange
product.

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5.4.2.2 The Sending Entity must comply with all the Exchange Standards
in Global Compendium and work in collaboration for such with
the respective Hosting Entity:
a. The Sending Entity is responsible to ensure its EPs are aware and educated on AIESEC
Exchange processes and Standards before the Exchange is realized.
5.4.2.3 Support EP for any complaint and/or dispute applicable to the
XPP document ​- And proactively act towards resolving the
situation:
a. Have in place a Entity Control Board as described on Global Compendium Annex 1.1.3.4.
The Control Boards ​Guideline​, mentioned at the first section of the document, to also
proactively act towards resolving any ELD complaint and dispute procedures. The ECB
shall be accessible to all AIESEC members, National and Global level.
5.4.2.4 The SE must provide access to a platform (e.g. forum, mail
group, phone ​number etc.) for the EP to be able to
communicate with Sending LC during the whole period of
exchange for feedback, evaluation, information sharing and
general support.
5.4.2.5 Constantly communicate with the EP including their location
and the safety​ a​ t least:
a. GT: when he/she arrives at the HE, and after at least once a month.
b. GV and GE: when he/she arrives at the HE, in the middle of the ​experience and in the
final week.

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6. Experiential Leadership Development (ELD)

Before Approval
 
6.1 It is responsibility of every Applicant aiming to be an Exchange
Participant (EP):
6.1.1 Participate in a selection process organised by the SE, if entity requires it.

6.1.2 Complete and send all the documentation for participation in AIESEC Exchange requested by
its Sending Entity (SE) such as the contract, and country regulation and requirements, such
as passport, vaccines, etc.

6.1.3 Have written proof of academic background, working experience, skills, language proficiency
as specified on its profile at AIESEC Platform.

6.1.4 Pay the necessary application fees and/or deposits to their SE.

6.1.5 Attend preparation events and complete the preparation requirements of the country and
territory.

6.1.6 Provide true and accurate information relating to work experience, academic backgrounds
or language proficiency levels of the EP.

6.1.7 Provide the required legal information including data from a valid passport which covers the
entire duration of Exchange.

6.1.8 Inform themselves about all information related to specific legal policies, life conditions,
safety, and cultural norms in the hosting country (based on location of the HE) in order to be
aware of any potential risk in the country or local area (each a “​Country Risk​”). This should
be done both: by asking the Hosting Entity, and as well as through independent research.
The EP is solely and fully responsible ​for assuming any and all Country Risks, and AIESEC or
OP shall not be responsible for any damage or prejudice caused by an event related to those
Country Risks, and shall not cancel its Approval or end an Exchange without accrued financial
penalties.

6.1.9 If one or more topic from the above stated are not fulfilled according instructions from SE,
AIESEC can reject the Applicant from taking an AIESEC Exchange.

 
6.2 It is responsibility of every Opportunity Provider (OP):
6.2.1 Selection​:

6.2.1.1 Participate in selection processes organised by the AIESEC entity

when entity requires to select an EP according to procedure
described in the XPP and its own internal selection criteria and
procedures.
6.2.1.2 Complete and send all the documentation for receiving an
AIESEC Exchange Participant, requested by the AIESEC entity

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such as the Contract, Invitation Letters, Documents for Visa
application, etc., on the timeline agreed between Organization
and AIESEC.
6.2.1.3 Select an EP among the candidates who have accepted
particular Exchange on the Platform. EP form of such candidates
should be presented to this organisation by hosting AIESEC
entity.
6.2.1.4 Receive complete information about the candidate as requested
within reasonable limits. The information requested must also
abide with the legal regulations of the country/territory where
the organisation is located.
6.2.1.5 Contact the candidate directly for the interview or fulfilment of
any other selection criteria in written email format - Always
having AIESEC representative in copy and well aware of this kind
of communications.
6.2.1.6 To give a response regarding the suitability of any candidate, or
any next selection stages in the period established with AIESEC.
If a selection process takes place, the rules and deadlines of
each stage must be communicated to the candidate in advance.
6.2.1.7 To provide feedback to AIESEC about all the candidates if the OP
rejects more than three candidates that fulfil all the criteria set
as requested in the OP form. If sufficient feedback on
candidates was not provided, AIESEC can determine whether
the OP can continue in the process of undertaking an AIESEC
Exchange Participant, or not.
6.2.2 Documents and Legalities

6.2.2.1 The OP can request a supplementary signed work contract from

the ​EP which is in conformity with the National Laws for labour
of the hosting country only before Approval is finalized on the
Platform. The provided contract can not change the working
conditions indicated on the OP form, nor go against anything
established on this XPP document. AIESEC HE, SE, EP and OP
should each have a copy of the signed contract if it applies.
6.2.2.2 To ensure that the EP(s) selected is/are legally qualified to work
in ​the offered exchange (legal residency requirements and
labour law exigencies).
6.2.2.3 To designate one representative in the organisation as
responsible ​for coordinating the selection process (interviewing
and accepting/rejecting candidates), together with an AIESEC
Representative and subsequently supporting and
communicating with the EP from Acceptance, for the duration
of its exchange.

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6.2.3 Cancellations

6.2.3.1 The OP can request another EP from the same AIESEC entity, if
previous EP rejected the exchange after being Approved by the
SE and HE, and confirmed by signing EP AN inside the platform.
6.2.3.2 The Sending Entity or the EP shall provide updates within 2
weeks if the VISA process of an EP is started in case of VISA
needed. If no information is given, or if the process is not
started due to delay caused by EP, the Hosting Entity can
demand to cancel the Approval. Extension of this period should
be done through written/email format, with confirmation of HE
and SE representatives.

 
6.3 It is responsibility of every AIESEC Entity:
6.3.1 To ensure both parts, OP & EP will sign a contract that is aligned with its ​National Laws and
XPP.

6.3.2 To support EP and OP in any questions regarding the usage of AIESEC Virtual ​Platforms, to
officially apply to opportunities/accept profiles.

6.3.3 To have a plan to comply with the current Exchange Standards, described in Global
Compendium.

6.3.4 To educate EP and OP on Exchange Standards described in Global ​Compendium before their
approval.

6.3.5 To inform its Applicants/OPs of all the costs related to the Exchange, ​preferably having all of
them disclosed in the agreement or contract.

6.3.6 To put OP form/EP Profile on “Draft” status if the Exchange product has ​become temporarily
unavailable, or if the particular organisation/EP cannot participate in an AIESEC Exchange
product due to reasons stated in Global Compendium.

6.3.7 To once a week inform applicant about the progress of his application if ​he/she was
shortlisted. Information should be sent to applicant either by OP manager, through EP
Manager, or by Global/Opportunity coordinator.

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7. Experiential Leadership Development (ELD) -
From Approval until Realization
 
7.1 Introduction
7.1.1 The Experiential Leadership Development (ELD) is considered Approved when both the EP
and OP has fulfilled at least​ ​one of the requirements below:

7.1.1.1 Have accepted each other through ​opportunities.aiesec.org and

signed online official Acceptance Notes.
7.1.1.2 Acceptance of opportunity automatically means the EP is
accepting the particular exchange with all its conditions, as
described in the opportunity available in
opportunities.aiesec.org.
7.1.1.3 Acceptance of opportunity automatically means that the EP is
guaranteed as available for the exchange while Acceptance
Note is valid for ten (10) days.

 
7.2 It is the responsibility of the Exchange Participant (EP):
7.2.1 Update both SE and HE about his/her Visa status within one week from receiving the
documents/orientation from the HE:

7.2.1.1 Submit his/her visa application within a period up to two (2)

weeks after getting all the documents mentioned in OP form/by
the HE on the week after Approval.
7.2.1.2 Cover his/her visa costs, unless otherwise agreed upon with the
AIESEC Hosting Entity, and OP, on written agreement from both
sides.
7.2.2 Review and understands the conditions under which he/she can withdraw from Exchange
without financial penalties.

7.2.3 Inform both SE and HE AIESEC entity if he/she becomes unavailable for an exchange, or if the
he/she is looking into other opportunities.

7.2.3.1 For GE & GV: Maximum seven (7) days before the Realization
day.
7.2.3.2 For GT: Maximum fifteen (15) days before the Realization day.
7.2.3.3 In case of EP Cancelation later then the period stated above,
under circumstances not stated in the topics of Break of
Statuses inside this document, the HE can claim one (1)
substitute EP from the SE. Further compensations can be found
at the Section 10 of the document.

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7.2.4 Review the Visa/work permit regulations for the host country prior to the ​purchase of a
ticket to travel to the country (air/sea/land transportation) - Only proceeding with the
purchase with written confirmation of AIESEC Representative from the Hosting Entity (HE):

7.2.4.1 AIESEC is not liable for possible losses if EP purchases transport

tickets without or prior AIESEC HE confirmation through written
format that he/she is allowed to do so.
7.2.4.2 AIESEC is not liable for the EP entrance and/or stay in the
country/territory for dates that were not agreed/confirmed in
written format with HE.
7.2.4.3 As stated on the Clause “1.3.1.1“ AIESEC is not liable of refusal
from the authorities to provide a visa, work permit or any other
legal document or authorization needed by the individual to
participate in the exchange, for reasons AIESEC cannot control
or interfere.
7.2.5 The EP cannot reject OP form after he/she has officially signed the ​Acceptance Note (AN) for
the Opportunity and the OP/HE has accepted the EP on the platform.

 
7.3 Key responsibilities of the Opportunity Provider (OP):
7.3.1 The OP must provide within two (2) weeks from the Approval all the ​necessary documents to
the EP directly, or through the HE (including the written invitation) required for application
for visa/work permit. If two (2) weeks are insufficient, the EP should be informed in advance
and agree with the timeline for provision of any required documents. In case of failure, the
EP can request the Approval to be cancelled with no compensation for OP and HE.

7.3.2 To ensure that the approved EP(s) is/are legally qualified to work in the offered Exchange
(legal residency requirements and labour law exigencies) before the Realization date.

7.3.3 The OP must make sure together with AIESEC entity that the EP ​approved for the exchange
would be able to leave and return to the home country independently, and they also must
verify that the EP would be able to work in an AIESEC Exchange legally in the country where
the OP is located.

7.3.4 The OP must set expectations with the EP regarding expectations of ​the Exchange job role
prior to the arrival of the EP at the Country/Territory of Exchange, and have it documented
to AIESEC HE and SE representatives. OP can request AIESEC HE support and/or participation
on this stage.

 
7.4 It is responsibility of AIESEC Hosting Entity (HE):
7.4.1 To provide all visa documents and information within two (2) weeks from Approval. If two
(2) weeks are insufficient, the EP should be informed with advance and agree with the
timeline for provision of any required documents. In case of failure, the EP can request the
Approval to be cancelled with no compensation for OP and HE.

7.4.2 To provide EP with cost of living information, information on local specific safety for the
areas of OP, accommodation location, legal/migration protocols that will be executed
prior/on/after arrival, within two (2) weeks from Approval. If two (2) weeks are insufficient,
the EP should be informed with advance and agree with the timeline for provision of any

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required documents. In case of failure, the EP can request the approval to be cancelled with
no compensation for OP and HE.

7.4.3 To provide EP with contacts of a responsible person (preferably OP manager) for providing
overall services to the EP throughout the Exchange duration. They must facilitate the EP’s
incoming preparation:

7.4.3.1 For GV/GE: ​During the first week of Exchange, unless otherwise
specifically assigned.
7.4.3.2 For GT: ​During the first month of Exchange, unless otherwise
specifically assigned.
7.4.4 To have an access to platform (e.g. forum, mail group, phone number etc.) for the EP ​to be
able to communicate with the hosting entity members from approval date, and during the
whole period of Exchange.

7.4.5 Before the Exchange participant travels, information on logistics for arrival pick up ​should be
agreed between the Host Entity and the Exchange Participant. The Host Entity should
provide written information to the Exchange Participant on any additional domestic
transportation required to arrive at the pick up point.

7.4.6 To provide support on registration with relevant local authorities within the timelines
mentioned by the country's law. The hosting LC shall communicate (including information on
country page) the registration timelines and requirement to the sending LC and the EP
within two (2) weeks from approval.

 
7.5 It is responsibility of AIESEC Sending Entity (SE):
7.5.1 To follow up with HE all Visa documents and information within two (2) weeks from
approval. If two (2) weeks are insufficient, the EP should be informed with advance and
agree with the timeline for provision of any required documents. In case of failure, the EP
can request the Approval to be cancelled with no compensation for OP and HE.

7.5.2 To provide the EP with an Outgoing Preparation Seminar, within at least one (1) week from
the Realization date.

7.5.3 To ensure the EP has all the documents needed for their departure and required by HE for
legalities upon arrival.

7.5.4 To provide the EP a EP buddy/manager from approval stage until the end of exchange
product, to ease communications, give trainings, and ensure follow ups and mediation with
HE if needed. The EP Buddy/Manager can for example, clarify and support in the first
complaint level, for the EP on how to solve disputes with HE, before raising to LC.

 
7.6 Cancelling an Approval Procedure:
7.6.1 An Approval can be cancelled by the Member Committee of the Hosting Entity, with ​formal
confirmation from SE representative/ECB by email.

7.6.2 An EP can request an Approval cancellation under the following circumstances:

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7.6.2.1 Not receiving all visa documents and information within two (2)
weeks from approval on the platform, which has resulted in the
EP not being able to commence with the Exchange; or the EP
was not informed of the timeline for provision of any required
documents.
7.6.2.2 The EP has an emergency in his/her family. A proof is required
to be submitted to the HE.
7.6.2.3 The EP becomes ill and the situation can be dangerous for
his/her health. A proof is required to be submitted to the HE.
7.6.2.4 The EP may be put in danger due to the area where he/she
works being formally declared in emergency due to war, natural
disasters, people revolution, terrorism attacks and others.
7.6.2.5 The EP had their visa rejected due HE/OP mistakes
(compensation can apply).
7.6.2.6 The EP had their visa rejected by embassy/third party.
7.6.2.7 The organisation is not under the National Laws for labour of
the hosting entity.
7.6.2.8 The Job Description in which they had been approved with
request changes that does not match with at least 50% (fifty) of
the first Job Description. Also in case of Salary changes not
approved by EP.
7.6.3 An OP can request an Approval cancellation under the following circumstances:

7.6.3.1 The EP had their visa rejected by embassy/third party.

7.6.3.2 The organisation is not under the labour laws of the host entity.
7.6.3.3 The EP has falsified information related to his work experience,
academic background or language proficiency, and is unable to
fulfil his/her Exchange job role as specified in the OP form.
7.6.3.4 The OP declares bankruptcy, or is sold to a third party that
cannot continue with the Exchange.

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8. Experiential Leadership Development (ELD)
- From Realization until Completion
 
8.1 It is responsibility of the Exchange Participant (EP):
8.1.1 To have sufficient funds to incur all his/her expenses related to transportation to and from
the country or territory.

8.1.2 To have sufficient funds to cover:

8.1.2.1 If in a GT: All the living expenses for the first four weeks of the
exchange. This period can be prolonged in case first salary is
received after more than four weeks of exchange, if it applies
the AIESEC Entity should stated this in the OP form on the
Platform & Inform Exchange Participant prior Realization.
8.1.2.2 If in a GE or GV: All living expenses for the entire period of the
exchange if he/she is not receiving any monetary compensation
from the OP as outlined on the OP form on the Platform.
8.1.3 To officially register with the home embassy in the host country/territory (HE) if their home
country/territory requires, within one week of its arrival.

8.1.4 To always behave in accordance to cultural, religious, ethical norms, national or local law
and other policies that exist in the country or territory of exchange.

8.1.5 To inform SE and HE about his/her departure at least two (2) weeks in advance, in a written
format, about his/her travel details.

8.1.6 To comply with the country/territory of exchange migration laws for their departure, and
inform himself/herself of them in advance, by research & confirmation with HE.

8.1.7 Check and take a standards completion survey to assess the exchange product at different
stages of the experience.

8.1.8 Fulfill the agreed working hours and responsibilities defined in their Job Description.

 
8.2 It is responsibility of the Opportunity Provider (OP):
8.2.1 To request that the EP perform the full extent of requirements and duties stated in the OP
form.

8.2.2 To provide guidance, training, additional information and adequate working condition
according to OP form.

8.2.3 To assign one representative as responsible for the EP’s workplace integration, so he/she
may integrate as best as possible into the new working environment.

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8.2.4 The OP must provide performance-related feedback on EP’s performance on a regular basis
throughout the exchange.

8.2.5 If the AIESEC Hosting or Sending entity can provide evidence of expenses incurred on the EP
by organisation, the amount can be scrutinized or to provide the amount if considered for
reimbursement during complaint procedures.

8.2.6 In all cases the OP is sole responsible for any damage or loss of any working material unless
otherwise agreed upon with the EP.

 
8.3 It is responsibility of AIESEC Hosting Entity (HE):
8.3.1 To provide support on registration with relevant local authorities within the timelines
mentioned by the country's law. The hosting LC shall communicate (including information on
country page) the registration timelines and requirement to the sending LC and the EP as
soon as the EP is selected.

8.3.2 To provide assistance to open a bank account if necessary and assistance in ​converting
money to the local currency on EP’s request.

8.3.3 To provide information about location and guidance for use of general services such ​as
medical systems, use of emergency services, essential services, public transport, groceries
and any other information that would be necessary to allow the EP to successfully complete
their exchange.

8.3.4 To provide information about local cultural norms, including those related to dressing,
greeting, traditions and law policies.

8.3.5 To provide introduction to the local AIESEC members, the LC reality and culture.

8.3.6 To provide​ ​assistance in dealing with housing agreements and landlords if required by​ ​EP.

8.3.7 To set expectations with the EP’s supervisor regarding expectations of the exchange ​job role,
unless it is stated in OP already. For both scenarios, HE is responsible EP is aware of the
expectations on the first week of realization, and any Job Description issue should be
assisted by AIESEC.

8.3.8 To inform all the stakeholders involved regarding the complaint and termination ​procedures,
integration plans for EP, frequency of feedback, expectations set, and frequency of
communication/evaluation between the OP and AIESEC.

8.3.9 To ensure the EP receives performance-related feedback from the organisation on a ​regular
basis throughout the Exchange.

8.3.10 To provide opportunities for the EP to become involved in AIESEC activities related to ​their
interests and goals if EP is interested.

8.3.11 To be constantly communicating with the EP including his/her location and the safety ​at
least:

a. GT:​ when he/she arrives and after once a month.

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b. GV and GE: when he/she arrives, in the middle of the experience and in the
end.
8.3.12 If the HE cannot reach the EP any longer than two (2) working days without any ​notification
from the EP and/or the SE, the HE is responsible to coordinate with the SE and OP to
research and update about the EP's location and his/her safety.

8.3.13 To keep all EPs in its territory updated in case of any Safety issue such as but not ​limited to:
Natural disasters, strikes, war, attacks - And ensure EPs have a safety plan to follow. In cases
described on Annex 1, SE also should always be informed and updated on a regular basis.

 
8.4 It is responsibility of AIESEC Sending Entity (SE):
8.4.1 If the SE cannot reach the EP any longer than two (2) working days without any ​notification
from the EP and/or the HE, the SE is responsible to coordinate with the HE to research and
be updated about the EP location and his/her safety, and on SE’s own judgment, contact the
family/guardian of the EP in the SE.

8.4.2 Inform the EP about existing re-integration opportunities in AIESEC prior its return to ​SE
territory.

 
8.5 It is responsibility of both AIESEC Entities:
8.5.1 To be constantly communicating with the EP including his/her location and the safety ​at
least:

a. GT: ​when he/she arrives and after once a month.

b. GV and GE: ​when he/she arrives, in the middle of the experience and in the end.
8.5.2 To deliver the Exchange Standards as described in Global Compendium and Global
guidelines. In case of Violations, entity who failed to deliver can be liable to provide
compensations.

8.5.3 To ensure the dispute and complaint channels are always available for EP/OPs, and ​such
communications, complaints, and issues will be always responded within two (2) working
days - and within forty-eight (48) hours for urgent cases.

 
8.6 Cancelling Realization Procedures:
8.6.1 The Realization cancelled will be discounted from both countries' official results for ​the
matter of the Membership Criteria.

8.6.2 Exchange is considered Realized when the EP starts working at the OP office ​on the first
working day. The OP manager is responsible to change the status of OP form on Realized.

8.6.3 Once a Realization is assigned on opportunities.aiesec.org by the OP Manager ​or by any

other qualified AIESEC member from the hosting entity it can only be broken (i.e., the status
of the EP and OP form can only be changed) with mutual agreement of the two ECBs
involved. In case the entity does not have an established ECB set, the responsibility falls on
the Member Committee. The request should be submitted for the Internal Control Board
following the guidelines in place of the ICB term, under the email <​[email protected]​>.

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8.6.4 An EP can request a Realization Cancellation under the circumstances:

8.6.4.1 The EP has an emergency in his/her family. A proof is required

to be submitted to the HE.
8.6.4.2 The EP becomes ill and the situation can be dangerous for
his/her health. A proof is required to be submitted to the HE.
8.6.4.3 The EP may be put in danger due to the area where he/she
works being formally declared in emergency due to war, natural
disasters, people revolution, terrorism attacks, and others.
8.6.4.4 The EP does not have an official working/living permit in the
country of exchange upon arrival unless other legal options
have been agreed upon.
8.6.4.5 The organisation is not under the labour laws of the hosting
entity.
8.6.4.6 The Job description in which they had been approved with
request changes that does not match with at least (fifty) 50% of
the first job description. Also in case of Salary changes not
approved by EP. The EP is expected to try to resolve the issue
first with the OP and hosting entity.
8.6.4.7 The EP is discriminated against race, colour, gender, sexual
orientation, creed, religion, national, ethnic or social origin, or
age at his/her work place.
8.6.4.8 The EP suffer/is harassed at their workplace or by AIESEC
members.
8.6.4.9 The organisation does not provide the basic work conditions or
any main benefit offered to the EP that the OP job description
on the Platform refers to and the EP did not agree to the
changes/abolition. The basic work conditions or benefits
referred above must be of a nature that their abolition
reasonably makes impossible or too difficult the EP’s job or
living conditions in order for a broken Realization to be
validated. The EP is expected to make certain preliminary steps
to resolve the issue, including contacting the hosting entity
through written format, and actively participating in
negotiations with the organisation to resolve the issues.
8.6.4.10 The OP does not pay corresponding salary to the EP for two (2)
consecutive months.
8.6.5 An OP can request a Realization Cancellation under the circumstances:

8.6.5.1 The EP does not have an official working/living permit in the

country of exchange upon arrival unless other legal options
have been agreed upon.
8.6.5.2 The EP has falsified information related to his work experience,
academic background or language proficiency, and is unable to
fulfil his exchange job role as specified in the OP form.

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8.6.5.3 The EP does not fulfil its Job Description and/or Working hours,
even after receiving at least two formal written warnings in
which a representative of the Hosting AIESEC entity should be in
copy.
8.6.5.4 The OP declares bankruptcy, or is sold to a third party that
cannot continue with the exchange.
8.6.5.5 The EP is breaking a law of the hosting entity or is continuously
breaking internal regulations of the organisation despite being
warned or aware of them.
 
8.7 Cancelling other exchange statuses procedures:
8.7.1 To cancel a Finished or Completed status, ECB requesting should follow the procedure stated
above for Realization Cancellation and include:

8.7.1.1 Proofs of the reasons of request (EP early departure, Fake

exchange investigation, etc.).
8.7.1.2 ICB might request further proofs to accept or deny the request.

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8.8 Extension protocol:
8.8.1 Extension protocol per program:

8.8.1.1 Global Talent Program:

a. In case of extension of the GT Durations, OP will need to pay extra fees. The amount
of the fees will be decided according to each entity's contract with their OP. EP
doesn't need to pay any new EP fees to their SE for extensions within the opportunity
of the platform EP is already approved with.
b. The duration of specific internship is not allowed to be divided into smaller
consecutive internships for the purpose of increasing the number of the approvals on
the system. Suspecting that goes under violating the extension protocol.
8.8.1.2 Global Entrepreneur:
a. Extension TN fees must be informed to the EP in the expectation setting beforehand
his exchange to start.
8.8.1.3 Global Volunteer:
a. Extension TN fees must be informed to the EP in the expectation setting beforehand
his exchange to start.
8.8.2 The EP is not allowed to be approved on different opportunity links of the same internship.

8.8.3 The EP has to follow the extension protocol if she/he wants to stay longer in the country.

8.8.4 Extensions of the internships can not exceed duration of seventy-eight (78) weeks.

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9. General Complaint & Case Solving Flow

 
9.1 Definition
9.1.1 To raise an issue regarding AIESEC Exchange Products, any party must follow the dispute
resolution process in the order outlined below.

9.1.2 The Dispute resolution process can be requested by any EP or OP, for claims that will be
evaluated based on the AIESEC Policies stated in this document.

 
9.2 Case Solving Process
9.2.1 For a better understanding we will use the term “Complaint party” for the party who
submitted the complaint. The term “Respondent” refers to the party against whom the
complaint is filled.

9.2.2 For the case solving process to be considered valid, the Complaining side should ​always keep
record of proofs of violations and communication. The Process has three (3) steps, and
should respect the order as it follows below, 9.3, 9.4, and 9.5.

 
9.3 AIESEC Local Committee Case Solving Stage - LC to LC
9.3.1. First Phase

1. The Complaint party contacts AIESEC Respondent party stating the issue that is being
raised for a resolution, with at least a proposal of solution for the complaint,
respecting XPP. This can be done with one of the Exchange parties (EP or OP)
contacting one of AIESEC representatives through email or other predefined written
contact tool - Or directly done between Sending and Hosting Entity, representing EP
and/or EP.

2. The Response party should respond the Complaint party and acknowledge the issue.
Response LC should start negotiation with the Complaint party until twenty-four (24)
hours from receipt.

9.3.2. Second Phase

1. Respondent party should present a Solution Proposal for the Complaint party, in
written format for both: Complaint and its AIESEC Entity.

2. Complaint party should accept or reject the proposal within forty-eight (48) hours in
written format.

3. If Solution is accepted, the case is closed. Both AIESEC entities are responsible to
follow up with implementation.

4. If the solution is rejected, Complaint party can propose another solution for the
Response party.

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9.3.3. Third Phase

1. If no solution was presented for the Complaint claims after seventy-two (72) hours
from the first contact it is advised to contact Response party LCP and/or MC
responsible for the product.

2. If the Parties involved can not reach a mutual agreement by the end of this timeline
of ​negotiation of seventy-two (72) hours, and both sides do not agree on a
extension, the Complaint AIESEC entity is advised to bring forth the situation to its
ECB. ECB should proceed with National Case Solving Stage, as written below.

 
9.4 AIESEC National Case Solving Stage - ECB to ECB
9.4.1. First Phase

1. If the LC stage has met no agreement, the Claiming ECB should loop Respondent
party ECB in an official email with case current state, proof and claims, and current
proposals for resolution. ECBs are responsible to make sure that the LC stage process
and times was successfully followed.
2. Respondent ECB replies within forty-eight (48) hours to analyse the case, go through
the proof and also contact the LC against whom the case is filed. The Respondent
ECB should provide at least one solution plan.

9.4.2. Second Phase

1. Complaining ECB to reply to Respondent ECB in the next forty-eight (48) hours with
their response after analysing the case and proposal.

2. ECB-ECB negotiations not to exceed ninety-six (96) hours. It is only allowed to exceed
the ninety-six (96) hours in case of extraordinary situation or statutory holidays. The
extension should be agreed upon between both ECBs in written format.

3. If the parties involved can not reach a mutual agreement by the end of the ECB
stage, the claiming entity is advised to bring forth the situation to ICB, to proceed
with Official Case Application Stage, as written below.

4. It is advised that at any stage of the Case solving flow, any party can approach ICB to
request a consultancy, to understand the proof validation and have insights in next
steps before escalating the case.

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9.5 AIESEC Internal Control Board - Official Case Application
9.5.1. Official Case Application

1. Complaint Entity Files the OCA template, ​Annex 1.1.3.2 (Official Case Application
Template) ​to this document. Once the template is filled, ECB is responsible to make
sure all proofs and claims are correct and valid, since they will be submitting an
Official Document. They should follow all the procedures in the Annex, and submit
the case for ICB, preferably already copying the Respondent entity on the loop.

2. ICB Accepts/rejects the case in a maximum of forty-eight (48) hours.

3. If accepted, Respondent entity has five (5) days to send an Official Case Response. If
the Respondent entity does not reply within five (5) days neither ask to extend the
DDL, ICB accepts the OCA as final document where the Respondent entity is no
longer able to fill it back.

9.5.2. Official Case Solution

1. ICB sends out the solution within five (5) days from the day of ICB confirmation of
receiving the final OCA file by both parties. The day in which ICB Solution is sent,
counts as the day of “Lost Case” and as the first day of reimbursement procedures, if
it applies.
2. ICB will recommend both entities to write and submit one (1) apology letter from
each side, if it applies, for the Customer involved in the case, to be submitted within
five (5) days from resolution.

9.5.3. Official Appealing - If it applies

1. If an Appeal is requested against the Official Case Solution, the other party has
seventy-two (72) hours to fill any necessary replies on the appeal if needed, the
Appeal solution by the Chair and the Appealing committee is sent out for the entities
involved within one week (seven days) from Chair confirm of receipt. Refer to this
document annex “Appeal procedure template” to get instructions and format of
appealing submission.

2. The solution for the appeal is a final statement. No appeal will happen on the Appeal
solution.

3. The appeals process is optional, the entity should only request if their case fall under
the rules stated on the Appeal Annex of this document.

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9.6 ICB Consultancy:
1. ICB first reply to be sent within seventy-two (72) hours of receiving the consultancy
mail. ECB should always open the Consultancy with all the proofs/questions and full
background of the case, so ICB can give the most complete response possible.

2. The entity that opened/or all the involved ones have the next forty-eight to
seventy-two (48 – 72) hours to respond to ICB first reply, if doubts or follow ups are
needed, depending on the situation.

3. ICB has seventy-two (72) hours to respond to the second argument mail of an ECB.

4. ECBs and ICB have more than forty-eight (48) hours to respond in all upcoming
emails of the case until its completion.

5. Consultancy closed.

 
9.7 Extraordinary Cases:
9.7.1. In case of an emergency or when basic living conditions of an Exchange Participant do
not fulfil the standards (as such, but not limited to: lack of accommodation, lack of salary, life in
danger), the case can be solved only by ECB Chair and ICB Chair within forty-eight to seventy-two (48
to 72) hours.

9.7.2. The ECB Chair of the Complaint entity must submit directly to ​[email protected]
all the evidence in ZIP format and communication tried with the Respondent entity. ICB Chair can
mandate the solution, without a right to appeal.

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10. Compensation Policies
Approval Phase
Violation Action Responsible

Criteria to qualify as an Exchange − Cancellation of Approval Sending Entity.

Participant
− SE finds a replacement EP within two SE should make sure its
(2) weeks in suitable time for same contracts cover possible
RE date or pays OP expenses financial penalties,
expressed in OPs contract with HE. provided that such
penalties are permitted
under National Laws.
Criteria to qualify as an − Cancellation of Approval Hosting Entity.
Opportunity Provider
− HE finds a replacement OP with HE should make sure its
same job description within two (2) contracts cover possible
weeks in suitable time for same RE financial penalties,
date ​or ​pays all EP expenses he/she provided that such
had so far (EP Fee, Visa, Travel penalties are permitted
expenses etc.) under National Laws
HE Fails to deliver Visa − Cancellation of Approval Hosting Entity.
documents in two (2) weeks from
− Reimburses any EP expenses he/she
Approval date
had so far (EP Fee, Travel expenses if
allowed by HE to purchase before
visa etc.).
− If EP and HE agree on still RE, HE
pays for any compensation for
tickets rescheduling, documents etc.
Approval Cancellation by HE/OP − HE finds a replacement OP with Hosting Entity.
same job description within two (2)
weeks from EP notification date, in
suitable time for same RE date ​or
pays all EP expenses he/she had so
far (EP Fee, Visa, Travel expenses
etc.), breaking the APD.

Approval Cancellation by SE/EP − Family emergency, Health issues, Sending Entity.

Legal Issues: No liability if proof
provided
− SE finds a replacement EP within two
(2) weeks in suitable time for same
RE date ​or ​pays OP expenses
expressed in OPs contract with HE.

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Realization to Complete Phase
Violation Action Responsible

Criteria to qualify as an − Cancellation of Realization Sending Entity.

Exchange Participant
− SE pays OP expenses expressed in OP SE should make sure its
contract with HE. contracts cover possible
financial penalties,
provided that such
penalties are permitted
under National Laws.
− Its recommended SE also to find
replacement EP within one (1) week.

Criteria to qualify as an − Cancellation of Realization Hosting Entity.

Opportunity Provider
− HE finds a replacement OP with HE should make sure its
same job description within one contracts cover possible
(1) week​ or ​pays all the EP Travel financial penalties,
Expenses. provided that such
penalties are permitted
under National Laws.

EP Applied for different Visa − If by the EP/SE choice/ mistake: Depending on the case.
No reimbursement from HE

− If by HE mistake: All Travel SE, HE & EP should define

expenses, Migration fines and if the RE has to be
possible other penalties EP cancelled, or if the legal
receives. status can be fixed. If EP
can stay, HE should cover
all costs with the visa
correction.

EP Visa is against HE − EP Mistake: AIESEC is not Liable, if Depending on the case.

country/territory laws EP received written formal
instructions.
− HE choice/ mistake: EP Can
request full reimbursement of
expenses.

EP gets Deported − EP Mistake, Government issues Depending on the case.

[Case can be applied as Urgency AIESEC not Liable.
Protocol]
− HE mistake in documents: Full
reimbursement of expenses.

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EP is not getting the Salary − From seven to thirty (7 to 30) days
[Case can be applied as Urgency late: Payment of the salary Hosting Entity.
Protocol] immediately.
HE should make sure its
− Over thirty (30) days late: contracts cover possible
Payment of the salary + 2% (two) financial penalties ,
of its amount as fine per delayed provided that such
day. penalties are permitted
under National Laws.

− EP is receiving more by OP
EP salary is different from the
mistake: EP pays back HE, that Hosting Entity.
agreed
shall reimburse OP.

− EP is receiving less: 1st & 2nd HE should make sure its

salary: HE pays immediately. contracts cover possible
financial penalties ,
− - 3rd salary - last: Payment of the provided that such
salary + 2% (two) of its amount as penalties are permitted
fine per delayed day. under National Laws.

In case of one (or more) of the During RE:

items below was not provided in − EP provides invoices of the Hosting Entity.
the format agreed: expenses had so far.
− Accommodation
− Food − HE Provides full reimbursement
for expenses, and fixes the issue
− Transportation for the remaining period of RE.

After RE:
− If EP/SE tried solving during RE
without success due HE issues.
− HE provides full reimbursement of
the expenses EP provides invoices
for.
− HE reimburses EP Fee paid to SE,
and OP Fee EP paid to HE (if there
is any).
− If SE/EP tried to solve during RE:
Full reimbursement of EP Hosting Entity.
The job description does not fit expenses.
the description in more than
50% (fifty) − If HE was only communicated after
RE: HE covers only 50% (fifty) of all
EP expenses.

Global Volunteer shorter than − Due factors AIESEC has no control:

Hosting Entity
the agreed AIESEC not liable.
− HE/OP problems: Full
reimbursement of EP expenses.

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GT or GE shorter than the − Due factors AIESEC has no control:
Hosting Entity
agreed AIESEC not liable.
− HE/OP problems: Full
reimbursement of EP expenses.
− EP dismissed with cause & proofs
(also of the prior notification if it
applies): Proportional
salary/stipend of the days he/she
worked that are missing, before
dismissal.
− EP was dismissed before
completing 70% of the internship,
without valid and provable reason:
full reimbursement of flight
tickets, visa fees, and any
expenses paid by the ep to be paid
to the ep.
− EP was dismissed after completing
70% of the internship, without
valid and provable reason: EP
should be compensated with the
remaining salary of the internship
(the remaining 30% of the
internship duration.) and return
tickets. Further claims can be
raised.

− Family emergency, Health issues,

EP ends RE earlier Legal Issues: No liability if proof Sending Entity.
provided.
− Other issues: SE shall cover OP
costs covered by OP contract with
HE. It is suggested that also SE
finds a replacement EP.

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11. Complaint Lodging and Whistleblowing

Protocol
11.1  Introduction
11.1.1 Complaint lodging and whistleblowing is an official reporting mechanism that will create a
direct reporting channel with the ICB. Whistleblowing is justified when a
misconduct/wrongdoing falls into one or more of the following categories:

11.1.1.1 One of the entities (sending or host entity) committed a

misconduct that developed into a controversial issue. By
“misconduct” we understand every potential violation of
internal regulations of a SE, XPPs, Global ER Principles,
premises, standards, organizational values and implementation
guidelines.

11.2  Applicability
11.2.1 The following list includes examples of misconduct. The list is not exhaustive and only
includes some of the most common misconducts, not limiting any entity/individual to raise
different aspects:

11.2.1.1 Any XPPs, Global ER Principles, premises and implementation

guidelines violation.
11.2.1.2 Standards violation, or any wrongdoing being inflicted on the
EP, such as:
a. The entity has engaged in so called “fake completed”, “fake exchange”.
b. The entity blackmailed, threatened or harmed the EP in any way.
c. The entity attempted to bypass XPPs and by doing this undermined the possibility for
the other party to submit a case, for ex: leaving no traces behind.
d. A case may appear not to involve a strict violation but the misconduct was indeed
harmful to a person or entity and needs to be submitted.
 
11.3 General rules
11.3.1 For a better understanding we will use the term “Complaint party” for the party who
submitted the complaint. The term “respondent” refers to the party against whom the
complaint is filled.

11.3.2 The complaint lodging and whistleblowing procedure is justified when the party that is
making the complaint acted in ​good faith​. By that we understand that the claimant tried to
resolve the controversial issue and tried to reach an agreement with the respondent.

11.3.3 We will consider that the claimant acted in good faith if he sent at least two (2)
emails/documented ways of contact to the defendant. The E-mails should be sent on two (2)
distinct days and the defendant should be given at least five (5) working days to respond.

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11.3.4 ICB has the obligation to inform the parties involved of the case and solutions and resolve
the complaint within fifteen (15) days, and track the implementation of the
solutions/recommendations given.

11.4  Raising a Complaint

11.4.1 Under the conditions described by the whistleblowing protocol above, any AIESEC entity or
individual can bring forward a complaint by submitting it to the following e-mail
address/form/website <​[email protected]​> according to the escalation mechanism or degree
of the reported violation.

11.4.2 The complaining party will be given the status of “whistleblower” if he requests it when
submitting the complaint. When whistleblower status is given to an individual his identity is
protected by the ICB and shall not be disclosed to any party under any circumstances apart
from individuals/entities that the whistleblower has agreed to be discovered e.g. PAI, a MCP,
the GFB etc.

11.4.3 The complaint should include the following information in a email or pdf format:

a. Reasons for raising the complaint. See above (including areas of the AIESEC XPP or
Global ER principles which have been violated).
b. Background information (e. g, documents, containing proof of the situation-letters,
emails, scanned documents) & detailed description of the current situation.
c. Contact information (telephone and email) of all parties relevant to the case.
d. Request to be given a whistleblower status by ICB.
11.4.4 Along with this, the complaining party must write full name and contact information, and
signature, under the quote: “I understand that by submitting this I’m submitting a complaint
under the Complaint Lodging and Whistleblowing Protocol and I shall respond and follow ICB
guidelines.”

11.4.5 AIESEC Entities need to respond to ICB emails within forty-eight (48) working hours unless
another deadline is provided. In case Entity representatives do not respond, ICB will inform
the Global Plenary about the situation and proceed with further steps stated in the XPP,
Global Compendium and annexes.

11.4.6 ICB will assess the situation and if there are reasonable doubts that the alleged misconduct
occurred, they will decide what are the next steps.

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12. AIESEC Anti-Harassment and Violence
Protocol
12.1  Introduction
12.1.1 AIESEC has approved the present “Harassment and Violence Protocol” (hereafter ‘Protocol’)
with the commitment of preventing and tackling sexual harassment, sex or gender-related
harassment and/or psychological harassment, as this type of conduct represents a threat to
the dignity of persons, damages the workplace atmosphere and has negative effect on the
health, moral, confidence and self-esteem of individuals.

12.1.2 With this in view, the present Protocol defines conducts to be avoided as well as specific
measures aimed at prevention.

12.1.3 It also explains how to process charges or claims that may be presented by individuals who
have been victims of the said type of conduct.

12.1.4 Consequently, an efficient and agile investigation procedure has been established that will
be implemented when the said type of conduct is reported. The said procedure should
guarantee confidentiality and protect the identity of the individuals affected and of all those
taking part in the process.

12.2  Principles
12.2.1 AIESEC’s vision states that “We aim to achieve peace & fulfilment of​ ​humankind’s potential”.

12.2.2 AIESEC’s values are: “Acting Sustainably, Striving for Excellence, Enjoying ​Participation,
Activating Leadership, Living Diversity, and Demonstrating Integrity.”

12.2.3 AIESEC is a global, youth-run, non-political organization.

12.2.4 AIESEC aim to provide a safe environment for all our stakeholders to develop ​themselves in
by providing an adequate working environment to ensure all our stakeholders are not being
discriminated by race, colour, gender, sexual orientation, creed, and religion, national,
ethnic and social origin, age, their life put at risk or where they would be harassed.

12.3  Applicability
12.3.1 The Protocol will be applicable to ​all people who work for & with AIESEC.​ This includes all EP,
and all levels within AIESEC members.

12.3.2 The sphere considered for any mode of harassment will be the work centre; ​consequently, if
cases of harassment should occur outside the workplace, proof must be provided that the
situation is directly work-related (for example, during global exchange products, CEED or MC
term, conferences or events).

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12.3.3 The Act of retaliation and/or Tampering of/with Harassment or Violence ​situations shall also
be evaluated and reported as the concepts below stated, under the same investigation and
reporting mechanisms.

12.4  Concepts
12.4.1 Sexual harassment

12.4.1.1 Sexual Harassment is any conduct of a sexual nature, whether

verbal or ​physical, with the purpose of infringing or that
infringes on the dignity of a person, particularly when it
generates an intimidating, derogatory or offensive environment.
12.4.1.2 Sexual harassment is distinguished from freely accepted and
reciprocal ​advances to the extent that sexual harassment is
unwanted by the person object of the said advances. As an
example, and without excluding or limiting other aspects, the
types of conduct described below could be considered sexual
harassment.
12.4.1.3 Conduct understood as sexual harassment
12.4.1.3.1 ​Verbal conduct can be classified as unwelcome sexual insinuations,
propositions or pressure to enter into sexual intercourse, insistence to take
part in social activities outside the workplace once an individual has clearly
stated that the said insistence is inappropriate and unwarranted; offensive
flirting; insinuating, indirect or obscene comments; unwanted telephone calls;
jokes or comments on a person’s sexual appearance.
12.4.1.3.2 Nonverbal conduct can be classified as Exhibition of sexually
suggestive or pornographic photographs, of objects or texts, indecent looks,
whistles or gestures; offensive letters or e-mail messages with sexual contents.
​ hysical conduct ​- can be classified as deliberate and unwanted
12.4.1.3.3 P
physical contact, unwanted hugs or kisses, excessive and unnecessary physical
nearness.

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12.4.1.4 Types of sexual harassment
12.4.1.4.1 Two types of sexual harassment can be distinguished based on whether the above
indicated behaviour implies an element of coercion or not.
a. “Quid pro Quo Harassment” ​This consists in forcing ​the victim to choose between
accepting sexual advances or losing/seeing reduced certain work benefits or
conditions that affect that person's access to professional training, employment,
promotion, salary or any other decision connected with these issues. As this
behaviour implies abuse of authority, the individual involved will have the power,
whether directly or indirectly, to provide or refuse certain work benefits or
situations.

b. “Environmental Harassment” ​The subject involved ​in the harassment creates a work
environment that is intimidating, hostile, derogatory, humiliating or offensive for the
victim, due to unwelcome attitudes and behaviour of a sexual nature. This may
involve any stakeholders involved with AIESEC, including employees of the company
organizations that we work with, host family, etc., regardless of their position or
status, or third persons with access to the Branch.

12.4.2 Sex and/or gender related harassment

12.4.2.1 Any conduct, based on a person’s sex, gender and/or sexual orientation, with the
purpose of infringing or that infringes on the dignity of the person and generates an
intimidating, derogatory or offensive environment.
12.4.2.2 Conduct understood as sex related harassment
1. Below is a list of examples of behaviours or conducts that, if conducted in ​relation to a
person’s sex/gender or sexual orientation and with the intention of infringing against a
person's dignity, without excluding or limiting other aspects, could be considered sex-related
harassment:
a. Ignoring or excluding a person.
b. Unfair or biased assessment of a person's work.
c. Assigning tasks or work below a person’s professional capacity or skills.
d. Explicit or implicit behaviour aimed at making decisions on a ​person's access to
professional training and job scope, to the continuity of employment, salaries and/or
subsidies or any other decision on these issues.
e. Unfavourable treatment due to pregnancy or maternity situations.
f. Stipend variation for professionals with the same responsibilities.

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12.4.3 Psychological harassment (Mobbing)

12.4.3.1 Mobbing,​ “moral harassment at the workplace” or “psychological ​harassment

at the workplace” are terms used to describe a situation where the behaviour
of a person or group of people includes extreme, abusive and unfair
psychological violence, in a systematic and recurring manner, over a prolonged
period of time, against another person at the workplace and that may infringe
on that person’s dignity. It must be stated that certain hostile actions may take
place occasionally in the workplace, although, to be considered psychological
harassment they must be, as stated above, systematic, habitual, over long
periods of time and targeting one specific individual. Therefore, psychological
harassment must not be confused with situations of work-related pressure or
conflict. The latter refers to situations where there are disagreements, given
that differences of opinion, discussions or eventual conflicts may arise in the
workplace. Psychological harassment, on the other hand, consists in a
malicious, systematic and sustained attack against a specific person
12.4.3.2 Conduct understood as psychological harassment (Mobbing)
1. Below is a list of examples of specific behaviours that, if they comply with the ​definition indicated
in the previous point, may be considered psychological harassment at the ​workplace, without
excluding or limiting other aspects.
12.4.3.2.1. Harassment based on organisational measures:
a. Forcing a person to perform tasks that go against their conscience.
b. Offensively judging a person's performance, concealing that person's efforts and
skills.
c. Questioning and disavowing a person’s decisions.
d. Not assigning any tasks, or assigning pointless or degrading tasks.
e. Refusing or concealing the means to perform a task, or providing incorrect data.
f. Assigning tasks that are clearly above the skills or qualifications of the person, or
that require qualifications far below those held by the person.
g. Giving contradictory or impossible orders.
h. Manipulating work tools (for example, deleting computer files).
i. Stealing belongings, documents, tools, etc.
j. Threatening or putting pressure on the people who support the person being
harassed.
k. Manipulating, concealing, returning a person’s correspondence, calls and messages.
l. Refusing or complicating access to permits, courses, activities, etc.
12.4.3.2.2. Harassment based on reducing communication possibilities:
a. Changing people to a different place to separate them from colleagues (isolation).
b. Ignoring the presence of a person.
c. Not speaking to a person.
d. Restricting colleagues from speaking to a person.
e. Not allowing a person to express his/her views.
f. Avoiding all visual contact.
g. Eliminating or restricting available means of communication (telephone, email..)
12.4.3.2.3. Activities that affect the physical or psychological health of the victim:

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a. Threats or physical aggression.
b. Verbal or written threats.
c. Shouting at or insulting a person.
d. Threatening telephone calls.
e. Provoking a person, forcing a person to react emotionally.
f. Intentionally generating expenses to affect the person.
g. Damaging a person’s workplace or belongings.
h. Requiring a person to perform jobs that are dangerous or damaging for a person’s
health.
12.4.3.2.4.Criticising a person’s private life or an individual’s personal or professional reputation
a. Manipulating an individual’s personal or professional reputation through spreading
rumours, degrading remarks or ridiculing an individual.
b. Making it understood that a person has psychological problems, trying to make them
go for a psychological examination or diagnosis.
c. Making fun of gestures, voice, physical appearance, disabilities, giving people
nicknames, etc.
d. Criticising a person’s nationality, political or religious attitudes and beliefs, private
life, etc.

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12.5 PROTOCOLS FOR RESOLUTIONS
12.5.1 Incident report

12.5.1.1 Any case detected must be reported in writing format (email, letter) by the person
affected or by a third party who is aware of any case of sexual harassment,
sex-related harassment and/or psychological harassment. The said person must
identify him/herself. The format used can be the Annex 3 attached to this document
or a signed letter.
12.5.1.2 Anonymous notices will not be taken into consideration due the possible necessity of
conducting interviews.
12.5.1.3 The written report/charge sheet will be sent by email, or by any other means that
provide proof of delivery, to any of the people who form part of the ​"Harassment
Prevention Committee​”, which will study and investigate the case.
12.5.1.4 In case of not knowing who composes the entity`s ​"Harassment Prevention
Committee" t​ he person reporting the case can forward the incident to its AIESEC
Local or Member Committee or appealing boards (Such as ECB and ICB).
12.5.1.5 An investigation will always take place regardless of the data provided in the report,
although it must be stressed that the investigation will take less time and will be
more efficient if as much information and details as possible are included in the
report. Consequently, we recommend that the report should include the following
information, at least:
a. The people involved.
b. Types of conduct.
c. Dates and places where the said behaviour took place.
d. Possible witnesses.
e. Identification of the potential harassment victim.

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12.5.2 Harassment Prevention Committee procedures and report:
12.5.2.1 Every AIESEC Member Committee should have in place a “Harassment
Prevention Committee” from the first day to the whole duration of the MC
term. The contacts of such committee should be available for its national and
global plenary.
12.5.2.2 The Committee will study and assess each case, it will have the right of ​access to
all the information and documents required to solve a claim and its agreements
will be adopted by a majority vote of its members. It will function in accordance
with its internal regulations, which will be approved by the Committee at its first
meeting, and in full accordance to everything described in the most current XPP
document and its Annexes.
12.5.2.3 The Committee consists of:
a. Member Committee President or any other Legal representative inside the MC.
b. At least one & maximum of two external (Advisors, Lawyer and/or Psychologist).
c. National Entity Ethics Subcommittee Chair or Ethics responsible.
d. For exchange related cases: ECB Chair can be included.

12.5.2.4 For cases involving Exchange Participants, and being reported after the
realization/departure of the potential harassment victim/involved from the
Hosting Entity, The Committee should consist of:
a. Member Committee President or any other Legal representative inside the MC, of
both Sending and Hosting Entity.
b. ECB Chairs from both SE and HE can be included.
c. At least one & maximum of two external (Advisors, Lawyer and/or Psychologist) of
the HE.
d. National Entity Ethics Subcommittee Chair or Ethics responsible from HE.
e. Such change should aim to guarantee the neutrality and fairness​ ​of the investigation.

12.5.2.5 Every case received should be investigated by the Committee and ​reported in
the guidelines stated on this document, as well as the guides in the Annex 3 of
this XPP.

12.5.2.6 The competence/responsibilities of this Committee are:

a. Receive all reports, complaints, claims, suggestions or consultations in relation to
harassment situations.
b. Create timeline, materials, tools - And implement education on the contents of this
protocol for all its national members, exchange participants and stakeholders.
c. Investigate alleged cases of sexual harassment, sex-related harassment and/or
psychological harassment.
d. Perform any tests of a documentary nature or interviews required.
e. Guarantee a strict level of confidentiality in relation to the issue and the people
involved and provide equal treatment to all parties.
f. Prepare a detailed report that will include relevant proposals concerning measures
to be adopted.

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12.5.2.7. ​Submit the said report ​within a maximum period of seven (7) working days from the
moment the original claim is made to The Committee. ​The report should be sent ​in the format
stated on the Annex 3, signed by all members in a PDF format, to PAI and ICB Chair current. For cases
involving members only, PAI & Global ESC Chair.
a. A resumed copy of the said report should also be sent to the parties involved.
b. Follow-up each report made, attaching any actions implemented as an annex to
each report.
c. Respond to Authorities, Media, Global Plenary, Internal and Externals for claims if its
needed.
d. Provide the possibility of free counselor/psychological support for every Victim.

12.5.3 Incident investigation protocol

12.5.3.1 The Committee will deal with each case individually and will guarantee that the
people affected are heard and supported at all times, as they may be going through a
delicate situation, even isolation. All the people affected will be heard and supported
at all times.
12.5.3.2 With this in mind, the Committee may conduct interviews or use other investigation
techniques in relation to any of the parties involved, witnesses or third parties who
may provide useful information. Every interview should be outputted, and if needed
signed and kept for further issues.
12.5.3.3 The main objective of an interview is to discover the situation of the affected parties
and, among other issues:
a. Whether there is or has been a case of workplace harassment, its features,
reasons, the phase it is in, etc.
b. Who is considered to be embarking on the said harassment behaviour and the
hierarchic relationship that exists.
c. The situations in which the harassment takes place. Whether it takes place in
the presence of other colleagues and, if so, how they reacted.
d. If the case has been reported to a superior; how (verbally or in writing) and
what response was given.
e. To what extent the situation has affected the health of the person, including
whether any specialist assistance has been required or whether the person
has been on sick leave in recent months and for what reasons.
f. Whether other colleagues have or have had similar problems with a view to
obtaining additional information from them.

12.5.3.4 The interviews will be conducted in accordance with the

following rules:
a. If the Committee should decide to interview the harassed person and the
person reported together; the said interview may only take place if both
parties provide their express consent.
b. Either of the parties will be granted an interview on request.
c. All parties involved have the right to obtain assistance from representatives or
advisors.

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12.5.4 Confidentiality and protection

12.5.4.1 The intention is that the procedure should be as speedy and efficient as possible and
that the privacy, confidentiality and dignity of the people affected should be protected
at all times.
12.5.4.2 Furthermore, the victim will be provided sufficient protection in relation to his/her
health and safety, taking into account any possible physical and psychological
consequences that may derive from the situation; providing special attention to the
work-related circumstances of the alleged victim of harassment.
12.5.4.3 A strict level of confidentiality will be maintained throughout the entire procedure,
and all internal investigations will be performed with tact and due respect to both the
person reporting the case, the victim – who may not receive any unfavourable
treatment due to the case - and to the person reported, whose guilt will not be
presumed.
12.5.4.4 All people involved in the process will be under a commitment to confidentiality and
will be identified in the Final report dossier.
12.5.4.5 The unauthorised dissemination of data of any nature in relation to the ​procedures
will be considered a breach of contract and will be subject to disciplinary penalties.
12.5.5 Preventive measures

12.5.5.1 With a view to preventing and avoiding behaviours that may be considered ​as
harassment at the workplace, AIESEC will disseminate this Protocol through:
a. AIESEC online platforms.
b. Any other means through which the said objective can be achieved.

12.5.5.2 AIESEC will encourage specific training of all members of its organisation ​on
sexual harassment, sex-related harassment and psychological harassment.
Moreover, AIESEC will provide appropriate training for any members of its
organisation who hold any type of responsibility in the procedures implemented
for reporting the above mentioned types of harassment as a part of induction in
to the organisation.
12.5.5.3 Furthermore, AIESEC is committed to promoting respect and consideration
among all its collaborators, preparing documents and performing any other
action considered necessary to fulfil the purpose of this Protocol.

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12.5.6 Sanctions & disciplinary actions

12.5.6.1 For AIESEC Entities:

a. Every Harassment Case tampered, unreported or in which the Investigation and
Reporting flow are not respected, involving exchange participants, will be
evaluated with ICB and the entity will count with one (1) Official Case lost per
exchange participant involved, if diagnosed that the involved entity was not
compliant to the global guideline.
12.5.6.2 For Involved parties:
a. If the investigation concludes that an offence has been committed, it must be
decided what the appropriate course of disciplinary action. It should be
considered by the committee, among other things, the context in which the
conduct occurred, whether the perpetrator had a history of previous misconduct
and the level of harm caused. No case should be concluded with no follow up
action, being it dismissal or disciplinary. Disciplinary measures can consist of
warnings, penalties and/or direct dismissal from the organisation.
b. If the perpetrator is disciplined but not dismissed, measures should be taken to
both protect the victim in future and from retaliation, exposing, discomfort - And
ensure there is no repeated misconduct.
c. If the perpetrator is dismissed, AIESEC should also ensure the victim has ​guidance
to ensure its protection.
d. If the perpetrator is dismissed, AIESEC should do so through a formal ​meeting, and
make sure all documents, interviews, and evidences are kept under the
Harassment Investigation committee in case any future legal action is taken by
any side.
e. If the Victim requests, AIESEC is responsible to assist in filling a ​legal/police
complaint against the perpetrator, being available for requests to be responded
by the Harassment Investigation Committee.

12.5.6.3 Reprisals
a. If reprisals should take place against or discriminate the person who has
presented the claim, the victim or other people involved in the procedure,
whether any case of harassment (in any of its manifestations) has been
established or not, the relevant disciplinary measures will be adopted.

12.5.6.4 False Testimony

a. In case its discovered that no case of harassment, in ​any of its manifestations,
has existed in relation to a claim and if it is considered that the claim has been
presented in bad faith; the relevant disciplinary measures will be taken. Also,
in case any party also presented an invalid report, or lied to protect or hide
information.

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13. Glossary of Terms/Acronyms

Term Acronym Definition
Foundation administered by the Management Board
of AIESEC International Inc., having its official office
located at 5605 Avenue, De Gaspé, H2T 2A4,
AIESEC International AI
Montreal, Québec, Canada. It is the highest governing
body of AIESEC looking over operations of the global
AIESEC network.
The AIESEC Experience is the set of opportunities we
provide as an organization to engage and develop
leadership among young people. They are described
in the Section 3 of the Document, and they are:
1. Engagement with AIESEC
AIESEC Experience -
2. Life Long Connection
3. Experiential Leadership Development
This last one, also referred as ELD, is the one in which
AIESEC provide its three exchange Products.
The Confirmation from the Exchange Participant of its
Acceptance Note AN availability to go on an exchange with this
opportunity.
Survey to the EP with the objective to measure the
Completion Survey Standards quality standards delivered by AIESEC during that
-
Survey exchange experience. The survey is available since the
approval with an opportunity.
A phase in the AIESEC experience that sparks an
Engagement with AIESEC EwA interest in young people to develop themselves to
contribute to a better world.
Focus phase of this document
This phase enables young people to develop their
Experiential Leadership leadership through learning from practical
ELD
Development experiences in challenging environments. It's
products are listed in the sector of ​Global Exchange
Products​.
The Entity Control Board works arbitrating cases of
exchange standards and ER Principles of AIESEC
entities and physical AIESEC Members, They are the
last decision making body on National level in regards
Entity Control Board ECB
to Exchange policies and entity standard regulation
principles. For further definitions, refer to the Global
Compendium & Annex 1.1.3.4. The Control Boards
Guideline.
Young person that is on the age range of 18 to 30
Exchange Participant or Intern EP years old (At the date of its Contract signature and
official approval on AIESEC Platforms) participating in
one or more Global Exchange Product(s). A person is

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considered an EP once its contract with AIESEC is
signed.
Official document that governs and defines
Responsibilities, Procedures, and Protocols for every
Exchange Products Policies XPP AIESEC experience that falls under its exchange
products: Global Entrepreneur, Global Talent, and
Global Volunteer.
Refers to the AIESEC Exchange Products: ​Global
Volunteer (GV)​, ​Global Talent (GT) and Global
Entrepreneur (GE)​.
The general value proposition:
Global Exchange Product, or
-
Exchange Cross-cultural experiences, a young person has the
opportunity to develop leadership qualities of
self-awareness, solution orientation, empowering
others and world citizenship through learning from
practical experiences in challenging environments.
Official Local or Member Committee of AIESEC or
AIESEC International, that carries out the Exchange
Product with an OP by opening an opportunity in the
Hosting Entity or ICX HE
platform and is, or was, responsible for its approval,
preparation and experience realization for both OP,
and EP once its approved.
ICB is the Global Internal Control Board, working with
the purpose to make the organization more customer
Internal Control Board centric and ensure leadership development by
ICB fulfilling standards in every AIESEC product. They are
the final decision-making power on all cases
pertaining to the Exchange Product Policies at Global
Level and XPP applicability.
Meeting at which AIESEC Global Plenary, represented
by MCPs (Member Committee Presidents), together
International Legislative Meeting ILM with AIESEC International and involved bodies meet
to discuss and progress towards Global decision
making.
Any local headquarter formally recognized as such by
Local Committee LC AIESEC International. An LC can send its EPs abroad
and/or receive EPs.
Any country or territory headquarter formally
recognized as such by AIESEC International. The
Member Committee MC Member Committee is the final responsible regarding
the activities and Exchanges involving any of its Local
Committees.
Any federal, provincial, state or local law, statute,
ordinance, rule or regulation imposed by or on behalf
National Law -
of a governmental authority chosen in an agreement
or contract.
An organization, company, educational institution or
start-up hosting an EP during the Product realization.
Opportunity Provider or Enabler OP
It's considered an OP once its contract with AIESEC is
signed.

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Official Local or Member Committee of AIESEC or
AIESEC International which carried out the selection
Sending Entity or OGX SE
process of an EP and is, or was, responsible for its
approval, preparation and reintegration.

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