During

Once the intern has settled in, it is time to make the most out of their stay. This means reaching their personal and profesional goals, making new friends for life, and of course having a lot of fun. The local LC is there to help them realize all of that. On this page, we will look at

the financial support the intern can receive
IPS and Reception weekends
how the local iGT team can re-raise the company.

Financial Support

*this is the shortened version in English. We posted the link to the FIN-Wiki below which has a more in-depth article about the topic in German.

The stay of our AIESEC in Germany EPs is subsidizes by the State Department (Auswärtiges Amt).

These funds are used among others for taking care of our EPs or items of furniture for our EPs apartments.

There are 3 different kinds of Financial Support

Sockelbeitrag
Einsatzstipdendien (E-Stips)
Praktikantenbetreuungs-Maßnahmen (PBMs)

Sockelbetrag

Amount: 250 € (once per year, per LC)

Purpose: Purchase of goods, which are needed in the EPs households. They are meant to stay in our LCs, but are used by our EPs.

Examples: bed, water heater, blankets, etc.

Subsidization: 100%

Keep in mind: the EPs don't keep those items. After their stay the good will go back to the LCs until a new EPs needs it.

E-Stips

Amount: 50 € (per EP)

Purpose: goods for the EP (to make him/her feel welcome, arrival or farewell

Examples: first fridge filling, Welcome Package, shuttle from or to airport (arrival / farewell)

Subsidization: 100%

Keep in mind: E-Stips will only be granted if the LC can show at least one PBM in their audit

PBM

Amount: 250 € (per EP)

Purpose: first and foremost these are for the German cultural learning of the EP

Examples: cook evening with typical German food (or from their culture), museums, travelling to different German cities to sightsee, German courses, typical German sport events

Subsidization: 50%

Who: for every EP, one LC member can be subsidized as well

Keep in mind: always take pictures as proof (especially when going to a different city, events etc.), you need to apply for the PB-Bogen before handing in a PBM (see here)

Every EP has 250 € at its disposal, but only 50% will be subsidized. So if the EP is doing a German course which costs 250€, the EP will get 125 € back.

How to hand in a PBM

In case you are supposed to hand in the PBM on finance.aiesec.de yourself:

Log onto finance.aiesec.de (name: AIESEC pw: Gen2015 and choose the PBMaßnahmen from the dropdown menu.

Fill in all the requiered informations and click on "submit".

Fill out all the necessary fields. Be especially precise with the description. And remember: for every EP, we can subsidize one member as well. Don't forget to attach pictures from the event.

Other

You can find more information about the Financial Support on the Fin-Wiki.

Since the the FIN Team has to book the financial support into our accounts it is super important that we are doing it right and without any mistakes.

So before you plan anything with the EP or buy something for the EP talk to your VP iGIP and the FIN team.

In most LCs the FIN teams handle the booking of the financial support on Salesforces. Talk to your VP iGIP how your LC handles it.

Keep in mind: Take pictures, keep the receipts and try to use the entire financial support we have. It enhances the EPs experience and if we don't use our financial support the State Department might get the feeling we don't need it and cancels the cooperation.

IPS and Reception Weekends

There is the possibility to host Incomer Preparation Seminars (IPS) and Reception Weekend in your Local Committee.

An IPS is all about the cultural integration and cultural challenges the interns are facing in Germany. The goal is to make the LDM reality and develop leadership traits within our EPs. It is for interns who just arrived, but also for others who already stayed longer here. The long-term plan is that every intern attends an IPS. For an IPS you need to organize logistics and have an experienced trainer to facilitate the IPS.

If you don’t have enough Eps (5) to organize an IPS and you cannot send them to an IPS somewhere in Germany, you can have an one-on-one IPS. Click here to see the Guideline for an 1o1 IPS.

In comparison to the IPS, Reception Weekends are even more about fun and getting to know new places in Germany. They are supposed to connect the interns across Germany and show them German culture and cities. Therefor you can invite interns from all over Germany to your city preferably when there is a special event like the Octoberfest in Munich or Kielerwoche in Kiel. You should organize the accommodation for the interns.

Of course there is also the possibility to combine a Reception Weekend and an IPS. If you plan an IPS or Reception Weekend please make sure to talk about it beforehand with the NST Reception. This way we can avoid having several events at the same weekend.

Here you can find a possible outline for an IPS, otherwise check all the IPS organisation Guidelines.

If you are organizing an IPS or Reception Weekend, please share it in Slack so that interns from other cities can participate!

Company: Re-raise and Evaluation

Evaluation

The Account Manager needs to conduct a feedback talk with the customer. Here, the account manager can ask for feedback concerning the matching process, AIESECs delivery and of course the satisfaction with the intern.

3 months before the internship with the current EP end, the VP will get a reminder E-Mail to send the standardized Company Evaluation Survey. The Account Manager needs to send this to the company and also make an appointment for an Evaluation Meeting. Make sure to tell the company to fill out the survey before you go to the meeting. Get in touch with your VP to get the response.

Before the Account Manager goes to the meeting, he/she should check out the Evaluation Survey. This already answers lots of questions and can followed-up on at the meeting.

The goal of the Evaluation Meeting is to see how the cooperation worked. How well worked the processes, are they satisfied with the timeline and the intern.

Here are some example questions you might ask in the conversation:

How much time and effort did you spend on the collaboration with AIESEC? Is it too much?
How do you evaluate the frequency and quality of contact with the account manager? Was it too often/to little?
Would you recommend the internship program to a friend or colleague in another company? (here, it would be great if you generated some names and phone numbers to directly get new leads or even better: Let the customer do a reference call!)
Where could our service be improved? ( In terms of time and of delivery, quality of applicants, visa and documentation, communication with AIESECers, integration in Germany/company etc..)

Takes notes and listen actively what the company has to say.

If the company had a few problems, try to find solutions. It is your responsibility to assess your relationship and act accordingly.

Also, before you have this meeting have a quick evaluation with the intern. Does the EP feel like the work fits to the job description? Does the EP have problems with certain things?

These are topics you also could bring up at the Evaluation Meeting.

Re-Raise

In any case, the Account Manager should try to Re-Raise at the Evaluation Meeting since it fits into the timeline of a seamless transition with the new EP.

Due to the fact that you will know the customer better and have optimally built up a trustworthy relationship, the Evaluation Meeting can be conducted more informal.

During the Evaluation Meeting you should have gotten a great sensing about how the company feels about the cooperation. If the company seems happy about our cooperation or you found valid solutions to the problems you should ask if they would be interesed in keeping the cooperation. They are? Fantastic! Congratulation to your Re-Raise!

Don't forget to go through the timeline with them again and set clear expectations.

Keep in Mind

Every type of communication and meeting with your companies is not only about keeping up good partnermanagement and trying to Re-Raise the opportunities you already have in this company. It is also about keeping up with current events in the company. Actively listen to what the company has to say and also ask what has been happening at the company:

IT Company (only has IT EPs) - They just developed their own software and building up their own marketing department?

Exporter (only has Chinese EPs) - Their branch in China worked so well, they opened up a new branch in Argentinia?

Statements like this should be music to your ears. If a company seems to be growing and doing well they might need more interns or interns in a different department.

!!VERY IMPORTANT!!

You as iGT member should have a PDT with the intern's company every three months and an evaluation talk at the end of the experience.