AIESEC India Compendium

AIESEC India Compendium

Page -1-

AAIIEESSEECC IINNDDIIAA

CCOOMMPPEENNDDIIUUMM

Sahil Dewan

President 2011-2012 Focus Commission

AIESEC in India AIESEC in India

Last Updated

July 2011


Page -2-

TABLE OF CONTENTS

I – CONSTITUTION .....................................................................................................................................

1.1 Name ...............................................................................................................................................

1.2 AIESEC Way ...................................................................................................................................

1.3 Membership .....................................................................................................................................

1.4 AIESEC in India .............................................................................................................................

1.5 The legislative meeting of members ................................................................................................

1.6 Finances ...........................................................................................................................................

1.7 Amendments to the Constitution & Dissolution ..............................................................................

1.8 Registered office ..............................................................................................................................

II - THE STANDING ORDERS OF AIESEC

2.1 Chair ................................................................................................................................................

2.2 Roll Call...........................................................................................................................................

2.3 Quorum ............................................................................................................................................

2.4 Voting ..............................................................................................................................................

2.5 Minuting ..........................................................................................................................................

2.6 Representation .................................................................................................................................

2.7 Motions ............................................................................................................................................

2.8 Amendments ....................................................................................................................................

2.9 Order of Precedence ........................................................................................................................

2.10 Points of Order ................................................................................................................................

2.11 Conduct of meeting .........................................................................................................................

2.12 Standing Orders ...............................................................................................................................

III - ORGANISATIONAL STRUCTURE ...................................................................................................

3.1 Members ..........................................................................................................................................

3.2 General Body ...................................................................................................................................

3.3 Powers and Duties of the General Body ..........................................................................................

3.4 Powers and Duties oif the Governing Body ....................................................................................

3.5 Member Committee President .........................................................................................................

3.6 Member Committee Finance Controller ..........................................................................................

3.7 Board of Advisors ............................................................................................................................

IV - PROGRAMMES ....................................................................................................................................

4.1 General ............................................................................................................................................

V - ELECTION AND SELECTION PROCEDURE. ..................................................................................

5.1 Member Committee President Elections ..........................................................................................

5.2 Local Committee President Elections ...............................................................................................

5.3 Local Committee President...............................................................................................................

5.4 Executive Body ................................................................................................................................

5.5 Members Applying for the Member Committee ..............................................................................

5.6 Members attending National/ International conferences ..................................................................

5.7 Exchange ..........................................................................................................................................

5.8 Alumni ..............................................................................................................................................

VI – MEMBERSHIP ......................................................................................................................................

6.1 AIESEC in India Membership ........................................................................................................

6.2 Application to be Member ................................................................................................................

6.3 Membership Criteria .........................................................................................................................

6.4 Procedure for Membership review ...................................................................................................

6.5 Removal of membership ...................................................................................................................

6.6 Regions .............................................................................................................................................


Page -3-

VII - OTHER BODIES WITHIN THE ORGANISATION ........................................................................

7.1 National Board of Advisors .............................................................................................................

7.2 Local Board of Advisors ..................................................................................................................

7.3 Board of Directors ...........................................................................................................................

VIII - FINANCIAL REGULATIONS ..........................................................................................................

8.1 Financial Regulations for the MC .....................................................................................................

8.2 Financial Regulations for the LC ......................................................................................................

IX - NATIONAL MEETINGS ......................................................................................................................

9.1 Definition ..........................................................................................................................................

9.2 National Congress (NatCong) ..........................................................................................................

9.3 June National Conference (JNC) .....................................................................................................

9.4 National Leadership Development Seminar (NLDS) .......................................................................

9.5 National Strategic Conference (NSC) ...............................................................................................

9.6 National President Meeting ..............................................................................................................

9.7 Meeting Standards ............................................................................................................................

9.8 Hosting of a naional meeting ............................................................................................................

9.9 Contents of a feasibility report .........................................................................................................

9.10 OC Responsibilities ..........................................................................................................................

9.11 General .............................................................................................................................................

9.12 Finance of national conferences .......................................................................................................

9.13 Discharge of OC...........................................................................................................................

9.14 Penalties.......................................................................................................................................

9.15 Conference Guidelines................................................................................................ .................

MC-LC Contract ..............................................................................................................................

X - EXTERNAL RELATIONS .....................................................................................................................

XI - APPENDIX 1) AIESEC Abbreviations ................................................................................................................................


Page -4-

PPAARRTT II::

CCOONNSSTTIITTUUTTIIOONN

Last Updated

January, 2011.


Page -5-

I – CONSTITUTION

1.1 Name

Art. 1 The name of the society shall be ‘AIESEC’.

1.2 The AIESEC Way

Art. 2 What is AIESEC?

AIESEC is a global, non-political, independent, not-for-profit organization run by

students and recent graduates of institutions of higher education. Its members are

interested in world issues, leadership and management. AIESEC does not

discriminate on the basis of race, colour, gender, sexual orientation, creed, religion,

national, ethnic or social origin.

Art. 3 Our VALUES:

Activating Leadership

We lead by example and inspire leadership through actions and results. We take

full responsibility for our role in developing the potential of other people.

Enjoying Participation

We have a dynamic environment created by active and enthusiastic involvement

of individuals. We enjoy being involved in AIESEC.

Striving for Excellence

We aim to deliver the highest quality performance in everything we do. Through

creativity and innovation we seek to continuously improve our results.

Living Diversity

We seek to learn from the different ways of life and opinions represented in our

multicultural environment. We respect and actively encourage the contribution of

every individual.

Acting Sustainably

We act in a way that is sustainable for our organisation and society. Our decisions

take into account the needs of future generations.

Demonstrating Integrity

We are consistent and transparent in our decisions and actions. We fulfil our

commitments and conduct ourselves in a way that is true to our identity.

Art. 4 What we envision?

Peace and fulfilment of humankind's potential.

Art. 5 Our Impact

Our international platform enables young people to explore and develop their

leadership potential for them to have a positive impact in society.

Art. 6 The way we do it

AIESEC provides its members with an integrated development experience comprised

of leadership opportunities, international internships and participation in a global

learning environment.

Art. 7 English is the sole official language of the society


Page -6-

Art. 8 The logo approved at Presidents Meeting 1990 (Hong Kong) is the official logo of

the society.

Art 9. AIESEC India adopts the Code of Ethics along with its supportive structures as

mentioned in the Global Compendium Appendix 13.

1.3 Membership

Art. 10 The Society shall consist of associations of students and recent graduates of institutes

of higher education who are interested in world issues, leadership and management in

a specific geographical area, which shall be defined by the National Plenary under

the guidance of the Member Committee, AIESEC India.

Art. 11 The society and all its entities shall be represented nationally by one common global

name and trademark. That name shall be AIESEC and the trademark is(under

registration)

Art. 12 Admission of membership and subsequent updating the statuses shall be done at

every Legislative meeting in accordance with the compendium.

Art. 13 Admission, expulsion or removal of the membership shall be decided through the

procedures set out in the compendium. All decisions will only be valid upon

ratification of at least two-thirds of the voting members at any Legislative Meeting

Art. 14 A member who is expelled/ removed shall forfeit the right to any part of the assets of

the society. The member shall also return all assets belonging to the society at their

cost to the MC. The management of such a LC falls under the purview of MC from

the point of expulsion.

Art. 15 A member who resigns or is expelled/ removed may not utilise the AIESEC name for

any purpose, activities or communication.

1.4 AIESEC India

Art. 17 The society shall be administered by AIESEC in India’s Member Committee (MC)

consisting of a President, a number of Vice-Presidents & support staff, all physical

persons.

Art. 18 If AIESEC India Member Committee is incomplete it still retains all of its powers.

Art. 19 The President is appointed through elections by the Local Committees at the annual

National Congress- Nat Cong.

Art. 20 The MC members are first confidenced by the general body and then

appointed by the President independently.

Art. 21 Individuals can be re-appointed through elections or appointed by the MCP but shall

not serve for more than:

1) One term in the role of Member Committee President

2) Two terms on the MC for all positions other than MCP


Page -7-

Art.22 In the case that individuals are to apply to be reappointed through elections/

reappointed by the MCP to serve for additional terms (more than stated in Art. 21),

this application must be authorised by the AIESEC India Board of Directors and

ratified with 2/3rd

majority by the plenary.

Art. 23 Within the MC each member shall have one vote. Hence majority of the members of

the MC shall constitute quorum for a decision-making forum (for the MC) of

AIESEC India. In the case of a lack of consensus the MCP has executive powers.

Art. 24 AIESEC India’s MC shall have full power of management and administration,

subject to the prerogatives of the legislative meeting.

Art. 25 AIESEC India’s MC shall delegate the day-to-day management of the society to the

President.

Art. 26 All the deeds committing the society shall, except for special proxies, be signed by

two members of AIESEC India’s MC of which one must be either VP F or the

Member Committee President.

Art. 27 The President of AIESEC India (MCP) shall be responsible for carrying out the

decisions of the legislative meetings and for co-ordinating the work of AIESEC

India.

Art. 28 The President will cease to hold office:

a) By his/her death;

b) By his/her resignation

c) Impeachment;

d) Because he/she applies for a temporary moratorium;

e) By the appointment of a guardian over him/her by the court;

f) By removal from office by the court in the cases provided for in the law;

g) At the end of his/her term.

Art. 29 Any member of AIESEC India MC shall cease to hold office as set forth under Art.

28 or by dismissal by the MCP.

1.5 The legislative meeting of members

Art. 30 Members admitted to voting statute shall together constitute the legislative meeting

of members of AIESEC India, which come together on the occasion of the society's

annual legislative meetings being NatCong and June National Conference. These two

are the legislative conferences.

Art. 31 Additional legislative meetings may be convened by the MCP of AIESEC India in

communication with AIESEC India Local Offices.

Art. 32 The legislative meeting of members shall have all powers for the performance and

execution of the purposes of the society.

Art. 33 Any appropriate question or business may be brought before the legislative meeting

of members without prior notice thereof.

Art. 34 Legislative meetings shall validly be held if at least two-thirds of the society's voting

members are present or represented by proxy.

Art. 35 Only members shall be entitled to vote at legislative meetings. Each member shall

have one vote (refer to section 5).

Art. 36 A member may be represented at the legislative meetings by another member. No

member shall hold more than one proxy.


Page -8-

Art. 37 The decisions of the legislative meetings shall be carried by a simple majority vote of

all voting members present or represented, except if the Constitution or Standing

Orders provide otherwise.

Art. 39 National Meetings (NMs) shall be presided over by a Chairperson selected by the

MC and ratified by members. The Chairperson shall neither vote nor take part in the

discussions of the meeting.

1.6 Finances

Art. 40 The capital of the society will be formed by contributions of members, subsidies,

gifts, legacies and other contributions.

Art. 41 All assets and liabilities are the financial responsibility of the society and members

shall not be personally liable.

Art. 42 The use of funds and the bookkeeping of the MC shall be governed by the society’s

financial regulations. The use of these funds may be amended by a two-thirds

majority vote at a legislative meeting. Book keeping should always adhere to the

regulations of the Society’s Act.

Art. 43 The financial year of the society shall extend from 1st April to 31st March..

Art. 44 Annually AIESEC India’s outgoing MC shall submit the accounts of the closed

financial year at June National Conference. The budget review would be presented

by the incoming MC at Nat Cong.

Art. 45 AIESEC in India shall keep filed records of its financial operations for a period of ten

years.

1.7 Amendments to the Constitution & Dissolution

Art. 46 Any proposal regarding amendments to the constitution and dissolution shall emanate

from AIESEC in India’s MC and one of the society’s members.

Art. 47 AIESEC India MC shall advise the members of the society at least two weeks in

advance of the date of the legislative meeting that will deliberate on such a proposal.

Art. 48 AIESEC India Members is charged with the executive authority of amending the

Constitution and dissolving the society.

Art. 49 Amendments to the constitution can only be made with the prior consent of the Focus

commission. These can be passed in the Focus commission in the form of a motion,

which is subsequently put to vote.

Art. 50 Approval for the society to be dissolved shall be granted by a three quarters majority

vote of all members of the society in a complete meeting.

Art. 51 Approval for an amendment to the Constitution shall be granted if it receives a

2/3-majority vote of the members of the society in meeting where ¾th of all

voting and non voting members are physically present.

Art. 52 If a meeting is not complete whereby a resolution to alter/dissolve is discussed, a

second meeting shall be convened not earlier than two and no later than 4 weeks after

the first meeting. This meeting, irrespective of the number of AIESEC in India’s

voting members present or represented may adopt a lawful amendment to the

constitution as per article 50 & 51.


Page -9-

1.8 Registered office

Art. 53 The registered office of the society is:

AIESEC India

C/o Godrej Industries Ltd.,

Gate # 2, Eastern Express Highway

Vikhroli(East) ,Mumbai- 400079

It may be relocated to any other address by a decision of AIESEC India’s MC if there

is a need to do so. In the event of such a scenario all members shall be informed of

the change before it takes place and a confirmation should be sent once the change

takes place- prior consent of the focus should be taken.


Page -10-

PPAARRTT IIII::

CCOOMMPPEENNDDIIUUMM

Last Updated

January, 2011.


Page -11-

II - THE STANDING ORDERS OF AIESEC in India

2.1. Chair

2.1.1. If the official ordinarily entitled to take the Chair is so affected by or interested in any

motion as to render it advisable, in the opinion of the members, that he/she vacate the

Chair during the discussion of that motion. It shall be permissible for members to move,

second and vote upon a motion that he/she vacates the Chair during the discussion. If

the motion is carried, the MCP shall temporarily conduct the meeting.

2.1.2. The Chairperson shall be the sole interpreter of the Standing Orders. The AIESEC India

MC shall be the final interpreter of the provisions of the Compendium, apart from the

standing orders and except in cases where they are interested parties. The chair shall

once again be the final interpreter in such a scenario.

2.1.3. The Chairperson shall neither vote nor take part in the discussion of the meeting.

2.1.4. At the start of the first session, the Chairperson shall inform delegates of those

procedures related to the functioning of the meeting.

2.2. Roll Call

2.2.1. In order to avoid confusion during voting, a Roll Call shall be taken at the

commencement of all Sessions of Meetings.

2.2.2. Further, should delegates subsequently join / leave the session, they shall inform the

Chairperson of their presence / absence and this shall be recorded in the minutes.

2.2.3. At the start of the first session, the Chairperson shall inform delegates of these

procedures.

2.3. Quorum

2.3.1. The quorum for Plenary Session at any legislative meeting shall be two-thirds (2/3) of

the voting Local Committees.


Page -12-

2.4. Voting

2.4.1. Voting shall be by full members & members on probation for MCP elections. Each

member shall be entitled to one vote. Voting for all Legislations shall be only by voting

members. Each Voting member shall be entitled to one vote.

2.4.2. Proxy voting at Legislative Meetings shall be permitted. Such proxy representation shall

be in writing and submitted to the Chairperson of the meeting. The proxy shall be

signed by two members of the LC.

2.4.3. If a local committee present leaves during the course of such a meeting, a proxy needs

only be signed by 1 LC member and submitted to the Chairperson.

2.4.4. Should the LC issuing the proxy wish it to be valid on only certain questions, such

limitations are to be contained in the proxy. Disagreement concerning the

interpretations of such limitations shall be settled by MC.

2.4.5. Proxies shall not be used to propose or second a motion.

2.4.6. Only voting members can receive a proxy vote. No LC may receive more than one

proxy.

2.4.7. Voting, motions shall be carried by a simple majority, unless the Constitution or

Standing Orders provides otherwise. The casting of votes shall be in the following

order: Votes for, against, abstentions. If the numbers of votes for and against a motion

are equal, the motion shall be regarded as not carried. Members abstaining shall be

considered as non-voting except in the case of election procedures, or if otherwise

specified.

2.4.8. For the purpose of the Compendium simple majority shall be defined as follows: Simple

majority is when more votes are in favour of the motion than against it.

2.5. Minutes

2.5.1. Minutes must be taken during all plenary sessions of legislative meetings.

2.6. Representation

2.6.1. All MC members shall be allowed to attend and speak at all sessions of the Legislative

Meeting.

2.6.2. Observers and guests of the legislative meetings shall only be heard with the permission

of the meeting.

2.7. Motions

2.7.1. No Motion or Amendment shall be open for discussion until it has been seconded, but

the proposer shall have the right to speak on a Motion in order to find a seconder.

2.7.2. No matter shall be discussed unless it concerns an approved subject on the Agenda,

except at the discretion of the Chair.

2.7.3. Legislations which have been proposed in working groups and sub-committees or tracks

shall be circulated in writing at least 24 hours before the matter can be voted upon,

where this is not possible, there must at least be ample opportunities provided for

discussion by all delegates.

2.7.4. A Motion shall only be open for discussion or Amendment after the proposer and

seconder have been given the opportunity to speak in support of the Motion.


Page -13-

2.7.5. No Motion or Amendment, which has been accepted by the Chair, shall be withdrawn

without the consent of the meeting. Neither shall any addendum be added to a Motion

once accepted without consent.

2.7.6. The following forms of legislation shall be allowed at legislation meetings:

2.7.6.1. Motions - which remain indefinitely in the Compendium unless amended or

deleted by subsequent legislative meetings.

2.7.6.2. One Year Motions - which are binding until the legislative meeting one year

from the one at which the motion is passed.

2.7.6.3. Two Year Motions - which are binding until the legislative meeting two years

from the one at which it is passed.

2.7.6.4. Mandates - to a recognised body of the Association binding for a specified

period of time, to perform a function outside the ordinary course of duty. The

mandate must be discussed with and accepted by the body.

2.7.7. Voting members shall have the right to propose or second motions and amendments.

MC shall have the right to propose motions and amendments subject to their being

seconded by one voting member.

2.8. Amendments

2.8.1. No Amendment shall be moved which, by the Chairperson's ruling, rescinds, negates or

destroys the original motion.

2.8.2. No other Amendment shall be moved until the first Amendment has been disposed of,

but notice of further Amendments may be given.

2.8.3. If an Amendment is rejected, other Amendments may be moved on the original motion.

If an Amendment is carried, the Motion as amended shall become the motion and shall

be the question to which any further discussion may be moved or upon which the final

vote is taken.

2.8.4. The proposer of the Motion, but not amendment, shall have the right to reply directly

before a vote is taken.

2.9. Order of Precedence

2.9.1. That the Chairperson shall allow the following Procedural Motions to be put when there

is already a proposition on the floor, in the following order of precedence:

a) That the motion now be put.

b) A Motion to postpone or adjourn the matter to a specified later meeting.

c) A Motion to refer matter to a committee or sub-committee for investigation

for report.

d) A Motion to limit the debate to a certain specified time period.

e) That a matter lies on the table.

f) A Motion of no confidence in the Chair.

g) A Motion to adjourn the meeting to a later specified date.

Motions provided for by clause a), e), f) must receive a majority of two thirds (2/3) of

the votes cast i.e. excluding abstentions.

2.9.2. If the motion "That the Motion now be put" has been seconded, no further discussion of

the original question shall be allowed but a member may give notice of his/her desire to

speak further on the original question. If the Motion is carried, only the proposer of the


Page -14-

original question under discussion shall be allowed to speak before the original question

is put to the vote.

2.9.3. If the Motion "to limit debate to a certain specified period of time" is carried, the

Chairperson shall draw up a list of those wishing to make their first speech on the

subject and allot each one an equal proportion of the specified period. The proposer

shall be allowed five minutes to sum up before the original Motion is put to a vote.

2.9.4. Should any procedural motion under Section 2.9.1 be defeated, twenty minutes (20)

shall elapse before such a motion may be proposed again, unless the Chair is of the

opinion that the circumstances have materially altered in the meantime.

2.10. Points of Order

2.10.1. In addition to a discussion on a Motion, the Chairperson shall allow the following

points in order of precedence:

a) Point of Order.

b) Point of Personal Explanation.

c) Point of Information to Somebody.

d) Point of Information from Somebody.

2.10.2 A point of order must be heard at all times and the Chairperson shall give

his/her ruling before the Motion is further discussed. Points of order shall deal

with the conduct of procedure of the debate. The member rising to put the point of

order shall prove one or more of the following:

1. That the speaker is addressing an issue that is not relevant to the current

topic.

2. That he/she is using unparliamentarily language.

3. That he/she is infringing upon the Constitution or Standing Orders.

2.11. Conduct of meeting

2.11.1. A speaker shall direct his/her speech directly to the Motion or Amendment under

discussion. If no definite Motion or Amendment is before the meeting, the speaker shall

direct his/her speech strictly to the point on the agenda under discussion.

2.11.2. Every member shall address himself/herself solely to the Chair.

2.11.3. The Chairperson shall have the right to make a speakers list and close it according to

his/her discretion.

2.12. Standing Orders

Standing Orders may be changed at any Legislative Meeting provided there is a 2/3

majority of quorum at the meeting.


Page -15-

III -Organizational Structure

3.1 The following Local Committees are designated as full member and member on

probation:

Full Members

i. Bangalore

ii. Baroda

iii. Chandigarh

iv. Delhi University

v. Hyderabad

vi. Mumbai

vii. Delhi IIT

Members on Probation

i. Ahmedabad

ii. Chennai

iii. Indore

iv. Jaipur

v. Jalandar

vi. Kochi

vii. Kolkata

viii. Lucknow

ix. Manipal University

x. Pune

xi. Surat

xii. IIT KGP

Official Expansions

i. Amity University, Rajasthan

ii. Bhuvaneshwar

iii. Goa

iv. Hyderabad Deccan

v. Navi Mumbai

3.2. General Body

The General body shall consist of the Member Committee, full members and

members on probation.

3.3. Power and Duties of the General Body

The General Body has powers to carry out the aims and objectives as set out in the

constitution. The General Body may form a special committee directly responsible to

it, to undertake a specific task. The General Body should specify the powers and

duties of such a committee. The person in charge of this committee shall be directly

responsible to the Member Committee President for its day to day functioning.

3.4 Power and Duties of the Governing Body

3.4.1 The Member Committee shall have full powers of management and administration,

subject to the prerogatives of Legislative Meeting.

3.4.2 The Member Committee shall regulate finance, accounts as it may think proper and

in the best interests of AIESEC India.

3.4.3 The Member Committee shall put all finances belonging to AIESEC INDIA; in any

Reserve Bank/recognized Bank except such sum by way of interest as may be fixed

by the Member Committee from time to time.


Page -16-

3.4.4 The Member Committee shall appoint a special committee for the execution of

functional duties as it deems fit.

3.4.5 The Member Committee may invite any person, in view of their standing, knowledge

and experience as special invitees, to attend National Legislative Meetings. This is

applicable to host Local Committees on approval of the Member Committee.

3.4.6 The Member Committee shall seek legal opinion on matters connected with the

welfare of the society and appoint advocates/attorneys to file or defend any suit or

other legal proceedings whenever necessary and to fix remuneration of such services.

3.4.7 The Member Committee shall take necessary steps in case a legal suit is filed against

a particular LC, and the expenses for the same shall be borne by the LC.

3.4.8 The Member Committee shall be responsible for presenting the relevant output of

all international legislative meetings in the Legislation Meeting just after it. Further,

a detailed report shall also be presented with the Member Committee year plan

updates at National Meetings.

3.4.9 The members of the Member Committee will be full time. A full time member is a

person who is currently not employed. His home city could be any city but his base

city must be Mumbai.

3.5 Member Committee President

The Member Committee President shall be the chief executive officer of the

association. He shall carry out the decisions and policies of the General Body

Meetings and shall exercise a general control and supervision over the affairs of the

association.

3.6 Member Committee Finance Controller - VPF

3.6.1 The Individual of the Member Committee in charge of financial matters shall deposit

all money and other assets of the society in the name and to the credit of the society.

He/she shall have charge and custody of the books of accounts and shall be

responsible for the keeping them in consistence with the laws governing the society.

He shall perform such other duties pertaining to this office as may be required by the

Member Committee. He shall carry out financial decisions and supervise the

financial affairs of the local offices of the entity

3.7 Board of Advisors

3.7.1 The Board of Advisors shall be composed of members who are prominent

personalities in the field of management and socio-economic development.

3.7.2 The Member Committee nominates members to the National Board of Advisors. The

role of the Board of Advisors would entail that of an advisory nature, financial nature

and/or both.


Page -17-

IV - PROGRAMMES

4.1 The Administrative fee for GIP (Corporate Sector) forms is fixed as follows:

LCs TN Pricing DT Pricing ET Pricing

6-12 Weeks 12-24 Weeks 24-52 Weeks

Above 52

Weeks

LC MC LC MC LC MC LC MC LC MC LC MC

Tier 1 4,500 3,500 8,500 6,500 10,000 8,000 12,000 10,000 1,500 5,00 2,000 2,000

Tier 2 3,500 2,500 7,000 5,000 9,000 6,000 11,000 9,000 1,500 5,00 2,000 2,000

Tier 3 3,000 2,000 6,500 3,500 7,500 4,500 9,500 5,500 1,500 5,00 2,000 2,000

EP GEP WAP

Duration LC MC LC MC

2-3 Months 9000 4000 9000 4000

4-12 Months 9000 4000 15000 5500

12-16

Months 9000 4000 18000 8000

X+L GEP WAP

Duration LC MC LC MC

2-3 Months 3000 4000 3000 4000

4-12 Months 3000 4000 6000 5500

12-16

Months 3000 4000 7500 8000

Tier 1 DI DU Mumbai Hyderabad Bangalore Chennai

Tier 2 Pune Chandigarh Jaipur

Tier 3 Ahmedabad Baroda Kolkata Kochi Lucknow

IIT

KGP

Indore Goa Manipal Surat Bhubaneswar

EP (DT) WAP (MT, TT, ET)

EP (DT) WAP (MT, TT, ET

4.2 All internships raised with the Member Committee company list will be subject to the NEP pricing

model. This applies to companies, which have agreed to a National Exchange Partnership, even if there

are internship opportunities raised in one city only.

4.3 The administrative fees for GIP (Development Sector) is fixed at Rs. 2000 for NGOs & CBO’s and

other organisations raising DT internships

For NGOs:

Receivable by LC

Rs. 2000 at time of signing the TN form


Page -18-

Payable to MC

Rs. 500 at time of realising the TN form

For NGOs in adjoining districts, LCs can charge Rs.500 more as service charge from these clients,

based on the minimum quality standards set.

The administrative fee for GIP (Education sector) is fixed at Rs. 4000 for formal, non-formal and

international schools & other educational & language institutions.

4.4 The fees for all forms must be paid by cheque or demand draft in favour of AIESEC. Cash receipts

are strictly prohibited.

4.5 The AIESEC India Member Committee will operate the AIESEC India Bank Account

4.6 In the event that an exchange is not realized 100 % refund will be given to the company minus the

raise amount which will be carried forward to look for another traineeship, else the amount will be

returned.

4.7 Any student to be eligible for a traineeship under AIESEC`s Exchange programmes must be under

35 years of age as on 1st January of that year and must pass the Assessment Centre Test.

4.8 An Exchange is defined according to the global definition of exchange/internship in the IXQPS as

updated from time to time.


Page -19-

V - ELECTION AND SELECTION PROCEDURE

5.1 MCP

5.1.1 Elections to the posts of the MCP shall be held at the annual National Congress.

5.1.2 Elections will only be held for the post of MCP

5.1.3 Eligibility

5.1.3.1 To apply for Member Committee President all applicants must be AIESEC India

voting members for a minimum period of two year.

5.1.3.2 Applicants must have a leadership experience comprising of either a LCP term or a

Member Committee term and cannot be away from AIESEC for more than 2 years

prior to the time of application.

5.1.4 Nominations

5.1.4.1 All candidates must submit an application to AIESEC in India MC at least two weeks

before the first day of the election meeting to the MC.

5.1.4.2 All member candidates must submit three endorsement letters from member LC’s

with their application. One of the endorsement letters must be from their home LC.

5.1.4.3 All alumni candidates must submit four endorsement letters. Three letters must be

from member LCs of which one must be their LC. The fourth endorsement must be

from the Member Committee.

5.1.4.4 The MC will send out all the applications and endorsement letters to the LCs within

2 hours after the deadline through e-mail and the global information system

existing at the time for the purpose of communication

5.1.4.5 Candidates for the post of MCP shall stand for elections without a team.

5.1.4.6 Nominations for MCP, duly proposed and seconded by voting members, shall be

submitted to the chairperson by the first plenary of National Congress.

5.1.4.7 The deadline for withdrawal of nominations is opening plenary of National Congress

for MCP candidates.

5.1.4.8 The above nominations shall be taken up for approval at the plenary immediately

after the expiry of the deadline for withdrawal of candidature.

5.1.5 Election Procedure

Each candidate will participate in the election process at NatCong outlined by the

election officer within 2 days post the deadline for submitting the applications. The

election officer is the MCP or someone who is nominated by the MCP.

Session 1: Each candidate will give a 10-minute opening speech to the plenary.

Immediately after all speeches, each candidate will participate in a question and

answer (Q&A) session. The time for the Q & A session as well as the time to

answer each question shall be decided by AIESEC in India MC and shall be

communicated to the candidates immediately after the deadline of the application.

The MC will also decide any other session.

Session 2: There will be a 45 minute hard talk with all the candidates and a

compere which will be chosen by the MC.


Page -20-

Session 3: Each candidate will participate in a LC Q&A session. Each LC will

have 10 minutes per candidate.

Session 4: Immediately after all the above sessions, ballot papers will be distributed

and voting conducted.

When a result is achieved for MCP, the Chair shall call all candidates before the

general plenary and declare the result.

5.1.5 Voting

A. BALLOT PAPER

2.12.1. All candidates are listed in alphabetical order by surname with boxes beside

Each name.

B. VOTING PROCEDURE

2.12.1.1. Each voter has 4 options for voting:

a) number all candidates in order of preference

b) number some candidates in order of preference; place an "A" beside those candidates

that the voter wants to abstain on; and/or, place an "N" beside those candidates that

the voter definitely does not want for the position

c) place an "A" beside all candidates

d) place an "N" beside all candidates

2. Explanation of each option:

a) If voter feels all candidates are capable of fulfilling the job, they must rank the candidates

(starting from "1" for most preferred candidate) in order of preference (ending with the

last number of candidates' running).

All boxes must be numbered.

b) If the voter does not have an opinion on some candidates, or does not care if those

candidates are elected or not, the voter may abstain by placing an "A" beside those

candidates' boxes.

If the voter feels that some candidates are not capable of fulfilling the job, they

should place an "N" beside those candidates' boxes. This is counted as a vote of no-

confidence in those candidates.

All other candidates that the voter feels can fulfil the job are the ranked in order of

preference starting from "1" and ending at that number of candidates who do not

have an "A" or an "N" beside their name.

c) If the voter feels they are unable to decide on any of the candidates, or if the voter

does not care who is elected or if the voter does not want to take part in the election,

they may abstain by placing an "A" in all candidates' boxes.

This is to be greatly discouraged.

Abstentions reduce the total pool of votes, and thus reduce the figure for the simple

majority needed to reach a result.


Page -21-

d) If the voter has no confidence in any candidate, then an "N" should be placed in all

candidates boxes.

3. Collecting the ballot papers:

C. INCORRECTLY FILLED OUT BALLOT PAPERS

Any ballot paper that is left totally blank shall be counted as an abstention.

Any box that is marked with a number that is greater than the number of candidates on the

ballot paper shall have those boxes counted as abstentions.

Any ballot paper that numbers some candidates boxes and leaves other candidates boxes

blank shall have those unmarked boxes counted as abstention votes for those candidates.

Any ballot paper that does not contain the initials of the Chair shall be treated as an

abstention vote.

Any ballot paper that does not number all or some of the candidates' boxes in consecutive

number order shall have the blank boxes treated as abstention votes against those

candidates and all other boxes shall be treated as the prioritised ranking of the candidates.

Any ballot paper that has numbered 2 boxes with the same number shall be considered

valid for all the numbered votes above the "mistake". If the redistribution process means

that either of the two candidates where the "mistake" occurred are now the preferred

choice, the vote for that candidate shall be considered an abstention.

D. COUNTING THE VOTES

Before votes are counted, cards bearing the name of each candidate, "abstention", and

"no-confidence" shall be laid out on a table.

The vote counters look at each ballot's number 1 preference and place the ballot paper in

the according pile, or in the "abstention" or "no-confidence" pile.

If a candidate receives a simple majority of the total number of non-abstention votes that

candidate is the winner.

If there is no result, the candidate with the least amount of number 1 votes is eliminated,

and the number 2 preferences are distributed to the other candidates.

Continue this process until a candidate receives a majority of the votes.

If there are 2 candidates remaining, and a ballot paper votes:

a. "N" for one candidate, and "A" for the other, then the ballot paper is counted as a

negative vote against the first candidate.

b. "A" for one candidate and a number for the other candidate, then the vote shall count

as a vote in favour of the second candidate.

c. If the "no-confidence" result receives more votes than the final remaining candidate,

then there is no result.

d. The MC casting vote shall be kept separately from the other ballot papers, and may

be used only when the voting is at the stage where there is a dead lock, between the

last candidate and the "no-confidence" vote, or to break a tie between two

candidates who must be eliminated.

Counting of the votes shall be conducted by the Chair and the Returning Officer.

E. ELIMINATING A CANDIDATE

If at any stage of the counting, two or more candidates have an equal number of votes and

one has to be eliminated, the vote counters shall arrange all votes (excluding abstentions)

in piles under each candidate by placing the ballot papers in piles according to which

candidate is the least preferred on each ballot paper.

An "N" vote counts as the lowest vote on a ballot paper.

Only in the elimination process: if a ballot paper has an "A" for one candidate, and a

number for the other candidate, then the ballot paper is counted as an abstention.

The candidate who receives the most number of least preferred votes is eliminated.


Page -22-

F. ANNOUNCING THE RESULT

If no-result is achieved, then the chair should declare this without calling the candidates to

the plenary room.

The Chair shall show the vote distribution for all candidates for each round of the

counting.

Therefore, the secretary must record on a ballot paper the result at the end of each round

of counting.

The Chair shall not declare if the MC casting vote was used.

Instead, the Chair shall announce the winning candidate as having one vote more than the

tied number of votes, and the losing candidate as having one vote less than the tied

number of votes.

For example, if the result is a 25 to 25 tie, the MC vote will be used to break the tie.

The Chair will announce the result as 26 to 24.

This way the total number of member votes remains at 50 and no one will know that the

MC casting vote was used.

5.1.5.8 VICE PRESIDENT NOMINATION AND SELECTION

5.1.5.8.1 Each Vice President candidate will participate in the selection process outlined by the

election officer at NatCong.

Session 1: Each candidate is required to submit an application in the required

format to AIESEC in India MC prior to/at NatCong as per the deadline set.

The application should be accompanied by two endorsement, one from own LC

and the other from a member LC.

Session 2: Each candidate will make a presentation to AISEC India GB. There will

be a round of voting to confidence the candidates.

Session 3: A selection committee comprising of the MCP, MCP (elect) and a third

person (if so desired) will conduct interviews for the applicants at/Post NatCong.

Session 4: The results of the selection will be announced at the conference.

If specific positions are left vacant it is the ownus of the MCP to fill the same.

5.2 Local Committee President Elections

5.2.1 Elections for the post of LCP shall be held at the Annual Election Meeting. Elections

shall be held latest by 31st December every year.

5.2.2 The LCP or person(s) discharging the duties of the LCP must call for elections for

the post of LCP. The candidates should be announced within 24 hours on

myaiesec.net or at a general body meeting after the deadline.

5.2.3 A minimum of two weeks notice must be given for elections of the LCP to the

GB. The deadline for the submission of the manifestos must be at least 7 days prior

to elections

5.2.4. A chairperson shall be appointed and ratified a minimum of 3 days before elections.

5.2.5. Elections will be held for the post of LCP only.


Page -23-

5.2.6. Eligibility

5.2.6.1 All LCP candidates should have been voting members of their LC for a minimum

period of one year. The Member Committee reserves right to allow a candidate not

meeting the above criteria to apply in an extraordinary scenario.

5.2.6.2 All LCP candidates should be voting members of the LC at the time of application.

5.2.7 Nominations

5.2.7.1. Nominations for LCP duly proposed and seconded by full members shall be

submitted at least one week before elections. The application should be in the

prescribed format given by the election officer.The election officer is the LCP or a

person nominated by the LCP.

5.2.7.2 Candidates shall distribute their manifestoes to the entire GB at least one GBM

(week) prior to the elections. The manifestoes shall contain the standard set of

questions along with other questions that the LCP may add.

5.2.7.3. Candidates for the post of LCP shall stand without a team.

5.2.7.4. Candidates for LCP elections can withdraw their nominations anytime before 24

hours of the election meeting by submitting it in writing to the chairperson.

5.2.7.5. The above nominations shall be considered valid on expiry of the deadline of

withdrawal of nominees’ candidature, if there is no application for withdrawal of

nominations.

5.2.8. Voting

5.2.8.1. While voting, ballots shall be dropped into the ballot box by the full members present

and full members holding a maximum of one proxy.

5.2.8.2 In case more than 50% of the votes being declared invalid, the round shall be deemed

void and there shall be a fresh round of voting.

A. BALLOT PAPER

2.12.1.1.1.1.1. All candidates are listed in alphabetical order by surname

with boxes beside each name.

B. VOTING PROCEDURE

1. Each voter has 4 options for voting:

a) number all candidates in order of preference

b) number some candidates in order of preference; place an "A" beside those

candidates that the voter wants to abstain on; and/or, place an "N" beside those

candidates that the voter definitely does not want for the position

c) place an "A" beside all candidates

d) place an "N" beside all candidates

2. Explanation of each option:

a) If voter feels all candidates are capable of fulfilling the job, they must rank the

candidates (starting from "1" for most preferred candidate) in order of preference

(ending with the last number of candidates' running)

All boxes must be numbered.


Page -24-

b) If the voter does not have an opinion on some candidates, or does not care if

those candidates are elected or not, the voter may abstain by placing an "A"

beside those candidates' boxes.

If the voter feels that some candidates are not capable of fulfilling the job, they

should place an "N" beside those candidates' boxes. This is counted as a vote of

no-confidence in those candidates.

All other candidates that the voter feels can fulfil the job are the ranked in order

of preference starting from "1" and ending at that number of candidates who do

not have an "A" or an "N" beside their name.

c) If the voter feels they are unable to decide on any of the candidates, or if the

voter does not care who is elected or if the voter does not want to take part in the

election, they may abstain by placing an "A" in all candidates' boxes.

This is to be greatly discouraged.

Abstentions reduce the total pool of votes, and thus reduce the figure for the

simple majority needed to reach a result.

d) If the voter has no confidence in any candidate, then an "N" should be placed in

all candidates boxes.

C. INCORRECTLY FILLED OUT BALLOT PAPERS

Any ballot paper that is left totally blank shall be counted as an abstention.

Any box that is marked with a number that is greater than the number of candidates on the

ballot paper shall have those boxes counted as abstentions.

Any ballot paper that numbers some candidates boxes and leaves other candidates boxes

blank shall have those unmarked boxes counted as abstention votes for those candidates.

Any ballot paper that does not contain the initials of the Chair shall be treated as an

abstention vote.

Any ballot paper that does not number all or some of the candidates' boxes in consecutive

number order shall have the blank boxes treated as abstention votes against those

candidates and all other boxes shall be treated as the prioritised ranking of the candidates.

Any ballot paper that has numbered 2 boxes with the same number shall be considered

valid for all the numbered votes above the "mistake". If the redistribution process means

that either of the two candidates where the "mistake" occurred are now the preferred

choice, the vote for that candidate shall be considered an abstention.

D. COUNTING THE VOTES

Before votes are counted, cards bearing the name of each candidate, "abstention", and

"no-confidence" shall be laid out on a table.

The vote counters look at each ballot's number 1 preference and place the ballot paper in

the according pile, or in the "abstention" or "no-confidence" pile.

If a candidate receives a simple majority of the total number of non-abstention votes that

candidate is the winner.

If there is no result, the candidate with the least amount of number 1 votes is eliminated,

and the number 2 preferences are distributed to the other candidates.

Continue this process until a candidate receives a majority of the votes.

If there are 2 candidates remaining, and a ballot paper votes:

a. "N" for one candidate, and "A" for the other, then the ballot paper is counted as a

negative vote against the first candidate.

b. "A" for one candidate and a number for the other candidate, then the vote shall count

as a vote in favour of the second candidate.

c. If the "no-confidence" result receives more votes than the final remaining candidate,

then there is no result.


Page -25-

d. The LCP casting vote shall be kept separately from the other ballot papers, and may

be used only when the voting is at the stage where there is a dead lock, between the

last candidate and the "no-confidence" vote, or to break a tie between two candidates

who must be eliminated.

Counting of the votes shall be conducted by the Chair and the Returning Officer.

E. ELIMINATING A CANDIDATE

If at any stage of the counting, two or more candidates have an equal number of votes and

one has to be eliminated, the vote counters shall arrange all votes (excluding abstentions)

in piles under each candidate by placing the ballot papers in piles according to which

candidate is the least preferred on each ballot paper.

An "N" vote counts as the lowest vote on a ballot paper.

Only in the elimination process: if a ballot paper has an "A" for one candidate, and a

number for the other candidate, then the ballot paper is counted as an abstention.

The candidate who receives the most number of least preferred votes is eliminated.

F. ANNOUNCING THE RESULT

Results are to be announced without announcing the vote count.

5.2.8.6. (a) In the voting round in which there are only the first and second placed candidates

remaining or in the event that only one or two candidates are contesting the elections,

a simple majority will suffice. In case of a tie the LCP has a casting vote in the LCP

elections.

5.2.8.6. (b) The casting vote is always preferential.

5.2.8.7. The casting vote of the LCP should be cast and duly submitted to the chairperson

before the voting commences.

5.2.8.8. Counting of votes shall be done by the Returning Officer in the presence of the

Chairperson. The final tally shall not be disclosed.

5.2.8.9. In case there are no nominations or candidates are defeated for the posts, LCP

elections shall be called within a maximum period of one month.

5.3 Local Committee President

5.3.1 The LCP shall hold office for a period of one year, from the date of ratification to the

date of discharge.

5.3.2 The LCP cannot hold the same post continuously for more than two terms.

5.3.3 The Local Committee President will cease to hold office:

(i) By his/her death;

(ii) By his/her resignation

(iii) Impeachment

(iv) Because he/she applies for a temporary moratorium

(v) By the appointment of a guardian over him/her by the court;

(vi) By removal from office by the court in the cases provided for in the law

(vii) At the end of his/her term

5.3.4 In case the office of the LCP becomes vacant by death, the EVP (VP F or MC

director) shall discharge the duties of the LCP for one month within which time

elections must be called. In case of the LCP resigning or his removal by a no-

confidence motion, the EVP shall discharge the duties of the LCP.


Page -26-

5.3.6 IMPEACHMENT

5.3.6.1 To impeach an LCP an impeachment motion has to be passed in the GBM with

absolute majority. A case has to be presented by the proposer and seconder of the

motion.

5.3.6.2 An Extraordinary GBM has to be convened for a special notice of two weeks. The

LCP concerned shall have an opportunity to present his/her case at such a meeting

5.3.6.3 The LCP can be impeached by 2/3rd

majority of full members. Subsequent to their

removal they shall remain full members of the LC.

5.3.7 The LCP shall be responsible for carrying out the decisions of the GB and for co-

coordinating the work of the LC. The LCP shall depute an Executive Vice-President

who shall carry out his/her responsibilities in his/her absence.

5.3.8 The VPs shall assist the LCP in his duties. In case of absence or disability of the

LCP, the EVP shall exercise his/her powers and perform the duties of the LCP.

5.4 Executive Body

5.4.1 The members of the EB of the LC shall be selected by the LCP.

5.4.2 The term of the members of the EB, except that of the EVP shall be the same as that

of the LCP.

5.4.3 The LCP can expel the members from the EB. No prior notice has to be given to the

GB. An explanation has to be given to the GB for the same.

5.4.4 Any member of the EB may resign from the EB by submitting a resignation to the

LCP and in case of the LCPs’ resignation, to the EVP, subject to the acceptance of

the resignation by the GB. Non-acceptance of such a resignation by the GB would

amount to the same consequence as in the case of non discharge. – Not fully met up

with all responsibilities in that role. At the time of resignation, the member

concerned should provide proof of no financial obligation to AIESEC.

5.4.5 The member ceases to be a member of the EB from the time of tendering of the

resignation or removal by the LCP. Officers and OCPs may resign from their posts

during their term. In the event of resignation of an officer or OCP, the GB must

approve it. Officers who are ratified have to be discharged of their duties.

5.5 Members applying for the Member Committee

5.5.1 In case there is any member in the LC who wishes to stand for the post of MCP or

wishes to be a part of the MC team, he/she must inform the LCP in writing.

5.5.2 All members of the MC cease to be members of the LC from the date of their

ratification.

5.5.3 Before being ratified on to the MC, the member has to be discharged from the LC.

5.6 Members Attending National/ International Conferences

5.6.1 All delegates of the LC to national meetings will be chosen by the LCP.

5.6.2 All members of the LC attending an international meeting must be approved by the

EB and prior permission must be given by the MC. mandate fine if doesn’t happen.


Page -27-

5.7 Exchange

5.7.1 No member of the EB will be allowed to go for a traineeship during his/ her term

of office.

5.7.2 Any member going for a traineeship will have to have passed the assessment center

tests.

5.8 Alumni

5.8.1 To be eligible to become an alumni member, the applicant should have been a

member of AIESEC for a minimum of 1 year and must have been a full member at

the time of resignation. The alumni status being granted is subject to the approval of

the EB.


Page -28-

VI – MEMBERSHIP

6.1. AIESEC India Membership

6.1.1 There will be 4 kinds of members:

I. Full Members

II. Members on Probation

III. Expansion LC

IV. Initiative Group

I) Full Members:

The following criteria must be met for Local Committees to be considered as full members of AIESEC

in India:

City Based LCs:

a. Exchanges: ICX-60, OGX-30.

b. All mandate fines to be cleared by the end of the year.

c. No LC Dues to the MC.

d. Not more than one QMB case in a year which needs to be resolved within the same year.

e. All LC must have a minimum of 1 FD of Rs. 1,00,000

f. LC should have completed their conference discharge within six months.

g. LC should be externally audited.

h. Minimum 4 members of the Board of Advisors.

i. LC Year Plan and Budget to be sent to the Member Committee within seven days after AGM, which

needs to be conducted before the 28th

of February.

j. To have, as a minimum, one representative at all National Conferences

k. To have a BOA with whom they meet at least twice per year.

l. Compulsory elections each year

University Based LCs:

a. Exchanges: 90 or at least 60 OGX

b. All mandate fines to be cleared by the end of the year.

c. No LC Dues to the MC.

d. Not more than one QMB case in a year which needs to be resolved within the same year.

e. All LC must have a minimum of 1 FD of Rs. 1,00,000

f. LC should have completed their conference discharge within six months.

g. LC should be externally audited.

h. Minimum 3 members on the Board of Advisors of which at least one must be from the university

administration.

i. LC Year Plan and Budget to be sent to the Member Committee within seven days after AGM, which

needs to be conducted before the 28th

of February.

j. To have, as a minimum, one representative at all National Conferences

k. To have a BOA with whom they meet at least twice per year.

l. Compulsory elections each year

II) Members in Probation:

If the above criterion is not met, Local Committees are downgraded to members on Probation.

Criterion for LC to be on the probation status

City Based LCs

a) Exchanges – ICX:20, OGX:10 in 1 year of the existence, failing which the LC will go on

ALERT status. After this the LC has 6 months to achieve this further failing the LC will be

shut down.

b) An FD of a Minimum of Rs.50,000

c) Not more than one QMB case in a year which needs to be resolved within the same year.

d) LC should have completed their conference discharge within six months.

e) LC should be externally audited


Page -29-

f) Minimum 3 members of the Board of Advisors of which at least one must be from the

University administration.

g) LC Year Plan and Budget to be sent to the Member Committee within seven days after AGM,

which needs to be conducted before the 28th of February and minutes of the same to be

uploaded on myaiesec.net within three days after AGM.

h) To have, as a minimum, one representative at all National Conferences

i) Compulsory elections each year

Note: MEMBER ON PROBATION IS SUBJECT TO AN EVALUATION BY THE MEMBER

COMMITTEE AS VARIOS OTHER FACTORS SUCH AS SUSTAINABILITY, LEADERSHIP

PIPELINE ETC. NEEDS TO BE EVALUATED

University Based LCs

a) Exchanges – OGX:20 in 1 year of the existence, failing which the LC will go on ALERT

status. After this the LC has 6 months to achieve this further failing the LC will be shut down.

b) An FD of a Minimum of Rs.50,000

c) Not more than one QMB case in a year which needs to be resolved within the same year.

d) LC should have completed their conference discharge within six months.

e) LC should be externally audited

f) Minimum 3 members of the Board of Advisors of which at least one must be from the

University administration.

g) LC Year Plan and Budget to be sent to the Member Committee within seven days after AGM,

which needs to be conducted before the 28th of February and minutes of the same to be

uploaded on myaiesec.net within three days after AGM.

h) To have, as a minimum, one representative at all National Conferences

i) Compulsory elections each year

Note: MEMBER ON PROBATION IS SUBJECT TO AN EVALUATION BY THE MEMBER

COMMITTEE AS VARIOS OTHER FACTORS SUCH AS SUSTAINABILITY, LEADERSHIP

PIPELINE ETC. NEEDS TO BE EVALUATED

If a Member on Probation LC does not meet the criteria as per LC Audit submitted at NatCong, they

shall be reviewed by the Member Committee on the basis of Pipeline, Leadership and given a 3

month ALERT Status with certain goals to be met, not meeting them would lead to Expansion Status

III) Expansion LC

a) Only a full member Local Committee can start an expansion initiative. The Parent LC should

submit a report to the membership subcommittee .The feasibility report should comprise of the

following

Recruitment plan

Induction & involvement/ engagement plan

Endorsements from

a. A minimum of one university

b. A Non Governmental Development based Organization

c. A Corporate

b) The extension initiative will be recognized as Extension Initiative of AIESEC India if and only if

all the below additional criterion are fulfilled

If there are 10 registered (on myaiesec.net) members at any legislative meet.

A detailed plan (of a maximum of 18 months) for becoming a member on probation.

An EXTENSION INITIATIVE coordinator needs to be selected by the parent local

committee.

The first EXTENSION INITIATIVE coordinator’s term should at least be a minimum of

6 months.

c) Bank Account;


Page -30-

An expansion Initiative can open a Bank Account at any point after it has been legislated.

The parent LC would need to transfer a minimum of Rs. 25,000 to the Expansion Initiatives Bank

Account.

There will have to be a minimum of 2 signatories out of 3 from the parent LC in the Bank Account, of

the Expansion Initiative, till it is a Member on Probation

Note:What we look for here is a vibrant student population with preferably more than one top quality

university where potential members and trainees can be gotten from.

Possibility of university support will also be an advantage if the chapter is to be established in good

time.

Appendix: The role of the EXTENSION INITIATIVE coordinator is

i. Key spokesperson of the EXTENSION INITIATIVE

ii. Aligning EXTENSION INITIATIVE to the National Directions through

representation at national conferences. Best case practice and resource sharing.

iii. Coordinating EXTENSION INITIATIVE activities. Defining roles and

responsibilities for members.

iv. Facilitating the EXTENSION INITIATIVE Planning and Review to achieve

member on probation status.

v. BOA management and other important partnerships development

vi. Identifying the network opportunities of the LC with the networking

organization fostering in the local environment

vii. EXTENSION INITIATIVE Management – includes Finance, HR, Core work,

communication, brand management etc.

viii. Creating and enabling clear channels of communication within the EXTENSION

INITIATIVE.

ix. Information and systems management

x. Creating a shared vision and a unified purpose and direction.

xi. Encouraging a healthy, value driven organizational culture, inspiring members.

xii. HR Management - Coordinating recruitment & other processes.

d) Financial Commitment from the partner local committee towards the EXTENSION INITIATIVE

needs to be specified clearly .It should at least cover all the costs of the EXTENSION

INITIATIVE coordinators travel, accommodation, food and all other work related expenses and

recruitment and induction costs.

e) The Membership Sub Committee will review the status before every legislative meeting and

recommend accordingly for granting the status of Extension Initiative through legislation.

f) There needs to be 2/3rd

majority for the legislation to be passed.

g) The Member Committee of AIESEC India can also take up extension initiatives.

IV) Initiative Group

a) A Local Committee with the following criterion can take forward an extension initiative in another

city or within the city itself.

i. Average Bank Balance of Rs 1 Lakh for 3 months before the point of application

ii. Assets over liabilities worth at least Rs 30,000

iii. The year plan should have a plan for the extension

(This Local Committee will be referred to as a partner Local Committee here on)

b) LCs on probation status can initiate entities and not expansions.


Page -31-

6.1.2 Membership Subcommittee needs to be formed at every National Leadership Summit through

legislation.

Membership subcommittee needs to comprise of

3 LCPs

1 MC member

6.2 Application to be Member of AIESEC India

6.2.1 Any Body of Students can run AIESEC activities in co-operation with a member

even if it is not a member.

6.2.3 Any member that has lost its membership may not be reconsidered as a member

before all debts owed to the Association are paid.

6.3 Membership Criteria

6.3.1 The membership criteria defined the minimum criteria for an association to join and

keep in AIESEC in India’s network. These minimum criteria shall coexist with a

national accountability system, with a national performance tracking system, and a

member support framework, to ensure constant growth of AIESEC nationally.

6.4 Procedure for Membership review

6.4.1 AIESEC in India shall select a membership Ad-Hoc for each year until National

Congress every year, with the following representation:

- Chair (Member Committee Representative)

- 2-4 AIESEC in India members

The Ad-Hoc is responsible to track member performance, as well as all membership

criteria, and perform the membership review.

6.4.2 The membership subcommittee has the right to call a member that is not in alert for

review, if it considers that the member has stagnated performance.

6.5 Removal of membership

6.5.1 The membership Ad-Hoc at National Leadership Summit will review the situation of

all members and make a decision regarding removal of membership.

6.5.2 The decisions of the membership Ad-Hoc to downgrade a member shall be ratified by

two thirds of all voting members only at National Leadership Summit, but up

gradation can happen at JNC and NLS.


Page -32-

VII - OTHER BODIES WITHIN THE ORGANISATION

7.1 National Board of Advisors:

1. National Board of Advisors consists of prominent business and society leaders with a

keen interest in AIESEC’s activities and its broader objective of developing

tomorrow’s leaders.

2. Each BoA Member is appointed on the basis of their leadership, vision and set of

values that closely align with those AIESEC develops among the membership. They

are drawn from all sectors and areas of society.

3. This group shall be convened to give input and advice to AIESEC in India, using

their professional experience for the growth and development of the association. It’s

role will be:

To ensure a degree of accountability from AIESEC in India in delivering its

objectives to the association and being financially sustainable;

To serve as a think tank on various global and national trends and issues;

To optionally underwrite the salary of AIESEC in India’s Member Committee;

To provide AIESEC in India with increased continuity in building from one year

to the next;

To support AIESEC in India in planning, direction, and strategy

7.2 Local Board of Advisors

1. This group shall be convened to give input and advice to AIESEC in an LC, using their

professional experience for the growth and development of the association. It’s role will be:

To ensure a degree of accountability from AIESEC in an LC in delivering its

objectives to the association and being financially sustainable;

To serve as a think tank on various global, national and local trends and issues;

To support AIESEC in an LC in long-term planning, direction, and strategy;

To provide AIESEC in an LC with increased continuity in building from one

year to the next.

7.3 Board of Directors

1. Each member of the Board of Directors will serve a three-year term that can be renewed.

The Board of Directors will consist of up to eight people, each representing themselves individually,

with the following profiles:

- Any member of past MC's

- Any past MCP

- Any other alumni who would be relevant to provide required legal/financial or operational input to

the MC

- A chairperson will be decided every year by the MCP and the board which can also be a rotating

responsibility

2. The following is the role of the Board of Directors

- To keep be a governing body for AIESEC India's MC with respect to finances and operations

- To provide AIESEC in India MC with increased continuity in building from one year to the next.

- To support AIESEC in India MC in long-term planning, direction, and strategy

- To provide advice and assist the MC in decision-making.

3. Functioning

- The BOD will be divided into 2 subcommittees: Finance and Operations


Page -33-

- Each of the subcommittees will meet physically or advise the MC virtually on their respective areas

every quarter

- 2 BOD meetings will happen during the MC term - one to be held prior to JNC and one prior to

NatCong

3. Governance Functions

- The Budget of the incoming MC must be presented to the board of Directors at least 2 weeks prior to

JNC

- The budget has to be presented for approval to the focus commission along with the recommendation

by the Board of Directors

- The Budget will be sent for review to the BOD at least 2 weeks prior to NatCong for review

VIII - FINANCIAL REGULATIONS

1. The revenue of the society shall consist of membership fees, sponsorships, advertisements,

traineeship fees, project income, bank interest and other sources the society may decide.


Page -34-

2. The Society Act’s financial responsibility shall be limited to assets and members shall not be

liable personally.

3. The use of funds and the bookeeping of the MC shall be governed by the society’s financial

regulations. These use of these funds may be amended by a two-thirds majority vote at a

legislative meeting. Bookeeping should always adhere to the regulations of the Society’s Act.

4. Every year the Member Committee shall submit audited accounts of the closed financial year

for the approval of the legislative meeting immediately.

8.1. FINANCIAL REGULATIONS FOR THE MC

a. Members Financial Obligations:

Members shall be responsible for contributing funds to AIESEC in India under the following

categories:

1. Membership Fees

2. Exchange & Management Fee

3. AIESEC Development Fund

4. Membership Fees: All LCs including Interest Groups are liable to pay a membership

fees to the Member Committee. The amount payable is Rs. 3000 per Year

5. Exchange & Management Fee: : The exchange and management fees shall

cover the cost of AIESEC in India’s services cost and the exchange fees

payable by each LC to the MC.

a. The amount payable to MC by all LC shall be allocated to the respective LCs

every quarter.

b. The reconciliation of the allocated amount shall be done bi-monthly

b. AIESEC Development Fund (ADF)

An ADF shall be set up as a source of income for the development budgets and support to

LC’s

1. AIESEC in India MC shall review any claim for ADF sanctions before allocating

them.

2. All payments to the member committee shall be made in the form of Bank drafts

only.

3. All Mandate fines will be credited to the ADF

c. National Emergency Relief Fund (NERF)

•AIESEC In India entrusts the Member committee with the management of a National

Emergency and Relief Fund.

•This will be used to cover losses arising from high risk projects based on specific criteria and

conditions.

The Local committees shall contribute to the NERF from their budget annually.

1. Formation of NERF:

• NERF will be paid as an amount of Rs.3333 in 6 instalments along with recon statements.

•LCs not contributing to the NERF shall not be allowed to claim from it for a period of 3 years.

•The MCP and MC VP Finance shall be signatories to the NERF.

2. Claiming from NERF:

•All claims have to be submitted in the form of a proposal to the Finance&Legal Subcommittee.

•Once the feedback on the report is sent to the Focus, the Focus shall decide by a secret ballot of

full members whether this claim shall be accepted.

•Claims cannot exceed above 70% of the value of the NERF.


Page -35-

d. AIESEC in India Financial management

1. The financial regulations rule the employment of the funds and fees of AIESEC in

INDIA

2. The MCP is responsible for the funds and fees of the MC within the limits of the

budget and the decisions taken by AIESEC in INDIA The MCP is also responsible for

daily expenditure incurred by the MC.

3. The MCP shall be responsible for maintaining complete records of financial

transactions of the MC

4. The financial year of AIESEC IND and all LCs shall be from 1st April to 31st March

of the following year.

5. The MCP elect must present budget information for the following year general Body of

AIESEC in India at JNC. The plenary will discuss and pass the budget taking into

consideration the detailed explanation and recommendations given by the MC elect and

AIESEC in India GB.- ratification at JNC

e. AIESEC in India Budget

1. The budget is the basis for the administration of all income and expenditure and for the

audit.

2. AIESEC India present budget information for the period June to May at JNC every

year.

3. The final budget shall be presented to the AIESEC in India GB at JNC. This will require

ratification with 2/3 majority.

4. The budget will be reviewed and the required changes shall be made at NATCONG

every year.

f. AIESEC in India reports

1. AIESEC in India shall present an up-to-date financial report at JNC and NatCong each

year. The report has to be distributed at the start of the conference.

2. This report should contain:

The Balance Sheet and The Income and Expenditure Statements for the year ended 31st

March shall be presented to the AIESEC in India GB at JNC for Discharge.

g. Internal Audit.

1. The objectives of the internal audit shall be:

To check that the objectives and priorities of the year-plan match with the resources

spent or budgeted to be spent

To make sure that all compendium requirements with regard to finance are fulfilled

1. To ensure that the limited resources of LCs are expended in optimum manner

2. To give advice to the VPF on book-keeping principles, aspects of financial

management and any other related advice.

2. All LCs shall conduct quarterly Internal Audit and the MC and a report must be sent

across to the Member Committee.

3. The Internal Audit team shall consist of, the VPF of the Concerned LC (automatic

selection), LCP and an EB member. The consolidated report must be presented to the

general body for verification

4. The VP-F must carry all books, vouchers, statements and contracts and meet the MC

VPF at the national office twice a year to review the LC’s finances and also check the

authenticity of their practices.

h. External Audit

1. AIESEC in India must have its books formally audited annually by a qualified external

auditor.

2. Every LC has to pay the amount allocated to the LC for conducting external audits in coordination

with the MC every six months

3. Deadlines for External Audits: The external audit must be held before JNC and presented there for

discharge.


Page -36-

8.2. FINANCIAL REGULATIONS FOR THE LC

a. No minimum qualification for the post of VP Finance is applicable.

b. Programme Fees:

1. Payable on Raising

- Global Internship Program (Corporate Sector): Rs. 3000

- Global Internship Program (Corporate Social Wings): Rs.3000

- Global Internship Program (Development Sector): Rs.1500

- Global Internship Program (Students): Rs. 7000 (5000 security deposit + 2000

non-refundable service fess)

2. Payable on Realisation

- Global Internship Program (Corporate Sector):

Rs. 9000 in LCs Delhi IIT, Delhi University, Mumbai, Bangalore

Rs. 7000 in LCs Baroda, Chennai, Hyderabad, Jaipur, Pune

Rs. 5000 in LCs Ahmedabad, Chandigarh, Kolkata

- Global Internship Program (Corporate Social Wings): Rs. 5000

- Global Internship Program (Development Sector): Rs. 0

- Global Internship Program (Students):

o Technical Traineeships & Management Traineeships: Rs. 11500

o Development Traineeships: Rs.9500

3. Monthly surcharge

A monthly surcharge will be collected for all incoming traineeships in the

corporate sector. The surcharge will differ from LC to LC.

Rs. 500 in LCs Bangalore, Delhi IIT, Delhi University, Mumbai

Rs. 250 in LCs Baroda, Chennai, Hyderabad, Jaipur, Pune

Rs. 100 in LCs Ahmedabad, Chandigarh, Kolkata

c. All LCs must have the post of LCVPF on their EB and any LC not possessing an LCFC

for more than one month will forfeit voting rights for the next National Meeting, which

would however not affect the quorum of the meeting.

d. For discharge of LC EB at AGM being held before 28th

of February, audited accounts up to

31st December of the previous year must be submitted.

e. All mandate fines will be Rs 5000

f. Externally audited accounts for the year ended 31st march must be submitted latest by the 30

th

of April. Non compliance shall lead to a Rs.25000 and the LC shall be liable to pay for the

costs incurred by the MC to complete the audit.

g. In the the LC is left out of the national consolidated audit it is SHUT DOWN.

h. A half yearly externally audited statement should be submitted by 20th

October. Non

compliance shall lead to a per day fine of Rs.1000.

i. There will be no transfer of money between LC’s unless ratified by the Director and MCVPF


Page -37-

j. Reconciliation of accounts of all LCs shall take place on a bi-monthly basis and all MC recon

amounts must be paid through DD or in Cheque in the name of AIESEC and must reach the

MC within 14/30 days of the date of the invoice.

Reconciliation of accounts of all LCs shall take place on a bi-monthly basis and all MC recon

amounts must be paid through DD or in Cheque in the name of AIESEC and must reach the

MC within 14/30 days of the date of the invoice.

•After this period, a deadline will be set for the LC (based on current reality) to pay their

dues.

•Post this the MC shall either block myaiesec.net access or levy a mandate fine on the LC (or

one leading to the other)

•If the MC deems fit, it may also levy a daily fine not exceeding Rs.10,000 per day on an LC

that has delayed paying exchange fees.

k. The LCs shall be informed about the amount due to the member Committee for reconciliation

within 14 days of the quarter ending.

l. All LC’s must submit a bi-monthly financial report and Internal Audit to the MC by the end

of every 2 months. These reports must reach the MC office by the 2nd

of month succeeding

the end of 2 months.

m. All LC’s will have to

n. All LCs must submit external audit reports to the MC which must reflect the following

- Income and Expenditure a/c

- Balance sheets.

- Auditors Comments stating the flaws

- Bank Statements

- Fixed Deposit Receipts

- Payment and receipt vouchers and bills

o. External Sources of Income

1. The MC may approach local committee’s sources of funds only after having agreed

with the LC concerned and shall send copies of all related correspondence to the LC.

2. The Income side of the budget shall consist of Advertisements, membership fees,

traineeship fees, project income, bank interest miscellaneous income, general

sponsorship, and donation.

3. The MC and all LCs shall issue receipts of all payments made to them within a month

of the payment

p. Accounts 1. Book Keeping Procedure

I. The accounts of AIESEC in India and all LCs are kept under the accrual and

actual, double entry system of book keeping.

II. Fixed assets in the financial statements must be broken down under the following

headings: Cost, accumulated depreciation and net value.

III. All reimbursement in the association shall be done on the basis of a claim sheet.

Every claim sheet must have proper documentation for proof of its validity.

IV. All money received must have a receipt and all payments made must have a

voucher.

V. The MC shall furnish details of the foreign contributions as and when received.

VI. All members follow the SCOA and the internal audit guide as prescribed by the

MC

q. Regulation for Non-Fulfilment of mandates 1. If a financial mandate is not fulfilled by a LC or the MC, or if they fail to present

audited accounts on the mandated date, their case will be reviewed by the

representatives of the LCs/MC.

I. In case of non-fulfilment of a non-recurring mandate a fine of Rs. 20000/- shall be

levied except when otherwise decided. The period of recurrence of a recurring

mandate will be specified subject to a minimum of 10 days. In case of non-

fulfilment, a fine of Rs. 20000 will be levied for the first break, and Rs 20000 will

be levied for each subsequent break, until the mandate is fulfilled.


Page -38-

II. If the MC fails to present audited financial statement on the mandated date a fine

up to Rs.20000/- can be levied on it.

III. All amounts collected by way of fines will be credited to the ADF.


Page -39-

Format of the Budget and Income and expenditure account.

All the heads have been divided in 5categories:

Expenses Income

National Conferences TN/DT/OGX Raises

Trophies and Medals(M) TN/DT/OGXInflow

Local Conferences TN/DT/OGXIncome

LCP Travel Subsidy(M) TN/DT/OGX Realization

LCP Delegation Fee Subsidy(M) TN/DT/OGXInflow

GB Subsidy(M) TN/DT/OGXIncome

EB Subsidy(M) TN/DT/OGXSavings+Corpus(S+C)

Office(A) Sponsorship

Rent Events

Phone Projects

Internet Exchange Projects

Stationary and Supplies Other Income

Postage and Courier Miscellaneous Income

Furniture and fittings Financial Income

Printer cartridges and toner

Maintenance

Business Cards

Legal Expenses

Office Assistant

Auditor/Accountant Fee

Electricity

Water

Website

Equipment

Computer

Printer

Scanner

Fax Machine

Phone

Skype Phone/cameras

Projector

Modem/Router

Exchange Expenses

Trainee Reception(T)

Trainee Integration(T)

Department Meetings(A)

Exchange Competitions(M)

Events(T)

Department Souvenirs(A)

Travel & Conveyance(A)

Printing(A)

Stationary(A)


Page -40-

Internet(A)

Postage and Courier(A)

Phone(A)

Trainee Flat Items(T)

EP Preparation(T)

EP re- Integration(T)

Events

Venue

Printing & Publications

Transport & Conveyance

Onsite Logistics

Projector

Lights

Sound systems

Stalls

Media Coverage

Stationary and Supplies

Souvenirs

Promotion Material

Food and Beverages

IX - NATIONAL MEETINGS

9.1. DEFINITION

AIESEC in India shall have the following National Meetings every year.

1. Legislative meetings which shall includes at least the annual National Leadership Summit (NLS) and

JNC.

2. Planning, strategy development conference, which is the National Strategic Conference.

3. AIESEC India will host regional conferences; these are need based conferences as well as regional

conferences. The need based conferences are Follow up regional conferences to JNC and NSC and may

be included in the conference calendar if the MC deems it required. RLDCs (Regional Leadership

Development Conference) will happen after both recruitment cycles for induction of members and LCs

may be mandated to host this conference in all three regions of AIESEC India (as defined by the MC)

4. Additional meetings include a National President’s Meeting. Other and additional meetings may be

convened upon a four-week notice by the Member Committee at the request of at least two thirds of the

voting members at a Legislative meet.

5. The dates for the Meetings will be decided 2 months in advance to the commencement of the

conference. Additional Meetings can be called for by the Member Committee subject to two thirds

majority of the Voting Members.

The Member Committee will be responsible (along with the hosting LC) to finalize the exact dates of

any National Meeting. These dates shall be communicated to the remainder of the LCs at least 2

months in advance.

9.2. National Leadership Summit (NLS)

The objectives of NLS shall be

1. The Annual National Congress shall be the election meeting of AIESEC in India.

9.3. June National Conference (JNC)

The objectives of JNC shall be


Page -41-

1. The Discharge report and the accounts of the outgoing MC shall be presented for evaluation at this

meeting.

2. The Budget shall be presented to the General Body of AIESEC in India and approved by the same.

9.4. National Strategic Conference (NSC)

An annual planning/strategy development meeting shall be held every year in the month of October/

November. This shall be a legislative meeting.

9.5. Regional Conferences

As a follow up to JNC or NSC if deemed required by the MC

RLDCs after both the recruitment cycles.

9.6. National Presidents Meetings

This shall not be a legislative meeting, unless specified in a specific year.

9.7. Quality standards for National Meetings

1. Quality Standards of the Plenary

a. The plenary 420 feet * 150 feet for a 400 people conference. Use ratios for finding size.

b. There must be sufficient lighting and ventilation within the plenary.

c. There must be an efficient sound system with at least 2 microphones, which

Enables the music and voice of the session facilitator to be heard within all parts of the plenary.

d. There must be a back-up generator to enable functioning of the LCD system and the sound system

during any point of time.

2. Quality standards of Room and Accommodation

a. Every room must have at least 1 bed/mattress per person.

b. There must not be more than 5 persons accommodated per room for delegates.

Each Local Committee must have minimum one room allocated exclusively for maximum 5 members

of the Executive Body.

c. There must not be more than 4 per room for facilitators.

d. There must not be more than 2 per room for external guests/speakers and the chair of the conference.

e. The Member Committee (facilitators) must have 1 exclusive room as an office.

f. Every room must have sufficient and exclusive toilet and bathroom facilities.

3. Quality Standards for food, water and general hygiene

a. Pure vegetarian & hygienic food must be served at the venue during the duration of the conference.

Non-Vegetarian food is optional.

b. Filtered water must be available at all points of time within the venue, free of cost to the delegates.

There must be arrangement for water outside the plenary.

c. Proper sanitation facilities must be available at the venue – One toilet outside of plenary.

d. A minimum of 3 edible meals must be provided per day and one tea break.

4. Infrastructure requirements – The following is required for every NM.

a. No data cards, but Wi fi in the lobby area and plenary.

b. 2 Printers – at least 1 laser Printer with all the Driver CDs

c. LCD Projector (preferably with a backup)

d. Photocopier with extra toners and realms of paper (at least 100 papers per day)

e. Audio/ Sound System with 4 microphones. 1 wired, 2 wireless and 1 collar mic

5. Stationery requirements

a. Delegation Kits – Folders with conference brochure, writing pads, pens & copy of agenda of the

conference, emergency exit map in case of emergencies b. Flip Charts

c. Markers


Page -42-

d. Chart Paper

e. Scissors/ Paper Cutter

f. Post it notes exact

g. Staplers and pins

h. Punching Machine

i. Duct tape, scotch tape and glue

6. Miscellaneous facilities that must be made available

a. Delegates may be charged for any usage of internet.

b. On-site medical facilities must include a fully equipped first-aid kit, a doctor on call for all 24 hours of the

day. The nearest hospital should be identified.

Note: The Hosting LC should Get in touch with Member Committee for requirements depending on

Conf.

9.8. Role of NM AD Hoc and Hosting of National Meetings

1. Conference Bids need to be opened 6 months in advance. At the end of 4 months the bids will close

and an LC can be mandated to do a conference by the MC by recommendation from the National

Meetings SC. The LC however has a right to refuse to host the conference 3 months not later than 3

months before the conference.

2. The term of the Ad Hoc shall be one year. A new NM Ad Hoc will be selected at every successive National

Congress.

3. Every NM Ad Hoc will be responsible for the allocation of National Meetings (JNC, NLDS, NSC, and NLS) to

an LC for the next year as per the MC cycle (i.e. NM AdHoc 05 will allocate Hosting LCs up till NatCong 07).

While allocating a national meeting to an LC the AdHoc will take into account:

a. The duration from the time the LC hosted their last national meeting

b. Capacity of the LC to host the national meeting (Finances and Human Resource)

c. Other activities that the LC members may be involved in during the prospective Dates of the national meeting

(e.g. Exams, etc.)

d. Weather conditions at the prospective venue(s) at that point of the year.

4. The LC will be required to present Feasibility Report of the national meeting at minimum 7 months in advance.

5. Within 2 weeks of receiving the bids the venue should be visited by a member of the NM AdHoc,

only if no conference has been hosted there in the past and if that not possible by a MC or Focus

member and the bidding LC’s will fund the travel. A report needs to be submitted within one week of

the visit highlighting feasibility of the venue. Post which the bid will be decided in a online or physical

meeting of the NM AdHoc.

6. An update report must be presented to the NM AdHoc 2 months before the Conference.

It should include

a. The exact dates of the conference

b. Address of the Venue (include website if any)

c. Address of the Pre and Post Stay.

d. Transport Information

e. Delegate Fees

f. Weather conditions at the venue, what kind of clothes to carry

7. The NM AdHoc would be responsible for reviewing and passing the national meeting feasibility report. In Case

the feasibility report is deemed unsatisfactory by the NM AdHoc an additional one month period will be given to

the hosting LC to make modifications. At the end of the month a new feasibility report will be submitted, and if

this is also deemed unsatisfactory another LC would be asked to host the national meeting.

8. Any deviation from any information given in the feasibility report must be communicated to the AdHoc

immediately along with reasons for the same (this includes, among other things, shifting of the venue of the

conference from the primary to the secondary venue). This would make the previous Feasibility Report void and it

would have to be reviewed by the Ad Hoc again.


Page -43-

9. The NM Ad Hoc would also be responsible for discharging of an LC it had allocated a national meeting to.

Conference Discharge will now be done virtually and has to be done within 3 months of hosting the

conference. 10. The host LC for a conference must submit conference discharge reports to the National Meetings

Sub-Committee a week to a legislation fair for them to recommend a discharge.

11. There will be a conference responsible from the National Meetings SC at every conference assigned

to hold the host LC accountable to the Feasibility Report Submitted in the bid and will coordinate

between the National Association and the Hosting LC in terms of delivery along with the MC

responsible for the conference.

9.9. Contents of Feasibility Report:

The FR for a national meeting must contain:

1. Written confirmation for a primary venue, adhering to the quality standards (There must

be written proof for each quality standard mentioned) mentioned in National

Compendium Section 8.7, with photographs of venue, plenary hall and a venue brochure.

2. Written confirmation for a secondary/back up venue, adhering to the quality standards

(There must be written proof for each quality standard mentioned) mentioned in National Compendium

Section 8.7, with photographs of venue and a venue brochure. The confirmation of the secondary venue can

be on an availability basis. (The LC does not need to pay any money in advance)

3. Budget, clearly stating cost of food and accommodation and travel for both primary and back-up venue.

4. A marketing plan for the conference of the LC, clearly stating what the fundraising strategy will be, what

partnerships the LC planning to leverage from this conference, based on the raising amount for the

conference.

5. A clear plan as to how the LC is going to manage its human resources for the conference, without

affecting the core-work of the LC. The OC must work independently from the LC members and it must be

ensured that LC members do not get involved in work for the conference. An explicit requirement of the

minimum Number of Onsite OC required for the conference must also be mentioned.

6. The Feasibility Report must explicitly state confirmations of adherence to all Rules mentioned in the

National Meetings Section of the National Compendium.

9.10. Organizing Committee Responsibilities:

1. A presentation must be made at every national conference after the Feasibility Report is approved;

preceding the one that is being hosted by the local committee; publicizing the conference.

2. There should be a compulsory Organizing Committee Finance Controller, and this person cannot have

other responsibilities during the conference.

3. The Organizing Committee will be responsible for covering Delegation fees for the MC. MC tabs should

be cleared by the end of the conference (post closing plenary), should be paid by cash or cheque and not cut

by recon.

4. The Local Committee hosting the National Meeting must get discharged within 3 months of conference

being completed.

5. The LC remains accountable to the National Association till the time its discharge report is accepted by

the NM AdHoc.

6. The MC before announcement must approve the final selection of the onsite organizing committee.

7. If the MC requires extra resources for a conference, the Organizing Committee for the conference

must be intimated 2 weeks prior to the conference and the MC will have to bear the expenses for the

same.

9.11. General

1. The MC assigns slots to each LC one month prior to each conference. An LC has to confirm its slots

2 weeks prior and pay for the confirmed number of slots irrespective of the delegates of the delegates

they bring to the conference. If after 2 weeks the LC can’t meet its delegate slots, the slots are

transferred from the MC to interested LCs and the revenue generated goes to the first LC.


Page -44-

2. Every LC of AIESEC India will transfer 50% of their delegation fee to the Hosting LC 2 weeks prior to

the conference. This amount will be balanced and settled with the delegation fees and Security Deposit at the

conference venue, prior to Opening Plenary.

3. The delegation fee per person for a National conference is Rs.600 and for a regional conference can be

upto Rs.650.

4. In case the number of delegates attending the conference from any Local Committee is less than the

number of delegates committed that particular Local Committee shall be liable to pay for the number of

delegates committed.

5. The caution deposit shall be charged per local committee, and the amount is not to exceed Rs. 5000 per

local committee per national meeting. This amount must be returned by the hosting LC to the remaining LCs

of AIESEC India, minimum two months from the completion of the conference.

6. The Hosting LC must provide necessary information to LCs that need a period of pre stay and post stay.

The details provided must include cost and quality of the venue of pre stay / post stay. The Hosting LC

however is not responsible for any delegation for the duration of their pre stay / post stay.

7. All delegates must pay the entire delegation fee irrespective to the duration of stay through the

conference

9.12. Finance of National Conferences-

1. Maintenance of Books:

The Basic books of accounts to be maintained are:

a. Receipts and Payments vouchers with documentary proof of bills in the case of payment vouchers.

b. Ledger accounts of all accounts maintained.

c. OC Stall Stocks and daily sales records.

2. Auditing Procedures:

All accounts - income and expenditure statement of the conference, with break-ups of every expenditure and

notes to the complete budget is to be made, and presented at the time of discharge.

3. 15% of profit made above Rs50,000 should be contributed to NERF and the Organizational Development

Fund (50-50) and transferred before the Conference Discharge.

9.13. Discharge of Hosting LC

A discharge report has to be made which will include.

1. An Income and Expenditure Statement of the conference, with the break-ups of every expenditure and

notes to the complete budget.

2. All the receipts and Payments vouchers, with proof of bills in case of payments.

3. A Final marketing report stating who the supporters of the conference were, and what

Benefits were offered to them in return.

4. All books of accounts maintained should be available for the reference at any point of

time.

5. Damages to the venue (if any) and the delegation(s) responsible for the same.

6. A comprehensive report on how the OC functioned, what the learning the OC has, made from hosting the

conference and what recommendations the OC has for the future OCs.

7. A hosting local committee that is not discharged of its duties as host of a national conference cannot

bid/host another national conference until it is discharged of its duties as host of its previous conference.


Page -45-

9.14. Penalties

1. Non presentation of the initial feasibility report by the LC at least 7 months before the actual conference

will be fined Rs. 5000/-

2. In case a revised feasibility is asked for by the NM AdHoc, and the report is not presented within 30 days

of presentation of the first feasibility report, the LC will be fined Rs. 5000/-

3. If the revised feasibility is not passed, the LC will be fined Rs. 5000/-.

4. If the LC has presented information in FR which is not true at the time of the conference, the LC will be

fined. Rs. 25000/- and will be relieved of membership status.

5. During the presentation of discharge of the conference, the NM Ad hoc will carefully analyze the

execution, management, quality and working of the OC. The LC can be fined Rs. 6000/- , Rs. 9000/- or Rs.

12000/-. The final decision will be of the NM AdHoc.

6. Non presentation of discharge report by the LC maximum 6 months after the actual

Conference will be fined Rs. 25000/-

7. The penalty amount, collected by the MC shall be transferred to the AIESEC Development Fund.

8. If OC stall sells above MRP all revenue made via selling goods at the conference goes to NERF.

9.15 CONFERECE GUIDELINES

Following are the guidelines for AIESEC India national conferences for coordination between AIESEC

India national committee and local committees.

1. Selling of Agenda time will be split 60-40 in favour of MC and the opening ceremony and any other non

agenda related selling completely belongs to LC.

2. AIESEC India National Committee as a part of its benefits can sell brochure ads in grey scale for national

conferences.

3. Promotional benefits like banners, stalls and other benefits of a similar nature of National partners must be

positioned at appropriate positions in plenary as instructed by the MC ER Cell during presentation time of

partners and at all other visible spots during the rest of the conference.

4. AIESEC India National Committee is responsible for all external partner related costs such as

accommodation, meals, and transportation (If venue is more than 25km from the airport). OC

coordinators shall only communicate with AIESEC India ER Cell for partner payment, and not

communicate with partners directly.

5. AIESEC India National Committee shall have a meeting with the OC or person responsible for the

conference prior to the conference and shall set down guidelines and terms for the upcoming

conference with regards to externals which will be reviewed during the course of the conference.

6. Any competition to AIESEC India’s current partners shall not be approached by the Local

committee for the conference. If approached in special situations the MC ER Cell can be approached.

7. AIESEC India National committee is willing to help find raise for specific national conferences

and help in garnering support from the MC List for the same.

8. The hosting local committee can sell items to the MC on a cost to cost basis only, the limit being the

MRP.

9. The hosting local committee cannot approach any company on the national committees list for any

local/national/international conference. If approached without permission from the national office a

mandate fine of up to 25000 rupees is applicable on the local committee.


Page -46-

10. The hosting local committee must sell all items of the Organizing committee stall at MRP only. If

found breaking this rule a mandate fine decided by the focus is applicable on the hosting local

committee

1. General

1.1 This contract is between the Hosting LC, represented by LCP of hosting LC and Member

Committee President, AIESEC in India, The contract concerns the organization of conference being

hosted and does not include any possible parallel events. The Member Committee President of

AIESEC in India confirms this contract.

2. Dates of organizing

2.1 The dates of conference are as follows:

2.2. For delegates arriving earlier or staying after the conference pre stay will be charged on per day

basis. Transportation costs to the venue will be borne by the delegation.

3. Delegates 3.1 In case the number of delegates attending the conference from any Local Committee is less than the

number of delegates committed that particular Local Committee shall be liable to pay for the number of

delegates committed.

3.2 The minimum number of delegates coming to the conference will be confirmed at least 1months

prior to the conference.

3.3 The maximum number of delegates will not exceed xnumber as per the capacity of the venue.

4. External Guests

4.1 The MC will pay for transportation and stay of the guest invited by them.

4.2 The LC pays for the expenses of the guests it has invited for the conference.

5. Finances

5.1 Delegates fees for conference shall be:

5.2 The damages will be told to the MC by the end of the conference by the hosting LC within 15 days

the conference post which the hosting LC should receive the damages from the LC’s within 1 months

of the conference.

5.3 AIESEC India shall be held responsible for all additional costs of external guests

(invited by MC) that were not agreed between MC and the Hosting LC.

5.4 AIESEC India and the hosting LC shall settle all outstanding bills to each within one month of the

conference ending, subject to up to date information and original invoices being provided by both

parties.

5.5 All AIESEC India extra bills, for example: extra photocopies, phone bills, etc. will be paid by

AIESECIndia within one month of the conference. Subject to receiving full detailed information at

least 2 weeks before the given date in this clause.

ANNEXURE I

Contract between AIESEC India and Hosting LC


Page -47-

5.6 The MC shall pay for the delegate fee of the chair(s) for the conference

5.7 Pre stay of the MC will also be borne by the hosting LC. Maximum 2 days.

5.8 The hosting LC will reimburse the costs of transportation of the AIESEC India MC (2nd

class train

travel)

5.9 Any additional expenses caused as a direct result of AIESEC India changing arrival ordeparture

times will be borne by AIESEC India.

5.10 15% of profit made above Rs 50,000 should be contributed to NERF and the Organizational

Development Fund (50-50).

5.11Charge will be applied for all photocopies above the number confirmed by the MC 2 weeks in

advance of the conference at Rs 50 p per photocopy.

5.12 ER in agenda time split will be 60-40 in favour of MC and the opening plenary and any other non-

agenda related selling completely belongs to LC.

6. Delegates responsibilities

6.1 The deadline for delegate applications is one month before the conference

6.2 The Hosting LC provides AIESEC India with a list of all applications at latest by 2 weeks before

the conference.

6.3 The Delegates are personally liable for all additional costs they cause in the hotel during their stay.

This includes, but is not limited to: hotel phone bills, mini bar consumption, hotel copy costs, hotel

laundry services and other additional services. Neither AIESEC in India or the hosting LC are

responsible for these costs.

7. AIESEC India responsibilities

7.1 AIESEC India is the sole responsible for selecting the chairperson of the meeting.

7.2. AIESEC India is the sole responsible for the agenda of conference.

7.3 AIESEC International will be responsible for setting a tentative agenda with equipmentrequired for

particular session before 2 weeks of the conference.

7.4 AIESEC India and the Hosting LC shall keep each other informed of guest speakers invited by

either party. This should be taken on a case-by-case basis, once each speaker is being considered.

8. Congress Committee responsibilities

8.1 The Hosting LC has the right to look for partners for the Opening Ceremony and anything other

than agenda time at the conference. Agenda time if sold with coordination with MC the ER split will be

60-40 in the favour of the MC

8.2 The Congress Committee shall provide the venues and equipment as listed in Annex 1.

9. Discharge of Hosting LC

A discharge report has to be made which will include.

9.1 An Income and Expenditure Statement of the conference, with the break-ups of every expenditure

and notes to the complete budget.

9.2 All the receipts and Payments vouchers, with proof of bills in case of payments.

9.3 A Final marketing report stating who the supporters of the conference were, and what Benefits were

offered to them in return.

9.4 All books of accounts maintained should be available for the reference at any point of time.


Page -48-

9.5 A comprehensive report on how the OC functioned, what the learning the OC has, made from

hosting the conference and what recommendations the OC has for the future OCs.

9.6 A hosting local committee that is not discharged of its duties as host of a national conference

cannot bid/host another national conference until it is discharged of its duties as host of its previous

conference.

9.7 Discharge of the hosting LC should happen within 6 months post conference.

Annexure 1, Venue and Equipments needed

In terms of plenary equipment, Task force rooms, AIESEC India office, Standard materials,

Printing, Dining Hall, Party Hall, Delegates Accommodation

As per MC requirements decided in consultation with the hosting LC


Page -49-

X – Brand Standardization and Partnership Principles

10.1 Introduction- What is it?

The Brand Protection Subcommittee was set up at All India AIESEC Presidents Meet 2011 as a way to

help ensure consistent strengthening & protection of AIESEC India's brand.

The role of the Brand Protection Subcommittee is to

1) strengthen and protect our brand by showcasing good case practices as well as to deal with brand

harming activities – those that are not in line with the Brand Experience.

2) support AIESEC India in trademarking/patenting/copyrighting of its intellectual assets.

In the case of harmful activities, the Brand Protection Subcommittee works with the MC and/or LC in

question to solve the case and furthermore gives recommendations to the National Association on the

cases received and proposed next steps.

:

10.2 – Who forms the Brand Protection Subcommittee?

The Subcommittee is made up of representatives from the national association:

1 MC Member

3 LCPs

10.3 – Principles for Partnership

10.3.1 PRINCIPLES FOR PARTNERSHIP

Principles

1. We shall not partner with organizations that directly promote war or violence.

2. We shall not partner with organizations that discriminate on the basis of race, colour, sex, sexual

orientation, and creed, and religion, national or ethnic origin.

3. Partnership relationships should not affect our ability to act independently1.

4. No partnership should commit us to a direct political agenda2

5. AIESEC seeks to partner with those organizations who can assist us in developing characteristics in

individuals that we believe are critical in creating change agents

6. We shall not partner with organizations that affect our image negatively in the external

environment.3

10.3.2 – GUIDELINES FOR PARTNERSHIP

1. We expect our partners to take into considerations the needs of the future generations.

2. We are partnering with all sectors. (Private, government, NGOs etc.)

3. We expect our companies to be quality conscious.

4. Partnerships should explore as many opportunities for stakeholder involvement as possible.

5. All our partnerships have mutual benefit and they draw maximum out of it.

6. We expect all our partners to understand our nature and The AIESEC Way clearly.


Page -50-

7. We expect all our partners to be honest, legal, transparent and engaged in just (fair) activities.

8. Our partners should care about the development of their employees.

10.4 AIESEC Logo

10.4. 1 AIESEC Long Logo

10.4.2- AIESEC Short Logo


Page -51-

Introduced in 1991, the AIESEC logo remains a relevant and important component of the

AIESEC brand identity.

The logo Design shows

• Young people gaining definition as they come out of the blue Mass

• Young people forming themselves as individuals for the future

In short, it represents how AIESEC enables young people to discover and develop their

potential and head towards their future with a clearer and stronger vision for themselves.

The logo should not be modified in anyway and should always be used according to the guidelines in

this section.

• The Logo symbolizes

• Young people shown through carrying of book

• Walking forward represents walking towards the future

• Increasing definition represents forming/developing as individuals

• Emerging from the blue mass represents building your own path or moving towards your personal

vision


Page -52-

External Relations

i. There will be an exclusive MC Company List which will include NEP companies,

foundations, funding agencies and development houses

ii. All companies mentioned on the MC list cannot be approached by any LC unless

directed by the MC

iii. All Global Partners are automatically part of the MC company list

iv. All subsidiaries of MC companies should also be taken to be as part of the MC

company list

v. LC’s can approach MC Companies based on need after running them through the

MCVPER who will accompany the concerned LC

vi. All NEP forms will be assigned to an exclusive MC ID

vii. Any breach of the above mentioned points will result in a mandate fine of Rs 5000

XII - Appendix 1

AIESEC ABBREVIATIONS

AAB Alumni Advisory Board

ADF AIESEC Development Fund

AI AIESEC International

BoA Board of Advisors

CC Congress Committee

CCP Congress Committee President

DT Development Traineeship

EB Executive Body

GBM General Body Meeting

GIP Global Exchange Program

IC International Congress

ILM International Legislative Meeting

Insight Web based online system for the management of AIESEC’s activities.

XI - EXTERNAL RELATIONS


Page -53-

ITEP International Traineeship Exchange Programme

JNC June National Conference

LC Local Committee

LCong Local Congress

LDS Leadership Development Seminar

LTS Local Training Seminar

MC Member Committee

MCEC Member Committee Exchange Controller

MCP Member Committee President

NatCong National Congress

NLDS National Leadership Development Seminar

NM National Meetings

NSC National Strategic Conference

NSM National Services Manager

OC Organising Committee

OCP Organising Committee President

PAI President of AIESEC International

IPM International Presidents' Meeting

TDP Technical Development Traineeship Programme

VPER Vice President External Relations

VPF Vice President Finance

VPX Vice President Exchange

WG Working Group

XMI Exchange Marketing Information

XQB Exchange Quality Board

AIESEC India Compendium

Documents

Transcript of AIESEC India Compendium