Exchange team structure

IAESTE Global

Vice President for Exchange Programme - responsible for overseeing the entire exchange programme within IAESTE. The Vice President for the Exchange Programme plays a strategic role in setting the direction of the program, ensuring its alignment with the organisation's goals.

Head Of Operations - responsible for the day-to-day management and coordination of the exchange programme. This role involves overseeing various aspects of programme operations, such as communication, reporting and support.

Exchange Programme Manager - is responsible for the planning, execution, and monitoring of the exchange programme. They work closely with the Head of Operations to ensure that all programme activities run smoothly and according to the Exchange Quality Standards and rules. The Exchange Programme Manager is also responsible for training the Exchange Administrators.
The Exchange Programme Manager also handles the exchange administration managed at the IAESTE Global level.  This includes managing applications, matching students with suitable internships.

Exchange Platform & Support Team (ITS) - responsible for the development and customer support of the exchange platform.

Customer support - https://iaeste-ep.atlassian.net/servicedesk/customer/portal/2

Development and enhancements - https://iaeste-ep.atlassian.net/servicedesk/customer/portal/3

IAESTE COMMITTEES

Exchange Administrators - assist with administrative tasks related to the exchange programme in their NC or LC. They are responsible for handling administrative work associated with the exchange programme, including managing EP, processing offers, acceptance documents, updating offer statuses, and providing assistance with other related administrative tasks.

IAESTE committees define their own exchange team structures, roles and responsibilities. 

The common practice is, depending on the exchange size, to split the responsibilities between incoming and outgoing processes.

The most common responsibilities of outgoing and incoming Exchange Administrators are:

Outgoing Exchange Administrator

The role of this position is to process the promotion, communication and administration of the IAESTE Exchange process for outgoing students.

• Promotion of the available internships to domestic students

• Informing students and universities about procedures and IAESTE exchange programme conditions

• Supervising students on how to prepare the application documents

• Staying in touch with students during the application period and while they are abroad

• Student selection according to the requirements of the offers

• Proceed outgoing students’ application documents through the IAESTE online Exchange Platform and communication with the receiving committee

• Support students during the visa application process

• Briefing students about the cultural, safety, etc. aspects before departure

• Collecting feedback and reports from students after return

• Collect necessary statistics and submit the IAESTE report

• Participation in IAESTE online & physical workshops, meetings, webinars, conferences

Incoming Exchange Administrator

The role of this position is to process communication and administration of the IAESTE Exchange process for incoming students

• Jobraising: raising internships and communication with domestic employers

• Exchange and promotion of the available internships to foreign committees and foreign students

• Informing employers and universities about procedures and IAESTE exchange programme conditions

• Supervising employers on how to prepare the internship and host students in their companies

• Staying in touch with employers during the application period and while they host trainees

• Proceed incoming students’ application documents through the IAESTE online Exchange Platform

• Support incoming students in the visa process

• Support incoming students with finding accommodation

• Collecting feedback and reports from employers after return

• Coordinate/organise social reception

• Collect necessary statistics and submit the IAESTE report

• Participation in IAESTE online & physical workshops, meetings, webinars & conferences

The Standing Committee in Exchange

The Standing Committee on Exchange contributes to the development of the exchange programme of the Association, identifies how it can be developed further and provides the Board with advice and proposals on matters related to the exchange programme. (details are described in the IAESTE By-laws, Article 25.

To establish and maintain a successful exchange program, it's essential for all stakeholders to come together and collaborate effectively. This collaboration forms the core structure of the team driving the programme's success. Within this team structure, each party contributes unique skills and expertise, taking on defined roles and responsibilities. Clear lines of communication are established to facilitate information flow. This collaborative team structure ensures that the exchange programme operates smoothly, adapts to changing needs, and continues to deliver valuable experiences to all participants.