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What is Preparation?
Preparation is the stage of the customer flow where we prepare the EP for their upcoming exchange experience. This mainly refers to the 5 Home/Sending Entity Exchange Standards, which should be delivered by OGX (EP Manager) before the realization starts.
Quality preparation is crucial to ensure the EP is fully ready and can have the best possible experience.
The main part of this stage is the outgoing preparation seminar (OPS).
EXPA Statuses: Approved
What should OGX do during Preparation?
Out of the 18 exchange standards, 4 are delivered by the sending entity, making them exclusively OGX’s responsibility, and 1 standard is shared. Three of these standards take place during the preparation phase—before the realization starts:
Personal Goal Setting - setting professional and personal goals with EP that they want to achieve during their exchange experience
Outgoing Preparation – a seminar held by OGX (EP Manager) at least one week before the realization starts; this is where personal goal setting can be done
Insurance – informing the EP via email that they need to have health insurance for the entire realization period, and requesting them to send proof of insurance in PDF format
How should OPS look like?
OPS should be adapted to the specific needs of each EP, but there are some key parts it should always include:
Explaining the AIESEC way
Explaining the Exchange Standards
Talking about the country where the EP is going and addressing cultural shock
Goal setting
Discussing brand awareness and showcasing
You can find an OPS Template here, which you can make a copy of and customize.
OPS should be done latest 1 week before realization start date!
What should I communicate with the ICX side about?
After your EP is approved, you should create a common group chat with the OGX and ICX EP Managers. This chat will be used to discuss key topics, share important information, and exchange necessary documents.
✅ Accommodation details – confirm the exact place, share pictures if possible, and check if it’s a host family or other arrangement (and whether someone will meet the EP).
✅ Opportunity details – double-check the job description, exact start date, and location.
✅ Pick-up arrangement – coordinate who will meet the EP upon arrival and where.
✅ Incoming Preparation Seminar (IPS) – ask if the ICX team has already scheduled the IPS, where they will prepare the EP for their experience.
What is the LDA and when should the EP fill it out?
LDA stands for Leadership Development Assessment. It is a method used to measure the impact on leadership development created through the experiences we deliver to EPs. The assessment provides insights into an EP’s leadership growth based on AIESEC’s values and their defining elements. Since our goal is to develop value-driven leaders worldwide, the LDA focuses on all six AIESEC values.
The EP takes three surveys throughout their journey: before, during, and after the experience. It is important to remind the EP to complete the first LDA survey before the experience begins. If this is not done, ICX will not be able to change their EXPA status from "approved" to "realized".
[IMP] LDA Onboarding Document.pdfPage updated
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