aiesec philippines national compendium [dec nlm 2015]

7/25/2019 AIESEC Philippines National Compendium [DEC NLM 2015]

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National Legislative Meeting, December20151

AIESEC Philippines

Foundation, Inc.NATIONAL COMPENDIUM

Last updated

National Legislative Meeting, December 2015

Updated by Ma. Theresa P. Savillo


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TABLE OF CONTENTS

1 CONSTITUTION OF AIESEC IN THE PHILIPPINES ....................................................... 4"#"# $%&' ############################################################################################################################################################################################("#)# %*'+', -%. %$/ 01*23+301. ###########################################################################################################################################("#4# &'&5'6+1*0 #############################################################################################################################################################################7"#(# 368%$*+%9*3$%2 &%$%8'&'$9 #####################################################################################################################################7"#7# 03-'6+ %$/ /:9*'+ #############################################################################################################################################################;"#;# 6'+*8$%9*3$ ############################################################################################################################################################################)#4# :$*A'6+*9*'+ 36 ,322'8'+ %002.*$8 @36 &'&5'6+1*0BBBBBBBBBBBBBBBB###BBBBBBBBBB## "?)#(# *$*9*%9*A' 863:0+ 91%9 -%$9 93 6'&%*$ *$*9*%9*A' 863:0+BBBBBBBBBBBBBBBBBBBB##""

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5 GOVERNANCE & ADVISORY BODIES ..........................................................................257#"# 83A'6$%$,' %$/ %,,3:$9%5*2*9. 53/*'+ ############################################################################################################)77#)# 53%6/ 3@ 96:+9''+ F539G ###############################################################################################################################################)77#4# %*'+', *$ 91' 01*2*00*$'+ 53%6/ 3@ %/A*+36+ F53%G #######################################################################################)77#(# *$9'6$%2 %:/*9

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6 CONFERENCES & MEETINGS .......................................................................................27;#"# /'@*$*9*3$ ##############################################################################################################################################################################)


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1 CONSTITUTION OF AIESEC IN THE PHILIPPINES

1.1. NAME

1.1.1. The name of the organisation shall be AIESEC. AIESEC Philippines Foundation, Inc. hereafter

shall be referred to as AIESEC in the Philippines.

1.2. AIESEC WAY AND PHILOSOPHY

1.2.1. What is AIESEC

AIESEC is a global, non-political, independent, not-for-profit organisation run by students andrecent 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.

1.2.2. The Why of AIESEC

AIESEC strives to achieve Peace and fulfilment of humankinds potential.

1.2.3. How do we achieve our Why

We place our confidence in youth as the key to unlock a better future.We place our confidence in youth because they represent the passion, dynamism andentrepreneurial spirit that are needed to shape the future of the world. They have theresponsibility to impact tomorrow by choosing who they will be today.

We believe that leadership is the fundamental solution and it can be developed by anyone.AIESEC is a platform for young people to explore and develop their leadership potential. Aftergoing through an experience with AIESEC, young people are better prepared to make a positive

impact in any sphere they would choose.

Our Unique Leadership Development ModelAIESECs leadership development model seeks to prepare youth to take a stand on what theycare about and become capable to make a difference through their everyday actions. That iswhy our answer is to develop the characteristics below:

World Citizen Self-Aware Empower Others Solution Oriented

This is the leadership that we believe in and develop.

1.2.4. What do we offer

We enable young people to develop their leadership through learning from practicalexperiences in challenging environments. We do this through cross-cultural exchanges and bycreating and managing these opportunities.

Cross Cultural ExchangeAIESEC provides an opportunity for young people to work or volunteer abroad in non-familiarenvironments. This allows them to step outside their comfort zone and expand their worldview,while contributing to the community through the work they are doing. Living such experiencesenables people to build a better understanding of how to communicate and capitalize on

diversity in our increasingly connected world.

Team ExperiencesAIESEC members create and manage these cross-cultural exchange experiences. This provides


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opportunity for our members to live powerful team experiences and develop their ownleadership potential.

Inner and Outer JourneyWe believe that young people learn best by doing and reflecting. This is the framework AIESECprovides for every experience, which enables young people to learn the most out of their

experience. The Outer Journey is the individuals interaction with the external environment. TheInner Journey is the internal change that happens within the individual. Together, they canmake the learning of any experience sustainable.

1.2.5. Our Aspiration

We want to engage and develop every young person in the world.

1.2.6. Our Values

Activating LeadershipWe lead by example and inspire leadership through actions and results. We take fullresponsibility for developing the potential of others.

Enjoying ParticipationWe create dynamic and welcoming environments through active and enthusiastic participationof individuals. We enjoy being involved in AIESEC.

Striving for ExcellenceWe seek to continuously improve through creativity and innovation. We aim to deliver thehighest quality performance in everything we do.

Living DiversityWe seek to learn from different ways of life and opinions represented in our multiculturalenvironment. We are inclusive by respecting and actively encourage the contribution of every

individual.

Acting SustainableWe act in a sustainable way for our organization and society. Our decisions take into accountthe needs future generations.

Demonstrating IntegrityWe are consistent and transparent in our decisions and actions. We fulfill our commitments andconduct ourselves in a way that is aligned with our vision.


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1.3. MEMBERSHIP

1.3.1. Membership to AIESEC in the Philippines shall be by Local Committees.

1.3.2. A Local Committee, hereinafter referred to as LC, shall consist of exchange participants,

trainees, and students who are enrolled in institutions of higher learning which offer degrees ineconomics, management and/or business.

1.3.3. Prior to being granted membership, any applicant must fulfill the requirements stated in theCompendium.

1.3.4. Each Local Committee must have a constitution carried.

1.4. ORGANISATIONAL MANAGEMENT

1.4.1. The organisations corporate powers, business, and property shall be exercised, conducted, and

controlled, respectively, by the Board of Directors, which is composed of the Member

Committee Executive Board and the Chair of the National Board of Advisers.

The National Executive Board, hereafter referred to as the NEB, shall be the executive andsupervisory entity of AIESEC in the Philippines. It shall be composed of the Member CommitteePresident, the Member Committee and the LC Presidents (LCPs) of IGs and LCs.

Member LCs may be granted voting rights during the NEB meetings by a simple majorityconsensus of all voting entities.

1.4.2. The Member Committee, hereafter referred to as the MC, shall be composed of the followingofficers:

"Member Committee President

"Vice-President for Finance, Legal and Administration"Vice-President for Talent Management & Organizational Development

"Vice-President for Expansion Development

"Vice-President for Operations

"Vice-President for Outgoing Exchange#GCDP

"Vice-President for Outgoing Exchange#GIP

"Vice-President for Incoming Exchange#GCDP

"Vice-President for Incoming Exchange#GIP

"Vice-President for Marketing and Communications

"Vice-President for Public Relations and Strategic Initiatives

"Vice-President for Business Development

The Member Committee Officer with electoral voting rights is the Member Committee Vice-President designated by the MC.

1.4.3. The The Member Committee Board of Advisers, hereafter referred to as the MCBOA, and theSupervisory Group, hereafter referred to as the MCSG, shall serve as the advisory and guidingentities of AIESEC in the Philippines.

Members of the MCBOA and MCSG shall consist of representatives from the business,government, and private sectors as deemed necessary to promote AIESEC in the Philippinescause.

No member of the MCBOA shall be connected with tobacco companies, arms manufacturersand/or companies involved in illegal activities.

1.4.4. An LCP forfeits his/her right to vote in the event of his/her absence or candidacy. In such a

case, he/she may appoint a proxy from his/her LC.


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1.4.5. In the event that a vacancy remains for any of the positions to be elected during the NationalLegislative Meetings, the NEB shall be conferred emergency powers to call for special electionsby a two-thirds (2/3) majority vote.

The NEB shall decide on the final date of submission of requirements and of special elections.

1.4.6. The ballot of the Member Committee President shall be used only in case of a tie.

1.4.7. That AIESEC in the Philippines will begin July 1 and end June 30 of the following year.

1.5. POWERS AND DUTIES

1.5.1. Member Committee

1.5.1.1. The MC shall determine the direction of all AIESEC activities, projects and initiativesin the country and ensure fulfillment of that direction.

1.5.1.2. The MC shall be responsible for executing the mandates, motions and resolutions

passed by the NEB.

1.5.2. National Executive Board

1.5.2.1. By a vote of at least two-thirds (2/3) of the quorate NEB, the NEB shall overrule anydecision of the MCP.

1.5.2.2. The NEB shall approve, by three-fourths (3/4) vote, the appointed MC Officers.

1.5.3. Member Committee President

1.5.3.1. The MCP shall be the head and CEO of the Member Committee, National Executive

Board and Board of Directors

1.5.3.2. The MCP shall have general supervision over all officers and activities of AIESEC inthe Philippines.

1.5.3.3. The MCP shall prepare an annual report to be distributed during the last conferenceof his/her term.

1.5.3.4. The MCP shall maintain rapport and be answerable to the NEB, the MCBOA, theMCSG and the President of AIESEC International.

1.5.3.5. In the event of an emergency, the MCP may suspend the constitution and the

compendium and take necessary action to promote the development of AIESEC inthe Philippines provided that there be a written approval by the Chairperson of the

MCBOA and MCSG.

1.5.3.6. The MCP shall be the sole interpreter of the Constitution and Compendium.

1.5.4. MC Vice President for Finance

1.5.4.1. The VP Finance position will open for either one or two years - the applicants will beable to apply for either a 12 or 24-month term. If an applicant is selected for 12months then he/she is eligible to re-apply for the role.

1.5.5.

Local Committee President1.5.5.1. The LCP shall supervise all LC activities and operations.1.5.5.2. The LCP shall carry the vote of the LC in NEB meetings and national meetings.


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1.5.5.3. The LCP shall be responsible for duties delegated by the NEB or the MC.

1.6. RESIGNATION

1.6.1. Any officer of the Member Committee, including National Support Team members, may resign

from his/her office through written notice to the MCP. The resignation shall take effect 30 days

after the letter of resignation has been received by the MCP.

1.6.2. A member of the MC who has resigned in a non-honourable discharged as determined by the

MCP is forbidden to use or mention the name of AIESEC in the Philippines along with his/her

vacated position in any document.

1.6.3. Should any of the MC positions be vacated, the NEB shall hold elections within two weeks afterthe position has been vacated.

1.7. IMPEACHMENT AND SUCCESSION

1.7.1.

Unless the MCP designates another member of the MC in his absence or incapacity, the MCOfficer holding electoral voting rights shall be the acting MCP. He/she should fulfill the functions

and responsibilities of the MCP until the said absence or incapacity has been resolved.

1.7.2. An MC officer must give the MCP written notice 2 weeks prior to filing for Leave of Absence and

assign an officer-in-charge (OIC) that will take place of his/her position. A Leave of Absence is

defined as temporarily vacating a position for a maximum of 3 months. Should the said MC

officer fail to resume responsibilities on the agreed date, he/she is considered to have resigned

permanently.

1.7.3. Should any of the MC positions be vacated for more than three (3) months, the NEB shall hold

elections within two (2) weeks after the position has been vacated.

1.7.4. The MCP may expel any appointed MC officer on the grounds of gross neglect of duty orwillful violation of this constitution.

1.7.5. The NEB may impeach the MCP or any member of the MC by two-thirds vote on the groundsof gross neglect of duty or willful violation of this constitution.

1.7.6. Impeachment charges can be filed through any two (2) NEB members. The NEB has theemergency power to call an NEB meeting to discuss and to decide the said charges.

1.7.7. LCPs shall be subject to impeachment in accordance with their LC constitution. They may alsobe impeached by the NEB subject to ratification by their LCs.

1.7.8.

Impeachment shall be made final only with the concurrence of the Board of Directors.

1.8. MEETING

1.8.1. The following national legislative meetings shall be held annually:

July National Executive Board Meeting October National Executive Board Meeting December National Executive Board Meeting April National Executive Board Meeting


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The first National Executive Board Meeting of the year shall be scheduled prior to the YearPlanning Seminars of all the LCs and shall be a venue for the new MC team to set direction toall the Local Committees.

All NEB members shall be present during the meeting.

1.8.2. An emergency NEB meeting may be called within twenty-four (24) hours notice by the MCP orby any two (2) members of the NEB.

1.9. AMENDMENTS TO THE CONSTITUTION AND DISSOLUTION

1.9.1. Any proposal regarding amendments to the constitution or dissolution of the Association

shall emanate from the members of the NEB. Such proposal shall be made at least two (2)

weeks prior to the date of the legislative meeting.

Amendments or changes to the constitution shall require a two-thirds (2/3) vote of the NEB.

The dissolution of the Association shall require three-fourths (3/4) vote of the NEB.

1.10. ACCOUNTABILITY AND CONTINUITY

1.10.1. The Member Committee officers shall still be held liable to the organisation until they are

discharged during the National Planning Conference for acts committed during their

term.

A discharged Member Committee officer can no longer hold AIESEC in the Philippines liableat any given time.


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2 LOCAL COMMITTEE MEMBERSHIP

2.1. DEFINITIONS

2.1.1.

That a Specialized Unit (SU) be defined as an extended unit to an LC that delivers on one(1) specific exchange program. The SUs host LC conducts operations for the unit. It isthe host LCs discretion to establish an SUEB to help in operations of the host LC. An SUcan apply to become an Initiative Group (IG).

2.1.2. That an Initiative Group (IG) be defined as a more independent extended unit to an LC thathas its own IGEB under the guidance and coaching of its host LC. An IG can apply to becomean Official Expansion (OE) within 24 months. Failure to do so will result to automatic motion fordisbandment unless the IG requests for an extension as voted upon by the NEB.

2.1.3. That an Official Expansion (OE) be defined as an autonomous entity with its own account onexperience.aiesec.org under AIESEC in the Philippines and runs its own operations andprograms. It is part of the core membership of AIESEC in the Philippines except having votingrights. An OE can apply to become a full member voting Local Committee (LC) within 24months. Failure to do so will result to automatic motion for disbandment unless the OErequests for an extension as voted upon by the NEB.

2.1.4. That a Local Committee (LC) be defined as an autonomous entity with its own account onexperience.aiesec.org under AIESEC in the Philippines, runs its own operations and programs,has attained a level of capacity in fully delivering operations and programs, and has maintainedof a certain level of organizational health. It is part of the core membership of AIESEC in thePhilippines inclusive of full voting rights.

2.1.5. That a Member on Alert be defined as a local committee that has failed to maintain itsmembership status for various reasons. An example of such as a downgraded LC due to non-

fulfillment of membership requirements. An LC will automatically be motioned to bedisbanded if the entity fails to be upgraded from Member on Alert after one (1) year upon itsdowngrade.

2.1.6. Application from IG to OE has to be screened by the Membership Sub-Committee first, thenvoted by the NEB. An application for upgrade is approved if it receives 2/3 votes from theNEB.

2.1.7. All upgrades, or downgrades from the OE or LC, may they be motioned, applied for, orautomatic, will be verified by the Membership Sub-Committee first.

2.2. SCHEDULE OF CHANGE OF STATUS

2.2.1. Changes in status of IGs and LCs can be initiated and legislated at any legislative meetingthroughout the year.

2.2.2. Membership downgrades and upgrades (of all levels) may be legislated 3 times a year as perthe given Review Dates given by the Membership Sub-Committee at July NEB.

2.2.3. Membership disbandment shall comply with the timeline given in section 2.9. with theadditional rights of the Membership Sub-Committee to motion the disbandment of an entity atany legislative meeting in case of great misconduct, harmful activities towards AIESEC in thePhilippines as entity, etc provided with proper reasoning.

2.2.4. Changes in status of an entity, regardless of the respective change shall require a majority ofvotes of 50% +1 of entities with voting rights at any time unless specifically directed otherwiseby other sections of the compendium.


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2.3. UNIVERSITIES OR COLLEGES APPLYING FOR MEMBERSHIP

$%&%'% Membership Exchange Requirement Score

Each SU, IG, OE and LC is to fulfill the exchange requirement, which will be represented by acumulative score of the entity(s total exchange results, weighted accordingly, valid

retrospectively for one year from the start of the date of evaluation for LCs and OEs, and fromthe date of OSA accreditation for SUs and IGs which will be set by the MC. The cumulativescore shall be used for SUs, IGs, OEs and LCs to be eligible to retain or upgrade theirmembership statuses. Consequently, this shall be used as basis for any membership downgradeas well. A downgraded LC is recognized as a Member on Alert. An OE that does not meetminimum requirement is automatically motioned for downgrade to IG. Each type of exchange isscored as stated below:

2.3.1.1. One GCDP ICX Realised form 1.0

2.3.1.2. One GCDP OGX Realised form 2.0

2.3.1.3. One GIP OGX Realised form 4.0

2.3.1.4. One GIP ICX Realised form 3.0

2.3.2. Appying university or college for Specialized Unit (SU) must:

2.3.2.1. Be physically present at the given legislative meeting to formally submit all of thefollowing requirements one week prior to that:

Formal Application Letter to the MCVP for Expansion Development and theNational Executive Board

Official Endorsement Letter from the university or college stating their supportfor opening a new AIESEC entity in the given institution

Feasibility Study for establishing a new AIESEC entity to contain the following:

Internal reality analysis inclusive but not limited to: student base, colleges,profile, quality of degrees, potential member and EP profiles, otherorganisations present, etc.

External reality analysis inclusive but not limited to: core business sectorsin the vicinity of the entity, possible TN takers and relevant productportfolio, cultural, socio-economic and political situation of the mentionedcity/district, etc.

2.3.2.2. Creation of an initial SU Interim Executive Board with the following requirements:

At least three (3) bona fide students of the university/college

Members of the Specialized Unit must have at least 1 year prior to finishing theirstudies in the said university/college.

At least one (1) member of the initial SU Interim Executive Board wasrepresenting their entity in at least 1 national conference before the applicationdate.

Members of the Specialized Unit Executive Board must present proof of GoodMoral Conduct from their university/college.

2.3.2.3.

The Specialized Unit or Initiative Group must have the support of the LC that willextend them the support and coaching during their status as SU or IG.


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For the MC to be able to run a Specialized Unit or Initiative Group, the followingcriteria will be required:

MC should create an extending team that is composed of at least 2members to give continuous support to the Specialized Unit or InitiativeGroup.

The Executive Board members of the MC will be primarily involved intrainings and coaching their counterparts in the Specialized Unit orInitiative Group.

The MC, as extending entity, and the Specialized Unit or Initiative Groupshall sign a Contract of Agreement stating the requirements and conditionsof the two sides working together.

2.3.3. A Specialized Unit can only be upgraded to IG status based on the initiative of their affiliate LC.The MC shall have the rights to suggest upgrades of Specialized Units to Initiative Groupsshould they find it a potential in terms of organizational development.

2.3.3.1. The exchange requirement score for a Specialized Unit to maintain its status is 5points.

2.3.3.2. The exchange requirement score for a Specialized Unit to be upgraded to anInitiative Group is 10 points.

2.3.3.3. The Specialized Unit viable for an upgrade to Initiative group status must have thefollowing established processes:

Operations processes EP Selection, Matching, AC/RBI Manual, Tracking,Accounts management, Customer Relationship Management system, Servicing(Pre, proper, post)

Organization Development processes Team Minimums, PerformanceManagement, Performance Appraisal, Pipeline Management, Learning andDevelopment

Brand Experience processes Customer Relationship Management system,Digital Media, Promotions, Memorandum of Agreement, Branding

Governance processes Organization Recognition, finance control guide, loans,allocation, budgeting, forecasting, debt recovery plan.

2.4. INITIATIVE GROUPS THAT WANT TO REMAIN INITIATIVE GROUPS

2.4.1. For Initiative Groups to remain as such they must:

2.4.1.1. Fulfill all agreements as stated by the Contract of Agreement between the IG andthe host LC/MC.

2.4.1.2. Attained at least ten (10) exchange points.

2.4.1.3. An Initiative Group may only remain as an Initiative Group for at most 24 months.The Initiative Group President may request for an extension from the MembershipSub- Committee or the MCVP for Organization Development and it will be up to theSub-Committee or MCVP to decide whether to approve the request or not. Once

extension is approved, the Initiative Group will be recognized as Member on Alert.Otherwise, failure to receive an approved request for an extension or failure to beupgraded from Member on Alert status after 12 months will result to automaticdisbandment.


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2.5. INITIATIVE GROUPS THAT WANT TO UPGRADE TO OFFICIAL EXPANSION AND LOCALCOMMITTEE

2.5.1. Fulfillment of the following requirements to be upgraded to OE:

2.5.1.1.

Fulfillment of all membership requirements of AIESEC in the Philippines as stated insection 2.8.1. of this compendium

2.5.1.2. Have at least ten (10) members inclusive of members of the Executive Board

2.5.1.3. Have at least one (1) realization for an incoming exchange program and at leastone (1) realization for an outgoing exchange program

2.5.1.4. Attained at least fifteen (15) exchange points

2.5.1.5. Have the financially sustainability and ability to pay OE fees to the MC

2.5.1.6.

Submit a copy of the potential OEs compendium

2.5.1.7. Submission of a letter of official application for status change submitted by theInitiative Group President one week prior to the legislativemeeting

2.5.2. Fulfillment of the following requirements to be upgraded to voting LC:

2.5.2.1. Fulfillment of all membership requirements of AIESEC in the Philippines as stated insection 2.8.1. of this compendium

2.5.2.2. Have at least fifteen (15) members inclusive of members of the Executive Board

2.5.2.3. Have at least two (2) realizations for an incoming exchange program and at leasttwo (2) realizations for an outgoing exchange program

2.5.2.4. Attained at least thirty (30) exchange points

2.5.2.5. Have the financially sustainability and ability to LC fees to the MC

2.5.2.6. Submit a copy of the potential LCs compendium

2.5.2.7. Submission of a letter of official application for status change submitted by theInitiative Group President one week prior to the legislativemeeting

2.5.3. Membership status changes for Initiative Groups included shall be motioned at the next

legislative meeting by the Membership Sub-Committee or MCVP for OrganizationalDevelopment based on their reviews done before every legislation.

2.6. FOR OFFICIAL EXPANSIONS TO REMAIN OFFICIAL EXPANSION

2.6.1. For Official Expansions to remain as such they must:

2.6.1.1. Fulfillment of all membership requirements of AIESEC in the Philippines as stated insection 2.8.1. of this compendium

2.6.1.2. Have at least ten (10) members inclusive of members of the Executive Board

2.6.1.3.

Have at least on one (1) realization for an incoming exchange program and one (1)realization for an outgoing exchange program

2.6.1.4. Attained at least fifteen (15) exchange points


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2.6.1.5. Have the financially sustainability and ability to OE fees to the MC

2.6.2. An Official Expansion may only remain as an Official Expansion for at most 24 months. TheOfficial Expansion President may request for an extension from the Membership Sub-Committee or MCVP for Organizational Development and it will be up to the Sub-Committeeor MCVP to decide whether to approve the request or not. Once extension is approved, theOfficial Expansion will be recognized as Member on Alert. Otherwise, failure to receive anapproved request for an extension or failure to be upgraded from Member on Alert statusafter 12 months will result to automatic disbandment.

2.7. VOTING LCs THAT WANT TO REMAIN VOTING LCs

2.7.1. For Voting LCs to remain as such they must:

2.7.1.1. Fulfillment of all membership requirements of AIESEC in thePhilippines as stated insection 2.8.1. of this compendium

2.7.1.2.

Have at least fifteen (15) members inclusive of members of the Executive Board

2.7.1.3. Have at least two (2) realizations for an incoming exchange program and at leasttwo (2) realizations for an outgoing exchange program

2.7.1.4. Attained at least thirty (30) exchange points

2.7.1.5. Have the financially sustainability and ability to LC fees to the MC

2.7.2. A voting LC that fails to comply with any of the requirements will result to automatic motion fordowngrade to Member on Alert status. During Member on Alert status, a voting LC will lose itsvoting rights for 12 months. Failure to be upgraded from Member on Alert status after 12

months will result to automatic motion for disbandment. The National Executive Board has theright to vote on disbandment or downgrade of an LC who fails to be upgraded from Member onAlert status after 12 months.

2.8. EVALUATION FOR MEMBERSHIP STATUS

2.8.1. For LCs to attain or retain Voting status, they must accomplish the following:

2.8.1.1. Submit the following reports on the designated deadline:

a. 1 week after the end of the term

i. LC Budget

ii. Directory of Executive Board and officers

iii. LC Constitution/Compendium

iv. LC Plans for the next term with the following MOSs

1. TN Realisations plan

2. EP Realisations plan

3. TMP Realisations plan

4. TLP Realisations plan

v. TM learning plan

vi. Updated alumni database (recently graduated members included)


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vii. Hard Copy and Soft Copy Year-End Report of previous term to thenew MCP and MCVP FLA at the MC office. Regional LCs are stillrequired to submit a hard copy but will be extended a week after thedeadline to give time for shipping or delivery.

b.

July 7

i. Quarter 2 SONA requirements*

c. October 7


d. November 7

i. LC Mid-term Evaluation

ii. LC EB Mid-term Evaluation

e. January 7


f. April 7


*Requirements may vary upon discretion of the VP for OD

2.8.1.2. Must be physically present at each day of all National Conferences by at least two(2) members, one (1) of which representing the Executive Board. Attendance check

will be done by the Membership Subcommittee and published in a documentavailable for the NEB at all times of the year.

2.8.1.3. Must have infrastructure such as access to Email, phone, mailbox and computer.

2.8.1.4. Must have settled all debts towards the MC and other LCs.

2.8.2. In the event where an LC faces non-submission of requirements specified in section thenthe following rules will apply:

2.8.2.1 The LC shall automatically be placed in Member in Alert status for one (1) year. TheLC will also automatically lose their voting status for a one (1) year period starting

from the legislative meeting wherein the downgrade is passed. The LC must applyto become an LC again after the one-year period of Member in Alert status or else itwill face automatic disbandment. The Membership Sub-Committee shall beresponsible for reviewing the membership status of the said LC.

2.8.2.2 Late Submission is defined as the failure to submit membership requirement on theagreed upon deadline. In the event an LC submits a membership requirement late,the LC will automatically be given a motion for downgrade at the next legislativemeeting.

2.8.2.3 Incomplete submission is defined as the failure to submit complete membershiprequirements on the agreed upon deadline. In the event an LC submits amembership requirement that is incomplete, the LC will automatically be given amotion for downgrade at the next legislative meeting.


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2.8.2.4 False Reporting is defined as the failure to submit accurate and up-to-datemembership requirements on the agreed upon deadline. In the event an LC submitsa membership requirement that is false, the LC will automatically be given a motionfor downgrade at the next legislative meeting.

The Membership sub-committee will audit the membership requirements and give

one (1) week notice for the LC to correct the false reporting. In the event that an LCis unable to correct the false report on the specified deadline, the LC willautomatically be given a motion for downgrade at the next legislative meeting.

2.9. DISBANDED ENTITIES THAT WANT TO REAPPLY

2.9.1. Any member OE or LC that has lost its membership may not reapply as an OE unless debtsowe to any entity in the active roster of AIESEC in the Philippines are settled.

2.9.2. Any disbanded OE or LC will not be able to apply as an applying OE for two (2) years startingday after the legislative meeting where the disbandment has taken effect.

2.10.

LOCAL COMMITTEE STATUS

2.10.1. That the entities in AIESEC in the Philippines be categorized to the following:

2.10.1.1. Voting LCs: Ateneo de Manila University, De La Salle University, University ofthe Philippines, University of Santo Tomas, Davao

2.10.1.2. Official Expansions: Miriam College, University of the Philippines Manila

2.10.1.3. Initiative Groups: University of the Philippines Los Baos, San Beda College, DLSU -

Dasmarias

2.10.1.4. Specialized Units: Cebu, University of the Philippines Visayas, University of thePhilippines Baguio, FEU MANILA, Silliman University, Polytechnic University of thePhilippines Manila, University of the Philippines Clark, De La Salle CSB, AsiaPacific College, Naga, Mindanao Kokusai Daigaku, Mindanao State University - IliganInstitute of Technology, Ortigas

2.11. RIGHTS AND RESPONSIBILITIES

2.11.1. LCs and OEs have all its rights and responsibilities enshrined in the national compendium.

2.11.2. Initiative Group shall have its rights and responsibilities determined together with its Patron

LC in their Contract of Agreement, which should be submitted to the MC prior to signing forapproval. An Initiative Group shall not carry an independent name (ie: AIESEC in ____ orAIESEC _____) but shall carry the name of AIESEC Initiative Group or AIESEC IG _______.

2.11.3. All entities are expected to uphold the compendium at all times.


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3 FINANCE FOR THE NATIONAL ORGANISATION

3.1. GENERAL

3.1.1.

The Financial Regulations set in the AIESEC in the Philippines compendium shall govern the useof the AIESEC funds and fees of the MC and LCs of AIESEC in the Philippines.

3.1.2. The each Local Committee Executive Board (LCEB) be an entity solely in charge of controllingits cash in-flow and out-flow.

3.1.3. All LCVPFs have at least three (3) units of basic accounting background.

3.1.4. The NATIONAL AUDIT TEAM stresses the implementation that the MCVPF and LCVPFs beresponsible for maintaining complete records of their financial transactions.

That the accounting system to be used by the MC and LCs shall be the double entry system.

3.1.5.

That July 1 to June 30 of the following year be defined as the fiscal year of the Philippines.

3.1.6. That the interim FINANCIAL reports, namely: journal, general ledger, balance sheet, incomestatement, and cash flow statement, signed by the LCVPF and the LCP be submitted to theMCVP Finance every quarter.

3.1.7. That all interim Financial reports of the Member Committee namely: journal, general ledger,balance sheet, income statement, and cash flow statement report signed by the MCVPF and theMCP be submitted to the Membership Sub-committee chair upon review.

3.1.8. That all matters regarding procedures in Finance be in accordance with the Finance Regulationsand Financial Policies and Procedures. Failure to comply with the Financial Regulations will be

given an appropriate sanction as stated in section 5.7.

3.1.9. The division of the LC fees will be based on six (6) factors and will be weighted accordingly bythe operations, membership base and financial capacity of the LCs. The LCs will only pay for60% of the total cost of the LC fees.

Of the total cost for MC Representation and MC Services, 30% of which will be an equalityfactor and will be divided equally by the LCs. 5% will be divided based on the iGCDP Realizationnumbers an LC has for the previous year over the total iGCDP Realization numbers of AIESEC inthe Philippines. 10% will be divided based on the iGIP Realization numbers an LC has for theprevious year over the total iGIP Realization numbers of AIESEC in the Philippines. 15% will bedivided based on the oGCDP Realization numbers an LC has for the previous year over the total

oGCDP Realization numbers of AIESEC in the Philippines. 5% will be divided based on the oGIPRealization numbers an LC has for the previous year over the total oGIP Realization numbers ofAIESEC in the Philippines. 35% of the fee will be based on a Normalizing Factor decided uponbased on overall financial capacity.

Performance based costs that will be added to the total LC Fees will be collected from each LC.The individual costs per performance indicator are as follows:

EU 5.00 per exchange EU 2.50 per member EU 50.00 per LC

The MC Representation costs will be the sum of the costs of the following:

IC Registration IC Pre-Meeting IPM Registration for both elect and current MCPs IPM Pre- Meeting for both elect and current MCPs


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AP MCP Summits (Maximum of 2 summits) IC Travel Fund IPM Travel Fund For both elect and current MCPs IC Damage Fees IPM Damage Fees for both elect and current MCPs

The MC Services costs will be the sum of the following:

Governance Legal Management Financial Management Coaching & Consultancy Operations Management Information Management Brand Management & Enhancement Sales & Partnerships Management Conference Management Travel Cost Sharing Representation Fee

Development Fund Expansion Fund

Payment scheme:

Initial Payment 15

thof September

25% of the total fee

Second installment

15th

of December 25% of the total fee

Third installment

15th

of March

25% of the total feeFourth installment 15

thof June

25% of the total fee

3.1.10. That the Member Committee presents its annual budget to the National Executive Board at theJuly NEB for assessment.

3.1.11. That the invoices for LC Fees be issued at the July NEB proceeding the presentation andassessment of the Member Committee annual budget.

3.1.12. That a pre-termination session be conducted before or immediately after the term of office tofacilitate turnover through the orientation and familiarization of the existing financial system.

3.1.13. That the MCVPF distribute to the LCs their statements of account containing the list of theirpayables and receivables to the MC four (4) weeks prior to the date in which these accountsare due.

3.1.14. That the MCVPF distribute the following financial statements of the Member Committee to alllocal committees during July NEB, ELDC I, ELDC II and NatCon:

3.2. BUDGET

3.2.1.

That the Administrative budget of the MC includes monthly allowance which will cover food,lodging, transportation costs and basic necessities for each MCVP. The MCVP FLA will present

the calculated allowance to the NEB during the first legislative meeting. The allowance is upon


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the discretion of the MCP and the MCVP FLA. An individual bonus system will be employed as

part of the National Performance Management Tool.

3.2.2. That the LCVPF submit to the MCVPF the LC Operations Budget including a budget of allprojects planned for the incumbent term during July NEB.

3.2.3.

That the LC Operations budget be approved and signed by the LCEB prior to submission duringJuly NEB.

3.2.4. That the outgoing LCVPFs and MCVPF be required to submit a report on actual expendituresand closing balance of the outgoing officers and to furnish a copy to the incoming LCVPF tofacilitate the preparation of the budget for the coming Administrative year.

3.3. DEBT RECOVERY

3.3.1. That the MCVPF and the LCVPFs agree upon the FINANCIAL status of the indebted LCs positionto pay.

3.3.2. If the LC cannot pay the amount stated in the official invoice, that a debt recovery plan be

submitted by that LC to the MC fifteen (15) days before amount invoiced is due. This reportshall state:

The reason for non-payment Action taken towards meeting the debt Proposed schedule of future payments

3.3.3. The Local Committee shall have their debt recovery plans signed by the LC VP for Finance orFinance Responsible, and counter-signed by the Local Committee President.

3.3.4. If circumstances show that the LC will not be able to make payment within the periodprescribed, or the LC fails to pay completely, the MCVPF and the LCVPF must discuss thereason for their non-payment and agree on new terms of payment in writing.

3.3.5. That any LC with a debt to the MC will have its Membership status reviewed at July NEB(Finance only) and NatCon.

3.4. REVIEW OF BOOKS

3.4.1. That review of books of the LCs be made by the Finance Subcommittee at the NationalCongress of the fiscal year.

3.4.2. That the MCVPF be authorized to request for a review of the LCs books (i.e. cash flowstatements and supporting documents) every month, to be submitted on the Friday of thesucceeding month.

3.4.3.

That the review of the books of the LC and MC be used as a sanction due to the following:

3.4.3.1. Failure to comply with the mandates regarding the payment of debts.

3.4.3.2. Failure to submit a FINANCIAL statement without justifiable cause in a manner asprescribed.

3.4.3.3. Inadequate FINANCIAL presentations.

In the case of the MC, the MCVPF be automatically mandated to submit complete financialstatements by the next NEB meeting.

3.4.4. That the results of the review be used as a basis for the NEB to give recommendations and/or

SANCTIONS to the LC

3.5. VIOLATIONS AND SANCTIONS


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3.5.1. Sanctions for violations of Finance Regulations for Operations and for Non-submission ofrequirements:

1st offense: Written warning

2nd offense:

Standard payment of PhP 1,000

3rd offense and thereafter: Php 1,000 for every month until the end ofthe term

3.5.2. Administrative Provisions on Debt Recovery Plans (DRP).

3.5.2.1. Surcharges

50% on principal willful neglect to submit a DRP on due dates(without demand)

25% on principal breach of DRP contract (default and delinquency)

3.5.2.2. Interest - in all cases of default and delinquency, at an interest rate per annumagreed upon by the LCVPF responsible and the MCVPF shall be computed on theprincipal starting from the date the principal is due until it is paid.

3.6. FINANCE AUDIT TEAM

3.6.1. That a Finance Audit Team be mandated at July NEB to conduct twice a year audit for the LocalCommittees.

3.6.2. The Financial Audit Team to be composed of the following members:

3.6.2.1. MCVP Finance

3.6.2.2. MC BOA for Finance (External)

3.6.2.3. Internal Auditor

3.6.3. That the Finance Audit Team shall review the following books of each Local Committee for bothaudits:

3.6.3.1. Income Statement

3.6.3.2. Balance Sheet

3.6.3.3. Statement of Cash Flows

3.6.3.4. General Journal

3.6.3.5. General Ledger

3.6.3.6. Bank Reconciliation Statement

3.7. NATIONAL FINANCE POLICIES

3.7.1. All LCs will comply with the LC Finance Policies and Procedures. See legislatedsupporting document D for details.


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4 NATIONAL DECISION MAKING

4.1. STANDING ORDERS

4.1.1. The Standing Orders of AIESEC are the rules and regulations governing physical legislative

meetings.

4.1.2. A legislative meeting is defined as the gathering of the National Executive Board eitherphysically during July NEB Meeting, October NEB Meeting, December NEB Meeting, FebruaryNEB meeting; or virtually between these meetings.

4.1.3. The legislative meeting of NEB shall have all powers for the performance and execution of thepurposes of AIESEC in the Philippines.

4.1.4. Legislative meetings shall validly be held if at least two-thirds of the organisations voting LCsare present or represented by proxy.

4.1.5. Only Voting LCs shall be entitled to vote at legislative meetings. Each Voting LC shall have one

vote.

4.1.6. An LC shall be represented during legislative meetings by the Local Committee President (LCP).In the event that the LCP is unable to attend, the LCP must nominate a suitable candidate asproxy to represent them, and inform the Chair and NEB in writing of the candidate before thelegislative meeting begins. The candidate must be from the same LC.

4.1.7. The decisions of the legislative meetings shall be carried by a simple majority vote of all votingLCs present or represented, except if stated otherwise in the relevant section of the NationalCompendium.

4.1.8. National Legislative Meetings (NLMs) shall be presided over by a Chairperson ratified by theVoting LCs. The Chairperson of the NLM does not need to be the same Chairperson of thelegislative session(s).

4.1.9. AIESEC in the Philippines shall advise LCs of the organisation at least four weeks in advance ofthe date of the National Legislative Meeting.

4.1.10. Standing Orders may be changed at any legislative session provided the changes are approvedby a 2/3 majority.

4.1.11. A copy of legislation dockets shall be sent to the NEB two (2) weeks before the NationalLegislative Meeting.

4.2. CHAIR

4.2.1.

The Chairperson elected by the first plenary session of any National Legislative Meeting shalloccupy the Chair. In his/her absence, the meeting shall elect its own Chairperson.

4.2.2. If the officer ordinarily entitled to serve as Chairperson is affected or interested in any motionso as to render it advisable that he vacates the chair during discussion, the members may voteupon a motion for him/her to vacate the Chair during the discussion. If the motion is carried,the meeting shall elect the temporary Chairperson.

4.2.3. The Chairperson shall be the sole interpreter of the Standing Orders.

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

4.2.5. The Chairperson shall recognize those entities with voting rights during plenary sessions of any

National Legislative Meeting. They are as follows:

4.2.5.1. LCPs of voting member LCs or their duly appointed proxies;


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4.2.5.2. Any appointed MC member carrying the voting right.

4.3. ROLL CALL

4.3.1. In order to avoid confusion during voting, a roll call of entities with voting rights shall be takenat the commencement of all sessions of National Legislative Meetings.

4.3.2. Furthermore, should delegates subsequently join the sessions they shall inform the Chairpersonof their presence and this shall be recorded in the minutes of the meeting.

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

4.4. QUORUM

4.4.1. The following condition must be in order to establish a quorum:

4.4.1.1. Two-thirds (2/3), rounded upward, of all LCs with voting rights must be present.

4.4.1.2. Two-thirds (2/3), rounded upward, of all entities be present.

4.5. VOTING

4.5.1. Proxy voting at National Legislative Meetings shall be permitted provided that such proxyrepresentation shall be in writing in two (2) copies, one to be given to the Congress and one tothe MCP.

4.5.2. In voting, a simple majority of a quorate body shall suffice to pass a motion, unless themeeting so decides otherwise. The casting of votes shall be in the following order: VOTES FOR,AGAINST, ABSTENTIONS.

4.6. MINUTING

4.6.1.

Minutes for National Legislative Meetings must be drafted in a manner that they may easily beread and understood.

4.7. ALLOCATION OF WORKING PAPERS

4.7.1. At the beginning of the working session, working papers shall be allocated to the differentSubcommittees or Working Groups of the Congress.

4.8. REPRESENTATION

4.8.1. Members of the MC shall be at every working session of the legislative parts of the NationalLegislative Meetings.

4.8.2.

Voting LCs, non-voting LCs, as well as prospective LCs shall be heard at every working sessionof the legislative part of National Legislative Meetings.

4.8.3. The Chairperson of the plenary session shall acknowledge only one member of a LocalCommittee delegation at any one time.

4.8.4. A proxy letter must be produced if a proxy is appointed during plenary in the event that theChief Delegate cannot attend.

4.8.5. Observers and guests of legislative parts of the National Legislative Meetings shall only be givenspeaking rights upon the two-thirds (2/3) vote of the plenary.

4.8.6. The LCP may appoint an observer to proxy for a delegate absent during a session.

4.8.7. The LCs have the right to propose or second motions and amendments. The MC shall have theright to propose motions and amendments subject to their being seconded by two LCs. The


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MChas the right to second the motions.

4.9. MOTIONS

4.9.1. No motions or amendments shall be open for discussion until it has been seconded, but the

proponent shall have the right to speak on the motion in order to find a seconder.

4.9.2. Motions that have been approved in Working Groups and Subcommittees shall be circulated inwriting at least twenty-four (24) hours before the matter can be voted upon. When this is notpossible, there must be at least ample opportunity provided for discussion by all delegates.

4.9.3. No matter shall be discussed unless it concerns an approved subject on the agenda, except atthe discretion of the Chair.

4.9.4. A motion shall be open for discussion or amendment after the proposer or seconder has beengiven the opportunity to speak in support of the motion.

4.9.5. No action or amendment, which has been accepted by the Chair, shall be withdrawn without

the consent of the plenary. Neither shall there be any addendum to a motion, once acceptedwithout such consent.

4.9.6. The following forms of legislation shall be allowed in the Compendium:

4.9.6.1. Motions - which remain indefinitely in the Compendium unless amended or deletedby the subsequent legislative meeting

4.9.6.2. One-year Motions - which are binding until the legislative meeting one year afterfrom the one at which the motion was passed

4.9.6.3. Two-year Motions - which are binding until the legislative meeting two years fromthe one at which the motion was passed

4.9.6.4. Mandates - to a recognized body of the association binding for a specified period oftime

4.9.6.5. Recommendations - which are not binding but reflect the general opinion of thelegislative meeting, which should be contained in a separate motion to be annexedto the Compendium.

4.10. AMENDMENTS

4.10.1. No amendment shall be moved which, by the Chairpersons ruling, rescinds, negates, ordestroys the original motion.

4.10.2.

No other amendment shall be moved until the first amendment has been disposed of, butnotice of further amendments may be given.

4.10.3. If an amendment is rejected, other amendments may be moved on the original motion. If anamendment were carried, the motion as amended shall become the motion, and shall be thequestion to which any further discussions may be moved, or upon which the final vote is taken.

4.10.4. The proponent of the action, not an amendment, shall have the right to reply directly beforethe vote is taken.

4.11. ORDER OF PRECEDENCE

4.11.1. The Chairperson shall allow the following procedural motions to be put when there is already a

proposition on the table, in the following order of precedence:

4.11.1.1. That the motion now be put;


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4.11.1.2. A motion to postpone or adjourn the matter to a later specified meeting;

4.11.1.3. Next business

4.11.1.4. A motion to refer the matter to a committee or subcommittee for investigationof reports

4.11.1.5. A motion to limit debate to a certain specified time period

4.11.1.6. The matter lies on the table

4.11.1.7. A motion of no confidence in the Chair

4.11.1.8. A motion to adjourn the meeting to a later specified time

Motions provided for by clauses 4.11.1.1, 4.11.1.2, 4.11.1.6, and 4.11.1.7 mustreceive a majority of two-thirds (2/3), rounded upwards, of the votes cast, thatis, excluding abstentions

4.11.2.

If the motion that the motion now be put has been seconded, no further discussion of theoriginal question shall be allowed, but a member may give notice of his desire to speak furtheron the original question. If the motion is carried, only the proponent of the original questionunder discussion shall be allowed to speak before the original question is put to a vote.

4.11.3. If the motion to limit the debate to a certain specified period of time is carried, theChairperson shall draw up a list of those wishing their first speech on the subject and alloweach one an equal proportion of specified period. The proponent shall be allowed five (5)minutes to sum up before the original motion is put to vote.

4.11.4. Should any procedural motion under Section 29 be repeated, twenty (20) minutes shall elapsebefore such a motion may be proposed again, unless the Chair is of the opinion that thecircumstances have materially altered in the meantime.

4.12. POINTS OF ORDER AND INFORMATION

4.12.1. In addition to the discussion on a motion, the Chairperson shall allow the following points fororder of precedence:

4.12.1.1. Point of order

4.12.1.2. Point of personal explanation

4.12.1.3. Point of information to somebody

4.12.1.4. Point of information from somebody

4.12.2. A point of order must be heard at all times and the Chairperson shall give his/her ruling beforethe motion is discussed. Points of order shall deal with conduct of procedure of debate. Themember rising to put the point of order shall prove one or more of the following:

4.12.2.1. That the speaker is travelling outside the scope of the motion under discussion

4.12.2.2. That he/she is infringing upon the Constitution or a Standing Order

4.12.2.3. That he/she is causing the disturbance to the meeting

4.12.3. A speaker shall direct his/her speech strictly to the motion or amendment under discussion. Ifno definite motion or amendment is proposed before the meeting, the speaker shall directhis/her speech strictly to the point on the agenda under discussion.

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


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4.12.5. Nomember shall be allowed to speak more than once on a motion, as long as a member who hasnot spoken on the motion desires the floor. No member shall speak for longer than ten (10)minutes at one time without the permission of the meeting.

4.12.6. If requested by one-third (1/3) of the voting members present, a decision on any motion,

amendment, or mandate shall be taken either by consecutive roll call or by ballot.

4.12.7. Any or all Standing Orders may, in case of urgency or after notice duly given by theChairperson, be suspended or charged during National Legislative Meetings with theconcurrence of two-thirds (2/3) of the NEB.


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5

GOVERNANCE & ADVISORY BODIES

5.1. GOVERNANCE AND ACCOUNTABILITY BODIES

5.1.1. There are a number of measures in place for the governance and accountability for the benefit

of AIESEC in the Philippines as a national organisation. These include:

5.1.1.1. The AIESEC Code of Ethics see legislated supporting document G for details

5.1.1.2. The AIESEC in the Philippines Board of Trustees see section 5.2

5.1.1.3. The AIESEC in the Philippines Board of Advisors see section 5.3 and legislatedsupporting document H for details

5.1.1.4. The National Governance Subcommittee see legislated supporting document F fordetails

5.2. BOARD OF TRUSTEES (BOT)

5.2.1. As per requirement of the Philippine Corporation Code (Batas Pambansa Bilang. 68) we willadopt the following minimum voting requirements. Votes less than the minimum will be void.

Election of member of Board of Trustees (BOT) majority vote of voting and non-votingmembers (represented by the LCPs) provided that 3 seats will be reserved for members of theMember Committee (MC) provided further that non-MC members will hold three years officeand MC/BOT members will have one year tenure to be filled by the said voting requirement.

5.2.2. Amendment of Articles of Incorporation/Constitution two-thirds vote of voting and non-votingmembers.

5.2.3.

Ratification of National Contracts

5.2.3.1. Non-ultravires (within the vested powers) two thirds vote of voting and non-votingrights

5.2.3.2. Ultravires (outside the vested powers) all of the members

5.2.4. Delegation to the BOT to amend or repeal By laws/ Compendium two thirds votes of votingand non-voting members

Revocation of right of BOT to amend or repeal By laws majority vote of voting and non-votingmembers.

5.3.

AIESEC IN THE PHILIPPINES BOARD OF ADVISORS (BOA)

5.3.1. Definition

The National Board of Advisors, hereafter shall be referred to as BOA, is an external entity thatguides, mentors, gives advice and provides recommendations to AIESEC in the Philippines tofoster sustainable growth and to ensure that the AIESEC brand remains true to theorganisations vision

5.3.2. Role

5.3.2.1. Ensures that AIESEC in the Philippines remains compliant with The AIESEC Way.

5.3.2.2.

Gives strategic advice based on their assessment of the LCs and MCs performanceand results.


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5.3.2.3. Oversees legal and governance related issues.

5.3.2.4. Gives advice and guides the organisation of entities of AIESEC Philippines.

5.3.2.5. Provides guidance, referrals, and recommendations in order to increase AIESECsnetwork in a sustainable way.

5.3.2.6. Supports and builds networks to generate leads for ER purposes.

5.3.2.7. The National Board of Advisors shall not have any decision-making power, or legaland financial responsibility for the operations of AIESEC Philippines.

5.3.3. For details on the composition, term of service, performance and attendance standardsexpected, procedure for selecting new members, interaction with other governance bodies,interaction with AIESEC in the Philippines, role of the chair and whistle blowing policy, pleasesee legislated supporting document H.

5.4. INTERNAL AUDIT

5.4.1.

Role and Purpose

5.4.1.1. The role of the internal audit for AIESEC in the Philippines is to provide objectiveand continuous assurance of key governance, risk management, and complianceprocesses within the organisation.

5.4.1.2. The higher purpose of Internal Audit for AIESEC in the Philippines is to safeguard theexisting value of the organization and help improve the proposition value of AIESEC.

5.4.1.3. The internal audit activity must evaluate AIESEC in the Philippiness risk exposuresand the adequacy and effectiveness of controls in responding to those risksregarding the:

Effectiveness and efficiency of operations and processes

Safeguarding of assets; and

Compliance with laws, regulations, and contracts

5.5. EXTERNAL AUDIT

5.5.1. AIESEC in the Philippines must have its accounts formally audited annually by a qualified publicauditor.

5.5.2. The external audit must be held after December 31 of each year, and the results released tothe NEB during the National Planning Conference.

5.5.3. A summary must be included in the MCs Year End Report.

5.5.4. The incoming and outgoing MCVP FLA shall participate in the External Audit.


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6 CONFERENCES & MEETINGS

6.1. DEFINITION

6.1.1.

The organisations National Legislative Meetings (NLMs) are July NEB Meeting, October NEBMeeting, December NEB Meeting and February NEB Meeting.

6.2. NATIONAL MEETINGS

6.2.1. The Chair shall show the vote of distribution for all candidates.

6.2.2. The National Meetings Manual serves as the guide for all procedures and policies regardingnational meetings.

6.2.3. The Member Committee will host all National Meetings including National Executive BoardMeetings, Train the Trainers Conference, National Program Summits, National LeadershipDevelopment Conference, National Congresses, National Planning Conference, and National

Leaders Meeting.

6.2.4. The revised compendium shall be released within 4 weeks from the day it was legislated. Whilethe revised compendium is not yet released, the legislation docket must be made available.

6.2.5. National Conference Cycle, including Experiential Leadership Development Conferences,National Congresses, National Planning Conference, and Strategic Conference shall bemanaged and organized by national Organizing Committees selected by the Member CommitteeExecutive Board.

6.2.6. A National Organizing Committee may be comprised of members from different LocalCommittees as per clearance by his/her Local Committee Executive Board. This clearance is

only official when the Member Committee receives an official endorsement letter signed by the

Local Committee Vice President for Talent Management and the functional Local CommitteeVice President of the applicant along with his/her official application requirements to be amember of the National Organizing Committee. They shall be held liable to the organization

under the Member Committee for acts committed during their mandate as Organizing

Committee.

6.2.7. Organizing Committees (OCs) shall be responsible for complying with guidelines andresponsibilities of project management under Projects (Section 7.)

6.2.8. OCs of National Legislative conferences (i.e. StratCon, ELDC, NatCon, and NPC) can only chargethe delegates from member and extension LCs a minimum amount of Php 700 per head perday and a maximum of Php 1,000 per head per day, upon proper implementation of paymentscheme (12.1.15) within a maximum of 8 weeks prior to the conference date.

6.2.9. For all National Conferences, Observers and delegates from Contact LCs will be charged PHP900 per head per day. They will incur a Php 500.00 on site fee if they pay at the first day of thesaid conference.

6.2.10. If the conference is open to international delegates, then the OC will have the freedom todictate the fee for the said delegates, with the approval of the MCVPF.

6.2.11. The Organizing Committee should conduct an ocular visit with a member of the MC or the NST,in order to get approval before finalizing the venue for any conference.

6.2.12. Organizing Committees shall provide the following equipment and materials for the duration ofthe conferences:

Computer (LCD) Projector At least 2 Microphones


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Sound system plugging to laptops At least 2 computers/laptops At least 1 printer with extra cartridges Photocopying machine or services Whiteboard Whiteboard Markers

Regular Markers Flip Charts (i.e. Manila Paper) Crayons Scissors Paper

Other materials the MC may need for the sessions (to be specified before theconference proper)

Internet access within the vicinity of the conference venue A/C Plenary Room 1 Bed per Person

6.2.13. The Organizing Committee should submit a copy of the marketing proposal to the MCVP

responsible for marketing at least three months before the scheduled date.

6.2.14. None of the Local/National meetings shall receive any cash or in kind support or otherwise beinvolved with any company involved in: illegal activities, activities which violate ---human rightsand/or with tobacco companies and arms-related businesses

6.2.15. The Standard Payment Scheme for 4-day conference applicable to all member LCs will be asfollows:

6.2.15.1. First 15 days (2 weeks): 2,800

6.2.16. Penalties:

6.2.16.1. Third to Fourth week: 3,000

6.2.16.2. Fifth to Sixth week: 3,300

6.2.16.3. Seventh to Eighth week: 3,500

6.2.16.4. First day of conference: 4,000

6.2.17. Conferences with more than 4 days shall follow increments calculated as: (Php700-Php1000 perday of conference)/4 legs of payment 2 weeks each.

6.2.18. Registration is defined as a formal expression of intent to join the conference through thedefined registration process by the OC and the payment of the delegates!fee.

6.2.19.

An LC is responsible for the delegation they would send in a national conference. Starting theregistration period, the OC will send a registration list to all the LCPs weekly. It is the LCsresponsibility to follow up their attendance to the conference.

6.2.20. Once registered, cancellation penalties would be as follows:

6.2.20.1. At least 2 weeks before the event: NONE

6.2.20.2. 1-2 weeks or less before the event: 50% of the maximum amount

6.2.20.3. Less than a week before the event / no prior notice: FULL maximum amount

6.2.21. In the event that a delegate fails to pay the LC the said amount, it is the responsibility of homeLC of the delegate to cover the said amount.

6.2.22. All fees should be paid to the OC a week after the conference ends. The LCs failure to pay


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within this period will deem penalties as stipulated by the OC.

6.2.23. The Organizing Committee of National Conferences must submit an internally audited report ofthe books of the hosted national conference during the next scheduled National LegislativeMeeting.

6.2.24. The NEB shall decide based on the internal audit reports whether to discharge the OrganizingCommittee or not. Two-thirds (2/3) quorate NEB shall discharge the Organizing Committee

6.2.25. Participants of a conference are defined as stated below. These classifications will be for theuse of the Organizing Committee and the NEB, as they see fit.

6.2.25.1. Delegates current bona fide members of any Local Committee; still schoolingwhether for a bachelor or masters degree.

6.2.25.2. Trainees current foreign trainees; current applying and existing EPs;

6.2.25.3. Observers alumni; invited externals; people interested in AIESEC with the motive

of joining the organisation

6.2.26. Delegates are required to attend all sessions for the duration of the conference.

6.2.27. Trainees and Observers may be exempted from attending some sessions, provided they havethe permission from the Chair

6.2.28. The sponsoring Committee (LC or MC) is answerable for the conduct and overall participation oftheir Trainees and Observers.

6.2.29. If a participant/s is/are found to display overly disruptive behavior and is found to berepeatedly absent without excuse from the sessions, the following sanctions will apply:

6.2.29.1.

First Offense: Warning given to the sponsoring LCP

6.2.29.2. Second Offense: Sponsoring LC will pay PhP 5,000.00 to AIESEC Philippines beforethe end of the conference proper

6.2.29.3. Third Offense: The participant/s concerned will be forced to leave the conferencepremises immediately

6.2.30. Failure of the LC to pay the PhP 5,000.00 fine during the conference proper is considered acompendium violation.

6.2.31. Local Committees, who are found to have wrongly classified any of their participants, asdefined in 12.1.25, will have to pay the necessary regular fees to the Organizing Committee.

6.3. NATIONAL EXECUTIVE BOARD MEETINGS

6.3.1. The National Executive Board Meetings shall be held every month with the following inattendance:

6.3.1.1. Member Committee Executive Board

6.3.1.2. Local Committee Presidents


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6.3.2. Announcement of non-legislative NEB Meetings shall be announced 2 weeks before

6.3.3. Announcement of legislative NEB Meetings shall be announced 1 month before

6.3.4. The NEB meeting Chair and Secretary of subsequent meetings shall be appointed at the end

of every meeting.

6.3.5. The minutes of each NEB meeting shall be provided to all LCs not later than three (3) daysafter the said meeting.

6.4. GENERAL CONFERENCE MATTERS

6.4.1. All National Conferences may be participated by:

6.4.1.1. MC Team, including NST and National Sub-Committees

6.4.1.2. LCPs and Executive Board of all LCs

6.4.1.3. Members of Full Member LCs, Expansion LCs, and Initiative Groups

6.4.2. That the MC be given rights to set delegate profiles and to screen applicants based on thoseprofiles.

6.4.3. That the LCP and LCVP TM of each be responsible for determining who may be eligible toattend.

6.4.4. That the deadline of submission of the final agenda be a month prior to the conference.

6.4.5. That the MC be responsible for the following:

6.4.5.1. Setting the agenda

6.4.5.2.

Providing facilitators

6.4.5.3. Managing the conference

6.4.6. That the MC delivers a national status report every national conference.

6.4.7. That all national conferences be considered a Legislative Conference.

6.4.8. Local Committee Executive Board members may apply to become facilitators for selectednational conferences.

6.4.9. Conference outputs shall be consolidated and disseminated 7 days after the conference.

6.5. STRATEGIC CONFERENCE

6.5.1. That the STRATEGIC CONFERENCE (StratCon) be held within the month of July for the purposesof:

6.5.1.1. National discharge report of the current Member Committee

6.5.1.2. Introducing the new Member Committee to the national plenary

6.5.1.3. Presenting final national direction and plan to the national plenary

6.5.1.4. Training and educating the leadership teams and members of AIESEC in thePhilippines on the deployment of the entity plan


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6.5.1.5. Equipping the new leadership teams and members of AIESEC in the Philippines withrelevant and updated leadership and management skills for the ongoing Summerpeak and new term

6.5.1.6. Rewarding and recognizing individuals and LCs who have performed exceptionallywell while maintaining good organizational health within the LC at the end of the

term

6.5.2. That StratCon includes day zero (0) as a pre-meeting for legislation fair and legislation properfor all compendium changes that is to be in effect for the new term. The Governance sub-committee may determine when day zero is for legislation fair.

6.5.3. That the StratCon organizing committee subsidizes the delegates(fees of the following

delegates in the corresponding manner:

6.5.3.1. StratCon Chair 100%

6.5.3.2. MC Team (facilitators) 100%

6.5.3.3. NST (facilitators) 50%

6.5.3.4. Additional Facilitators (based on need) 100%

6.5.4. That the MC subsidizes the delegates(fees of the following delegates in the corresponding

manner:

6.5.4.1. MC Team (non-facilitators) 100%

6.5.5. The proposed budget for StratCon shall include variable analysis of paying delegate number: 50,

80, 120, 150 people.

6.6. EXPERIENTIAL LEADERSHIP DEVELOPMENT CONFERENCE (ELDC)

6.6.1. That the ELDC I be held within the months of September or October and ELDC II as Programmesummits be held within the months of January and February for the purposes of:

6.6.1.1. Evaluating the mid-term and final peak strategies and development of AIESEC inthe Philippines

6.6.1.2. Presenting of updated strategies for the upcoming Winter exchange peak and theSummer peak

6.6.1.3. Aligning the entity to strategies presented in preparation for the Winter andSummer peak.

6.6.1.4. Training and education of strategic plan of action for deploymentwithin the LCs

6.6.2. That the MCVP FLA presents an interim financial statement report at the ELDCs and the NEBmay make other documents related to the entity(s health and performance ready upon request

four (4) weeks prior to the ELDCs.

6.6.3. That the ELDC organizing committee subsidizes the delegates(fee of the following delegate in

the corresponding manner:

6.6.3.1. ELDC Chair (based on need) 100%


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6.6.4. That the MC subsidizes the delegates(fee of the following delegates in the corresponding

manner:


6.6.5. The proposed budget for the ELDCs shall include variable analysis of paying delegate number:80, 100, 120, 150 people.

6.7. NATIONAL CONGRESS I

6.7.1. That the National Congress I (NatCon I) be held within the month of December for the purposes

of:

6.7.1.1. Elections for AIESEC in the Philippines (Member Committee President

6.7.1.2. Equipping the current leadership teams, new leaders of the 2nd team experiencecycle, and new members of the entity updated leadership and management skillsfor the Winter peak and for the upcoming final sprint preparation upon everyone(s

return from the holidays

6.7.1.3. Providing mid-evaluation and analysis of the current term to re strategize as anational plenary

6.7.1.4. Presenting to the national plenary the progress report of the Winter peak andaction plan to follow through with the Winter peak. Presenting the national andlocal transition and planning frameworks

6.7.1.5. Training and educating the national plenary for the deployment of the action planpreviously stated

6.7.1.6. Rewarding and recognizing individuals and LCs that have shown exemplary andoutstanding performance while maintaining sustainability and organizational healthwithin the LC at the end of the year

6.7.1.7. Building the next generation of leadership body of AIESEC in the Philippines

6.7.2. That the NatCon I organizing committee subsidizes the delegates(fees of the following


6.7.2.1. NatCon I Chair 100%





manner:


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6.7.4. The proposed budget for NatCon I shall include variable analysis of payingdelegate number: 80,120, 150, 180, 250 people.

6.8. NATIONAL CONGRESS II, III, IV

6.8.1. That the National Congress II, III, IV (Natcon II, III, IV) be held within the months of Januaryand February for the purposes of:

6.8.1.1. Elections for AIESEC in the Philippines ( Member Committee Vice-Presidents

6.8.1.2. Equipping the future leadership body of AIESEC in the Philippines

6.8.2. That the elected MCP has the option to select Member Committee Vice Presidents throughappointment if the Member Committee Executive Board is still incomplete after NatCon II, IIIand IV.

6.8.3. That the NatCon II, III, IV organizing committee subsidizes the delegates(fees of the following


6.8.3.1. Natcon Chair 100%




6.8.4. That the MC subsidizes the delegates(fees of the following delegates in thecorrespondingmanner:


6.8.5. The proposed budget for Natcon II, III, IV shall include variable analysis of paying delegatenumber: 30, 50, 70 people.

6.9. NATIONAL PLANNING CONFERENCE

6.9.1. That the National Planning Conference (NPC) be held within the month of May for the purposesof:

6.9.1.1. Providing evaluation and analysis of the current term in preparation for transitionand planning. Aligning the next term(s national plans with the local plans for next

term

6.9.1.2. Presenting the national and local transition and planning frameworksin preparation for the new term

6.9.1.3. Setting initial national direction for the next term in preparation for transition andplanning

6.9.1.4. Building the next generation of leadership body of AIESEC in the Philippines

6.9.2. That the MCVP FLA presents an audited financial statement report as part of the current MCdischarge report by StratCon.


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6.9.3. That the NPC organizing committee subsidizes the delegates(fees of the following delegates in

the corresponding manner:

6.9.3.1. NPC Chair 100%





manner:


6.9.5. The proposed budget for NPC shall include variable analysis of paying delegate number: 30, 50,80 people.

6.10. INTERNATIONAL CONFERENCES

6.10.1. That a bidding team composed of CCP and a complete set of CCVPs be formed. Members of thisteam are subject to clearance by the Local Committee Executive Board such as stated in Section6.2.6.

6.10.2. That the bidding team be the official CC should the bid be accepted.

6.10.3. That the bidding team present the official bid to the National Executive Board one (1) month

prior to the deadline of submission to the Meetings and Bids Subcommittee. This should includethe following:

6.10.3.1. Human resource capacity for the entire CC

6.10.3.2. Sponsorship raising potentials

6.10.3.3. Proposed venues

6.10.3.4. Budget draft

6.10.3.5. Risk assessment and mitigation

6.10.4. That AIESEC in the Philippines, through the bidding team, may only bid to host an internationalconference if it is given majority vote (2/3) by the National Executive Board.


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7 OTHER OBLIGATIONS

7.1. EXCHANGE

7.1.1.

Exchange opportunities are divided into 2 programmes: Global Community DevelopmentProgramme (GCDP) and Global Internship Programme (GIP). See legislated supportingdocument X for details.

7.1.2. All SUs, IGs, OEs, LCs, and the MC shall comply with the National Exchange Policies as releasedby AIESEC in the Philippines and the National Control Board. See legislated supportingdocument J1 for details.

7.2. TALENT MANAGEMENT

7.2.1. All SUs, IGs, OEs, LCs, and the MC shall comply with the LC Member Education and TrainingGuidelines. See legislated supporting document U for details.

7.3. BUSINESS DEVELOPMENT

7.3.1. All SUs, IGs, OEs, LCs, and the MC will comply with the National Business DevelopmentPrinciples. See legislated supporting document K for details.

7.3.2. All SUs, IGs, OEs, LCs, and the MC will comply with the Partnership Principles. See legislatedsupporting document M for details.

7.4. BRAND MANAGEMENT

7.4.1. Trademark protection

7.4.1.1. For the purpose of this legislation, AIESEC Trademark is defined as the AIESECname and AIESEC logo. AIESEC in the Philippines has the responsibility to monitorthe usage of the AIESEC brand for nationally initiated activities, and ensure itsproper usage. The owner of the Trademark is Stichting AIESEC IP Licensing onbehalf of the Global Plenary.

7.4.1.2. The Member Committee has the right and responsibility to give usage permissionsof the AIESEC trademark to recognized Local Committees (LCs) and OfficialExpansion Units (OEs). The Member Committee has the responsibility to monitorand ensure the proper usage of the trademark in accordance with theCommunications Policy Booklet.

7.4.1.3.

Local Committees have the right and responsibility to give usage permissions of theAIESEC trademark to recognized Specialized Units (SUs) and Initiatives Groups (IGs)they are hosting. The hosting Local Committee has the responsibility to monitor andensure the proper usage of the trademark in accordance with Global and NationalBrand Guidelines, and shall be held accountable for any mistakes on the part of theSU or IG.

7.4.1.4. All recognized entities that have permission to use the AIESEC trademark have theright to grant limited usage permission of the trademark to external entities. Theaforementioned limitation refers to the usage of the AIESEC name and the AIESECshort logo. By granting this permission, local committees have the responsibility toensure that brand protection provisions are met.

7.4.1.5. The Member Committee is required to register the trademark within the Philippinesand transfer the ownership to Stitching AIESEC IP Licensing.The visual guidelines


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are a refreshment of the current logo standards and use of the AIESEC name,together with the use of primary colors, highlights, and typography. (Refer to theAIESEC International Visual Guidelines).

7.4.1.6. The AIESEC logo is the heart of AIESECs identity.

It was designed to create awareness about the association and enhance

recognition. The logo visualizes that AIESEC:

Brings people together

Consists of people that move forward

Is future oriented

Is a dynamic association

It symbolizes that AIESEC is positive force for global development by bringing

people together to develop themselves and their communities.

7.4.2. Marketing and Communications

All SUs, IGs, OEs, LCs, and the MC shall comply with the National Marketing andCommunications Principles. See legislated supporting document N for details.

7.5. INFORMATION MANAGEMENT

7.5.1. All SUs, IGs, OEs, LCs, and the MC shall comply with the National Information ManagementPolicies. See legislated supporting document L for details.


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8 SUPPORTING DOCUMENTS

As referred to in various sections of the National Compendium, there are a number of supporting documents forreference used to support the content of the National Compendium. There are two categories of supportingdocuments:

8.1. LEGISLATED SUPPORTING DOCUMENTS

8.1.1. These are documents which have been legislated by the NEB and were included in theversion of the National Compendium released after July 2013 NEB Meeting.

8.1.2. These documents are:

1) Constitution

a) Qualifications of Officers for the MemberCommittee and Local Committee (O)

b)

Election Procedures

(P)

2) Local Committee Membership

a) Specialised Units Guidelines (A)

3) Finance for the National Organisation

a) LC Finance Policies & Procedures (D)

aiesec philippines national compendium [dec nlm 2015]

Documents