tlp management

Team Leader Programme

Management How to use MyAIESEC.net to manage and

execute the Team Leader Programme

Table of Contents

Please make sure you have the right permissions in MyAIESEC.net before you start. This tutorial is aimed at Presidents and EB’s of national or local committees. Please replace the information with

your respective GN, Country or LC whenever applicable in the examples shown in the tutorial.

1. Becoming part of the Team Leader Programme

2. Managing a Team on the System

3. Managing the Programmes

4. Use of Pages for Team Management

1. Becoming part of the Team

Leader Programme

There are three ways in which a member come join the Team Leader

Programme:

• By choosing to move to the Team Leader Programme then looking for a role

• Looking for an Opportunity then deciding to apply for it

• Getting directly assigned to a role

We will take you through these three ways now.

1. Becoming Part of the Team Leader Programme

Login to MyAIESEC.net, from

the top menu, hover over My

Experience Menu:

-Under the My Programs and

Phases submenu choose the

Take Team Leader

Programme option (second

menu option).

-Or click on the My

Programmes menu landing

page select, Take Leader

Member Link on the page


Option 1. Moving to a programme then looking for a role

On clicking the menu, the user

will be prompted to ensure that

their Personal Information,

Academic Information,

Professional Information,

Backgrounds, Skills and

Languages are up to date.

The user can make this update

by clicking on any specific link.

This will redirect them to the

edit menu and once saved they

will be returned back to My

Programs menu, they then

click ‘Apply’ to continue the

process or ‘Cancel’ to end it




The user is redirected to the Opportunities search section where they can browse for a Team Leader Programme position they would like

to apply for.

They have the option to select:

-Committee (compulsory)

-Position (President, EB or Team Leader)

-Area of Responsibility (not available for President)

-Job Description

-Duration of the Role

in order to search for a desired team member opportunity



If a user finds an opportunity that they are interested in, on viewing it, if they want to

apply, they would need to select it and click on the ‘Apply’ Tab.

If a user doesn’t find something they want to apply for immediately, they will not be

considered to have started the Team Leader Programme and this Programme will be

pending until they successively apply for a role.

Only when a user has been selected for a role i.e. P/EB has approved their

application, will their Team Leader Role be recognised to have begun.



On clicking the ‘Apply’ Tab the

user would be requested to fill

in a survey for the position and

then would be able to submit

this to complete his application

for the role of choice.

The team leader responsible for

this role would then approve or

reject the user for the role.

When Approved, the user would

be automatically assigned to

this role.

When Rejected, the user would

no longer be considered for this

role.


Option 2. Finding an Opportunity then Applying for It


Login to MyAIESEC.net, from

the top menu, hover over

Connect Menu:

-Under the Opportunities

submenu choose the View

Team Leader Opportunities

option (second menu option).



The user is redirected to the

Opportunities search section

where they can browse for a

Team Leader Programme

position they would like to apply

for.

They have the option to select:

-Committee (compulsory

-Position (President, EB or

Team Leader)

-Area of Responsibility

-Job Description

-Duration of the Role

in order to search for the team

member opportunity


If a user finds an opportunity that they are interested in, on viewing it, if they want to

apply, they would need to select it and click on the ‘Apply’ Tab.

If a user doesn’t find something they want to apply for immediately, they will not be

considered to have started the Team Leader Programme and this Programme will be

pending.

Only when a user has been selected for a role i.e. P/EB has approved their

application, will their Team Leader Role be recognised to have begun.




On clicking the

‘Apply’ Tab the

user would be

redirected to the

‘Take Team

Leader Program’

under the My

Experience Menu

to initially update

their profile.



On updating their profile, they

would be redirected back to the

application where they will be

requested to fill in a survey for

the position and then would be

able to submit this to complete

his application for the role of

choice.

The team leader responsible for

this role would then approve or

reject the user for the role.

When Approved, the user would

be automatically assigned to

this role.

When Rejected, the user would

no longer be considered for this

role.


The final way in which you can become a part of the Team Leader Programme is by

being assigned into a role directly.

A user who is a team leader, EB member or President in a committee will be able to

create a role in which they can assign someone through the ‘Role Assignment’ Menu

in the team leader program without having to advertise the opportunity.

When assigned through this way, a team leader needs to approve or reject this role via

the ‘Roles in Teams’ Menu in My AIESEC sub section of My Experience main menu

for the role to counted as begun.

Option 3. Getting directly assigned to a role

2. Managing A Team on the

System


In order for team leaders to be able to manage their teams better, we have a dedicated menu for this.

Through the ‘Manage Team’ menu, you will be able to create teams, manage them and edit their content.

First off in order to manage a

team, there needs to be one

that exists!

Creating a team is simple. In

the Manage Team Menu, click

on ‘Create new team’

Then fill in the details as

needed


Creating a Team


Creating a Team

All teams created need to be approved and rejected by the team leaders before they become official.

Teams created by Team Leaders need to be approved by P/EB

Teams created by EB need to be approved by the President

This is to ensure that the teams created fit the criteria of a team and can be managed by the EB.

This is done through the ‘Approve/Reject Team’ menu. An alert is sent to P/EB for them to be able to know when it is needed to do this.


Approving and Rejecting Teams

Once a team is created, you can

now create roles.

You do not create teams and

roles at the same time.

You can Edit the teams through

the ‘Edit Team’ menu enabling

you to change name, description

and team duration dates.

Users in this program can also be

able to edit the Network Pages

which are the pages of the entity

through the ‘Edit Network’ menu


Editing a Team


The menus ‘Manage Team Experiences’ and ‘Manage Exchange

Experiences’ are used to be able to manage the experiences being lived in the

programmes we offer.

We will go through the sections in these 2 menus in details in the following

sections.


The ‘Manage Team Experiences’

menu is where a team leader, EB or

President can be able to create

roles, edit them and assign

members to roles.

There are two ways in which roles

can be created:

-Creating Roles, promoting them

and then shortlisting members for a

role

OR

-Assigning users directly to a role

through ‘Role Assignment’

Let us see how this happens…

Manage Team Experiences Menu

3. Managing the Programmes Initially, the user would create a role

through the ‘Create Role’ menu

Team Roles can only be created

in teams that exist AND that have

been approved.

Roles can be created for

Presidents, EB, Team Leaders or

Team Members.

Only Presidents and EB members

can create the P/EB roles through

the ‘Entity’ option

Presidents, EB Members, Team

Leaders can create Team Leader

and Team Member roles through

the ‘Team’ Option.

Option 1. Creating, Promoting and Shortlisting Roles


When a role is created, and the

user clicks on ‘Create Role’, then

the role is published in the

Opportunities section based on the

viewing rights set.



Users interested in the role

advertised will then browse for it in

the Opportunities section and when

they find it will have the chance to

apply for it.

This can be done by filling in the

survey created when creating the

role. When a user clicks ‘Apply’

they will be prompted to fill in the

survey.

On submission of this, their

application is complete.


3. Managing the Programmes All applications for the role can be

viewed through the ‘Role Shortlist

Menu’

Here, the EB member or Team

Leader can be able to shortlist

members for a role in an existing

team.

The shortlist process will entail the

leader undergoing a candidate

review process (which would

involve viewing the survey

answers) and then selecting the

people for the roles by selecting

‘Approve’; rejecting people from the

role by selecting ‘Reject’; or

suspending the decision by

selecting ‘Pending’



The user would then receive an

alert that they have been

‘Approved’, ‘Rejected’ or ‘Pending’

for this role.

On approval, the user would be

requested to go to My AIESEC to

Accept or Decline this assignment.

On rejection, the user would not

have to do anything and would be

free to apply to something else.

On pending, the user would have to

wait till a decision has been made

on that specific role and a final

status of ‘Approve’ or ‘Reject’ is

given.


3. Managing the Programmes Aside from creating roles,

promoting and shortlisting, users

can be directly assigned into a role

through the role assignment menu.

This can be used if the leader

knows exactly who this role should

be assigned to and if the promotion

and review occurred offline.

By selecting a specific team, the

user can assign a role within this

team.

P/EB can assign roles to P, EB,

Team Members and Leaders.

Team Leaders can only assign

roles to Team Leaders and Team

Members.

Option 2. Role Assignment


Once assigned, the user who has

been assigned this role need to

approve the role through the ‘My

AIESEC’ menu in the My

Experience section.

Only then would the position be

considered to have begun.

Option 2. Role Assignment


NOTE:

Once a team leader profile has

created a role using ‘Create Role’

menu, and wants to make changes,

they can use the ‘Edit Role’ feature

to change the definition of the role

as long as no users are contained

in the ‘Role Shortlist Menu’ yet.

If so, they cannot make changes to

the existing advertised opportunity

and will only be able to do so

AFTER assigning someone to the

role by using the ‘Modify User

Roles’ menu.

After role assignment, only the

‘Modify User Roles’ can be used to

make changes

Making Changes to Roles


The ‘Manage Exchange

Experiences’ menu is where the

Team Leader, EB or President can

be able to:

-Change the status of a form (this is

only for P and EB)

-Manual match the forms

-Break Matches on a form

Manage Exchange Experiences Menu


In order to change the status on a

form, the user needs to do the

following:

1. Click on Change Form Status

2. Select TN or EP (depending on

the form you want to manage)

3. Search for and select the form

you wish to edit

4. Change the Status and then

click on ‘Update’ to make the

status change permanent

Changing Form Status


Manual Matching will remain

as it is i.e.

1. A leader would select

either the TN or EP Form

2. Then would select the

other form (EP if TN

already selected and TN if

EP already selected)

3. The leader would then

perform the Match of the

forms and confirm this by

pressing ‘Ok’

Manual Matching of Forms

3. Managing the Programmes The leader would also be

able to break matches of the

forms if they are a President

or EB member by:

1. Selecting the TN or EP

that are matched

2. Selecting the Pair to

Break the Match

3. Click on ‘Break Match’ to

perform the action

NOTE: Realisations can only

be broken by AI, and is done

so only when necessary. It

should be reported to the GIP

and GCDP responsibles on

AIESEC International when

necessary.

Breaking Matches on A Form

4. Use of Pages for Team

Management


In order to track your team performance you can be able to use the Pages.

These can be found in the Connect Section under Network sub menu

5. Use of Pages for Team Management Pages can enable you to see:

If the right teams are registered

under your committee.

All approved teams will appear on

your Network Page for the LC or

the MC and should be checked

regularly for consistency with your

reality.

If not, you can be able to end the

roles and the team date to be able

to stop false teams from existing.

REMEMBER: It’s the role of the

EB Members to approve and reject

all teams created. Do not take this

role lightly


Pages can enable you to see:

If the right people are registered

in the right teams.

All approved team members will

appear on their Team Page with

the Title they hold.

If not, they users should check if

they approved their roles in the

teams or not.

REMEMBER: It’s the role of the

team member to approve or reject

their assignment into a team.


Pages can enable you to see:

Your performance in availability and realisation in the programmes.

Availability:

Team Member: If a role is created and not yet filled

Team leader: If a role is created and not yet filled

GIP and GCDP: If a form is on status Available

Realisation:

Team Member: If a role has been assigned and the starting date has begun

Teal Leader: If a role is assigned and the duration has already past 60 days from the

starting date

GIP and GCDP: If the form is on Realised status

Thanks