AIESEC in HONG KONG

Organizational External Relations Principles

and Implementation Guidelines
Recommended readers: Local Committee Presidents, Vice-Presidents (External Relations) External Relations
Managers, Incoming Exchange Managers (Marketing and Sales), Business Development Manager and VicePresidents (Finance)/ Finance Controllers of AIESEC in HONG KONG.

Executive Summary:
AIESEC in HONG KONG1 (including AIESEC in HONG KONG Member Committee
and Local Committees) is currently raising internships and generating revenue by
getting support from external entities2.
In order to enhance the efficiency of AIESEC in HONG KONG in getting external
support, a minimum set of principles should be agreed and followed by AIESEC in
HONG KONG Member Committee and all Local Committees. The aim of this paper is
to educate the organization on managing external individuals/entities, in order to
enhance consistent and professional image of AIESEC in HONG KONG.

Principles and guidelines

In this paper, AIESEC in HONG KONG is defining the principles and is developing
implementation guidelines for governing all entities of AIESEC in HONG KONG in general
External relations / Fund raising strategies in the organization.
Principles: Identify what AIESEC in HONG KONG is requested or restricted to do,
according to The AIESEC Way, Organizations strategy and Brand of AIESEC.
Guidelines: These are based on principles, which are more direct to the operation of
AIESEC in HONG KONG.

AIESEC in HONG KONG refers to all entities of AIESEC in Hong Kong, including both Member Committee
and all Local Committees.
2
External entities refer to profit-making organizations, government, funding committee, and non government
organizations.
1

AIESEC in HONG KONG

www.aiesec.hk | E-mail: info@aiesec.hk | Fax: +852 3103 5311 | Addr: GPO Box No.656, Central, HK
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General Premises for Principles

(These are premises based on The AIESEC Way, and all AIESEC in HONG KONG entities
must consider these premises before making any decision related to partnership development
with external organizations)

i.

What is AIESEC: An international, non-political, non-profit, student-run,

independent, educational foundation. It is comprised of students and recent
graduates of institutions of higher education. AIESEC does not discriminate on the
basis of race, colors, sex, sexual orientation, creed, religion, national or ethnic
origin.

ii.

The Way We Do it: AIESEC provides its members with an integrated development
experience comprised of leadership opportunities, international internships and
participation in a global learning environment.

iii.

AIESEC facilitates internship exchanges with all organizations that provide a

positive experience for the interns, except those engaged in illegal activities and
those that give a negative external view in the market.

iv.

AIESEC in HONG KONG Member Committee will have independent discussions

or negotiations with Local Committees, which are selling similar products to that of
Member Committee. It can enhance the unique selling points of these products
can be aligned with AIESEC branding.

v.

Local Committees should introduce AIESEC in HONG KONG Member Committee

to their current partners when they see an opportunity for a national partnership 3
or when the organization is looking at accessing national benefits.

vi.

If a Local Committee sells a national partnership (partnership which requires

delivery of national benefits), then the premium generated out of it should go to
Member Committee so that it can be invested in the national network.
;

vii.

Local Committees will be recognized for their efforts in assisting AIESEC in HONG
KONG Member Committee in developing / delivering the national partnership, the
recognition will be decided on a case-by-case basis. But there will be no revenue
sharing with local committees simply because Member Committee signs national
partnerships with the organizations.

viii.

All the Global Partners, in any form of partnership, shall be directly under the
management of Member Committee of AIESEC in HONG KONG in case of any
communication and potential cooperation and thus no Local Committee shall
approach any Global Partners without agreement with Member Committee.

National partnership refers to partnership with AIESEC in HONG KONG Member Committee, with the
benefits to AIESEC in HONG KONG as a whole.
3

AIESEC in HONG KONG

www.aiesec.hk | E-mail: info@aiesec.hk | Fax: +852 3103 5311 | Addr: GPO Box No.656, Central, HK
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Organizational External Relations Principles

Partnership Principles
1. AIESEC in HONG KONG shall not partner with organizations that directly promote war
or violence.
2. AIESEC in HONG KONG shall not partner with organizations that discriminate on the
basis of race, color, sex, sexual orientation, creed, religion, national or ethnic origin.
3. Partnership relationship should not affect the ability of AIESEC in HONG KONG to act
independently4.
4. No partnership should commit AIESEC in HONG KONG to a direct political agenda 5.
5. AIESEC in HONG KONG seeks to partner with those organizations which can assist
in developing characteristics in individuals that are critical in creating change agents.
6. AIESEC in HONG KONG shall not partner with organizations that affect its image
negatively in the external environment. 6
Operational Principles
1. Every AIESEC in HONG KONG entity should set a maximum level of reserve it
wants to keep from external sponsorship. Any amount beyond that should be
invested back into AIESEC at the entities discretion.
Explanation: This principle was put in place, so that no AIESEC entity is striving to raise money
just for the sake of raising money. Instead, the revenue generated is fruitfully invested back into
AIESEC, and the nature of AIESEC as a non-profit making organization will not be violated.

2. No AIESEC in HONG KONG entity can enter into an partnership which requires
AIESEC to change its basics (The AIESEC Way and organizational directions)
Explanation: Self-explanatory

3. No AIESEC in HONG KONG entity shall enter into a contractual agreement on

behalf of another AIESEC entity without seeking consensus from the concerned
AIESEC entity.
Explanation: Self-explanatory

Independent: the ability to make our own decisions based on our nature and identity
Political agenda has been defined as supporting a political agenda in a country, e.g. being involved in party
politics etc.
6
For example companies engaged in the manufacture of tobacco and arms.
4
5

AIESEC in HONG KONG

www.aiesec.hk | E-mail: info@aiesec.hk | Fax: +852 3103 5311 | Addr: GPO Box No.656, Central, HK
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4. Any AIESEC in HONG KONG entity wants to contact an external

organization/individual, should make sure the organization is not being contacted
by other AIESEC in HONG KONG entities.
Explanation: This principle was put in place, so that to enhance consistent and professional image
of AIESEC in HONG KONG.

5. There should be always one contact person from AIESEC in HONG KONG for
coordinating the relationship with any organization.
Explanation: This principle is to enhance effective communications within AIESEC in HONG
KONG, and with any organization.

6. Every AIESEC in HONG KONG entity should keep a record of every meeting with
any organization/individual.
Explanation: This principle is to ensure the sustainability of knowledge within AIESEC in HONG
KONG.

7. Priority is always given to national partnership, rather than local partnership, when
the organization is seeking for a national partnership.
Explanation: This principle was put in place, so that the benefits to AIESEC in HONG KONG can
be maximized.

8. Every contract concluded by an AIESEC in HONG KONG entity should not leave
any other AIESEC entity in a worse off position.
Explanation: This principle was put in place, so that there is no partnership will negatively affect
(financially) other AIESEC entities.

9. Any information concerning partnership / potential partnership shall be accessible

to all AIESEC in HONG KONG entities (except for legal or confidential
requirements).
Explanation: Self-explanatory

10. All AIESEC in HONG KONG entities shall deliver their required partnerships as per
agreement with the organization, unless determined by the organization
Explanation: This principle addresses the concern related to the accountability of AIESEC in
HONG KONG entities.

AIESEC in HONG KONG

www.aiesec.hk | E-mail: info@aiesec.hk | Fax: +852 3103 5311 | Addr: GPO Box No.656, Central, HK
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Implementation Guidelines for the Operational Principles

There are no implementation guidelines for Principles numbered 2, 3 and 9, since they are either
self-explanatory / clear.

1. Every AIESEC in HONG KONG entity should set the maximum level of reserve it
wants to keep from external sponsorship. Anything beyond that should be
invested back into AIESEC at the entities discretion.
1.1

All AIESEC entities should determine the maximum level of reserve which
they got from external individuals / organizations.
1.2
The level of reserve should be discussed and adopted in the Finance
Standing Committee.
4. Any AIESEC in HONG KONG entity wants to contact an external organization,
should make sure the organization is not being contacted by other AIESEC in
HONG KONG entities.
Before approaching any external organizations/individual
4.1 All AIESEC entities should check the online system 7 of AIESEC in HONG
KONG for the organizations they are going to approach.
For example, AIESEC-LC-CUHK is considering approaching Company X. If
Company X is listed in the online system under other AIESEC entities, AIESECLC-CUHK cannot approach Company X. If Company X is not in the list, AIESECLC-CUHK can submit the information of Company X to the online system.
Unless permission8 from AIESEC in HONG KONG Member Committee is
received, AIESEC-LC-CUHK cannot approach company X.
Guidelines to get permission for the first approach to any external organization
4.2 AIESEC in HONG KONG Member Committee has a maximum of 5 working
days to respond the requested entry to the online system made by any AIESEC
in HONG KONG entities.
4.3

Permission for approaching company X will be given to the AIESEC entity

which submits the information of company X prior to another one.

4.4

The information of company X submitted by any AIESEC in HONG KONG

entity to the online system, must include a contact person from company X with
his / her name, title in the organization and the personal e-mail.

4.5

The information of ALL Advisors/Key Supporters submitted by any AIESEC in

HONG KONG entity to the online system, must include the name of the

The Online system aims to create a real-time partnership management service for AIESEC in HONG KONG.
It is administrated by AIESEC in HONG KONG Member Committee, which is the Customer Relationship
Management System or any system authorized by AIESEC in HONG KONG Member Committee.
8
AIESEC in HONG KONG Member Committee will give the permission based on whether the organization is
being approached by other AIESEC entities.
7

AIESEC in HONG KONG

www.aiesec.hk | E-mail: info@aiesec.hk | Fax: +852 3103 5311 | Addr: GPO Box No.656, Central, HK
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company/organization he/she holds official title at, his/her name, title in the
organization and the personal email/ other contact information.
4.6

If AIESEC in HONG KONG Member Committee does not respond to the

requested entity for 5 working days, the requesting entity can give a call to other
AIESEC in HONG KONG entities for enquiries.

4.7

Any AIESEC in HONG KONG entity has a maximum of 5 working days to

respond to the request made by another AIESEC entity with regard to
approaching company X. If the request does not receive a response in the
defined time, then that AIESEC entity is free to approach company X.

Guidelines to keep the permission valid for approaching any external

organization/individual
4.8 If there is no e-mail / phone call made to the organization by any AIESEC in
HONG KONG entity within 30 days from receiving the permission, then that
organization should be released for any AIESEC entity to approach.
4.9

If there is no response received from the organization by any AIESEC in HONG

KONG entity within 30 days upon first contact made, then that organization
should be released for any AIESEC entity to approach.

4.10 If there is no partnership9 developed by any AIESEC in HONG KONG entity

with the organization within 90 days from being a successful contact, then
that organization should be released for any AIESEC entity to approach.
Permission from AIESEC in HONG KONG Member Committee is needed for any
AIESEC in HONG KONG entity to re-approach to that organization.
4.11 Once a partnership is developed by any AIESEC in HONG KONG entity with an
organization, the organization will be not released for other AIESEC in HONG
KONG entities to approach.
Guidelines for approaching the same external organization/individual with different
purpose10
4.12 For example, AIESEC-LC-CUHK wants to approach department A of Company
X for financial support, where department B of Company X is offering
traineeships to AIESEC-LC-HKBU. AIESEC-LC-CUHK can only go on unless
getting consensus from AIESEC-LC-HKBU and department B of Company X,
and AIESEC-LC-CUHK must give a notification to department A of Company X
as well. It works the same with the advisor and supporter of all AIESEC in HONG
KONG entities
5. There should be always one contact person from AIESEC in HONG KONG for
coordinating the relationship with any organization.
The content of the partnership is not confined, it can be exchange partnership, sponsorship, providing trainings
or seminars.
10
It does not include difference in number of traineeship raised or difference in financial support.
9

AIESEC in HONG KONG

www.aiesec.hk | E-mail: info@aiesec.hk | Fax: +852 3103 5311 | Addr: GPO Box No.656, Central, HK
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5.1 All AIESEC in HONG KONG entities should follow this principle, unless the
AIESEC representative has referred another AIESEC representative to the
organization.
6. Every AIESEC in HONG KONG entity should keep a record of every meeting with
any organization/individual
6.1

All AIESEC entities should fill in and upload the record of every meeting to the
online system mentioned in Principle 4.1 within 5 working days.

7. Priority is always given to national partnership, rather than local partnership,

when the organization is seeking for a national partnership.
7.1 For example, if any AIESEC in HONG KONG entity is contacted by Company X for
a national / global partnership, where Company X is a current partner of
AIESEC-LC-CUHK. AIESEC in HONG KONG Member Committee has the right
to discuss with Company X for national / global partnership with informing
AIESEC-LC-CUHK.
7.2 The ideal situation is Member Committee and Local Committee approach a
company with one AIESEC face, and let the company to decide whether they
want to partner with Member Committee and seek national benefits; or with
Local Committee and seek local benefits; or with both to seek both national and
local benefits.
7.3 This principle is applied only when the organization is seeking for national
partnership. In case AIESEC in HONG KONG Member Committee is seeking for
national partnership with any organization, a discussion is needed between
Member Committee and the concerned local committee, and the discussion
should be based on Principle 8. Consensus is needed from the local committee
before any action taken by Member Committee.
8. A contract concluded by an AIESEC in HONG KONG entity should not leave any
other AIESEC entity in a worse position.
8.1 For example: AIESEC in HONG KONG Member Committee approaches a current
partner of AIESEC-LC-CUHK with the consensus of AIESEC-LC-CUHK.
If national partnership is developed, which leads to AIESEC-LC-CUHK loosing
the sponsorship, then AIESEC in HONG KONG Member Committee should
compensate the monetary loss for a maximum period of 2 years.
8.2 If National Exchange Partnership is developed, then an independent
compensation package will be explored, where the compensation package
should not include putting the traineeships raised under the account of AIESECLC-CUHK.
10. All AIESEC in HONG KONG entities shall deliver their required partnerships as
per agreement with the organization, unless determined by the organization
AIESEC in HONG KONG
www.aiesec.hk | E-mail: info@aiesec.hk | Fax: +852 3103 5311 | Addr: GPO Box No.656, Central, HK
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10.1 All partnerships between any AIESEC entity and organization will only be
recognized with a signed agreement/ contract by both parties.
10. 2 All AIESEC entities should prepare a partnership report, which should include all
items stated in the contract / agreement, when the partnership is renewed /
terminated.
10.2 The partnership report should be sent to the organization, as well as AIESEC in
HONG KONG Member Committee.
Remarks:
1. The Organizational External Relations Principles and Guidelines are set up for the
external relationship management of the organization, i.e. the way AIESEC should
contact with external organizations.
These are principles applied to AIESEC in HONG KONG as an organization, but not the
action guidelines for External Relations Officers only.
2. All principles and guidelines are set up for enhancing the consistent and
professional image of AIESEC in HONG KONG. There is no reason for penalizing those
AIESEC in HONG KONG entities which violates the principles and guidelines.
3. Any AIESEC in HONG KONG entity which violates the principles and guidelines,
should take up the responsibility for any negative consequence made.
4. In case of any conflict or depute between AIESEC in HONG KONG entities related to
external contact, the decision of AIESEC in HONG KONG Member Committee shall be
final. The decision made will be based on all principles and guidelines mentioned.
5. Any controversial issues emerging as a result of non-compliance with these
principles and implementation guidelines, then a solution will be seeked for mutually
between the concerned AIESEC entities. But, if there is no agreement, then the
solution will be proposed by the national plenary on the basis of all members in
Extension and Consolidation Committee.

AIESEC in HONG KONG

www.aiesec.hk | E-mail: info@aiesec.hk | Fax: +852 3103 5311 | Addr: GPO Box No.656, Central, HK
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