# iCX — Incoming Exchange {% hint style="info" %} **Responsible MCVP:** *Pending MC TM Manager input* · Contact: <_pending_@aiesec.dk> {% endhint %} ## Incoming Exchange (iCX) Incoming Exchange (iCX) is the function that brings the world to Denmark. As an iCX team member, you are responsible for raising Traineeships (TNs) with local partner organizations, matching incoming Exchange Participants (EPs) to those opportunities, and ensuring every international visitor has a safe, meaningful, and well-supported experience while in Denmark. You work at the intersection of business development, event coordination, and cross-cultural hospitality. ### Key Responsibilities * **TN Raising** — Identify and approach companies, NGOs, start-ups, and institutions in Denmark that can host an international trainee. Create compelling Traineeship descriptions on Expa that attract high-quality applicants from AIESEC's global network. * **Partner Management** — Build and maintain relationships with host organizations throughout the exchange cycle. Conduct expectation-setting meetings before the EP arrives, check in during the experience, and collect feedback after it ends. * **EP Matching & Selection** — Review incoming applications on Expa, shortlist candidates based on TN requirements, coordinate interviews between EPs and partners, and process approvals in the system. * **EP Reception & Onboarding** — Organize airport pickups, welcome packages, city orientation sessions, and cultural introduction events. Make the EP's first days in Denmark smooth and welcoming. * **Housing & Logistics** — Secure accommodation for incoming EPs, whether through host families, shared apartments, or partner-provided housing. Coordinate travel cards, SIM cards, and other practical needs. * **Experience Delivery & Compliance** — Monitor the EP's experience throughout their stay, ensure compliance with AIESEC's Global Compliance Standards, and escalate any safety or well-being concerns immediately. * **Data & Reporting** — Maintain the TN tracker, update Expa statuses promptly, and report weekly on pipeline progress to your LCVP and the MC iCX Manager. ### Measures of Success | Metric | Description | Typical Target | | ------------------------ | ---------------------------------------------------------------------------- | ------------------- | | Realized Exchanges | Number of incoming EPs who complete their Traineeship in Denmark | Set per LC per term | | Partner Retention Rate | Percentage of host organizations that agree to host again the following term | Target: 60%+ | | Net Promoter Score (NPS) | Satisfaction rating from both EPs and partners collected post-experience | Target: 8+ average | | TN Fill Rate | Percentage of raised TNs that are matched and realized | Track quarterly | | Time to Match | Average number of days from TN publication to EP acceptance | Lower is better | {% hint style="info" %} National targets are set by the MC iCX Manager at the start of each term. Your LCVP will break these down into LC-level goals during onboarding. {% endhint %} ### Tools & Resources | Tool | Purpose | | ------------------------------------------- | ------------------------------------------------------------------------------------------------------------------------------ | | **Expa** | Manage TNs, EP applications, matching, and exchange statuses. Your primary daily tool. | | **TN Tracker** | A shared spreadsheet (Google Sheets) that tracks all active and pipeline TNs in your LC, including partner details and status. | | **iGTa (incoming Global Talent analytics)** | A reporting dashboard for monitoring iCX performance metrics across AIESEC entities. Used for benchmarking and planning. | **Google Drive Reference:** All iCX templates, partner pitch decks, EP reception checklists, and housing guides are stored in the shared drive under: `04e — oGX & iCX/` This folder is shared between oGX and iCX teams. Look for subfolders specific to incoming exchange materials. {% hint style="info" %} If you need access to the shared drive or any of the tools listed above, contact your LCVP iCX or the MC iCX Manager. {% endhint %} ### Training Materials Below are the key training presentations and guides for this function. For additional materials, browse the full Drive folder. #### International Relations (IR) Management A significant part of iCX work happens behind the scenes through International Relations (IR) management — the ongoing coordination between your LC and AIESEC committees in other countries. When a foreign entity has an Exchange Participant (EP) who is interested in a Traineeship you have raised in Denmark, the IR process is what turns that interest into a confirmed match. This involves reviewing applications on Expa, communicating with the sending entity's iCX or oGX team to clarify EP availability and expectations, coordinating interview scheduling between the EP and your local partner, and processing approvals or rejections promptly so the pipeline keeps moving. Good IR management also means proactive relationship-building. Reach out to high-performing sending entities (countries that consistently send strong candidates for your product type) and establish direct communication channels — a shared WhatsApp group or regular check-in calls can dramatically speed up matching timelines. Track which entities deliver the best candidates and prioritize those relationships each term. When issues arise — visa delays, EP withdrawals, miscommunication about start dates — the strength of your IR relationships determines how quickly they get resolved. The presentation below covers the IR management process in detail, including communication templates and best practices for working with sending entities. {% embed url="" %} {% embed url="" %} {% embed url="" %} {% embed url="" %} {% embed url="" %} {% embed url="" %} {% hint style="info" %} :file\_folder: **Full resource folder:** `04e — oGX & iCX/` in the shared Google Drive {% endhint %} ### How to Get Started 1. **Get your Expa access** — Ask your LCVP to set up your Expa account with iCX role permissions. Familiarize yourself with the TN creation flow and the EP application review process. Try browsing existing TNs from other AIESEC countries to see what good TN descriptions look like. 2. **Review the TN Tracker** — Open the shared TN tracker for your LC and understand the current pipeline: how many TNs are open, how many are in progress, and which partners are active. This gives you an immediate picture of where help is needed. 3. **Shadow a partner meeting** — Join an experienced team member on a call or visit with a host organization. Observe how they pitch the programme, set expectations, and handle questions. This is the fastest way to build confidence for your own outreach. 4. **Prepare your first EP welcome** — If there is an incoming EP arriving soon, volunteer to help with reception logistics (airport pickup, welcome package assembly, orientation session). Hands-on experience with EP hosting makes all other iCX tasks more intuitive. *Last updated: April 2026 · Maintained by: MC iCX Manager* --- # Agent Instructions: Querying This Documentation If you need additional information that is not directly available in this page, you can query the documentation dynamically by asking a question. Perform an HTTP GET request on the current page URL with the `ask` query parameter: ``` GET https://hubby.aiesec.dk/functional-knowledge/icx.md?ask= ``` The question should be specific, self-contained, and written in natural language. The response will contain a direct answer to the question and relevant excerpts and sources from the documentation. Use this mechanism when the answer is not explicitly present in the current page, you need clarification or additional context, or you want to retrieve related documentation sections.