# Exchange Programme Policies Beyond the AIESEC Exchange Programme Policies (AEPP) and the AIESEC Partner Integration Platform (APIP) — covered in detail on their [dedicated page](/governance/aepp-and-apip.md) — there are additional exchange-specific policies and operational standards that shape how AIESEC in Denmark runs its exchange programmes. This page collects those policies and links to the authoritative sources. {% hint style="danger" %} Exchange programme policies directly affect participant safety, legal compliance, and organisational reputation. Treat them as binding requirements, not as suggestions. {% endhint %} {% hint style="info" %} Exchange programme policy documents are stored in the shared Google Drive under **`06 — Governance/Exchange Programme Policies/`**. Always check this folder for the most current versions. {% endhint %} ## Overview of Exchange Policy Areas | Policy Area | What It Covers | Key Audience | | ---------------------------------------------- | ------------------------------------------------------------------------- | ------------------------------- | | **Participant safety and emergency protocols** | What to do when a participant faces a safety issue abroad or in Denmark | All exchange team members, LCPs | | **Visa and immigration compliance** | Rules for hosting international participants in Denmark | iCX teams, VP F\&L | | **Insurance requirements** | Mandatory insurance coverage for all exchange participants | oGX and iCX teams | | **Fee policies** | Programme fees, payment timelines, refund rules | oGX and iCX teams, VP F\&L | | **Quality standards** | Minimum standards for projects, accommodation, and working conditions | iCX teams, partners | | **Pre-departure and reintegration** | Mandatory preparation for outgoing participants and post-exchange support | oGX teams | | **Early termination and complaint resolution** | Processes for when an exchange ends early or a complaint is filed | All exchange teams, LCPs | ## Participant Safety and Emergency Protocols Participant safety is the non-negotiable priority in every exchange. Every LC must have an emergency protocol that covers: 1. **24/7 contact availability.** Every active exchange participant must have a contact person at their hosting or sending LC who can be reached in an emergency. 2. **Escalation path.** Local emergency → LC emergency contact → MCVP oGX or iCX → AIESEC International emergency line (for cross-border incidents). 3. **Documentation.** Every incident must be documented — what happened, when, what actions were taken, and the outcome. 4. **Post-incident support.** After a safety incident, the participant must receive appropriate support (medical, psychological, logistical) before any administrative process begins. {% hint style="danger" %} If a participant's physical safety is at immediate risk, contact local emergency services first (112 in Denmark and most of Europe). AIESEC processes come second to saving lives. {% endhint %} ## Visa and Immigration Compliance Hosting international participants in Denmark requires compliance with Danish immigration law. Key rules include: * **Work permits and visa types.** Depending on the programme type (GT, GV, GTe) and the participant's nationality, different visa and work permit requirements apply. * **LC responsibility.** The hosting LC is responsible for providing accurate information to participants about visa requirements and, where applicable, supporting the application process. * **Employer obligations.** If the LC or a partner is the legal employer, Danish labour law and tax regulations apply. * **Timeline awareness.** Visa processing can take weeks or months. Start early and build buffer time into the exchange timeline. {% hint style="warning" %} Immigration law is complex and changes frequently. AIESEC in Denmark does not provide legal advice. For specific visa or work permit questions, consult the MC VP F\&L, the Danish Immigration Service (Udl\u00e6ndingestyrelsen), or a qualified legal advisor. {% endhint %} ## Insurance Requirements AEPP mandates that all exchange participants have insurance coverage. Key requirements: * **Minimum coverage areas:** Medical, accident, liability, and repatriation * **Duration:** Coverage must be active for the entire duration of the exchange, including travel days * **Proof:** Participants must provide proof of insurance before departure. The sending or hosting LC verifies this. * **AIESEC insurance products:** AIESEC International offers insurance solutions through global partners. Check with your MCVP for current options. ## Fee Policies Exchange programme fees fund the operations that make exchanges possible — matching, preparation, support, and quality assurance. Key principles: * **Transparency:** Participants must know the total cost before committing. Break down what is included (AIESEC programme fee, insurance, accommodation, etc.) and what is not. * **Payment timelines:** Fees must be collected according to the timeline defined in AEPP. Late payments can delay matching and approvals. * **Refund policy:** AEPP defines the conditions under which fees are partially or fully refundable (e.g., cancellation before matching vs after arrival). * **No hidden charges:** Additional fees beyond what is disclosed at sign-up are not permitted. ## Quality Standards for Incoming Exchanges For iCX programmes, the hosting LC is responsible for ensuring that the participant's experience meets AIESEC's quality standards: ### Project Quality * The project must have a clear job description that matches the opportunity posted on AIESEC's platform * The partner organisation must provide adequate supervision and mentorship * The working conditions must comply with Danish labour standards ### Accommodation * Accommodation must be safe, clean, and clearly communicated to the participant before arrival * If the LC arranges accommodation, the terms (cost, duration, house rules) must be documented ### Participant Support * Every incoming participant must have a designated LC buddy or coordinator * The LC must organise an arrival orientation covering local logistics, emergency contacts, cultural tips, and AIESEC community activities * Regular check-ins (at least bi-weekly) during the exchange to monitor satisfaction and address issues ## Pre-Departure and Reintegration ### Pre-Departure Preparation (Outgoing) AEPP requires every sending LC to provide pre-departure preparation to outgoing participants. This typically includes: * Cultural preparation — what to expect in the host country * Logistical briefing — visa, insurance, packing, travel * Safety briefing — emergency contacts, protocol, health advice * Expectations setting — what the exchange experience is and is not * AIESEC community briefing — how to connect with the hosting LC ### Reintegration (Returning) After the exchange, the sending LC should support the participant's reintegration: * Debrief conversation — how was the experience? What did they learn? * Feedback collection — exchange satisfaction survey * Re-engagement — inviting the participant to share their story, mentor new applicants, or take on a leadership role ## Early Termination and Complaint Resolution ### Early Termination If a participant needs to end their exchange before the scheduled end date: 1. The participant communicates the request to the hosting and sending LCs 2. Both LCs work together to understand the reason (safety concern, personal reasons, partner issue) 3. The decision is documented, including any financial implications (refund eligibility per AEPP) 4. If the early termination is due to a safety or policy violation, escalate to the MCVP and follow the relevant protocol ### Complaint Resolution If a participant, partner, or LC has a complaint: 1. **Informal resolution first.** Many issues can be resolved through direct conversation between the parties involved. 2. **LC-level escalation.** If informal resolution fails, the LCP mediates. 3. **National escalation.** If the LC cannot resolve it, escalate to the MCVP oGX or iCX. 4. **ECB involvement.** For governance violations or unresolved disputes, the ECB may be engaged. 5. **International escalation.** For cross-border disputes or AI-level policy violations, AIESEC International's complaint mechanism applies. ## Official Documents See the official exchange programme policy documents below. ### Exchange Programme Policies (XPP) {% embed url="" %} XPP by IC 2017 Legilsation.pdf {% endembed %} ### Global Safety Management Guideline {% embed url="" %} X\_G Global Safety Management Guideline.pdf {% endembed %} For all appendices (Case Application, Appeal Application, Exceptional Circumstances, EP Acceptance Note) and supporting documents, see the full Google Drive folder: * **Exchange Programme Policies folder:** `06 — Governance/Exchange Programme Policies/` ## Resources * AEPP and APIP — see [AEPP and APIP](/governance/aepp-and-apip.md) * Emergency protocol template — contact MCVP oGX or iCX * Visa guidance — contact MC VP F\&L * Insurance information — contact MCVP oGX *Last updated: April 2026 · Maintained by: MC VP oGX / MC VP iCX* --- # 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. 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