# Onboarding Standards Onboarding is where recruitment either pays off or falls apart. A new member who feels welcomed, informed, and purposeful in their first 30 days is far more likely to stay, contribute, and eventually lead. This page defines the national baseline that every Local Committee (LC) in AIESEC in Denmark must meet, plus practical tools — the buddy system, a first General Body Meeting (GBM) agenda, and a 30-day check-in framework. {% hint style="info" %} Onboarding is not a single event — it is a process that spans the new member's first four weeks. Think of it as a bridge between recruitment and full membership. {% endhint %} ## National Onboarding Baseline Every LC must deliver the following minimum onboarding experience for new members. These standards ensure consistency across Denmark while leaving room for LCs to add their own local flavour. ### Mandatory Elements | Element | Deadline | Responsible | | ----------------------------------------------------- | ----------------------------- | ------------------- | | Welcome message (personal, not mass) | Within 24 hours of acceptance | Recruiter or TL | | Access to LC Slack workspace | Within 48 hours of acceptance | VP TM or LC Admin | | Access to LC Google Drive folder | Within 48 hours of acceptance | VP TM or LC Admin | | Onboarding session or workshop (in-person or virtual) | Within first 7 days | VP TM | | Buddy assigned | Within first 7 days | VP TM | | Expa account created and explained | Within first 14 days | Functional VP or TL | | First functional task assigned | Within first 14 days | TL | | 30-day check-in conversation | Day 28–35 | TL or VP | {% hint style="danger" %} Expa accounts must only be created for members who have been formally accepted and onboarded. Sharing Expa credentials or creating accounts for non-members is a compliance violation. {% endhint %} ### Onboarding Session Content The onboarding session (minimum 90 minutes) must cover: 1. **AIESEC's Mission & Values** — What we exist for, the Youth Leadership Development Model, and the four leadership qualities (Solution Oriented, World Citizen, Self Aware, Empowering Others). 2. **AIESEC in Denmark Overview** — National structure, MC team, how LCs relate to each other and to the national level. 3. **Your LC** — Local leadership team, functional areas, current goals, meeting schedule. 4. **Products & Programmes** — Brief overview of outgoing Global Volunteer (oGV), outgoing Global Talent (oGT), incoming Global Volunteer (iGV), and incoming Global Talent (iGT) so every member understands what AIESEC actually delivers. 5. **Tools Introduction** — Slack, Google Drive, Expa (demo), and any other tools your LC uses (e.g., HubSpot, Canva). 6. **Expectations & Commitment** — Weekly time commitment, meeting attendance, communication norms, and what happens if a member goes inactive. 7. **Questions & Social Time** — Leave at least 15 minutes for questions and informal conversation. ## The Buddy System Every new member is paired with a "buddy" — an experienced member (minimum one term of active membership) who serves as their go-to person for questions, encouragement, and practical help. ### Buddy Responsibilities * **Weekly check-in** (15–20 minutes, in person or virtual) for the first four weeks * Answer day-to-day questions that do not need to go to a TL or VP * Help the new member navigate tools (Slack channels, Drive folders, Expa) * Introduce the new member to other team members * Flag any concerns about the new member's engagement to the VP Talent Management (TM) ### Buddy Selection Criteria * Has been an active AIESEC member for at least one term * Is not the new member's direct Team Leader (to provide a separate support channel) * Is willing and has capacity — do not assign buddies who are already overloaded ### Buddy Matching Tips * Match by function when possible (e.g., a new Marketing member gets a buddy from Marketing or a closely related function) * Consider personality and communication style — an introverted new member may do better with a calm, patient buddy than with the most energetic person on the team * Let buddies and new members know each other's names and contact details before the first GBM {% hint style="info" %} Some LCs run a "Buddy Kick-off" event — a casual coffee or lunch where all buddy pairs meet at the same time. This normalizes the relationship and makes the first conversation easier. {% endhint %} ## First GBM Agenda The first General Body Meeting (GBM) after a recruitment wave sets the tone for the entire term. Here is a recommended agenda. ### Agenda — First GBM (90 minutes) | Time | Item | Format | Lead | | --------- | ------------------------ | ------------------------------------------------------------------------------------------------------- | -------------------- | | 0–5 min | Welcome & Energizer | Icebreaker game — mix new and returning members | VP TM | | 5–15 min | LCP Address | Term vision, goals, what makes this term special | LCP | | 15–25 min | Team Introductions | Each functional team (3 minutes each) shares who they are, what they do, and one fun fact | VPs | | 25–35 min | New Member Introductions | Each new member shares their name, study programme, and one thing they are excited about | Facilitated by VP TM | | 35–50 min | Functional Deep-Dive | New members rotate through "stations" (one per function) to learn more and ask questions | TLs / VPs | | 50–60 min | Buddy Reveal | Announce buddy pairs and give five minutes for pairs to exchange contacts and plan their first check-in | VP TM | | 60–75 min | Logistics & Tools | Meeting schedule, Slack etiquette, Drive access, key dates for the term | VP TM or LC Admin | | 75–85 min | Q\&A | Open floor | LCP | | 85–90 min | Group Photo & Social | Take a team photo (for social media and internal archives), transition to informal socializing | MKT Lead | {% hint style="info" %} If your LC has more than 15 new members, consider running the "Functional Deep-Dive" as a separate event to keep the GBM under 90 minutes. {% endhint %} ## 30-Day Check-In The 30-day check-in is a structured one-on-one conversation between the new member and their Team Leader (or VP, in smaller LCs). Its purpose is to assess how onboarding went, surface any issues early, and set goals for the rest of the term. ### Check-In Framework (20–30 minutes) **Part 1 — Reflection (10 minutes)** Ask the new member: * How has your first month in AIESEC been? What has stood out? * What has been the most useful or enjoyable part so far? * Is there anything that has been confusing, frustrating, or disappointing? * How has the buddy system been working for you? **Part 2 — Engagement Assessment (5 minutes)** The TL silently evaluates (and then discusses openly): * Has the member attended meetings regularly? * Have they completed their first assigned tasks? * Are they active on Slack and responsive to communication? * Do they seem motivated and connected to the team? **Part 3 — Goal Setting (10 minutes)** Together, set two to three goals for the next 60 days: * One functional goal (e.g., "Contact five potential exchange participants", "Create two social media posts") * One development goal (e.g., "Attend a national conference", "Lead a small team project") * One optional personal goal (e.g., "Improve public speaking by presenting at a GBM") **Part 4 — Follow-Up (5 minutes)** * Agree on when the next check-in will be (recommended: every 4–6 weeks after this) * Ask if there is anything the member needs from you or the LC to succeed * Thank them for their time and commitment ### What to Do with Check-In Results * **Engaged, on track:** Celebrate and keep going. Consider giving them more responsibility. * **Engaged but struggling:** Identify the blocker (time, tools, understanding) and address it. Consider a buddy swap if the relationship is not working. * **Disengaged or at risk:** Have an honest conversation about expectations. If the member wants to continue, create a concrete re-engagement plan. If they want to leave, make it a positive exit (see [Exit Survey](/surveys/exit-survey.md)). {% hint style="warning" %} The 30-day check-in is mandatory for all new members across all LCs. VP TM should track completion rates and follow up with TLs who have not conducted check-ins. {% endhint %} ## Onboarding Checklist (Summary) Use this checklist to track each new member's onboarding progress: * [ ] Welcome message sent (within 24 hours) * [ ] Slack access granted (within 48 hours) * [ ] Google Drive access granted (within 48 hours) * [ ] Onboarding session attended (within 7 days) * [ ] Buddy assigned and introduced (within 7 days) * [ ] Expa account created (within 14 days) * [ ] First functional task assigned (within 14 days) * [ ] First GBM attended * [ ] 30-day check-in completed (day 28–35) * [ ] Goals set for the next 60 days *Last updated: April 2026 · Maintained by: MC Talent Management 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/recruitment/onboarding-standards.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.