# Recruitment Toolkit

Recruitment is the lifeblood of every Local Committee (LC). Without a steady pipeline of engaged, motivated new members, your LC cannot deliver exchanges, grow leadership capacity, or sustain itself term after term. This toolkit walks you through the four phases of a successful recruitment cycle and gives you the templates, timelines, and tips you need to run it well.

{% hint style="info" %}
Recruitment is not a one-time event — it is a continuous cycle. The best LCs recruit in waves throughout the term, not just at the start of the semester.
{% endhint %}

## The Four Phases of Recruitment

### Phase 1 — Awareness

**Goal:** Make AIESEC visible and attractive to potential members on your campus and in your city.

**Key Activities:**

* **University Fairs & Events:** Book booths at orientation weeks, career fairs, and student organization days. Arrive early, bring branded materials, and have sign-up sheets (digital or physical) ready.
* **Social Media Campaigns:** Run a coordinated campaign across Instagram, Facebook, LinkedIn, and TikTok at least two weeks before your application deadline. Use the national brand assets and localize with your LC name and event details.
* **Class Talks & Guest Lectures:** Arrange five-minute pitches in large lecture halls. Focus on impact stories — real exchange participants (EPs) and alumni from your LC.
* **Referral Programme:** Encourage current members to refer friends. Consider small incentives (e.g., shout-outs, AIESEC merch).
* **Posters & Flyers:** Place physical materials in high-traffic campus locations. Always include a QR code linking to your application form.

**Tips:**

* Start awareness activities at least three weeks before the application deadline.
* Track where each applicant heard about you (add a "How did you find us?" field on your form) so you can invest in the channels that work.
* Coordinate with your Marketing (MKT) team lead to ensure visual consistency.

### Phase 2 — Application

**Goal:** Convert interested students into formal applicants with a smooth, low-friction process.

**Key Activities:**

* **Application Form:** Use a standardized Google Form or Typeform. Include fields for name, email, phone, university, programme of study, motivation (short answer), and availability.
* **Deadline Communication:** Set a clear deadline and communicate it across all channels. Consider an "early bird" deadline for priority interview slots.
* **Confirmation Email:** Send an automatic confirmation when someone submits an application, letting them know next steps and timeline.
* **Reminder Sequence:** Send at least two reminders before the deadline — one at the halfway mark and one 48 hours before closing.

**Tips:**

* Keep the application form short. No more than ten questions. Long forms kill completion rates.
* Make the application mobile-friendly — most students will fill it in on their phones.
* Never ask for a CV at this stage. You are recruiting for motivation and attitude, not professional experience.

### Phase 3 — Selection

**Goal:** Identify candidates who align with AIESEC's values and have the potential to contribute to your LC.

**Key Activities:**

* **Interview Scheduling:** Use a tool like Calendly or Google Calendar appointment slots so applicants can self-schedule.
* **Competency-Based Interviews:** Use the competency framework and scoring rubric outlined in the [Interview Guidelines](/recruitment/interview-guidelines.md).
* **Team Fit Conversations:** If possible, have a short informal chat or group activity so candidates can meet current members.
* **Decision Meeting:** Gather your recruitment team, review scores, discuss edge cases, and make final decisions as a group.
* **Communication:** Notify all applicants of the outcome within one week of their interview. Accepted applicants should receive a welcome pack (see Phase 4). Rejected applicants should receive a respectful, encouraging message.

**Tips:**

* Always have at least two interviewers per candidate to reduce individual bias.
* Use the anti-bias checklist from the Interview Guidelines before every interview round.
* Document your decisions — you may need to revisit them if you open a second wave.

### Phase 4 — Onboarding

**Goal:** Turn accepted applicants into active, confident AIESEC members within their first 30 days.

**Key Activities:**

* **Welcome Message:** Send a personal welcome (not just a mass email) within 24 hours of acceptance.
* **Onboarding Session:** Host a dedicated onboarding event covering AIESEC's mission, your LC structure, tools (Slack, Drive, Expa), and expectations.
* **Buddy Assignment:** Pair every new member with an experienced member who checks in weekly for the first month. See [Onboarding Standards](/recruitment/onboarding-standards.md) for details.
* **First Task:** Give new members a concrete, achievable task within their first week — nothing teaches AIESEC like doing AIESEC.
* **30-Day Check-In:** Schedule a one-on-one with the new member's Team Leader (TL) or Vice President (VP) at the 30-day mark to discuss experience, challenges, and goals.

**Tips:**

* The first two weeks are make-or-break for retention. Front-load engagement.
* Create a "New Member" Slack channel where newcomers can ask questions without feeling they are interrupting.
* Celebrate small wins publicly — a first customer contact, a first social media post, a first event attended.

## Recruitment Calendar Template

| Week      | Phase         | Key Actions                                                  |
| --------- | ------------- | ------------------------------------------------------------ |
| Week 1–3  | Awareness     | Social media launch, poster distribution, class talks        |
| Week 3–4  | Application   | Form opens, reminder emails, campus booths                   |
| Week 5    | Selection     | Interviews, team fit activities, decision meeting            |
| Week 5–6  | Communication | Acceptance/rejection messages sent                           |
| Week 6–10 | Onboarding    | Welcome session, buddy pairing, first tasks, 30-day check-in |

{% hint style="info" %}
Adjust this timeline to your university's academic calendar. If your semester starts in September, plan to have awareness activities live by the second week of September at the latest.
{% endhint %}

## Templates & Resources

| Resource                  | Description                                                  | Location                                                 |
| ------------------------- | ------------------------------------------------------------ | -------------------------------------------------------- |
| Application Form Template | Pre-built Google Form with recommended fields                | MC Google Drive — `07 — Recruitment/`                    |
| Rejection Email Template  | Respectful, encouraging template for unsuccessful applicants | MC Google Drive — `07 — Recruitment/`                    |
| Acceptance Email Template | Welcome message with next steps and links                    | MC Google Drive — `07 — Recruitment/`                    |
| Recruitment Tracker       | Spreadsheet to track applicants through all four phases      | MC Google Drive — `07 — Recruitment/`                    |
| Social Media Asset Pack   | Canva templates for recruitment campaign posts               | MC Google Drive — `10 — Resources & Tools/Brand Assets/` |

{% hint style="warning" %}
Template links are maintained on the MC Google Drive. If a link is broken or a template is outdated, contact your MC Talent Management (TM) Manager.
{% endhint %}

## Common Pitfalls

1. **Starting too late.** If your awareness campaign launches the same week applications open, you will not build enough momentum.
2. **Over-selecting.** It is better to onboard ten motivated people and lose two than to accept only four "perfect" candidates. Volume matters in early-stage LCs.
3. **Ghosting rejected applicants.** Every applicant is a potential future member, exchange participant, or ambassador. Treat them with respect.
4. **Skipping onboarding.** Accepting someone and then leaving them to figure things out on their own is the fastest path to losing them.
5. **Not tracking data.** If you do not know how many people applied, where they came from, and how many stayed past 30 days, you cannot improve next time.

*Last updated: April 2026 · Maintained by: MC Talent Management Manager*


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