# Templates Library This page is a curated index of the most important templates used across AIESEC in Denmark. Each template is listed with its name, purpose, the function that owns it, and a reference to its location on the MC Google Drive. Use this page as your starting point whenever you need a standardized document. {% hint style="info" %} Templates are living documents — they are updated by their owners as processes evolve. Always check the Drive for the latest version rather than using a downloaded copy from last term. {% endhint %} ## How to Use Templates 1. **Find** the template you need in the tables below. 2. **Open** the template via the Google Drive link (or navigate to the listed Drive folder). 3. **Make a copy** — never edit the original. Go to File > Make a Copy and save it to your own or your LC's folder. 4. **Fill it in** following any instructions within the template. 5. **Share** the completed document with the relevant people (your Team Leader, VP, or MC manager). {% hint style="danger" %} Never edit a master template directly. If you accidentally modify the original, notify the template owner immediately so they can restore it. {% endhint %} {% hint style="info" %} The full collection of templates is available on the shared Google Drive under `10 — Resources & Tools/Templates/`. Browse the folder directly for the complete set of files. {% endhint %} ## National Templates (Embedded) ### AIESEC Brand Theme {% embed url="" %} *MAKE A COPY*AIESEC Brand Theme {% endembed %} ### Lost Receipts Notice {% embed url="" %} \[MAKE a COPY] Lost Receipts Notice {% endembed %} ### National Conference Fund (NCF) {% embed url="" %} \[MAKE a COPY] National Conference Fund (NCF) {% endembed %} ### Reimbursement Sheet {% embed url="" %} \[MAKE a COPY] Reimbursement sheet {% endembed %} ### BoF Application Template {% embed url="" %} \[MAKE a COPY] BoF Application Template {% endembed %} ### LC Quarterly Report Tool {% embed url="" %} \[DOWNLOAD TEMPLATE] LC Quarterly Report tool.xlsx {% endembed %} ### Member Contract {% embed url="" %} Member Contract AIESEC in Denmark.pdf {% endembed %} ### Video Tutorials {% embed url="" %} How to Q-report?.mov {% endembed %} {% embed url="" %} HubSpot after-Invoice Tutorial.mov {% endembed %} ## Functional Area Template Folders Each functional area maintains its own templates folder on the MC Google Drive. Browse these directly for function-specific templates: | Function | Drive Folder | | -------------------- | ----------------------------------------------- | | Finance & Legalities | `04a — Finance & Legalities/Tools & Templates/` | | Talent Management | `04b — Talent Management/Tools & Templates/` | | Business Development | `04c — Business Development/Tools & Templates/` | | Marketing | `04d — Marketing/Tools & Templates/` | | Exchange (oGX/iGX) | `04e — Exchange/Tools & Templates/` | ## Key Templates by Function ### Talent Management (TM) | Template | Purpose | Location | Owner | | ------------------------------- | ------------------------------------------------------------------------------------------------------------------------------------ | ----------------------------- | ------------- | | Onboarding Mastertool | Tracks each new member through the onboarding checklist — welcome message, Slack access, buddy assignment, 30-day check-in, and more | `07 — Recruitment/Templates/` | MC TM Manager | | Personal Development Plan (PDP) | Structured framework for members in leadership roles (TL+) to set development goals, track progress, and reflect on growth | `06 — Leadership/Templates/` | MC TM Manager | | Team Tracker | Spreadsheet for VPs and TLs to monitor team engagement — meeting attendance, task completion, and activity status | `07 — Recruitment/Templates/` | MC TM Manager | | Weekly Tracker | Individual or team-level weekly progress tracker — tasks completed, blockers, and priorities for next week | `07 — Recruitment/Templates/` | MC TM Manager | ### Finance & Legalities | Template | Purpose | Location | Owner | | ------------------- | ---------------------------------------------------------------------------------------------------------------------------------------- | ------------------------------------ | ------------------ | | Budget Template | Standardized annual budget format for LCs, including revenue lines, expense categories, and variance tracking | `05 — Governance/Finance Templates/` | MC Finance Manager | | LC Quarterly Report | Financial reporting template submitted by each LC to the MC at the end of every quarter — income, expenses, bank balance, and commentary | `05 — Governance/Finance Templates/` | MC Finance Manager | | Reimbursement Form | Standard form for member expense reimbursements — includes receipt attachment, purpose, amount, and approval signature | `05 — Governance/Finance Templates/` | MC Finance Manager | ### Strategic Planning | Template | Purpose | Location | Owner | | ------------------------------ | ------------------------------------------------------------------------------------------------------------------------------ | ----------------------------------- | ----------------- | | Strategic Term Plan (STP) Tool | Helps LCs translate the national strategy into a local term plan — goals by function, timelines, KPIs, and resource allocation | `04 — National Strategy/Templates/` | MC President | | LC Goal-Setting Worksheet | Simplified one-page tool for setting quarterly goals with measurable targets and accountability owners | `04 — National Strategy/Templates/` | MC Vice President | ### Exchange (oGX / iGX) | Template | Purpose | Location | Owner | | ------------------------ | ----------------------------------------------------------------------------------------------------------------------------------------- | ----------------------------------------------- | ------------------ | | EP Preparation Checklist | Pre-departure checklist for outgoing Exchange Participants — documents, insurance, cultural preparation, emergency contacts | `03 — Functional Knowledge/oGX Templates/` | MC oGX Manager | | Incoming EP Welcome Pack | Template for the information package sent to incoming EPs before arrival — housing, transport, local contacts, AIESEC orientation details | `03 — Functional Knowledge/iGX Templates/` | MC iGX Manager | | Exchange Tracker | Spreadsheet for tracking all active exchanges (outgoing and incoming) — EP name, partner entity, status, dates, and follow-up actions | `03 — Functional Knowledge/Exchange Templates/` | MC oGX/iGX Manager | ### Business Development (BD) | Template | Purpose | Location | Owner | | ------------------------------ | ---------------------------------------------------------------------------------------------- | ----------------------------------------- | ------------- | | Partnership Agreement Template | Standardized contract template for formalizing partnerships with companies and organizations | `03 — Functional Knowledge/BD Templates/` | MC BD Manager | | Partnership Pipeline Tracker | CRM-style spreadsheet for tracking outreach, meetings, proposals, and partnership status | `03 — Functional Knowledge/BD Templates/` | MC BD Manager | | Company One-Pager | Template for a one-page summary of AIESEC's value proposition, tailored for corporate partners | `03 — Functional Knowledge/BD Templates/` | MC BD Manager | ### Marketing (MKT) | Template | Purpose | Location | Owner | | ---------------- | -------------------------------------------------------------------------------------------------------------- | ------------------------------------------ | -------------- | | Content Calendar | Monthly social media content planning template — post dates, captions, visuals, platforms, and approval status | `03 — Functional Knowledge/MKT Templates/` | MC MKT Manager | | Campaign Brief | Template for planning a marketing campaign — objectives, audience, channels, timeline, budget, and KPIs | `03 — Functional Knowledge/MKT Templates/` | MC MKT Manager | ### Conferences | Template | Purpose | Location | Owner | | ------------------------------- | ---------------------------------------------------------------------------------------------------------- | ---------------------------------------- | ----------------- | | Conference Agenda Template | Editable agenda template for national conferences — session blocks, time slots, leads, and materials links | `09a — Conference Management/Templates/` | MC Vice President | | Conference Budget Template | Budget planning sheet for conference logistics — venue, catering, transport, materials, contingency | `09a — Conference Management/Templates/` | MC Vice President | | Post-Conference Feedback Survey | Google Form template for collecting delegate feedback after a conference | `09a — Conference Management/Templates/` | MC Vice President | ### Governance | Template | Purpose | Location | Owner | | ---------------------------- | -------------------------------------------------------------------------------------------------------------------------------------- | ---------------------------- | ------------- | | EB Meeting Minutes Template | Standardized format for recording Executive Board meeting minutes — date, attendees, agenda, decisions, action items | `05 — Governance/Templates/` | LCP | | GBM Minutes Template | Standardized format for General Body Meeting minutes — quorum check, agenda, votes, outcomes | `05 — Governance/Templates/` | LCP | | Transition Document Template | Structured handover template for outgoing EB members — role overview, ongoing projects, key contacts, lessons learned, recommendations | `05 — Governance/Templates/` | MC TM Manager | ## Template Request Process If you need a template that does not exist: 1. Check with your VP or MC functional manager — it may exist under a different name or in a different folder. 2. If it truly does not exist, request one by contacting the relevant MC functional manager with: * What the template should cover * Who will use it * Any examples or references you have seen elsewhere 3. The MC manager will either create the template or confirm that the need is already covered by an existing resource. {% hint style="warning" %} All template Drive folder paths listed above follow the new national Drive structure (folders numbered 01–11). If you are looking for a template and the folder path does not match what you see in Drive, contact the MC Vice President — the structure may have been updated since this page was last revised. {% endhint %} *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/resources-and-tools/templates-library.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. 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