Audit & Compliance

This page contains relevant materials for an ECB team to perform in terms of audit. Feel free to use the materials below to enhance your audit system!

Audit Tracker

Spreadsheet template to execute your audit system.

Compliance Matrix Template

The tool in which you can find tips on how to identify all the violations of the Compliance Matrix!

ICB Audit Tracker Implementation

Guide to structure an audit system in national level.

Audit Interviews Guideline

A guide to enhance your local audit process

ICB 1920 - ECB Audit Report [EXAMPLE] 2.0

This is just a list of topics you should include in your report and it is not a ready made report to use. You need to adapt it to your entity’s needs and specifications (logo, format, information…).

Standards Tracker Template

A tool to track the delivery of the 16 standards for every EP and make your exchanges complete!

Compliance Matrix Booklet

The booklet where you will be able to understand the compliance matrix and why it's essential in our organization

Local Audit Guide

Guide to structure an audit system in national level.

Audit docs

Here you will find the JD form for GTa, GTe and GV; also a list of participation for OPS, IPS and DwA, and the PGS output

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Yes, according to APIP:

The audit system is an internal mandatory process in order to ensure all operations are run in accordance with the APIP, Code of Ethics and Exchange Standards.

There are two levels of audit. National level, performed by ICB and local level, performed by ECB teams.

The ICB and ECB audit system must allow the identification of all violations stated on the compliance matrix.

For local levels, the ECB Team is responsible to perform audits. MCs, ESTs and other boards can help the execution but if this is the case, the result must be reported for the ECB Team. Although, only the ECB Team can apply sanctions if any violation is identified.

For national level, the ICB Audit and Compliance team is the responsible to perform the audit.

The compliance matrix is an internal control system that contains possible violations of AIESEC Portfolio Internal Policies and its sanctions, in case any violation is identified and confirmed.

The compliance matrix has the following objectives:

  • Ensure AIESEC is proactive and acts in the best intention to protect its customers and stakeholders.
  • Ensure that AIESEC entities are fair and aligned with the APIP.
  • Reduce the level of risk associated with the APIP.

The compliance matrix can impact your entity in a positive and negative manner, depending on how your operations are being executed. 

Positive: it regulates all AIESEC activities, if you have any doubt on possible violations, you can go there and read! You can use the matrix to mitigate any risk and have a plan to antecipate any possible issue. 

Negative: if during an audit process the ECB or ICB identify violations, your entity can be penalized in different levels involving fines or even stop operations for a while (freeze areas).

The ICB Team follows an audit funnel legislated and explained in the APIP. This funnel has 4 main phases:

Phase 1: ICB conducts qualitative analysis of the ECB Audit Reports received and defines a score for each one.

Phase 2: ICB ranks the entities based on the score to define the entities to virtually audit and the objectives of each audit.

There are no minimum or maximum of entities audited per wave.
The number of entities is defined by the TL Audit & Compliance.

Phase 3: ICB initiates the virtual audit process.
Action 1: Identify the number of REs that will be audited using a
sample calculation. The sample number will be calculated
utilizing the last 6 months of RE for each LC as total amount.
Action 2: Identify the LCs that will be audited based on the ECB
audit Report findings and EXPA Analysis (NPS, standards…).
Action 3: Request documents to identify possible violations mapped on the matrix.Action 4: Schedule interviews with AIESEC members.
At least one person from each LC, MC and ECB will be interviewed. This person will be defined by the ICB
auditor.
Action 5 (if needed): Analyze answers to internal surveys as SOGA, ICB Survey and or GFB Survey.

Phase 4: ICB reveals in a final report the results of the audit process to the involved entities and the next steps, that include but
are not limited to:

Virtual consultancies with ICB.
Physical audits to be performed in the entity by ICB representatives.
Sanctions that will be applicable on an international level.

It is responsibility of the ECB Chair to define how the audit will look like in this level. The audit system can be executed virtually and or physically and must be able to identiy all violations written in the Compliance Matrix.

Contact the ECB Chair of your entity to understand how this system works for you! Find the contacts here: http://aies.ec/globalcl

ICB Audit:
Minimum of one per semester, ideally once per quarter. 

ECB Audit:
Minimum once per quarter, ideally monthly.

  1. APIP – http://aies.ec/globalcompendium
    We suggest you to take a look into the Compliance Matrix that is an Annex of APIP and also check the 11th topic of APIP itself. 

  2. APIP Education Cycle – http://aies.ec/apipcycleoutput
    Here you can find a lot of usefull materials explained by the ICB team, for all AIESECers and more specific ones for ECBs.

  3. With your ECB Chair! – http://aies.ec/globalcl

  4. Requesting a consutancy space with one of the ICB Audit members. You can do it through this website, check below 🙂

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