Cooperation with other committee

Effective cooperation between IAESTE committees is essential for a successful exchange process. From sharing internship offers and processing nominations to supporting students during their internships, committees depend on each other to provide accurate information, respond promptly and address challenges together.

Communication and Contact Information

The contact details of other committees and their responsible exchange administrators are available on the Exchange Platform (EP). Before contacting a committee, check the EP to identify the appropriate person and use the listed email address.

Each committee is responsible for keeping its contact information accurate and up to date. Changes in roles, responsibilities or email addresses should be reflected on the EP as soon as possible to prevent missed messages and unnecessary delays.

Emails should be acknowledged and answered promptly, preferably within 48 hours. If a complete response cannot be provided immediately, a short acknowledgment indicating when further information will be available helps maintain trust and continuity.

Addressing Challenges Together

Problems during the exchange process can involve nomination delays, missing documents, visa requirements, changes to internship conditions, accommodation or student concerns. When such situations arise, committees should share relevant information, clarify responsibilities and agree on concrete next steps.

Communication should remain professional and solution-oriented, even when responsibilities are unclear or expectations differ. Assigning blame or avoiding difficult conversations can escalate issues and negatively affect the student’s experience.

Understanding Different Circumstances

IAESTE committees operate under different national regulations, organisational structures and resource constraints. Visa procedures, university calendars, working arrangements and response capacities can vary significantly between countries.

Recognising these differences is important for setting realistic expectations and avoiding misunderstandings. Committees should communicate any limitations or delays early so that alternative arrangements can be considered.

Escalation and Further Support

If a concern cannot be resolved through regular communication, committees should involve the relevant National Secretary or another appropriate IAESTE representative. Where necessary, the Ombudsperson can provide an impartial channel to facilitate communication and support a fair resolution.

The aim of escalation should always be to restore cooperation, protect the people involved and find a constructive solution.