Intercultural Center

How to Join the Google Group

1. Once logged into your Brandeis email account, open a new tab and click on the Google Apps icon in the top right corner of the screen (it looks like 9 dots in a square)
2. Scroll down and click on Groups
3. On the left side of the screen, click on All Groups. This will show all Google Groups that are associated with Brandeis University.
4. In the search bar, type in “iccebleaders”, all lowercase letters with no spaces.
5. Select the group called “iccebleaders-group”.
6. At the top of the page, next to the name of the group, click on the button that says “Join Group”.
7. You will begin to receive the weekly Club Leader Newsletter and any other emails directed to all club leaders!

Repeat this process to join the Club Leaders google group "clubleaders-group".

How to Leave the Google Group

1. Once you are no longer a club officer or you graduate, you can remove yourself from the ICC E-Board Leaders Google Group.
2. First, follow steps 1 and 2 above. 
3. On the left side of the screen, click on My Groups. This will show all of the Google Groups that you are a part of.
4. In the search bar, type in “iccebleaders”, or scroll down to “iccebleaders-group”.
5. Once in the group, on the left side of the screen, click on My Membership Settings.
6. At the top of the page, next to the name of the group, click on the button that says “Leave Group”. 
7. You will no longer receive the Club Leader Newsletter or any other emails for club leaders.

Repeat this process to leave the Club Leaders google group "clubleaders-group".

All ICC clubs are required to submit a post event evaluation form. This is an important step in the event planning process as it allows you and your team to debrief on all of the positive aspects of your event along with things you would change for next time. 

Post evaluation forms must be submitted 48 hours after the conclusion of your event. 

Complete Your Form Here!

All clubs are required to be familiar with, and adhere to, all the ICC membership requirements. Failure to adhere to the policies will affect your status as an ICC club.

ICC Club Membership Agreement

• Must be a Brandeis recognized student organization with charter/secure status
• Follow all Brandeis guidelines for recognized student organizations
• Adhere to all ICC specific policies and procedures
• Represent the values and mission of the ICC
• Have an  ICC Coalition delegate
• Meet with Program Administrator at least once each semester

Trainings

• Attend annual ICC Leaders Training (September)
• Attend all Student Engagement  required trainings
• Attend E-board transition training in April.

Meetings and Events 

• Must hold at least one monthly general meeting (consistent time and location)
• Review ICC event calendar prior to planning events
  • No conflicts with other club events or Culture shows including Culture X
  • No programming during university holidays and breaks
• Submit names and changes of  e-boards immediately (Campus Groups)
• Support all ICC events including club events

Policies & Procedures

• Respond to all communication from ICC staff within 48 business hours
• Participate in storage clean out in Fall and Spring
  • Follow the ICC Club Storage Policy
  • Clean and maintain your storage area
• Submit for allocations
• Conduct an annual review of Club Constitution and submit by December 1st
  • Send Program Administrator updated Constitution 
• All purchases must be made through treasury
  • No last minute requests will be approved, so please plan accordingly
  • All checks must be mailed to vendors
  • Checks can not be picked up in the ICC
• You are expected to adhere to all ICC policies and procedures

Programming

• All clubs are required to have one Educational program and one Social program per semester as well as one collaborative event (with other ICC clubs) per academic year.
• Submit all events through Campus Groups
• All events must be approved prior to promotion
• All clubs must complete post event evaluation 48 hours after all events 

Election Guidelines

• Elections must be completed by December 1st (Fall) or April 15th (Spring) 
• Clubs must have democratic elections. 
  • Eboard members can NOT be appointed. 
  • Elections should take place at a general meeting and all members should be part of the voting process.
  • Election for eboard positions should be held at the same time.
  • Elections can not take place when school is not in session
  • You can not hold a position if you are going to be abroad
• Names of new e-board leaders must be uploaded on Campus Groups
  • You can not have more than 10 e-board members on campus groups however you can list all officers that you do have on Campus Groups so that they may have privileges in the platform. You would need to list their position under the custom officer option.

General Meetings

• General Meetings are the place  where you  individuals with similar interest as yours, learn new things, and make new friends on campus.
• Clubs should meet at least once a month. We do encourage you to meet more often because this increases membership and engagement.
• Your meetings can be casual or formal. It is up to you. 
• General meetings are the opportunity for you to get help planning your events, get input, recruit volunteers, socialize, share cultures, talk about relevant issues as it pertains to your club, have a discussion or guest speaker. 
• It is also a place to connect with individuals with similar interest as yours, learn new things, and make new friends on campus.

The ICC would like to support your events by helping you promote it on our bulletin boards, newsletter, and social media.

Flyer Requirements

• Include all important information such as: event name, club/organization hosting event, date, time, location, rsvp link/QR code if applicable, recycling sign, “Brandeis University” written on them, etc.
• All sponsors of the events should be properly acknowledged on all ICC organization flyers and in programs

Printing

• Only ICC affiliated clubs can have their flyers printed at the ICC.
• All copies will be in black and white. If you wish to print your flyers in color, you will need to send them to the Copy Center. Please note that the cost for printing at the Copy Center will come directly from your club’s budget.
• The ICC allows its organizations to print up to 75 flyers per week. The ICC Staff will assist you with printing flyers.

Promotion

• If you would like to have your event flyer promoted at the ICC, please leave 5 copies at the front desk. (Do NOT post your flyers around the ICC on your own. Club flyers found posted in unapproved locations may be subjected to a written warning).
• Email your digital flyer as a jpeg to iccnewsletter@brandeis.edu to be featured in the newsletter at least 2 weeks prior to your event.
• Tag us on Instagram and Facebook and we will repost your event.
• The ICC reserves the right not to promote any events that do not reflect the center’s mission or values.

Posting Flyers Around Campus

Posting flyers on other parts of campus will require additional approval.

• For posting flyers in the SCC and USDAN, please get official approval (stamp) from the information desk located at the SCC.
• For posting flyers in the residence halls, please drop off copies at the Department of Community Living and the Community Advisors (CAs) will post them for you.

Places to Post Flyers

1. USDAN (At most six flyers)
   1. Must be approved at the information desk in the SCC
   2. All flyers must have “Brandeis University” written on it and a recycling symbol
   3. Flyers can only be posted on brick with tape
2. Shapiro Campus Center (At most six flyers)
   1. Must be approved at the information desk in the SCC
   2. All flyers must have “Brandeis University” written on it and a recycling symbol
   3. Must post on designated boards with the provided thumbtacks. Locations listed below:
      1. 1 on first floor
      2. 1 on second floor
      3. 2 on third floor
3. Three information boards on campus (ideally you should post one flyer on each board facing the direction that people are walking to maximize visibility)
   1. Between Rabb Bus stop and Usdan
   2. Near Sherman Dining Hall
   3. On path going between library towards Campus center
4. Two bus stops
   1. Rabb Bus Stop
   2. Admissions Bus Stop
5. Various Lamp Posts
   1. Near Campus Center
   2. Alongside Usdan (Near Lower Entrance)
   3. Near Library
6. DCL: 77
7. Library: 2
8. Mandel: 2 main board where floors connect
9. Women and Gender Sexuality Studies (Rabb 105) - 2
10. Graduate Student Affairs (Kutz Hall 1st floor) - 2
11. Olin-Sang - 2
12. Heller (Zinner Forum) - 2 fliers

Space Organization Expectations

• Kitchen and cleaning supplies are located under the sink - you may use them.
• After your event has concluded, alert the Office Assistant on shift and they will do a walk-through of the kitchen and review the checklist with you.

Kitchen Weekend and After Hours Use

• If the event ends after hours or is on the weekend, you may leave your completed checklist on the bulletin board in the kitchen.
• ALL trash needs to be removed and thrown in the dumpsters located across from the ICC patio. Failure to do so will result in a written warning.

Kitchen Key

• For weekend or after hours use, a key must be checked out like any other item. A copy of the Key Policy will be sent to their email.
• Any club can check out a key. To check out the kitchen key, they will need to stop by the office by 4 p.m. on the Friday prior to their event. No keys can be checked out before Friday.
• Keys MUST be returned on Monday before 4 p.m.
• If a reservation starts before 6 p.m. on a Friday, the club will not need to check out a key.

Refrigerator

• If your club would like to store items in the fridge for an event, request approval from the Department Coordinator.
• If approved, items can only be stored in the refrigerator one day prior to the event.
• When storing items in the fridge, please use an orange or green sticker with your club acronym and date to label your food items.
  • Green Sticker = anyone can take it
  • Orange Sticker = no one can take it
• Any food left in the refrigerator will be thrown away at the end of each week.

Warnings

Groups that do not clean up after themselves and leave trash behind will be given a written warning.

If your organization receives three written warnings of any kind, you will forfeit all reservation privileges (including current reservations) for the remainder of the semester.

The ICC has several reservable spaces available for meetings, social events and educational programs. Reservations open up on the first day of classes each semester. ICC clubs are given priority for all space reservations, and may submit reservations a semester in advance (submissions for fall semester begin in April, and November for the Spring semester). Non-affiliated clubs, organizations and departments are permitted to submit reservations for events that are in accordance with ICC’s mission and values.

Reserving ICC Space for Your Events/Meetings

• Reservations must be made at least 48 hours in advance, same day reservations will NOT be approved.
• Please allow 48 business hours for confirmation of your reservation request.
• Any reservation over 6 hours (including set-up and break-down) may not be approved for its entirety due to the demand of facility usage
•  Communicate ASAP with the ICC if you will be late to your reservation or if any modifications need to be made. If you are 30 minutes late to your reservation it will be considered a “no show” and your club will receive a written warning (3 warnings = cancellation of semester reservations)
• Reservations can only be made through our website
• ICC clubs can only schedule ongoing general meetings, one semester at a time.
• Please be mindful of noise level/quiet hours. Events requiring loud music may not take place during traditional business hours (9 a.m.-5 p.m.).

Weekend and After Hours Use

• Only ICC affiliated groups may use the ICC on weekends or after hours. (Other groups or organizations will need to receive approval from the ICC Director.)
• Only the President of the club will be given card swipe access to the ICC. Clubs checking out the kitchen key will need to stop by the office by 4 p.m. on the Friday prior to their event in order to sign out keys. No keys can be checked out before Friday.
  • Card Swipe access required information (First and Last name, ID Number) MUST be communicated with the ICC Department Coordinator (cc Program Administrator) no later than the Wednesday before the event.
  • If an event begins before or at 6 p.m. on a Friday, the organization does not need swipe access or check out keys.
• ALL trash MUST be removed and thrown in the dumpsters located near the ICC patio after your event. Failure to do so will result in a written warning.

Canceling Requests

• To cancel your reservation, please email us at interculturalcenter@brandeis.edu.

No Show Policy***

• Please notify us at interculturalcenter@brandeis.edu if you no longer need to utilize a space you reserved. If you reserve a space and do not show up within 30 minutes of your scheduled reservation, you will receive a written warning from the Department Coordinator.

Space Expectations

• Check-in with an Office Assistant before and after your event.
• The reserved space should be left clean after use, please notify an Office Assistant for cleaning supplies.
• All equipment used should be returned to its rightful place.
• Avoid blocking walkways and doorways.
• Space details:
  • Multi-Purpose Room (MPR) - Organization is responsible for set-up and reset of the room.
  • Classroom - Organization is responsible for reset of room. Chairs are not to leave the classroom.
  • Kitchen – Organization responsible for following kitchen use guidelines and cleaning up, as stated in the checklist. Please review the kitchen policy for more information.
  • Swig Lounge – Organization responsible for cleaning space after use. Media center located in this space should NEVER be moved. NO painting is allowed at any time (as referred to in the checklist).
• Failure to leave the reserved space clean will result in a written warning.

Patio Use:

• Only ICC affiliated clubs may use the patio. If someone requests to use the patio, the request must be approved by the ICC Director. The group has to obtain a noise permit from the Office of Event Operations, two weeks prior to the event. 

If your organization receives three written warnings of any kind, you will forfeit all reservation privileges (including current reservations) for the remainder of the semester.

ICC affiliated clubs have storage shelves made available to them throughout the year. Using this space is a privilege and everyone is expected to abide by all of the rules when using this storage space.

When requesting access to the storage space, you are required to scan in into the ICC, then you will need to state which club you are affiliated with AND you will need to leave our ID at the front desk while you are in the storage room. Once you no longer need access to the space, inform the ICC Office Assistant, once they confirm everything looks organized they will return your ID card. 

Storage Space

• All items must be placed inside bins on the club’s assigned shelves. Items that do not fit in the bins may not be stored in the ICC storage room. If you have a large event approaching you may request additional temporary storage space. 
• Do not place any items on the floor or in between the shelving units.
• No FOOD or drinks of any kind. This includes canned food and water.
• If club members would like to check out ICC supplies, please specify the items you will need and an office assistant will assist you with the check out process. All checked out items MUST be returned by the agreed upon date.
• If you are holding an event on the weekend and need access to the storage room, you will need to remove any items from storage the Friday prior to your event and store them under the stairs. Access to the storage room is NOT granted on the weekends, NO EXCEPTIONS. All items left under the stairs must be put back into storage by Monday at 1 p.m..

Clean Up Days

All ICC clubs have a Fall and Spring clean-up day, where each club will be required to remove all items from their shelves, go through them, purge and then return their items. Communication for these days will be made by the Program Administrator.

Failure to comply with these rules will result in a written warning and immediate loss of storage privileges. If your organization receives three written warnings of any kind, you will forfeit all ICC reservation privileges (including current reservations) for the remainder of the semester.

Borrowing items from the ICC

• Only ICC clubs have permission to use ICC supplies. The only exceptions are VGA cords, microphone, or extension cords. Any organization can borrow these during their events in the ICC. The cords will need to be returned at the end of their event and they cannot leave the building. Most of the adapters that are needed are already connected to the projector in the Lounge.
  • If an ICC club is having a weekend event, they are allowed to borrow cords, but must be returned to the ICC on Monday afternoon by 1 p.m..
• When borrowing items from the ICC, be prepared to share your name (first, last), Brandeis email, and club/organization you are representing
• ICC clubs are allowed to borrow tables and chairs, if their club event is in the ICC
• NO ONE CAN BORROW TABLES OR CHAIRS FOR EVENTS OUTSIDE OF THE ICC.
• Do NOT remove paper rolls from the rack
• All brushes must be cleaned and materials must be returned to an Office Assistant in the same condition they were checked out in

Warnings

• Groups that do not return all borrowed items in a decent condition or lose said items will be given a written warning and may be required to replace them.

If your organization receives three written warnings of any kind, you will forfeit all reservation privileges (including current reservations) for the remainder of the semester.