updated 09-25-15
Leader Guide
2015-2016
Intercultural Center:
Home of Mutual Learning
2
Intercultural Center Mission and Goals
Develop and implement co-curricular programs that:
• Celebrate diversity and cultural enrichment.
• Connect to the curriculum.
• Encourage collaborative opportunities.
• Present opportunities for collective
discussion.
• Provide opportunities for student leadership
development.
Serve as an advocate and support network.
Create an environment of welcome, care, inclusion
and support.
Value the existence of multiple views, voices,
beliefs, interests and experiences.
Establish relationships with students, faculty, staff
and the greater community.
Assist in the recruitment and retention of students.
__________________________
ICC Organization Statement
ICC organizations are expected to be full participants in promoting cultural respect
and understanding on the Brandeis campus. Any group which fails to govern itself in
a manner that reflects the mission of the Center, or the University; or fails to follow
the guidelines of the Intercultural Center is subject to lose its affiliation with the
Intercultural Center.
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Table of Content
Page
ICC Staff Contact Information
4
ICC Organization Leader Executive Board Members 2015-2016
4-8
What is the Intercultural Center?
9
Intercultural Center Organization Expectations and Policies
10
Organization Leader Responsibilities (Important Leader Guidelines)
10-17
a. Starting a Club
10
b. Meeting with the ICC Staff Advisor, Important Dates
10
c. Events Calendar, Programming Tracker, Food Waiver, Contracts, Funding
11
d. Fundraiser Guidelines, Jumpstart
12
e. GPA and University Standing Requirements, Probation and Removal
13
f. Organization Elections, Media Relations
14
Emergency Response and Responsibility, Large-Scale Event Protocol
g. Brandeis Ticket Usage, Use of ICC Space & Resources for Organization
15-16
Meetings and Events
h. Poster Policy: Campus-wide
17
Appendix: Useful Resources
18
- Fundraiser Form
- ICC Kitchen Checklist
- Funds Request Form
- Photography Consent Form
- How to Book Space on Campus Handout
- Walk Through Form
- Events Checklist
- Brandeis Tickets Handout
4
Helpful Contact Information:
The Intercultural Center
Telephone:
781-736-8580
Fax:
781-736-8587
Web:
http://www.brandeis.edu/studentlife/icc/
Facebook Page: Brandeis University Intercultural Center
ICC Central Staff Administration Team:
Monique Pillow Gnanaratnam - Assistant Dean of Student Life and Success
Email: mgnanar@brandeis.edu
Janae Johnson
- Interim Director of the Intercultural Center
Email: janaedj@brandeis.edu
Elba Valerio
- Intercultural Center Program Coordinator
Email: evalerio@brandeis.edu
Felix Tunador
- Sexuality and Gender Diversity Program Coordinator
Email: tunador@brandeis.edu
Tara Whitehurst
- Department Coordinator
Email: tlwhitehurst@brandeis.edu
ICC Staff Team 2015-2016:
Jonathan Beaver
Roopa Boodhun
Steven Colon
Nyah K. Macklin
Ramya Ramakrishna
Karen Seymour
Rima Tahini
Peggy Wu
ICC Programming Board 2015-2016:
Molly Gimbel
Cynthia Liu
ICC Organization Leader Executive Board Members 2015-2016:
AHORA!: Hispanic-­Latino Student Association Presidents
Treasurer
Pamela Escano
Secretary/PR
Jay Pinilla
Community Service Liaison Kevin Dupont
Alana Alves
HHM Events Coordinators
Caitlin Cipriani
ICC Representative
Dahiana Loaiza
pescano3@brandeis.edu
jpinilla@brandeis.edu
kdupont@brandeis.edu
aalves@brandeis.edu
caitlink@brandeis.edu
dloaiza@brandeis.edu
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BAASA: Brandeis Asian American Student Association President/Vice-President
Treasurer
Secretary
Publicity, Media, &
Outreach Chair
SKIN Coordinator
Events Coordinator
Digital Media Chair
ICC Representative
Theresa Yeo
Tony Tran
Millie Wu
Michelle Kim
Eric Lin
Elinor Gurung
Julie Kim
Jamie Lee
Vivian Li
Lilian Wang
Jonathan Kim
Hansol Lee
Stephanie Yan
tyeo@brandeis.edu
tonytran@brandeis.edu
mwu@brandeis.edu
michibrandeis@gmail.com
etlin@brandeis.edu
elinorgurung@brandeis.edu
juliekst@brandeis.edu
jlee96@brandeis.edu
vli999@brandeis.edu
lilwang3@brandeis.edu
jonokim@brandeis.edu
hansolo@brandeis.edu
steyan@brandeis.edu
BASO: Brandeis African Student Organization President
Vice President
Lina Nurhussien
Bernice Appiah
linanurh@brandeis.edu
bappiah@brandeis.edu
Treasurer
Assistant Treasurer
Secretary
Publicity Coordinator
Event Coordinators
Rachael Odusanya
Israel Mnyitafu
Jade Eckels
Tosin Ariwodola
Divanna Eckels
Courtney Page
Jason Baddoo
rachies@brandeis.edu
mnyitafu@brandeis.edu
jeckels@brandeis.edu
tosinb@brandeis.edu
deckels@brandeis.edu
courtneypage@brandeis.edu
baddoo97@brandeis.edu
ICC Representative
BBSO: Brandeis Black Student Organization Co-Presidents
Treasurer
Events Coordinator
Be So Educated
Representatives
General Meeting
Coordinators
ICC Representative
Witney Christie
Marlharrissa Etzerlyn
Lagardene
Danielle Gaskin
Brittany Duncan
Ameline Limorin
Karen Seymor
Keturah Walker
Daria Fogan
Manuel Pineda
Wchris93@brandeis.edu
etzerlyn@brandeis.edu
dangas96@brandeis.edu
bduncan2@brandeis.edu
alimorin@brandeis.edu
karen07@brandeis.edu
kdwalker@brandeis.edu
dfogan@brandeis.edu
manuelp@brandeis.edu
BC3: Brandeis Chinese Cultural Connection Xinyu Li (Annie)
Yidi Du
Treasurer Director
Yan Wang
Secretary Director
Zhiqing(Gloria) Zheng
Public Relations Director Zixiao Chen
Yilun Fu
Event Directors
Jiayi(Daniel) Huang
Marketing Directors
Jicheng Hou
Senior Advisor
Xiaoyue Sun
Ryan Ni
ICC Representative
Suxin Pan
Co-Presidents
Xinyu520@brandeis.edu
eyidi@brandeis.edu
yan7wang@brandeis.edu
gloriaz@brandeis.edu
czx2018@brandeis.edu
yilunfu@brandeis.edu
suxinpan@brandeis.edu
jhou@brandeis.edu
sunxy30@brandeis.edu
gangyu94@brandeis.edu
suxinpan@brandeis.edu
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Brandeis Immigrant Education Initiative Presidents
Vice President
Treasurer
Events Coordinator
Public Relations
ICC Representative
Marian Gardner
Linda Forrester
Alexandra Bordona
Gardnerm28@brandeis.edu
lynfor@brandeis.edu
aobord@brandeis.edu
Nina Rosenblatt
Dalya Romaner
ninarose@brandeis.edu
dromaner@brandeis.edu
BKSA: Brandeis Korean Student Association President
Vice President
Treasurer
K-NITE Coordinators
Secretary
Culture Chair
Publicity Chair
General Events Coordinator
Social Chair
ICC Representative
Peter Yoon
Jeongmi Seo
Kevin Lee
Eunice Choe
Kate Ka
Peter Kim
Hwajin Kang
Yoon Jae Lee
Alice Nam
Eric Paik
pyoon0810@gmail.com
jseo@brandeis.edu
slee2922@brandeis.edu
echoe@brandeis.edu
ska1995@brandeis.edu
pjkim@brandeis.edu
khjms@brandeis.edu
yoonjael@brandeis.edu
nam2018@brandeis.edu
ericpaik@brandeis.edu
Caribbean Cultural Club President
Vice-President
Secretary
Treasurer
Public Relations
Lisbeth Bueno
Peter Trinidad
Lauren Pagan
Tamia Burkett
Laquasia Cherry
Lizalex0@brandeis.edu
Petert@brandeis.edu
Lpagan23@brandeis.edu
tburkett@brandeis.edu
lcherry@brandeis.edu
Events Coordinator
Jennifer Almodovar
jennalmo@brandeis.edu
ICC Representative
Gilberto Rosa
grosa@brandeis.edu
JSA: Japanese Student Association President
Vice President
Treasurer
Events Coordinators
Secretary
Publicity
Social Chair
Media Chair
ICC Representative
Meg Kobashi
Shella Wu
Erica Chai
Ludi Yang
Natsuko Yamagata
Fyona Sun
Tamara Garcia
Yu Dai
Yuchen He
Mira Pomerantz
Matthew Michaud
Eleanor (Yu) Qin
mkobashi@brandeis.edu
shellawu@brandeis.edu
cher13@brandeis.edu
yangl@brandeis.edu
nyamagat@brandeis.edu
ziyue@brandeis.edu
Tamara_garcia@rocketmail.com
yukidai@brandeis.edu
yche@brandeis.edu
Mypom9@gmail.com
mattmichaud95@yahoo.com
angel0127@brandeis.edu
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SACNAS: Society for the Advancement of Chicanos & Native Americans in Science Presidents
Vice President
Treasurer
Secretary
Digital Media
Coordinator
ICC Representative
Annie Herman
Ricky Braithwaite
Shriraj Shah
Genesis Tan
Magdalena Skumial
anniehp@brandeis.edu
clarkent@brandeis.edu
sshah96@brandeis.edu
gnsstan@brandeis.edu
mskumialedu@gmail.com
Angela Mendez
Amendez4@brandeis.edu
SASA: South Asian Student Association Co-Presidents
Treasurer
Secretary
Events Coordinators
ICC Representative
Meher Irani
Nikhil Pallikonda
Uday Jain
Mrudula Gadgil
Kishah Rajendran
Apoorva Polavarapu
Vineet Vishwanath
meher@brandeis.edu
nikhilpr@brandeis.edu
udayjain@brandeis.edu
mgadgil@brandeis.edu
kishah11@brandeis.edu
apola@brandeis.edu
vineet18@brandeis.edu
SEAC: South East Asia Club President
Vice President
Treasurer
Events Coordinators
Amy Trankiem
John Deng
Jennifer Wu
Jennifer Chang
Julie Ruiz
Secretary
Ho Long Charles Lee
Ayala Committee
Sharon Cai
Jennifer Sun
Outreach Chairs
Cedric Jean-Phillippe
Co Digital Media Chairs Eddie Hou
Jamie Soohoo
ICC Representative
Kenneth Hong
trankiem@brandeis.edu
jdeng@brandeis.edu
jenniwu@brandeis.edu
changjj288@gmail.com
jr1740@brandeis.edu
hlclee@brandeis.edu
scai9167@brandeis.edu
jsun022@brandeis.edu
cjp@brandeis.edu
theedman@brandeis.edu
soohooj@brandeis.edu
kenpochi@brandeis.edu
TSA: Taiwanese Student Association Co-Presidents
Frances Chang
Austin Luor
Treasurer
Joyce Hsiao
Event Coordinators
Krista Hu
Alvin Liu
Night Market Coordinator Ingrid Wong
Formosa Coordinator
Tiffany Li
Secretary
Ariel Lee
Publicity Chair
Emily Wu
Digital Media Chair
Catherine Fuh
Senior Advising
Eric Lin
ICC Representatives
Vanessa Sun
Nicole Huang
fchang@brandeis.edu
austinl9@brandeis.edu
joyce33@brandeis.edu
hukrista@brandeis.edu
alvinliu@brandeis.edu
iwong@brandeis.edu
tiffali@brandeis.edu
arie1lee@brandeis.edu
emwuhoo@brandeis.edu
cfuh@brandeis.edu
e5238388@gmail.com
vsun19@brandeis.edu
nhuang@brandeis.edu
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Triskelion: Brandeis University's GLBT/Queer Alliance General Coordinator
Ruth Galaviz
Communications Coordinator Gabriella Potter
rgalaviz@brandeis.edu
Glauren2@brandeis.edu
Events Coordinator
Treasurer
TransBrandeis Coordinator
kesikmt0@brandeis.edu
jakegree@brandeis.edu
melross@brandeis.edu
rlasdon@brandeis.edu
sbenhayun@brandeis.edu
shani50@brandeis.edu
achristi@brandeis.edu
aoneill@brandeis.edu
santiagomontoya@brandeis.edu
Shalem Coordinator
QPOCC Coordinator
*SASS Coordinators
Freshmen Representatives
(ICC Representatives)
Kesi Kmt
Jake Greenberg
Melody Ross
Russell Lasdon
Sivan Ben-Hayun
Ashani Peterkin
Anastasia Christilles
Aynsley O’Neill
Santiago Montoya
*SASS: Sex & Sexuality Symposium; QPOCC: Queer People of Color Coalition
**QPA: Queer Political Alliance – not under TRISK umbrella
WOCA: Women of Color Alliance Co-Presidents
Mercedes Hall
Zari Havercome
mercedeshall5.28@gmail.com
zhave@brandeis.edu
Abroad in the Fall
Vice President
Treasurer
Outreach Coordinator
Public Relations
ICC Representative
Queen White
Rhea Small
Jade Eckels
Valerie Salvador
Lashawn Simmons
queenw@brandeis.edu
rheasjam@brandeis.edu
jeckels@brandeis.edu
Valeries@brandeis.edu
ls2018@brandeis.edu
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What is the Intercultural Center?
History
1960s: The Intercultural Center's roots spread back to the 1960s when the Afro-American
Association requested that Morton May Hall (the current Shapiro Admissions building) be
transformed into an African Cultural Center. These conversations continued through the 1980s.
1988: A report by the Advisory Committee on Students of Color made several recommendations to
improve academic and social life for students of color, one being the creation of an Intercultural
Center.
1989: The basement of Morton May Hall was transformed into the Intercultural Library.
1990s: A shift emerged creating a cultural center with a library.
1992: On March 4, 1992, the Intercultural Center celebrated its opening on the campus of Brandeis
University. The theme for the celebration that day was "A Vision Realized," intended to recognize
the many long hours of hard work put forth by an organized group of student leaders known as the
Push Committee. The Push Committee drafted and re-drafted the proposal for the use of the Swig
Student Center as an Intercultural Center.
The founding clubs of the Intercultural Center were Ahora!, BBSO, Caribbean ConneXion, Chinese
Students and Scholars Association, Korean Student Association, South Asia Club (aka South Asian
Students Association), Sepherad, AZAAD and the Brandeis Asian American Student Association
(BAASA).
1997: Student leaders, the director, and the center's Advisory Board agreed that the books in the
Intercultural Library should be integrated into the main library in 1997.
2002: The Intercultural Center celebrated its 10th anniversary.
2007: The Intercultural Center celebrated its 15th anniversary.
2012: The Intercultural Center celebrated its 20th anniversary
2014: The Soft Opening of the Gender and Sexuality Center
2015: The 1st Anniversary and Grand Opening of the Gender and Sexuality Center
2017: The Intercultural Center will be celebrating its 25th anniversary
Intercultural Center Organization Expectations and Policies
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Organization Expectations:
• Executive Board member information should be registered with the Intercultural Center Office annually
(Office titles, names, e-mail addresses).
• Fund Request Form should be completed & submitted 2 weeks in advance.
• Organizations must retain ICC organization status by attending ICC Programming Board meetings.
• An updated copy of organization constitution must be on file at the ICC.
• Follow all Brandeis University policies as listed in the Student Handbook.
• Abide by Brandeis University fiscal (A-Board) policies and procedures.
• Attend Jump Start sessions to begin program process.
• Complete Post Events Tracker Form
Important Leader Guidelines:
Starting a Club:
Contact the Director and Program Coordinator of the Intercultural Center. New organizations may
be accepted for a trial status period. Trial status lasts for 12 weeks. Organization will be provided
a small stipend for creating campus events or co-sponsoring an event with another organization to
assist the trial organization in becoming a recognized group on campus. Other requirements
include sending a representative to the ICC programming board meetings, attending One-on-One
meetings, and ICC Leadership meetings; as well as the fulfillment of all other requirements and
expectations of Intercultural Center Organizations.
Meetings with the Intercultural Center Staff Advisor
• Each club leader is required to schedule a monthly ½ hour meeting with the ICC Staff Advisor.
Discussion items will include: club programming, updates, e-board activities, and Intercultural
Center leadership updates.
• In the event that organization leadership cannot attend the scheduled meeting, it is their
responsibility to contact their club’s staff advisor and the department coordinator immediately
via phone or e-mail to reschedule the meeting for that same month.
• Club leaders are expected to attend these monthly meetings.
• Should an organization have a large event celebration coming up, leaders should plan to meet
with their ICC Staff Advisor bi-weekly.
Important Dates:
• Meetings with the ICC Staff Advisor = Monthly or Bi-Monthly
• ICC Executive Board Leader Retreat = Saturday, 9/19/15 & 9/20/15
• ICC Clean Up Day = Monday, 9/28/15
• Diversity Week Dates = Fall: 10/19/15-10/23/15 & Spring: 3/7/16 – 3/11/16
o Prospect Hill Community Center
• ICC Round Table Discussion = Sunday, 11/8/15 OR 11/15/15
• ICC Leaders Forum = Sunday, 1/24/15
• Deisversity Conference = Saturday, 2/27/16
• ICC Pass the Torch Calendar Night 5:30-7:00PM = Tuesday, 4/12/16 OR 4/18/19
Events Calendar
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• All ICC Organization events must be informed to the Intercultural Center Office for ICC
Calendar purposes. Email Elba Valerio – evalerio@brandeis.edu.
• Events will be distributed to the ICC Events This Week listserv, the ICC website, and the
ICC Office Calendar of Events.
• All upcoming events should be discussed during Monthly One-on-One meetings.
• Failure to submit events may prevent the event from happening. ICC Staff Advisors are
required to attend events. Proper notice is required.
• Make an effort NOT to program events over one another. Utilize various channels of
communication to keep it from happening (i.e. ICC Rep Updates, email Programming Board,
and ICC Staff Advisor One-on-One meetings).
• Events should NOT take place of which the ICC Staff Advisors are NOT informed about
them
Programming Tracker
• • • • Each club is expected to complete The Program Tracker after each event has ended.
This tracker helps all leaders easily track their programming experiences.
The ICC Program Coordinator will email you the Google Form Link
Each ICC Organization will have 5 days to complete it.
Food Waiver (Start the Process Early)
• Complete the Online Google Form
• Reach out to Autumn Sendzik from Conference & Events to set up a meeting with Sodexo
• If you buy non-Sodexo food for your event, you WILL NOT get reimbursed if the waiver is
not approved by all parties
Contracts (Start the Process Early)
• The ICC Director and Program Coordinator must review contracts received from the
presenters/performers for approval. Students are not permitted to sign contracts.
• The University has 2 forms online that can be used for your organization’s need when
booking a presenter or performer. Do not take it upon yourself to write and/or submit your
own contract without first clearing the idea with your ICC Staff Advisor
o Independent Consulting Agreement
o W-9 Form
• No verbal contracts should be made with any presenter, performer, or vendor. All details are
to be clearly typed.
Funding
• ICC Organizations can submit a fund request to fund their programs through the Intercultural
Center.
• It must include a Contract, an event budget breakdown, other funding source information;
and monetary agreements. Failure to include these items will delay the process.
• Budget requests must be submitted two weeks prior to event and discussed with their ICC
Staff Advisor
• Organizations must ask vendors (outside or student vendors) to submit an invoice to the
Intercultural Center Main Office. Additional information may be faxed or e-mailed, or
delivered to the office. The invoice should include Tax Identification Number.
• Please note that Brandeis University is a tax-exempt institution. Please inform performers and
vendors of this fact. Should a vendor need to be supplied with a Tax-Exempt Form, the ICC
can provide you with the number.
• An invoice must be created for all transactions. No Invoice = No Payment.
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• Plan ahead. No last minute requests will be considered.
• Funds must be spent as indicated on Funds Request Form.
• All receipts must be turned in within two weeks after the event to avoid delay or risk vendor
non-payment or your personal reimbursement.
• If you are seeking a personal reimbursement of funds spent based on ICC approved funding,
please be aware that tax charges will not be reimbursed. Brandeis is a tax-exempt institution.
• Club members are advised not to spend their own money when possible. The Intercultural
Center can provide club members with a BJs card to make purchases for an upcoming event
(not for personal use). It is encouraged that you use the A-Board Procurement Card for
purchases. If you spend your own money it is advised that you are confident there are no
other options. Expectation of ICC reimbursement must be pre-approved.
• Any funds not used for the event will remain in the ICC Organization fund.
• Funding for food is not encouraged.
Additional Funding Options
• Brandeis University Allocation Board Marathon
• Co-sponsorship with other organizations or departments outside of the Intercultural Center
• Brandeis Pluralism Alliance (BPA)
Fundraiser Guidelines
Having a Fundraising event is an excellent approach to:
1) Raise money for your organization
2) Raise money and awareness for a charity organization
3) Network with the community
4) Promote your organization
5) Learn how to coordinate sponsorship
When establishing a professional relationship with a charity organization, it is important to follow
through with your commitment through the end. As a result, each student organization must
complete the ICC Student Organization Fundraising Registration Form and check in with your ICC
Staff Advisor at least two weeks prior to the day of the event.
Jump Start
Planning an event? Get it done in one place at the weekly Jump Start meetings. These meetings
feature representatives from the Intercultural Center, Department of Student Activities, the
Department of Public Safety, and Conference and Event Services.
Jump Start Meetings are generally held every Monday at 3 p.m. - unless otherwise noted - in the
Shapiro Campus Center 315.
When attending a Jump Start meeting, please come prepared with the following information:
§ Tentative time and place of your program
§ Idea of which space(s) you would like to use
§ Concept of what activities will be taking place
§ Idea of what your budget is & who your funding sources are
§ Idea of extra costs and items you may need (i.e., renting tables, chairs, etc.)
§ Idea of equipment you may need
§ Advertising ideas
2015-2016 Jump Start Meeting Dates:
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Fall Semester 2015: Mon 8/31, Tue 9/08, Mon 9/21, Mon 9/29, Tue 10/06, Tue 10/13,
Mon 10/19, Mon 10/26, Mon 11/02, Mon 11/09, Mon 11/16, Mon 11/23, 11/30, 12/7
Spring Semester 2016: Mon 1/19, Tues 1/25, Mon 2/1, Mon 2/8, Mon 2/22, Mon 2/29,
Mon 3/7, Mon 3/14, Mon 3/21, Mon 4/04, Mon 4/11, Tues 4/19, Mon 5/02, Mon 5/09
GPA and University Standing Requirements
• Academics and conduct are priority. ICC Leaders represent Brandeis University, the
Intercultural Center, its organizations, and themselves.
• An ICC Leader must be a full time student at Brandeis University with a minimum
cumulative grade point average (GPA) of 2.25 and must maintain a 2.0 or above while a
student leader. ICC Leaders not in compliance with the GPA requirement or standard
requirements as stated above may have their status as a Team Leader revoked at any time
after or prior to their appointment. Members losing their status as an ICC Leader will remain
eligible to participate in the organization as a member.
• ICC Leaders are expected to follow the community standards set forth in the Brandeis
University Right and Responsibilities. Organization Leaders who violate campus or
community standards face dismissal from their role.
• GPA’s and university conduct standing will be checked in the semester immediately prior to
the appointment, the semester of appointment and semesters during the term of office.
Probation and Removal
• Intercultural Center Organizations will be put on probation for failure to meet Intercultural
Center requirements and expectations.
• Should you not fulfill your responsibilities, you are subject to removal on a case-by-case
basis.
• When concerns are first raised, there will be a meeting with the
individual/organization/officers in question, the ICC Programming Board Chairs, the ICC
Staff Advisor, and the Director of the Intercultural Center.
• A summary of the meeting and a list of expectations will be approved by all parties involved
and will be kept on file.
• An observation period will follow and the issue will be reevaluated as mutually agreed upon.
At that time, another meeting will take place and all parties involved will discuss if
improvement has been made.
• If improvement has not been made, a decision regarding probation removal or continued
evaluation will be made at that time. This decision will be a collaborative decision made by
the Director of the Intercultural Center, Program Coordinator, and Programming Board
• Organizations put on probation will have all ICC Funds frozen; and forfeit use of
Intercultural Center meeting space.
• Continued ICC violations and/or violation of probation status will move an organization to
removal, which is inactive status.
Organization Elections
• ICC Leaders are expected to attend the Pass the Torch Calendar Night & Meetings at the
end of each year. They are attended by incoming and outgoing Presidents and Vice Presidents
• These meetings allow the exchanging officers to learn their new role, project plans, and
timelines for the coming year.
• Elected officers should be introduced to their ICC Staff Advisor and given a list of officers’
names, titles, and emails.
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• While meeting with their ICC Staff Advisor, new officers will be oriented to the expectations
of the Intercultural Center.
Media Relations
• Your organizations response to media inquiries, positive or negative, reflects on the
Intercultural Center and your organization.
• When contacted by on campus media regarding an event. Please be as clear and accurate in
your description as possible.
• Should you receive a call from an off campus media representative, please contact the
Director of the ICC. The Director will work with the Office of Communications. If the media
contributor indicates they need the information right away, you are highly encouraged to not
participate. Follow the guidelines and do not risk the reputation of your organization or the
Intercultural Center.
• Photography/Video Recording: The Brandeis community has the obligation to protect the
privacy of their members (students, staff, faculty, etc.). As a result, commercial
photographers, videographers, and/or off campus vendors may not take or use pictures or
video of any student without first gaining his or her written permission to be photographed
and identified. We ask that you respect the privacy of your community members when
planning events and scheduling entertainment companies, such as DJs and all other vendors.
Emergency Response and Responsibility
• As a leader of an ICC organization it is within your responsibility scope to prevent negative
incidents.
• Be proactive and plan for emergency response at student organization functions.
• Develop a crisis response plan prior to an event or activity and educate organization members
about that plan and chain of command.
• Brandeis University Public Safety will be in attendance at large campus events.
• Should an incident occur at organization event contact Public Safety 781.736.3333 and the
Intercultural Center 781.736.8580
• All organizations sponsoring a dance will be required to participate in a pre-event meeting
with the ICC Staff On-Duty and the Lieutenant of Public Safety to frame the set up and
protocol for the event.
Large-Scale Event Protocol
When planning a large-scale event, ICC Organizations should complete the following steps in order
to achieve a successful event.
1) Reserve the space as early as possible (most likely a semester or year in advance)
2) Meet with your E-Board and begin delegating tasks 3-4 weeks prior.
3) Submit a Brandeis Ticket Request: http://www.brandeis.edu/tickets/
4) Attend a Jumpstart meeting 3 to 4 weeks prior to communicate with Public Safety, Student
Activities, Conference and Events, and Intercultural Center about the event
§ If Metal Detectors are needed, please make sure to inform Public Safety about it,
and make sure to have the proper funds in the budget to pay the cost.
5) Contact your ICC Staff Advisor to set up a Walk-through of the space 2 weeks prior the
event. Public Safety, ICC Club President & Event Coordinator, and are required to be part of
the Walk-Through.
6) During the event, E-Board members are responsible for the safety of the attendees
7) Make sure to follow-up with your ICC Staff Advisor 1 to 3 business days after the
completion of the event.
Brandeis Tickets Policy & Procedure
15
• ICC Clubs are expected to use Brandeis Ticket Services for events in Levin Ballroom,
Sherman Function Hall, Shapiro Gymnasium, and others. that have an expected attendance of
100 or more
• Submit Request as early as 2 months in advance.
• Online Form: http://www.brandeis.edu/tickets/
• Work with your ICC Staff Advisor to make sure protocol is being followed
Use of ICC Space and Resources for Organization Meetings and Events
**For safety purposes, ICC spaces cannot be utilized for overnight events, such as sleepovers,
slumber parties, etc.**
Reserving ICC Space for Your Events/Meetings
Submit Form Online: http://www.brandeis.edu/studentaffairs/icc/
• ICC organizations must complete the online form to reserve and secure a room.
• Failure to have a form on file may result in loss of space.
• Please allow 24 hours for confirmation of your reservation request
Canceling Space
• Should your organization no longer need a space, please cancel promptly for use by other
organizations and departments.
No Show Policy****
• If you reserve an ICC space and do not show up, the Department Coordinator and ICC Staff
Advisor will send you a written warning
• If your organization receives 2 written warnings, you will not be allowed to reserve any ICC
spaces for the remainder of the semester.
Clean Up Time
• • • • The reserved space should be left clean after use
All equipment used should be returned to its rightful place
Please Avoid blocking walkways and doorways
Particular Space Details:
o Multi-Purpose Room (MPR) - Organization responsible for set up and reset of room
o Conference Room - Organization responsible for reset of room. Yellow chairs are not to
leave the conference room.
o Kitchen – Organization responsible for following kitchen use guidelines and clean up.
Food items may remain in the refrigerator for one day; after which items are available for
consumption or discard. Please see kitchen policy handout.
o Main and Rear Lounge – Organization responsible for cleaning space after use
Intercultural Center Resources
• Resources are available for your programs. Please let the ICC Staff Team and/or Department
Coordinator know if additional resources are needed.
• You will need to sign out any resources used and follow protocol associated with those
resources.
• If you remove any resources from the office, please return them promptly after use.
• Resource check-out items: markers, paint, scissors, paint brushes, books, DVDs, videos,
staple guns, tools, AV equipment, spotlight, movie screen, etc.
• Other resource: Please see publicity
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Retrieving Items from the ICC - Proper prior planning prevents poor performance.
• Organizations should retrieve all necessary items needed for programming before the
program begins. ICC hours are as follows:
o Monday and Friday: 9am-7pm
o Tuesday through Thursday: 9am-11pm.
• All items should be retrieved during operating hours. The Programming Board does not have
access to the building beyond this time.
• Items can be reserved via the ICC Reservation form on line for such items as speakers,
staplers, etc. All requests will be reviewed and approved accordingly by the ICC Staff Team.
A responsible person will be held accountable for the borrowed items.
Kitchen & Storage Room
• Kitchen: Please make sure you leave the kitchen better than you found it.
o If the kitchen is left dirty, you will be asked to come back and clean it.
o Please make sure to keep the refrigerator and freezer clean, and that there is space
available for other organizations and/or ICC staff to use.
o Blue Storage bins are available in the kitchen for the purpose of storing non-perishable
food items for events.
• Storage Room: All items stored must be labeled and placed on your assigned shelf and not on
the floor. Please see the front desk after storing items. If you have any questions, please contact
the Department Coordinator. No Food of any type is allowed.
Additional Reservation Information
• Conference and Events (x64300; located in Kutz)
• Shapiro Campus Center - through the Office of Student Activities - (x65065). Tables in
Usdan are also booked through Student Activities
• See Appendix: How to Book Space On Campus Handout
Publicity
• The Intercultural Center allows its organizations to make up to 75 flyers per event per week,
(they cannot print 75 copies per event when there are multiple events for the same club
during the same week). The ICC Staff will assist you with the copies. Fill out a request form
and submit it and they will be completed in 48 hours.
• Various colors of copy paper have been purchased to assist with flyer making.
• The ICC Staff Team will create large banners for ICC organizations to advertise in Usdan
and Shapiro Campus Center. Simply complete a request form and the poster will be
completed in 48 hours.
• There is a large poster-making device in the Student Activities Department available for
special projects.
• Paper, paints, and markers are available for ICC organizations at the ICC.
• Organizations advertising off campus will be required to send a draft copy for approval to
your ICC Staff Advisor. If it is a dance party, complete a Metal Detector Option Form and
get signatures from the Director of Public Safety and the ICC Staff Advisor before
advertising.
• The Intercultural Center and sponsors of the events should be properly acknowledged on all
ICC organization flyers and in programs.
• All services are for programs, not for personal use.
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APPENDIX: USEFUL RESOURCES
Events Checklist
Fundraiser Form
ICC Funds Request Form
How to Book Space on Campus Handout
ICC Kitchen Checklist
Metal Detector Form
Walk - Through Form
Food Waiver