Expectations, Policies and Requirements
Fall 12-Spring 13
Intercultural Organizations (ICOs) are under the Intercultural Programs Office in the Student Life Department. In the spring semester, ICOs will submit updated information including leadership, program and/or budget changes.
What is Intercultural Programs?
Mission – For Westmont to be the kind of place where we can share the fullness of our experiences and are supported, validated and encouraged in our journey of faith and life.
Vision – To provide resources to cultivate open dialogue, healthy debate and richer relationships surrounding the challenges, realities and blessings that comes with living in an increasingly diverse campus, society and world.
- To foster an environment in which students, staff and faculty live out their faith while impacting our global society.
- To create opportunities to share and express our unique backgrounds.
- To encourage students to embrace their cultural heritage while accepting others
- To build God’s global kingdom for His glory.
- To seek justice and equity for all through our attitudes and actions.
Definition of an Intercultural Organization:
Any registered Westmont student may lead, be a member of an ICO or attend an ICO program. An intercultural organization exists to support, educate and celebrate different cultures and perspectives among our students and on our campus. Programs and meetings will be framed by the college’s learning standard for diversity and by ICP’s mission, vision and goals.
- Presidents and their cabinet leaders attend the New Student Leaders Dessert in April, Student Leaders Training in August, Student Leadership Summits in October and January, and monthly Student Leaders lunch meetings.
- Attend a mandatory monthly ICO meeting on the first Thursday at noon led by ICO Co- Directors and WCSA's Multicultural Representative (MCR). All ICO leaders are expected to attend this meeting. No exception.
- Meet once per month as a cabinet to plan programs. Each leader is to contribute to meetings and programs, and follow through on tasks as delegated.
- Meet once per month with the Director of Intercultural Programs for planning and advising.
- Attend ICO leaders' retreat, which is organized by the ICO Co-Directors.
Plan one program per month with the following themes. One of these programs per semester is to be open to all students. Note: We encourage collaboration and coalition-building between ICOs, other student organizations, academic departments and Student Life offices to share resources and to demonstrate a mutual commitment to diversity.
Sept Welcome Event Oct Identity/History & Community Fair Nov Social Justice/Current Affairs Dec Faith/Religion/Spiritual Practices
- Write an End of the Year report to assess all programs and submit to the Advisor.
Use the Event Planner document for large scale programs.
|Feb||Relationships/Family & Community Carnival|
- Respond to requests for information from the ICO Co-Directors about meetings, programs and updates for the ICO blog and ICO kiosk bulletin board.
- Respond to emails from Advisor and ICO Co-Directors in a timely manner i.e. within 4-6 days.
- Inform the campus of programs and meetings via DC posters, Current Students Page, Facebook and/or other means of communication. We discourage the use of fliers to better steward our resources.
Logistics and Office
- Reserve rooms and transportation in a timely manner. Any charges will be debited from your organization’s funding.
- For copies, use the copier machine in KSC. ICOs will be given a copy code to use and charges will be against the ICOs account. Be mindful that all the ICOs will be using this copy code so please be judicious in making copies for events and activities.
- ICOs share an office with REJ in the KSC. A key will be signed out to each student leader. If a key is not returned by the end of the academic year, your ICO will be charged $50 for the replacement.
The office is to be maintained and kept clean throughout the academic year. At the end of the year, ICOs and REJ is to update files and clean the office for next year’s leaders.
Organizational Structure: Each ICO is to have the following leadership positions that may be filled either by appointment, election or recruitment. An organization must have a President and a President-Elect. Please fill in names of students for each role. Note: To carry-on legacy and maintain organizational memory, each organization is expected to have a President-elect who will carry on the organization in the next academic year.
Organization President – The president will facilitate individual ICO meetings, follow-up with others to assure completion of tasks, and keep leaders accountable for attending all meetings. S/he will work with her/his cabinet to develop the mission, vision and goals for the ICO. The President or Vice President will update any event postings to the Current Students Page, send all students emails (please do so sparingly), create events on Facebook (or whatever is the current social networking website), and create or delegate to others to make DC posters.
Organization Vice-President – The vice-president supports the president by facilitating meetings and making decisions if the president is unavailable and providing assistance to the other leaders as needed. S/he will work with the cabinet to write an end-of-the-year report for the Advisor and next year’s cabinet.
Core Team Business Manager/Secretary – The business manager will create a budget with the ICO Core-Team and ICP Director. S/he will track expenses so they do not exceed the budget. S/he will submit an updated budget in the spring semester if more funds are needed. S/he will submit receipts within two weeks of a program for all ICO reimbursements to the Business Office . S/he will also be responsibile for taking minutes of the meeting and posts them on the ICO’s page on the ICO blog. S/he will create a file to store documents and to be filed in the ICOs Office in KSC. S/he will post documents on Google Apps as needed for the Advisor and ICO cabinet to review.
Mission, Vision and Goals: Each ICO is to develop a clear mission, vision and goals that are aligned with the college’s commitment to diversity, and the mission, vision and goals of ICP. Please click on these sites for more information: http://www.westmont.edu/_offices/intercultural_programs/index.html http://www.westmont.edu/_offices/intercultural_programs/LearningStandardpage1.html
Mission – This is a statement that describes the purpose for which your ICO exists. The mission statement essentially stays the same year to year.
Vision – This is a statement as to what the organization will do to meet its mission for this year. This changes from year to year depending on what is happening on campus and in society.
Goals – These are short statements as to how the organization will meet its vision and for assessment, i.e. the goals will help you to know whether your ICO has fulfilled its vision.
Funding and Budgets: Each ICO is expected to submit a budget at the start of the academic year. The President, Vice-President and the Business Manager are to work together to create a budget for submission and approval by the Advisor. If an ICO needs more funding for the spring semester, an updated budget is to be submitted at the start of the semester.
Receiving funding and reimbursement for each semester is contingent upon fulfillment of expectations and commitments as noted in this document and in the commitment statement.
There is a total of $5000 from student fees and ICP’s budget to be distributed among the ICOs. The range of funding will be from $500-$800 per academic year depending on budget requests and total available funding.
ICOs may also apply for additional funding through the WCSA Multicultural Representative. Please contact the representative for more details.
ICOs may fundraise as long as it does not require the need for receipting of donations through the college or soliciting from businesses and churches in the area. That is, ICOs may have fundraisers such as car washes, bake sales, etc. Please contact the ICP director if there are questions after reading the college’s fundraising policy for student groups at http://www.westmont.edu/giving/student-fundraising.html
Submit receipts to ICP within two weeks of completion of a program to receive a reimbursement. If reimbursements exceed the approved budget, students are expected to pay for those expenses.
The budget may include refreshments, transportation, speaker fees, ticket/entrance fees, etc. We expect that funding be used throughout the semester for your ICOs’ programs.
Intercultural Organizations (ICO) is under the Intercultural Programs Office (Student Life). This application is for charter status and funding for the academic year . In the spring semester, ICO's will submit updated information including leadership, program and/or budget changes.
- Presidents of ICO's attend student leader training and meetings in April, August and throughout the semester.
- Attend a mandatory weekly ICO meeting led by ICO Co-Directors and WCSA's Multicultural Representative. At least one leader must be in attendance.
- Update the ICO blog after every event and at least once per month.
- Email information to ICO Co-Directors about meetings, programs and updates for the ICP bulletin board at the kiosk.
- Inform the campus of programs and meetings via fliers and, Facebook and/or other means of communication.
- Reserve rooms and transportation. Any charges will be debited from your organization's funding.
- Plan one program per month.
2. Food,music, dance, theatre, art or literature.
3. Social justice, equity/access, history, or identity.
4. Faith, church, scripture, or spiritual practices.
- Hold at least one meeting per month for your ICO leadership, i.e. cabinet.
- Plan one all-campus program per semester
- Plan one program per year with all the ICO's e.g. Multicultural Dinner or Festival
- Meet with the Director of Intercultural Programs once per month for planning and advising.
- Fully participate and contribute to the organizations' leadership team, meetings and programs.
- Submit receipts to ICP within two weeks of completion of a program to receive a reimbursment. If reimbursements exceed the approved budget, students are expected to pay for those expenses.
- Submit an end-of-the-year assessment report.