Cube

User guide for ICERM's Application and Visit Management System Cube.

Introduction to Cube
Cube: Registering a New Account
Cube: Managing Your Profile
Cube: Connecting Your ORCiD
Cube: Resetting Your Password
Cube: Submitting an Application
Cube: Submitting a Letter of Recommendation
Cube: Submitting Reimbursments
Cube: Opt-Out of Livestreaming
Cube: Visitor Attestation
Cube for Event Organizers

Application Reviews for Organizers
Event Roster for Organizers

Introduction to Cube

Cube is ICERM's visitor management system, where participants can apply and track their attendance to and from the Institute. This guide will provide some information about how to use and manage your Cube account.

Update your Profile

After signing up for a Cube account, you can update your profile information and link your ORCID iD account.

Apply To Programs

Select the program you would like to participate in, enter your expected dates, submit your CVs, and send in Letter of Recommendations from your advisor (if you are a Graduate Student).

Submit Reimbursements

If you are eligible for financial support, upload your receipts and request reimbursements.

Submitting Reimbursements

Speakers: Opt Out of Live Streaming

If you have an upcoming talk or lecture, opt out of Live Streaming from the ICERM website.

Opt Out of Live Streaming

Organizers: Review and Track Applications

Review, rate and comment on potential participant applications to a program. During programs, view and track participant attendance and expected visit dates.

Cube: Registering a New Account

In order to attend a program or event hosted by ICERM we require that an account be created in our web application Cube at https://app.icerm.brown.edu/Cube/. For those Cube participants who have been personally invited by ICERM to attend one of our programs please view the Staff Created Account instructions for help with your first time login. All other users may follow the User Created Account instructions to get started with a Cube account.

If you are having any trouble accessing Cube or setting up your account, please contact support@icerm.brown.edu.

Staff Created Account

To get started and access your Cube account for the first time you should have received an email from ICERM staff ("ICERM | Welcome to Cube") welcoming you to the Cube system. This email will contain your login email and a first time login password which you will be prompted to reset upon logging in. (see screenshot below)

After logging into Cube with your temporary login you will be presented with a form to enter in a new Cube password and any personal information to fill out your Cube profile such as academic, organization, or contact information. For more information regarding updating or filling out your Cube profile see Cube: Managing your Profile. Once a new password has been created and any additional information has been entered, hit the 'Update Profile' button in the bottom right to save your Cube profile.

After completing your Cube profile you will be prompted to register or connect your ORCID iD. Participants who do not complete ORCID iD registration will be unable to receive funding from ICERM on behalf of the National Science Foundation. For additional detail see Cube: Connecting your ORCiD.

If you are having any trouble accessing Cube or setting up your account, please contact support@icerm.brown.edu.

User Created Account

To get started creating an account visit Cube at https://app.icerm.brown.edu/Cube/. Select the 'Create New Account' button to navigate to the account creation page. (see screenshot below)

Enter your full name and email address to begin creating your account in the form provided. Once the fields have been completed hit continue where you will then be prompted for additional information regarding your organization, academic history, and contact information. After completing the form hit 'Sign Up' to complete your new Cube account.

If you are having any trouble accessing Cube or setting up your account, please contact support@icerm.brown.edu.

Cube: Managing Your Profile

Accessing your Cube Profile

At ICERM we encourage participants to keep their Cube profiles as up to date and accurate as possible to ensure best results in representing and communicating with our participants. To access your Cube profile you may select the 'Profile' button on the Cube home page or select the 'Profile' dropdown option from top right user menu. (see screenshot below)

From the profile view you will be able to edit/update any of the personal information* associated with your Cube profile. This can include your email address or any academic, organization, or contact information**. When any updates have been made please be sure to hit the update button found at the bottom of the form to save your profile updates.

If you have registered an ORCiD iD profile to your Cube account, a link to your ORCiD account will be displayed under the name fields in the profile edit view. For additional detail about ORCiD iD see Cube: Connecting your ORCiD.

You also have the option to update your password from the profile view at any time. If you choose to update your password, it must:

Be at least 8 characters
Contains no spaces
Contains at least one number (0-9)
Contains at least one capital letter (A-Z)

*Please note, your responses to the demographic questions allow us to measure our objective to reach a representative sample of the population. All responses are appreciated. This data will be reported by ICERM only in aggregate.
If you would prefer to not answer these questions, please select "Decline to report" in the fields.

**How your name and organization are entered for your profile will be used on any welcome documents, name tags, and invitations you may receive. Make sure these fields are entered accurately.

If you are having any trouble or questions about accessing your Cube profile or updating your account, please contact support@icerm.brown.edu.

Cube: Connecting Your ORCiD

About ORCID iD

ORCID is an independent non-profit organization that provides a persistent identifier – an ORCID iD – that distinguishes you from other researchers and a mechanism for linking your research outputs and activities to your iD. ORCID is integrated into many systems used by publishers, funders, institutions, and other research-related services. Learn more at orcid.org.

ICERM needs to collect ORCID iDs as REQUIRED by the National Science Foundation (NSF), its primary funder. Only those participants who furnish their iD to ICERM can be supported with NSF funds.

Linking your ORCID with Cube

After logging into Cube, the ORCiD iD page can be found from the Home Screen* (screenshot below), or by going to https://app.icerm.brown.edu/Cube/orcid.

^{*Note: If you have already linked your ORCID iD with Cube, the icon shown in the above screenshot will not appear.}

From the ORCiD page, you can click one of the buttons below:

Deny Registration: clicking this button and confirming your action means that you understand, starting in 2020, ICERM cannot reimburse you for any programs funded by the NSF.
- If you choose to deny ORCID confirmation, you can change your mind at anytime by going back to this page.
Register or Connect your ORCID iD: clicking this button will re-direct you to the ORCID.org login page, where you can log into your ORCID account and link with the Cube system.
- After logging into ORCID.org and accepting their terms, you will be re-directed back to Cube, with your account successfully linked to your ORCID iD.

Verify your Cube Account is linked with your ORCID iD

After successfully linking your Cube and ORCID accounts, the ORCID page will update with a link to your unique ORCID iD page.

Additionally, your verified ORCID iD will also appear in your Profile.

Cube: Resetting Your Password

Accessing the Reset Password Form

If you forgot your password to access Cube, you can reset your password by going to https://app.icerm.brown.edu/Cube/resetpassword or by clicking on the "Reset Password" button on the top menu bar of the Login page.

Once you get the Reset Password page, you will see a form asking for the email address used to create your Cube Account (see screenshot below).

Check Your Email

Using the form, enter your email address associated with your Cube account. If a valid email address is found, the form will open up with a Button. Click this button to receive an email to the email address you provided to continue the Reset Password process. (Note: If you are having trouble receiving the email, please check your spam folders.)

Password Requirements

In order to change your password in Cube, it must:

Be at least 8 characters
Contains no spaces
Contains at least one number (0-9)
Contains at least one capital letter (A-Z)

If you are having any trouble accessing the Reset Password From or accessing your account, please contact support@icerm.brown.edu.

Cube: Submitting an Application

Participants who wish to attend our programs at ICERM will need to submit an application through our web application Cube before attendance to ICERM. This page will describe how to access the application form as well as check on the status of any previously submitted applications. A Cube profile is required to apply to any program or event being hosted by ICERM.

Accessing the Application

After logging into Cube, you may access the program application page by clicking on the 'Apply' button on the Cube home page or by clicking on 'Apply' in the Cube top menu bar (see screenshot below). Alternatively you can reach the form by visiting https://app.icerm.brown.edu/Cube/apply.

Completing an Application

To begin the application process you must select the program you wish to apply for from the top program selection followed by entering the expected dates of your attendance to the ICERM program. The form features a 'Virtual Participant' checkbox which should be used to indicate if you intend to attend an ICERM program virtually*. (see screenshot below)

^{*Note that selecting virtual participation may change the requirements of the remainder of the application form.}^{ICERM will not be offering any financial reimbursement for virtual participation at this time.}

For requesting funds

Program applications at ICERM will require the submission of a Curriculum Vitae (including publications, PDF less than 2.5MB) to be uploaded via the file upload button (see screenshot below).

When click on the "Choose File", a "Pop up/Window" show appear, if not check the Pop up blocker or Empty Caches on your browser. If you have problem selecting the pdf, check permission on the pdf. When every thing goes well, the file name should appear under the button "Received File: filename.pdf" (see screenshot below).

Applicants may also submit a Personal Statement and/or any Funding comments they may have regarding their application by using the text fields near the end of the form.

Once the required materials have been attached the application is ready for submission. To view the status of any current or previously submitted applications you may click on the 'Status' button in the Cube navigation menu bar, or by going to https://app.icerm.brown.edu/Cube/status.

If you have any trouble accessing the form or have any questions about the application process, please contact applications@icerm.brown.edu.

Additional Graduate Student Requirements

In addition to the standard form for all participants, graduate students may also be asked additional requirements such as to submit the name of their academic advisor or information regarding presenting a poster.

^{*Note graduate student fields are not required for application submissions for virtual attendance}

Graduate Student applicants wishing to attend a programs at ICERM are required to acquire sponsorship via a letter of recommendation from their academic advisor. Please note that applications will not be fully considered until the letter of support from an advisor is submitted. See Cube: Submitting a Letter of Recommendation for further detail.

Linking your ORCiD iD

For all programs receiving funding by the NSF, all applicants must connect their ORCiD iD to the Cube System.

For first-time applicants, you will be re-directed to our ORCiD iD confirmation page after submitting your application. If you have already done this for a previous program, you will not be asked to re-enter this information.

For more information about ORCiD iD, please refer to Cube: Connecting Your ORCiD

If you have any trouble accessing the form or have any questions about the application process, please contact applications@icerm.brown.edu.

Cube: Submitting a Letter of Recommendation

Graduate Student Instructions

Participants who are registered as graduate students in Cube will be prompted when applying to submit their advisors name in their application. Upon completing an application to attend an event at ICERM, all participants will receive a confirmation email containing a link for your advisors to allow them to submit a letter of recommendation. (see screenshot below)

Academic advisors who follow the link will be directed to a form allowing them to submit a letter of recommendation in support of your attendance to a program at ICERM.

Alternatively advisors may access the submission form directly at https://app.icerm.brown.edu/Cube/advisor and submit a letter of recommendation directly by searching the applicants full name, email address, and program they wish to attend.

If you have any trouble accessing the email or have any questions about the application process, please contact applications@icerm.brown.edu.

Academic Advisor Instructions

Advisors who wish to submit a letter of recommendation on behalf of a graduate student applying to a program at ICERM should receive a link from the applicant provided in their application confirmation email. This hyperlink will direct advisors directly to a submission form for the applicants letter of recommendation.

Alternatively advisors may look up their applicants submission form directly at https://app.icerm.brown.edu/Cube/advisor or by clicking the "Advisor Statement" top menu button on the Cube login page (see screenshot below).

*To submit a letter of recommendation directly, the applicant's full name, email address, and program they wish to attend will be needed.

Once the submission form is reached via the hyperlink provided or by searching an applicant's name you will be presented with the applicant's credentials and a program description for the event they are applying to. Please ensure that the applicant's name, email address, and program listed are correct before completing the form. If the information is not correct please return to the student search via the button underneath the students credentials.

Below the program description a form can be found to submit your letter of recommendation. Upon selecting the letter upload format you will be presented with a file upload button or a text window to submit a plaintext version of your recommendation. (see screenshot below)

Once the form has been completed and the letter of recommendation has been attached you are ready to hit the "Submit Letter" button to complete the form. After completing the letter of recommendation submission you should receive an email confirmation sent to the email provided.

If you have any trouble accessing the form or have any questions about the application process, please contact applications@icerm.brown.edu.

Cube: Submitting Reimbursments

If you have been approved to attend our programs at ICERM with financial support, you will need to submit your receipts and enter your reimbursement requests through Cube. This page will describe how to enter your requested costs and verify your reimbursements requests.

Accessing the View

After logging into Cube, you may get to the Reimbursements Page by going to https://app.icerm.brown.edu/Cube/reimbursement.

Draft Requests: Initiated requests that have yet to be submitted to ICERM for review.
- The system deletes requests in draft status after more than 30 days.
Submitted Requests: Requests that have been submitted to ICERM for review.
- Submitted Requests have several different status indicated in the view. A brief description of each:
  - Submitted - Reimbursement request successfully submitted to ICERM Finance Staff.
  - In Progress - Actively being reviewed by ICERM Finance Staff.
  - Needs Information - Parts of your request are missing or incomplete.
    - ICERM Finance Staff have sent an email asking for additional necessary information.
  - Closed - Completed ICERM Processing and is routed to Brown's central offices. Brown's Central Offices will review and process payment.
    - Note all reimbursement requests are reviewed by numerous central offices at Brown who may request additional documentation.
  - Missing ORCID iD - Requires ORCID iD Registration before review process may begin.
    - Link your ORCID iD to your Cube account at https://app.icerm.brown.edu/Cube/orcid.

Entering a Reimbursement Request

After clicking the "Click here to start a new Reimbursement Request Button" to start a new request, or clicking the "Edit" button next to the Request you have in Draft Status, you will be brought to the main Reimbursement Request Page.

The Reimbursement Checklist provides basic guidelines to complete your Reimbursement Request.
In order to save your progress, a Program must be selected from the drop-down at a minimum.
- Events will show up in the drop-down if you are attending a program, the program is in-progress or has passed, and are granted financial support by ICERM. If this applies to you and no programs show up in the drop-down, please contact support@icerm.brown.edu.

Adding Requested Costs

There are up to three different types of Funding Requests you can make, depending on the type of event. For all cost types, enter the cost amount and currency the cost was accrued in.

Lodging
Travel
- Will also need to enter the Travel Type in the dropdown
  - NOTE: Unless previously approved, personal car mileage is ONLY for travel to and from your home airport or for use by New England residents. Please upload a copy of Google Map Directions to your Reimbursement Request.
Other
- Only will show in the form if you are pre-approved with expected miscellaneous costs.

Register with Brown's Payment System

There are three different forms of reimbursement that we can support, depending on the location of your main banking institution:

Check
Direct Deposit
Wire Transfer

For any of the type of Reimbursement you select, you MUST register with Brown's payment system in order to get paid by going to this link: https://secure.brown.edu/supplier. Follow the directions found in the Reimbursement form carefully. Once you are fully registered, make sure to click the "I certify that I completed the Brown Supplier Request through Workday." checkbox and confirm your registration.

Upload your Relevant Receipts/Documents

Using the Upload field at the end of the Reimbursement Form, you may submit a single .pdf or multiple .png/.jpeg files containing the receipts/documents related to your reimbursement Request.

Special Upload Requests for Visa Holders

In compliance with the IRS, PLEASE UPLOAD A COPY of your Passport Photo Page, Visa, Entry Stamp, and Form I-94 with your request.
(Form I-94 can be obtained using this link: https://i94.cbp.dhs.gov/I94/#/recent-search)

J-1 visa holders are not sponsored by ICERM/Brown. Please also upload:
- Copy of DS-2019
- Letter from the International Office of your sponsoring institution authorizing reimbursement payment
F-1 visa holders are not sponsored by ICERM/Brown. Please also upload:
- Copy of I-20
- Letter from the International Office of your sponsoring institution authorizing reimbursement payment
  ~If you have an EAD card, you can send in a copy of the card instead of the letter

Register your ORCID iD

Depending on the program you are attending, you will be required to link your ORCID iD with your Cube account in order to receive funding. Link your ORCID iD to your Cube account at https://app.icerm.brown.edu/Cube/orcid.

You may get more information about how to link your ORCID iD by using this guide: https://docs.icerm.brown.edu/books/cube/page/cube-connecting-your-orcid.

You may continue submit your Reimbursement Request without registering your ORCID iD, however if the program you are requesting reimbursement for requires ORCID iD registration, you must register before the review process may begin.

Cube: Opt-Out of Livestreaming

ICERM streams all lectures live to the Internet via our website. Speakers and Virtual Speakers have the option to opt-out up to 24 hours before their scheduled time slot.

Accessing the Opt-Out Form

After logging into Cube, the Opt-Out Form may be accessed by either clicking on the "Opt-Out" button on the top menu, or by accessing this link: https://app.icerm.brown.edu/Cube/optout.

From this form, you may select the Talk you would like to opt-out of live streaming from.

For your upcoming talks to show in the drop-down, it must:

Be at least 24 hours before the day of the talk.
Have your name registered as a presenter.

If you have any trouble accessing the form or have any questions about your opt-out status, please contact support@icerm.brown.edu.

Cube: Visitor Attestation

In order to attend programs at ICERM, participants must be vaccinated and are required to sign an attestation form. As of June 17, 2022, this form can be accessed via Cube.

All participants planning to attend ICERM in-person will receive an email 30 and 3 days prior to the start of the program asking them to sign the form in Cube. Brown Employees are not required to sign the form.

If you are having any trouble accessing Cube or setting up your account, please contact support@icerm.brown.edu.

Accessing the Attestation Form

If this is your first time accessing the form, a link to the page is viewable from Cube's homepage, as shown in the screenshot below. Otherwise, you may view the form by going to https://app.icerm.brown.edu/Cube/attestation.

*If you have already attested within the past 100 days, the icon shown in the above screenshot will not appear.

Add/Confirm Your Residential Address

Before accessing the main form, the Cube system will ask you to enter/confirm your residential address. The page will include a form for you to enter this information, as shown in the screenshot below.

Re-Attesting Every 100 Days

If it's been over 100 days since you last signed the Attestation Form and are planning to visit ICERM again in-person, the Cube system will ask you to re-sign the form. When you access the page (ttps://app.icerm.brown.edu/Cube/attestation), the system will pre-load the address fields with the residential address found from previous sessions. Please confirm or re-enter your address in order to continue signing the form.

Cube for Event Organizers

Application Reviews for Organizers

About the Application Review

The Application Review is used to view, comment, and rate participant applications to ICERM programs. This view is only available to Staff and Organizers of the selected program.

Accessing the Application Review

After logging into Cube, Organizers are able to access the Application Review by going to https://app.icerm.brown.edu/Cube/applicationreview or by clicking the "Application Review" button at the top menu bar.

From here, you may select an event from the drop down which contains all upcoming events that you are marked as an Organizer for. If you do not see any events in the drop down, make sure that:

The event has not yet started.
You are marked as an organizer for the Event.

Contact programstaff@icerm.brown.edu for more information if you are supposed to the an Organizer for the upcoming program, but do not see your assigned event in the drop down.

Relevant Fields in the Main Application Review Grid

This next section details the different columns in the Application Review Grid after selecting a program from the drop down.

Ranked: This checkbox denotes whether or not you have already rated the applicant listed on the current row.
#: The current row
First Name, Last Name: The name of the applicant
Organization: The applicant's current organization or institution affiliation
Position: The applicant's current position at their organization/institution
Date Applied: The date the applicant's application was entered into the Cube System
Status: The current status of the applicant's application
- Note: Once an applicant's application is no longer in a "Pending" status, their row will be greyed out and in italic font in the Application Review
Virtual: If the checkbox is checked, then this applicant requested virtual participation for the program
CV: If the checkbox is checked, then the applicant submitted their CV to their application
PS: If the the checkbox is checked, then the applicant submitted a Personal Statement to their application
LoR: If the checkbox is checked then the application received a Letter of Recommendation from their Advisor
- Note: This only applies to Graduate Students. If the applicant is not a Graduate Student, then the LoR column will be marked with three horizontal dots.
Submitted Ratings: The number of ratings submitted by the other Organizers of the program

Viewing an Application

Once the main Application Grid loads in after selecting a program, you may view, comment, and rate applicants by double-clicking their row. You may view submitted materials such as a CV, Personal Statement, or Letter of Recommendation by clicking on the hyperlink icons listed below the applicants details to view them in another window.

Adding a Comment

To add a comment to an application enter a new comment into the text field and hit 'Submit Comment' (see screenshot below). Unsubmitted comments will not be saved if the applicant view window is left before submitting. Your entered comments will be displayed above the comment entry field and may be edited by hitting the 'Edit Comment' button.

Adding a Rating

To rate an application select a rating from the dropdown labeled 'Rate Applicant' and make sure to hit 'Submit Rating' to save your results (see screenshot below). Unsubmitted changes will not be saved if the applicant view window is left before submitting.

Organizer rankings are an integral part of the review process. ICERM values the rankings and input provided by the organizing committee and asks that you take the time to rank each applicant. Assign each a score of 0-3:

0 - Not suitable for this program
1 - Would make a contribution to this program
2 - Desirable for this program but not high priority
3 - High priority, important for the success of the program

Scores and any comments entered will be viewed by ICERM directors and staff only and will not be visible to other organizers. There is no need to rank-order applicants, assign scores following a particular distribution, or coordinate scores of organizing committee members.

After the applications are scored by the organizing committee, the ICERM director associated with your program will review the scores and allocate funds accordingly. ICERM will send out official acceptances at that time.

If you are having any trouble or have questions about reviewing applicant profiles, please contact programstaff@icerm.brown.edu for additional support.

Cube for Event Organizers

Event Roster for Organizers

The event roster is a means for an organizing committee to view the status of individuals who have been invited to the workshop. This tool is updated as responses are received by the program coordinator and feeds directly into the program webpage.

Accessing the Event Roster

After logging into Cube, Organizers can access the Event Roster by clicking the "Event Roster" button on the top Menu Bar or by going to https://app.icerm.brown.edu/organizer.

From here, you may select an event from the drop down which contains all events that you are marked as an Organizer for. If you do not see any events in the drop down, make sure that you are marked as an Organizer for the event by contacting the ICERM Program Coordinator at programstaff@icerm.brown.edu.

Relevant Fields in the Main Event Roster Grid

This next section details the different columns in the Event Roster Grid after selecting a program from the drop down.

First Name, Last Name: The name of the participant
Email: The email address of the participant
Organization: The participant's current organization or institution affiliation
Position: The participant's current position at their organization/institution
Status: The current attendance status of the participant
Virtual Attendance: If the checkbox is checked, then the applicant is requesting virtual participation to the program
Invitation Sent: The date the participant received their invitation from program staff
Event Role(s): The role(s) that the participant has for the duration of the program
Start Date: The day the participant expects to start their visit to ICERM
End Date: The day the participant expects to end their visit to ICERM
Multiple Visits: If "Yes," then the participant is expecting to Visit ICERM across multiple sets of dates.

About Roles

As described in the Event Roster Guidelines, below describes the different types of roles an Organizer might find in the Roles Column:

Attendee - Every participant should have this role as a base. If they have no additional roles, they are only a participant in the workshop.
Speaker - Individual who has been invited to give a talk at the event
Organizer - Individual who is on the organizing committee for the event
Poster Presenter - Individual has been invited to present a poster at the event
Institute Postdoc - Individual who has been hired into a 9 month postdoc position (September - May)
Semester Postdoc - Individual who has been hired into a 4 month postdoc position (corresponds with semester affiliation)

About Statuses

As described in the Event Roster Guidelines, below describes the different types of roles an Organizer might find in the Status Column:

Pending - ICERM has received no response to the invitation that was sent
Confirmed - Participant has confirmed their participation in the event
Declined - Participant has responded that they will not attend
Cancelled - Participant originally confirmed and subsequently cancelled
Rescinded - ICERM cancelled the invitation to participate
Tentatively Confirmed - Participant has responded that they would like to attend but cannot fully commit at the time

Project/Mini-courses

The Project and the rank that the applicant choose for the application

Making Notes

If you would like to use this feature, please contact the Program Coordinator for more information at programstaff@icerm.brown.edu.

Exporting CSV

If you would like to retrieve a downloadable .csv file of the currently selected program's participant data, click the "Export CSV" button above the Grid.