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Philosophy and Purpose

Philosophy 

CWI recognizes that students gain more from their college experience by getting involved outside of class. Students also improve their future employability by participating in clubs and organizations. Students will gain valuable communication, collaboration, critical thinking, and conflict resolution skills. Clubs and organizations at CWI exist to support student growth and success inside and outside of the classroom. 

Purpose 

College is more than attending lectures, writing papers, and taking exams. It is also about enhancing the college experience by getting involved with campus groups and activities. By participating in student clubs & organizations, students will be able to:

• Meet new people
• Interact with staff and faculty
• Learn leadership skills
• Increase your employability
• Serve their community
• Explore new ideas, career opportunities, and goals
• Network with individuals in the local community
• Enhance their resume

Student clubs and organizations at CWI are part of the Associated Students of the Ä¢¹½ÊÓƵÍø (ASCWI). The information, policies, and procedures laid out in this handbook pertain to Recognized Clubs & Organizations (RCO). These are groups that have gained approval from the Office of Student Engagement. 

All clubs and organizations must uphold the Student Clubs & Organizations policies. Failure to meet the requirements outlined in this handbook may lead to a club losing its approved status.

Office of Student Engagement

The Office of Student Engagement handles the operation of all student clubs and organizations. Any policies and procedures affecting clubs and organizations are interpreted and administered through this office. Student Engagement organizes open enrollment and helps maintain club paperwork. They will also assist with events, finances, fundraisers, and travel. Additionally, Student Engagement provides leadership training and support for clubs and organizations. Any problems associated with Student Clubs & Organizations should be brought to the Office of Student Engagement for review and resolution. 

Student Clubs & Organizations should also follow all CWI policies and regulations. These policies pertain to all entities of the college, including Student Clubs & Organizations. These policies include, but are not limited to: 

• Student Rights and Responsibilities
• Student Code of Conduct
• Harassment
• Safety and Security
• Financial Management
• Travel
• Employment
• Free Speech
• Discrimination

 Questions about college policies and regulations should be brought to the Office of Student Engagement for further direction.

Eight Steps to starting or renewing a club

1. Contact the Office of Student Engagement: Meet with the Coordinator for Student Engagement to receive guidance throughout the process as needed. It is recommended that new clubs work with the coordinator in the early stages.
2. Find the required minimum officer and advisor roles:
   1. The three required Officer positions are President, Treasurer, and Secretary 
      1. Officers must meet the following criteria: 
         1. Must have a semester AND cumulative GPA of 2.0 or greater 
         2. Enrolled in at least 1 credit at CWI 
         3. Must be in good conduct standing with CWI
   2. Club Advisor
      1. Club Advisors must be employed directly by CWI
3. Complete and submit the following paperwork during the Club Open Enrollment Period: 
   1. Application to renew or start a new Student Club or Organization. Access this form by  
      1. A complete application will include
         1. Full names, CWI emails, and phones numbers for club officers
         2. Full name and CWI email for advisor(s)
         3.  A club constitution.  
            1. A template is located in Appendix A or a word document can be provided when requested from Student Engagement at clubs@cwi.edu
4. ASCWI Club Recognition
   1. Clubs are recognized annually by ASCWI. 
   2. ASCWI will have a standing action item on their agendas for at least the first five weeks of each semester that includes Club Recognition.
   3. Each new and returning club must present on their organization to ASCWI. The presentation should not exceed 5 minutes and allow for up to 5 minutes of questions. The presentation should address the following questions:

      1. Is your club new or a renewal of a previously existing club?

      2. What is the purpose of your club? What do you hope to achieve by forming this club? 

      3. Who are the members of your club? What are their interests and goals? 

      4. What activities do you plan to hold? How will your club benefit the student body? 

      5. How will you promote your club? How will you reach out to potential members? 

      6. What are your plans for sustainability? How will you ensure that your club remains active in the long term? 

      7. What are your club's policies on membership? What do students have to do to be considered an active member? To run for an officer position?

      8. How will you handle conflicts within the club? 

      9. What are your club's financial goals? 

      10. How will you measure the success of your club? 

   4. Following each presentation, ASCWI will ask questions, discuss, and then vote on a club’s renewal or first-time recognition.
      1. This will also include a requirement that the club officers and advisors complete their required club training within 10 business days, or they will need to return to ASCWI and request an extension. 
5. All officers and advisor(s) must complete the organization tests available through blackboard:
   1. Everyone will be added to the portal once the coordinator has acknowledged that the club application is complete and will notify the organization via email. 
   2. Clubs who have not had officers and advisors complete the training are not able to request funds, spend funds, or hold official events. 
6. Once the club has become active by completing the organization test then the club should submit the information, they want included on the club website by completing the  . The minimum following information for updating the club web page includes:
   1. Club description
      1. How students can get in contact with the club (email, interested form, etc.)
   2. Any officer information that you want to be available(advisor is automatically included) 
   3. Officer Profile Photos: 125x125 pixels 
      1. Names, Positions, Emails(optional)
   4. Club Web Page Images (with artist permission included):
      1. Header: 880x200 pixels 
      2. Icon/ Logo: 100x100 pixels 
7. Establish a Club Facebook Page:
   1. Facebook pages will be established through the Office of Student Engagement through the following steps: 
      1. Determine who will oversee the management of the page and which officers will have access 
      2. Coordinate a time to have the officer who manages social media and the advisor to meet with the Coordinator of Student Engagement & Programs. Please make sure you have your passwords to your facebook and your associated email available for the meeting.
         1. Schedule an appointment here: 
8. In order to sustain an active status, the club must continue to meet the following requirements: 
   1. Meet at once Monthly 
   2. Send a club representative to Student Leadership Circle Meetings on the first Thursday of each month at 4:30 PM during the fall and spring semesters. These meetings occur in conjunction with ASCWI Senate meetings. 
      1. A club representative is considered a student who is involved with the organization and can deliver a report.
         1. The representative must only be representing one club at a single student leadership circle.
         2. The student representative must be able to provide a knowledgeable report and be able to respond to any questions from ASCWI or other clubs.
      2. If a representative is not able to attend, then the club should send a report of what they have been working on and anything upcoming to clubs@cwi.edu.

Club Application renewal is only required once an academic year. Club activation from Fall semester is valid through June 30 the following calendar year. Club activation in spring semester is valid through June 30 of that academic same year. 

Clubs that were active in the previous academic year are considered active through the end of the fall  open enrollment period on a contingency basis. Clubs that have funds available will be allowed to request purchases for recruitment and outreach efforts to be supported. 

• Clubs will not be able to plan for events that occur following the open enrollment period if they have not completed the steps for activation for the current academic year 

Club Renewal

Clubs that were active in the previous academic year are considered active through the end of the fallopen enrollment period on a contingency basis. Clubs that have funds available will be allowed to request purchases for recruitment and outreach efforts to be supported. 

• Clubs will not be able to plan for events that occur following the open enrollment period if they have not completed the steps for activation for the current academic year 

Privileges

Recognized Student Clubs & Organizations enjoy the privileges listed below: 

• Use of the name of the college in the organization title (marketing guidelines apply)
• Use of college facilities such as: meeting rooms, event space, bulletin boards, and digital display advertising
• Requests for funding from the Associated Students of the Ä¢¹½ÊÓƵÍø (ASCWI)
• The use of the Business Office for financial advising and banking services
• Assistance from the Office of Student Engagement
• Inclusion in the online Directory of Student Organizations
• Maintenance of a web page attached to the college’s website (related guidelines apply)

Organizations may be established within the college for any legal purpose. Organizational focus may be religious, political, educational, economic, or social. 

As a general rule, membership in a recognized college organization must be open to all students. A student may not be denied the rights of access to and participation in any college-sponsored or college-approved activity because of race, age, color, religion, national origin, sexual orientation, gender, veteran status, or disability.

Organization types

Department

 All student organizations are classified, or grouped, based on several criteria: 

• Their function for the student body 
• Their relationship with a department or office and/or the Student Government Association 
• Their relationship with a college staff or faculty advisor 
• Their access to various college resources 
• Their level of risk posed from their activities to the college 

Each group that is classified as a Club is then assigned a category based on their mission statement.  The Office of Student Engagement oversees the club categorization process. These categories include Academic, Competitive, Cultural, Honors, General Interest, and Spiritual. 

Open Enrollment

This period of time is considered a temporary/grace period. During this time student organizations may limited student club & organization privileges while they complete the annual registration process. Student organizations failing to complete the Open Enrollment registration process should do so the following semester. If a student organization is able to demonstrate reasonable progress, then ASCWI may grant extensions to the deadline at its discretion. 

• Open Enrollment date for Fall 2024: 

  • Monday, Sept. 23

• Open Enrollment date for Spring 2025: 

  • Monday, Feb.24  

Clubs that were active in the previous academic year are considered active through the end of the current Fall open enrollment period on a contingency basis. Clubs with funds available will be allowed to request purchases for recruitment and outreach efforts to be supported. 

• Clubs will not be able to plan for events that occur following the open enrollment period if they have not completed the steps for activation for the current academic year 

Club Status

Active Status 

CWI clubs maintaining an active status are fully registered with the Office of Student Engagement. Active status depends upon fulfilling all required paperwork during Open Enrollment and upholding relevant policies and procedures.

Inactive Status 

Any club not meeting the Open Enrollment requirements will become inactive until the next Open Enrollment. The club can apply for active status during the next Open Enrollment period. 

Any club or organization may lose active status if one or more of the following occurs: 

• Club's bank account has been in deficit for more than 30 calendar days
• Opening an off-campus bank account
• Failure to complete the annual registration process during Open Enrollment
• Failure to adhere to CWI policies and procedures
• Failure to adhere to the Student Handbook policies and procedures
• Failure to adhere to policies and procedures outlined in this handbook
• Loss of an advisor/inability to replace an advisor within the three-week grace period

**Any club account that has been inactive for a period of one (1) academic year will be closed. Any remaining funds will be returned to ASCWI. The Office of Student Engagement must approve exceptions to this rule.

Loss of Recognition

A registered student club or organization may lose recognition if one or more of the following occurs:

• Continuous inactive status
• Hazing
• Discriminatory practices
• Violations of CWI policies or procedures as determined by the Office of Enrollment and Student Services
• Violation of local, state and/or federal laws

**Any funds existing as a balance within the organization's account will be returned to ASCWI upon the loss of recognition.

Withdrawal of College Recognition 

Any club or organization that chooses to not maintain active status may withdraw their recognition from the college. To withdraw recognition contact the Office of Student Engagement. If a club chooses to withdraw their club status, their club funds from the current school year will be returned to ASCWI.

Appeals Process for Loss of Club Recognition 

Club members may appeal loss of club recognition for a forming or existing club or organization. The appeal must be submitted in writing to the Dean of Students within 14 business days of receiving the decision. The Dean of Students will make the final decision on the appeal within 14 business days of receiving it. Written notice of this decision will be sent to the club. This will serve as the ultimate and final decision on the appeal.

Officer Responsibilities

Purpose

Learn about the responsibilities of club officers including how to report concerns, student and club handbook violations, and what an infraction may result in for an organization by clicking on the links below.

Advisor Role & Responsibilities

Purpose

This section outlines the requirements for an advisor, what happens when an organization loses an advisor, how to remove or replace and advisor, and the college's Fraternization Policy.

Club Cost Center

Clubs accounts are established through the CWI Business Office for the purpose of depositing and expending funds. According to CWI policy, all financial transactions must be processed through the Business Office utilizing the college account. This section will cover the policies and procedures for club accounts. 

Club Cost Center

Student clubs may not establish individual accounts at a commercial financial institution such as a bank or credit union. Club status will be revoked if the Office of Student Engagement obtains confirmation that a club has an off-campus banking account. 

To obtain a CWI account, the club must first submit all required paperwork during Open Enrollment and obtain approval by the Office of Student Engagement. Once the club is approved, Student Engagement will submit the required information to the Business Office in order for the club to receive an assigned Cost Center.  

A Cost Center is an account number specific to the individual club. The college cost center must be used on college forms to deposit money into or request payment for expenses out of the club account. Student Engagement will communicate the college cost center number to the Club leadership once it has been assigned. 

Club Funds

Club funds are to be used for the benefit of all club members. Club funds may not be used for: 

1. The benefit of any Academic Department 
2. To replace classroom equipment 
3. To buy supplies for a class or class project 

Funds that come from the College, (i.e. ASCWI, Foundation, etc.), may only be used to support club members, club sponsored events and activities, and club functioning, such as club advertising and recruitment efforts. These funds may not be used to purchase items for or to donate to an outside organization. Clubs may appeal to Student Engagement at clubs@cwi.edu.

Club Deposits

How to make a club deposit: 

1. Print off Club Deposit Form PRIOR to going to the One Stop Office. You can find forms on . 
2. Fill out the Deposit Form completely. You must have the club's Cost Center on the Deposit Form. 
   • If the club is depositing checks from an event/fundraiser etc., the club must write the club Cost Center on the back of the check in the upper right corner. 
3. One Stop will count the money with the club representative to verify that the deposit is accurate and to create checks and balances. 
4. After the money has been counted and the Deposit Form is accurate, the One Stop will sign off on the Deposit Form. The One Stop will give you a copy for your records. Make sure to keep your copy for records and record it within your own budget tracking. 

Your deposit will not be accepted if: 

• You do not have the club's Cost Center on the Deposit Form and every check.
• The form is incomplete. 

Reimbursements

All purchases must be made through the Office of Student Engagement. Reimbursements for travel will not be conducted. Exceptions may be made regarding travel with documentation of extenuating circumstances. Refer to club travel and the proper prior approvals through the Student Engagement Office. 

Contracts

Club activities such as hosting an individual, group or event (comedian, musician, performer, guest lecturer etc.) require a contract between the College and the guest. Rentals of equipment or facilities also require contracts. The contract must be approved by by the Provost and the CWI contracts team. The club will be required to obtain prior approval through the form of an event pre-approval, of any contract between the College and the other party or parties involved. 

• For items that require a contract, the event request should be submitted at least 30 business days in advance of when the contract needs to be signed by both CWI and the selected vendor. 
• Contracts must be signed by the CWI contracts office designated authorized signatory. Contracts not signed by them are not valid to use club or other institutional funds for payment. 

Prizes, Gifts, and Awards

All prizes, gifts, and awards that are not part of an event will still require prior approval. Clubs wanting to provide prizes, gifts, and awards outside of an event format need to submit the Purchase Request for Supplies, fundraisers, and events form. 

Clubs wanting to have prizes, gifts, and awards that are part of the event should include the information as part of the event pre-approval request.  

For all situations, Student Engagement will notify the club officers and advisor if the request is approved. Once the request is approved Student Engagement will begin coordinating the purchases. 

CWI Policy for Gifts and Prizes the winner needs to complete W-9 for all non-monetary gifts over $100. The Business Office will not issue the 1099 unless the total value is over $600 for the year, but we do keep the W-9’s on file. All gifts need to be signed for when awardee takes possession. 

Event organizers and club advisor are not eligible for any gifts from the club. 

Club Dues

In order to create an equal opportunity for all students to participate in student organizations, clubs are not permitted to charge membership fees or dues unless they are affiliated with a state, regional, national or international organization or league that requires membership fees. To request the ability to charge membership dues outside of this requirement please email your reasoning and justification to clubs@cwi.edu for further review.  

Requesting Events – Fundraisers & Community Service

Fundraising Approval

Registered clubs and organizations are eligible to host events as fundraisers. Fundraisers must also occur through the event pre-approval process. Fundraisers can be requested by completing the events form and indicating the event is a fundraiser. Student Engagement will communicate request issues, approvals, and denials to the club officers and advisors. 

Community Service Definition

A community service event is a planned activity organized and executed by a CWI club with the primary purpose of benefiting the local community or a specific group in need. These events should address a community issue, promote civic engagement, and enhance the well-being of those involved.

What Counts as a Community Service Event?

• Direct Service: Activities that directly help individuals or groups, such as volunteering at a soup kitchen, organizing a park cleanup, or hosting a donation drive for a local shelter.
• Indirect Service: Activities that support community organizations or initiatives, such as fundraising for a local charity, advocating for a specific cause, or raising awareness about a social issue.
• Skill-Based Volunteering: Utilizing specific skills or expertise to benefit the community, such as tutoring students, providing technical assistance to non-profits, or offering legal aid to those in need.

What Does NOT Count as a Community Service Event?

• Religious Missions: Activities primarily focused on promoting a specific religion or converting individuals do not qualify as community service.
• Political Activities: Events organized to support a political party or candidate, while important for civic engagement, are not considered community service.
• Activities with Personal Gain: Events that primarily benefit club members or the College itself, such as social gatherings or club recruitment events, are not community service.
• Required Academic Activities: Service activities required for a class or academic program do not count as additional community service for the club.

Event Requests & Purchases

All clubs events must go through the event request process, regardless if there are costs associated with event or not. 

Clubs and organizations that have funds in their accounts can request to spend their funds on materials to help the organization function, recruit students, and conduct events and activities.  

When requesting to spend funds on supplies, food, decorations, prizes, or other items for an event, the College requires us to submit an event pre-approval request. Student Engagement will use information the clubs submit to build the event pre-approval request for the club and submit for approval. The following information must be included, as applicable to the event, in order to submit an event pre-approval:

• Date the items are needed by, if needed before the event day.
• Date, time, location, and description of the event.
  • This is the same information you submit to 25Live. 
  • Be aware events considered large or outside of CWI building hours may require additional security which will be required to be covered by the club. If you need a quote, please email clubs@cwi.edu to have our contracted security provide a quote.  
• Confirmation you have completed a 25Live request for space on- or off-campus (virtual, at another location, etc.).
• List of requested items including screenshots of item, item number, vendor information, any shipping costs, and links to specific items if ordering online.
• A copy of any quotes you have received from your selected vendor.
• List of food items including screenshots of the menu with prices and any delivery fees. 
• Contact information of vendor for any requested contractual agreement requirements.
• Details of any items being given away as gifts, prizes, or awards.
  • This requires a gift pre-approval along with the event pre-approval. 
• If gifts, prizes, or awards are being given away the full name, CWI email address, and student ID number for each recipient is required.
  • If the awardee is not known until the event, a club officer must coordinate with Student Engagement to collect the awardee information and securely deliver it to Student Engagement.
  • Gift cards must be reported to Financial Aid which may potentially impact a student's financial aid award.
• List of people who will be receiving food that is requested.
  • If the food recipients are undetermined, a sign-in list must be turned in to clubs@cwi.edu following the event. 

Once all the necessary information is provided, Student Engagement will request signatures from the required administrators. The current requirements for review and signature collection are estimated to be 12 business days. Once signatures are collected and the event has been pre-approved, Student Engagement can then coordinate with the club to make purchases and submit contracts. The timeline will vary based on the purchasing needs.  

Potential Event Approval Timelines

No Cost, On-Campus, Low-Risk Events

For events that can occur with no cost, on campus, and are considered low-risk, the event request should be submitted at least 5 business days in advance.

• Marketing materials will not be approved nor will the event be shared publicly on the CWI events calendar unless the event has been approved. Therefore, it is recommended you turn in the event request prior to the 5 business day requirement.

Events Requiring Online Purchases

For items that need to be purchased online, the event request should be submitted at least 22 business days in advance.

• The largest factor impacting this timeline is shipping cost and time which clubs should into account when submitting requests.
• CWI has an Amazon Business account which does not include the same benefits of Amazon Prime accounts, such as free or two-day shipping.
  • If an item being purchased is coming from Amazon, shipping time and cost needs to be included.
  • Student Engagement can assist the club in planning to get screenshots of the item price, shipping cost, and shipping timeline from the Amazon Business account. 

Events Requiring a Contract

For items that require a contract, the event request should be submitted at least 30 business days in advance of when the contract needs to be signed by both CWI and the selected vendor. 

• Contracts must be signed by the CWI contracts office.
• Contracts not signed by the contracts office are not valid and cannot use club or other institutional funds for payment. 

Food Sales

Recognized Clubs & Organizations, with a faculty/staff member supervising them, may arrange to hold bake sale on the Ä¢¹½ÊÓƵÍø Campuses. All food preparation must be in alignment with relevant health guidelines and will be subject to the same conditions as other student-run events with food service.  

The entity that is putting on the Bake Sale must limit what is sold to the following items: 

• Non-potentially hazardous, ready-to-eat foods produced in a licensed food establishment or food processing plant (such-as premixed soda pop, powdered creamer, pretzels, cookies, doughnuts, cakes), that are served without direct hand contact, with limited portioning, directly onto or into sanitary single-use articles, or single service articles, from the original package
• Non-potentially hazardous hot beverages (such as coffee, tea, apple cider), served directly into sanitary single-service articles
• Pre-packaged frozen confections produced in a licensed food establishment or food processing plant
• Foods that are non-potentially hazardous baked goods, are prepared in a residential kitchen in a private home or other location, and wrapped in a sanitary manner for sale or service
• Commercially made caramel apples
• Cotton Candy
• Machine-crushed ice drinks with non-potentially hazardous ingredients (e.g., slurpies, ices, slushies)
• Popcorn and flavored popcorn with butter and/or shake-on toppings

NOTE: for any items prepared in a residential kitchen in a private home: 

• Food must be wrapped in clear covering and visible.
• Food must be clearly labeled and include ingredients.
• Consumers must be in/armed by a clearly visible placecard at the sale or service location that “the foods were prepared in a kitchen that is not inspected by the Idaho Department of Health.”

Taking Cash or Card Payments for Fundraisers

If clubs want the ability to offer change for cash purchases and/or would like the ability to take card payments then please indicate this need when completing the Purchase Request for Supplies, Fundraisers, and Events form. 

Change Fund (Cash Box) Procedures for Student Clubs and other one-time events: 

• Change Funds must be requested through the event request process. If your event requires a cash box, request it in the Fundraising Section. This will forward the request to the Student Engagement Office for review. Once approved, it is the club's responsibility to respond to student accounts emails regarding a scheduled pickup and return of cash box. 
• The Student Accounts Cashier will provide a cash box, change fund, and change fund/petty cash action form. The Student Accounts Cashier and club advisor or designated club officer must each verify the amount and sign change fund/petty cash action form to check out the funds. The club will be responsible for the return of funds in the amount listed on the change fund/petty cash action form. Reminder: do not deposit the funds you received for the cash box. 
• The Deposit Form and the funds from the event must be turned into the Student Accounts Cashier. The Student Accounts Cashier and club advisor or designated club officer must each count and confirm the amount that will be deposited to the account printed on the deposit form. 
  • Revenue over $200 needs to be deposited at one of the One Stops within one (1) business day. 
  • Revenue less than $200 needs to be deposited at a One Stop with three (3) business days. 
  • Reminder: do not deposit the funds you received for the cash box. 

Cash Handling

It is very important that you limit cash handling to avoid discrepancies. Only accept or give cash when you are doing a fundraiser that must use cash box. Never give cash to advisors, officers, or other members for any purpose. Any time you make a deposit or make a purchase, make sure you obtain a receipt.  

Collecting Sales Tax

CWI clubs and organizations are subject to Idaho State Tax Commission Laws. Recognized Clubs & Organizations fall under the College’s Reseller Permit and as such the Business Office will report any sales and pay the sales tax to the state. The following are some basic guidelines to consider: 

• Fundraisers that involve the sale of food or merchandise for a set price (not an auction or raffle) are subject to 6% Idaho State sales tax. This includes yard sales. 
• Revenue from events that charge admission will be taxed. "Suggested donation of $3.00" is an admission fee and is taxable. A suggested price may NOT be posted, advertised or otherwise noted to be considered a donation. 
• If the club does not want to charge sales tax on the sales or event cost, they must calculate 6% of total proceeds, and that amount will be paid to the state of Idaho as sales tax. 

If you have questions or need clarification regarding Sales Tax requirements, please contact clubs@cwi.edu who can help facilitate the answer to your inquiry. 

Liability & Risk Management Forms

Event requests are reviewed for potential risks (e.g., sporting events, club trips). Clubs planning events that may require additional risk mitigation measures, such as security, insurance, or liability waivers, are strongly encouraged to notify Student Engagement early in the planning process. This allows for timely collaboration with Risk Management to determine any necessary requirements and ensure a smooth approval process for the event.

If elevated risk is identified, Student Engagement collaborates with Risk Management to determine the need for security, insurance, or liability waivers to mitigate risk.

For events requiring liability waivers, club advisors and officers are responsible for ensuring all participants complete the forms correctly. Completed waivers must be returned to Student Engagement after the event. Failure to submit properly completed waivers from all affiliated participants may result in the club losing its active status.

All club field trips and travel require the CWI travel waiver to be signed at least three business days before departure. Prior approval for travel is mandatory (refer to the travel section for details).

Reporting Accidents or Injuries

It is the responsibility of the club advisor to notify the Office of Student Engagement within 24 hours of any injury occurring during any club event, fundraiser etc. The advisor will need to fill out an , which can be found on the staff portal, under Human Resources. Risk Management may be in contact with the club advisor and students to get more information regarding the accident or injury. 

Event Security

Special events open to the campus and/or the public may be required to have a security presence. The completed request will be reviewed by the Office of Student Engagement and Risk Management to determine if security is required. Factors to be considered include: the nature of the event, the expected attendance, time of the event, age of the expected attendees, whether the event is open, whether entertainment is being provided, and the expected lighting conditions. The Office of Student Engagement and Risk Management may also consider the prior security history pertaining to events sponsored by the club or organization in the past or similar events sponsored by other student organizations. 

Security is always required if the club or organization is utilizing a campus building after normal operating hours. 

CWI reserves the right to require the number of security positions appropriate for the crowd size. In the event that it is necessary to engage additional security beyond what can be provided by the College, any costs incurred for such a purpose shall be the responsibility of the club or organization hosting the event. 

Reserving Space(s) for Events

All room reservation requests must be submitted by filling out the Facility/Event Request Form or submitting directly through 25 live. Approved student organizations may use CWI rooms without charge (set-up charges or equipment rental fees may apply depending on your needs; room availability varies). 

Room reservations must be made at least ten (10) business days in advance.

Sign Posting & Publicity Guidelines

Clubs can promote their activities through various media, including printed materials like posters and handouts. Different approval processes apply to each type.

Posters:

Posters are large printed materials designed to be visually appealing and informative, used to promote events or activities in designated posting areas. Individuals cannot post their own posters and must follow the posting request process, regardless of affiliation with a club.

Poster Approval Process:

1. Submission: Submit your poster design electronically (.pdf, .jpeg, or .png) to clubs@cwi.edu by Thursday at 8:00 a.m. for posting the following Friday. Include:

   • Requested print size (8.5" x 11" or 11" x 17")
   • Desired CWI posting locations
   • A blank white box (2" wide x 1" tall) in the bottom right corner for approval stamping.

2. Approval: Student Affairs reviews, approves, stamps, and posts all posters.

3. Late Submissions: Posters submitted after the deadline will be posted the following Friday.

4. Unauthorized Posting: Posters without approval will be removed, and repeated violations may lead to sanctions.

5. College Branding: To maintain consistency and protect the integrity of our college's identity, student clubs and organizations are prohibited from using the official college logo or mascot in any of their materials or activities without prior written approval from CWI Marketing & Communications.

   • Clubs wanting to utilize the otter in their club logo should refer to the Mascot Usage Guide: Students, Student Clubs & Organizations. 

Handouts:

Handouts are informational documents (brochures, flyers, leaflets, cards) distributed directly to individuals.

Handout Printing:

• For printing by Student Engagement, submit your design electronically (.pdf, .jpeg, or .png) to clubs@cwi.edu at least three business days in advance. Specify the desired quantity and print size.
• Clubs can use the paper cutter in Willow C for self-printing.
• Handouts must be given directly to people and not left unattended on surfaces.

General Guidelines:

• Prohibited Content: Materials containing solicitation, obscene, libelous, or illegal content, or violating CWI policies, are not allowed.
• Free-Standing Signs: Signs placed in easels or designed to be free-standing require approval from Student Engagement, who will coordinate placement with Facilities to avoid obstructing traffic.

By adhering to these guidelines clubs can effectively promote their activities while maintaining a safe and informative campus environment.

Accepting Donations

If you have received donations, the club must complete a Contribution Acknowledgement Form for EACH donation. These must be sent to CWI Foundation and include a Cc of clubs@cwi.edu. The information needed to complete that form is: donor's name, address, phone number, and description of donation.   Your donors will receive a thank you from the college. 

All monetary gifts should be deposited into the club account immediately. 

To ensure that donors are recognized appropriately, the club must also submit a thank you. Supplies can be provided by the Foundation Office. Please contact Student Engagement to coordinate a time to pickup the supplies.

Raffles

CWI has obtained a Charitable Gaming License from the Idaho Lottery Commission, which allows clubs and organizations to host raffles. Please work with Student Engagement to ensure all laws are being followed.  Specific information must be reported to the Idaho Lottery Commission during the yearly renewal process. It is the responsibility of the club advisor, president and treasurer to ensure that the tickets sold equals the amount of money deposited.

Per Idaho Lottery Commission Law: 

• If you are raffling any donated items, a Contribution Acknowledgement Form must be completed for each donation.
• You must keep track of number of tickets sold and number of unsold raffle tickets returned. These must match and be recorded, along with the price the tickets were sold for, i.e. $1 each or 6 for $5.
• You must get the name and address of each winner.
• At the end of a raffle, you must return the following to Student Engagement:
  • Raffle Report Info including: date of drawing, location, # of tickets sold, cost per ticket, total raffle sales, total cost incurred by club to acquire prizes to be raffled, total expenses, amount donated to charity (if applicable) and the name and address of each winner, along with what prize they won. 
  • Contribution Acknowledgement Form for EACH donation. Before raffle, each donated item must be approved with the Contribution Acknowledgement form.

Not following these guidelines will result in your club losing ability to conduct raffles. Please contact Student Engagement with any questions. 

Day Trip Approval

If a club is planning to take a day trip, with no overnight stays, and outside of a 100-mile radius, the club will need to submit a travel request.

Club field trips or day trips within a 100-mile radius that will require the use of CWI vans will need to submit an event request to gain pre-approval.

Through submitting this request Student Engagement can assist the club in the pre-approval process. Students and advisors traveling will be required to complete travel waivers prior to leaving on the trip and returning them to the designated person.

Requesting Overnight Club Travel

Overnight student club travel needs to be requested through the club advisor to the Office of Student Engagement at least 20 business days before the date that payment for the travel is required. A meeting between at least one of the traveling advisors and a student officer must be held either in person or virtually to review the requested travel plans and budget for accuracy. 

For consultation in planning upcoming travel ideas or plans, please schedule a time with the Coordinator of Student Engagement & Programs. 

When submitting the request for overnight travel, here are things that should be included in your budget requests:

• Travel estimates must include mileage, airfares, ground transportation, tolls, parking, registration fees, hotel, meals, and cab/shuttle fares, as applicable.
  • You must submit documentation for quotes, i.e. registration pages, flight estimates, hotel pricing, etc.
• The proposed budget submission is recommended include a 10% contingency (due to changes in rates, fares, etc.)
• Travel for academic purposes can’t be paid through the club accounts. 

In planning for your travel, the following policies and guidelines must be followed:

1. Eligible travel must be related directly to the club's purpose.
2. A Prior Approval for Student Travel Form must be completed prior to any purchases being made for travel expenses or reservations.
3. If any student traveling will be a minor at the start of travel, Risk Management must be notified at least 60 days prior to the start of travel, and the requirements of CW-050 Protection of Minors will apply.
4. Only full-time CWI employees can accompany students on a trip and must follow the CWI Employee Travel policy. CWI or Club funds cannot be used to pay for the travel of persons, including spouses or family members, who are not students or employees.
   1. A ratio of 1 employee per 10 students is required for overnight travel.
   2. All employees must have completed Clery Act and Title IX training within one year of the start of travel.
5. Students must completely fill out the required documents for approval before leaving for the trip. All paperwork must be pre-approved by the Dean of Students before making any arrangements.

​​​​​Additional guidelines for overnight student travel:

1. 1. A Student Travel Release form to include emergency contact information for the student is required.
   2. A parent or guardian’s signature is required if the student is under eighteen (18) years of age.
   3. Students traveling on behalf of CWI are responsible for their own health and injury insurance coverage.
   4. Students and employees traveling on behalf of CWI are required to depart and return as a group. Travelers are neither permitted to individually depart before the rest of the group nor stay behind after the majority of the group leave to return home. In cases where one or more participants are not physically located in the Boise Metro area, alternate travel plans may be necessary, but arrivals and departures should be timed as closely as possible. At no time should a student be left without an advisor while the rest of the group has departed to return home (i.e., leaving a student to catch a later bus, train, or flight) as any delays or travel issues may strand a student without resources for food, shelter, or alternate transportation.
2. Per Diem for Student Travel
   1. Per Diem meal requests for students is the GSA rate for Idaho of $54.00 with the first and last day of travel calculated at 75% of the GSA rate. Please review the travel budget section for further detail.
   2. Students do not qualify for incidentals.
   3. Per Diem rate must reflect any meals provided at the event and will be prorated accordingly.
   4. No alcohol may be purchased with any college or club funds or consumed while traveling on behalf of the college without prior Presidential approval.
   5. Sales tax is not reimbursable except for sales tax on meals, rental cars and hotel rooms.
   6. Clubs that wish to include a student per diem must include this in their budget request and their travel request. Clubs are not required to provide student per diem during travel.
   7. Student per diem is provided in advance of travel and is the responsibility of the advisor traveling with the students.  The advisor is required to submit an approved payment request, along with supporting prior approval travel documentation, to Accounts Payable at least two weeks in advance of travel. 
      1. A check is processed to the advisor, and they disburse funds to the students accordingly.  Any monies not used are required to be returned to Accounts Payable along with the Per Diem Cash Advance Signature Sheet before the Advisor’s reimbursement is processed.
3. Accommodations for Student Travel
   1. Employees and students are prohibited from sharing a room in any situation.
   2. Students will share a room with a minimum of two to a room. Notwithstanding this rule, students will not be required to share a room with students of another gender.
   3. Students and faculty will be expected to cover all expenses of a personal nature incurred solely for the convenience of the student or faculty member including, but not limited to, meals included in the cost of registration or provided by the event, room service, cancellation charges, alcoholic beverages, late or early check in/out fees, lost or stolen cash or property, etc.
4. Early Return from Travel
   1. If a student is expelled or otherwise removed from an event or activity by the organizer, the student will be sent home immediately and will be responsible for any additional charges incurred.
   2. If a student’s behavior is inappropriate or disruptive, the advisor, in consultation with the Dean of Students, may require a student to return home immediately, and the student may be responsible for any additional charges, pending the outcome of Student Conduct proceedings.
   3. If a student chooses to leave the event or activity, or fails to appropriately participate or engage (i.e. leaves the event without permission, fails to attend sessions, does not attend required events, refuses to participate in competitions, etc.) the advisor, in consultation with the Dean of Students, may require a student to return home immediately, and the student may be responsible for any additional charges.
   4. If a student experiences an emergency which requires them to return home prior to the scheduled date of return, the student must communicate the emergency prior to leaving the event. The Dean of Students will determine if the student is responsible for any additional charges.
5. Clubs must have funds available before making arrangements for the trip.
6. If a trip is over two thousand dollars ($2,000) a purchase order must be completed and additional approvals may be necessary.
7. must be completed by the lead advisor or faculty member within 5 days of returning from student travel.
8. All relevant CWI policies and handbooks apply to students and employees for the duration of travel. 

Creating Your Travel Budget

1. Clubs are responsible for putting together initial estimates for their travel requests prior to requesting funds or requesting travel approval through Student Engagement.
2. Travel Prior approvals must be given before booking any flights, hotel reservations, registration fees, educational expenses etc. Student Engagement needs to verify that there are funds in the clubs account to support the travel request.
   1. Most conferences/competitions have food included in the registration fee; clubs should take advantage of this as much as possible.
3. Breaking Down Travel Costs in Your Request. Prior approval must be given by the Office of Student Engagement for any expenses and the clubs advisor must submit an itinerary/outline for all expenses. Reimbursement will not be given for any expenses if approval is not given prior approval to travel. Club members are welcome to spend time outside of the competition and/or conference visiting points of interest, but these expenses must be paid by each individual or must come from fundraised funds. Clubs should be prepared to show evidence of how funds were raised and how club voted to spend funds. The following are a list of expenses that you will need to have provided information for when submitting your request to travel. If you would like assistance in researching these costs please reach out to Student Engagement at clubs@cwi.edu
   1. Per Diem: Per Diem is the allowance for meals and incidental expenses. 
      1. Faculty/Staff (Adviser) Per Diem. Advisors must be provided the full per diem amount.
         1. The General Services Administration (GSA) establishes per diem rates for destinations within the lower 48 Continental United States.
         2. On Travel Days will only receive 75% of the daily per diem rate
      2. Student Per Diem: Clubs may opt-out of paying per diem for students. Student per diem will be increased to the standard GSA rate for Idaho of $54.00 with first and last day of travel calculated at 75% of the GSA rate. Example of meals:
         1. $13 for breakfast 
         2. $15 for lunch
         3. $26 for dinner 
            1. Student per diem is provided in advance of travel and is the responsibility of the advisor traveling with the students.  The advisor is required to submit an approved payment request, along with supporting prior approval travel documentation, to Accounts Payable at least two weeks in advance of travel.  A check is processed to the advisor, and they disburse funds to the students accordingly.  Any monies not used are required to be returned to Accounts Payable along with the Per Diem Cash Advance Signature Sheet before the Advisor’s reimbursement is processed.
               1. No alcohol may be purchased with any college or club funds, including per diem funds, or consumed by any person engaging in student travel while traveling on behalf of the college without prior Presidential approval. 
   2. Hotel reservations are made through Student Engagement. If the competition you are attending has blocks of rooms reserved at a reduced rate, this is the hotel that should be used in your calculations. Otherwise, clubs are able to select their hotels based on their funds available.
      1. Rooms: The advisor(s) must have their own room. Students will share a room with a minimum of two to a room. Notwithstanding this rule, students will not be required to share a room with students of another gender. 
   3. Airline reservations are made in coordination with Student Engagement and the business office. When looking at airlines do not pick the cheapest ones for your estimate as those will likely not be available by the time we are able to move forward with booking. We recommend in selecting the mid-range price for flight estimates. 
   4. Reimbursement: A Payment Request Form is due from the advisor to Student Engagement for review five (5) business days after the club returns. The advisor must review and approve this form prior to submission. Student Engagement also reviews the form and accompanying receipts for accuracy and adherence to policy. The Payment Request Form will then be given to the Business Office for review and reimbursement. Checks will be mailed to you, so please make sure you have indicated your current address in the details box on the form. Reimbursement requests submitted to Business Office twenty (20) business days after returning from travel will not be accepted.
4. Questions or Concerns: If the club officers or advisor(s) have any questions or concerns, they should speak with the Student Engagement Office.

Rental Cars

If the club is planning on traveling by car, clubs must use a CWI van if feasible. Vans are reserved through the CWI Event Request through 25 live. If a van is not feasible (i.e. not enough students, winter mountain travel, etc.) it is highly recommended that all clubs rent a vehicle through a rental car company, prior to using any personally owned vehicles. If the club wants to rent a car, work with the Office of Student Engagement to make the reservation.  The reservation must be made with a CWI P­ card.  Currently, Enterprise Rent a Car has the State of Idaho contract for discounted rentals.

Only CWI faculty and staff are allowed to drive CWI vans or cars rented under CWI. If advisors would like to be certified to drive the CWI vans they need to begin the process 10 business days prior to the date of travel. The steps to become certified are outlined in MyCwi under Employee Resources > Facilities Management > Motor Pool Procedures

Personal Vehicles

If your club is planning travel outside a 100-mile radius and members wish to use personal vehicles, please indicate this on your travel request. Members opting to drive must submit a copy of their valid driver's license and proof of insurance by completing the .

Important Considerations for Personal Vehicle Use:

• Liability: Drivers of personal vehicles assume full liability for any incidents or accidents.
• Expenses: All maintenance, repairs, fuel, and operating costs for personal vehicles are the responsibility of the owner.
• Advisor/Student Transportation: To avoid conflicts of interest and ensure safety, advisors should not transport students in their personal vehicles, and students should not transport advisors.

Please carefully review these guidelines before deciding to use personal vehicles for club travel.

Travel Expectations – Students & Advisors

Those participating or traveling to an off-campus activity are representing Ä¢¹½ÊÓƵÍø (CWI). Thus, it is essential for their behavior to meet the highest standards of integrity and propriety. If your organization or club maybe traveling, it is best to get started by emailing clubs@cwi.edu. 

Club members are to uphold expectations in the Student Handbook at all times. If Student Handbook policies are violated on the trip, the club advisor is to report those violations to Student Engagement. The student(s) will be held accountable for those policy violations through the student conduct process. Please ensure you keep a detailed record of the incidents, who was involved, who witnessed the activity, and the alleged policy violation. 

General Travel Expectations

In addition to the below, advisors should consult CWI Travel Policy (ADMIN-060) for further guidance on travel expectations and information.

• Eligible travel must be related directly to a club's purpose.
• A Prior Approval for Student Travel Form must be completed prior to any reservations, registrations, or purchases being made.
• If any student traveling will be a minor at the start of travel, Risk Management must be notified at least 60 days prior to the start of travel, and the requirements of CW-050 Protection of Minors will apply.
• Only full-time CWI employees can accompany students on a trip and must follow the CWI Employee Travel policy. CWI or Club funds cannot be used to pay for the travel of persons, including spouses or family members, who are not students or employees.
  • A ratio of 1 employee per 10 students is required for overnight travel.
  • An emergency plan must be submitted with the prior approval forms.
  • All employees must have completed Clery Act and Title IX training within one year of the start of travel.
• Students must completely fill out the required documents for approval before leaving for the trip.
  • All paperwork must be pre-approved by the appropriate Dean before making any arrangements.

Overnight Student Travel

The following additional guidelines apply to all overnight student travel: 

• A Student Travel Release form to include emergency contact information for the student is required.
• A parent or guardian’s signature is required if the student is under eighteen (18) years of age.
  • Students traveling on behalf of CWI are responsible for their own health and injury insurance coverage
  • Students and employees traveling on behalf of CWI are required to depart and return as a group. Travelers are neither permitted to individually depart before the rest of the group nor stay behind after the majority of the group leaves to return home. In cases where one or more participants are not physically located in the Boise Metro area, alternate travel plans may be necessary, but arrivals and departures should be timed as closely as possible. At no time should a student be left without an advisor while the rest of the group has departed to return home (i.e., leaving a student to catch a later bus, train, or flight) as any delays or travel issues may strand a student without resources for food, shelter, or alternate transportation.
• Accommodations for Student Travel
  • Employees and students are prohibited from sharing a room in any situation.
  • Students will share a room with a minimum of two to a room. Notwithstanding this rule, students will not be required to share a room with students of another gender.
• No alcohol may be purchased with any college or club funds or consumed while traveling on behalf of the college without prior Presidential approval.

Early Return from Travel

• If a student is expelled or otherwise removed from an event or activity by the organizer, the student will be sent home immediately and will be responsible for any additional charges incurred.
• If a student’s behavior is inappropriate or disruptive, the advisor, in consultation with the Dean of Students, may require a student to return home immediately, and the student may be responsible for any additional charges, pending the outcome of Student Conduct proceedings.
• If a student chooses to leave the event or activity or fails to appropriately participate or engage (i.e. leaves the event without permission, fails to attend sessions, does not attend required events, refuses to participate in competitions, etc.) the advisor, in consultation with the Dean of Students, may require a student to return home immediately, and the student may be responsible for any additional charges.
• If a student experiences an emergency that requires them to return home prior to the scheduled date of return, the student must communicate the emergency prior to leaving the event. The Dean of Students will determine if the student is responsible for any additional charges.

Appendix A. Constitution Template

A group’s constitution is an important document that governs its purpose and future actions. Anticipate the future and ensure that your constitution does not limit the organization’s options for growth and change. 

Why have a Constitution? 

By definition, an organization is a “body of persons organized for some specific purpose as a club, union, or society.” The process of writing a constitution should serve to clarify the organization’s purpose, delineate basic structure and provide the cornerstone for building an effective organization. It will also allow members and potential members to have a better understanding of what the organization is all about and how it functions.  

What should be included in a constitution? 

Student organizations are encouraged to adapt this sample constitution to the unique needs and purposes of the organization.  

Constitutions must be submitted when a club forms and each year following during the re-activation period. Below is a template of what a club constitution would cover and how it could be organized. If you would like a word document template please request one from clubs@cwi.edu

[Club Name] CONSTITUTION 

ARTICLE I. Name 

1. The name of this organization shall be “________”

ARTICLE II. Mission & Goals 

1. This organization will [Insert Clubs Mission]
2. National Affiliations, if any [Optional]
3. Goals of the club:
   1. Goal 1
   2. Goal 2
   3. Goal 3
4. This organization is subject, as a recognized/registered student organization, to the rules, regulations, and policies of Ä¢¹½ÊÓƵÍø and the laws of the State of Idaho.
   1. The rules, regulations, and policies of the Ä¢¹½ÊÓƵÍø shall hold precedence over any and all rules, regulations, and policies applying to the (club, organization etc.), including those of national organizations with which the (club, organization, etc.) is associated.

ARTICLE III. Membership 

1. Membership in [insert club’s name] at the Ä¢¹½ÊÓƵÍø shall be open to any Ä¢¹½ÊÓƵÍø student
   1. It shall be stated as part of the policy that membership and membership privileges must be open to all students without regard to race, color, religion, ancestry, national origin, marital status, sexual orientation, age, disability, veteran status, or any other classification protected by law, so that all members of the community are treated at all times with dignity and respect.  Membership and participation in the organization must also be open without regard to gender, unless exempt under Title IX. [Required]
2. Membership shall be granted to an interested student who meets the following criteria:
   1. Maintains a 2.0 cumulative GPA. [Required]
   2. Is not on disciplinary action by the Ä¢¹½ÊÓƵÍø. [Required]
   3. Has attended at least 2 club meetings throughout the academic year [Optional example]
3. Voting Privileges [Required]
   1. With membership in the Club shall come full floor and voting privileges on any and all items of Club business, including resolutions, items of legislation, bylaws, financial purchases, and elections. [Examples of how voting privileges can be defined]
4. Once a student graduates or ceases to be a student at the college, their membership in the Club shall cease.

ARTICLE IV. Officers 

1. The officers shall consist of a President, Vice President, Secretary, and Treasurer.  [Note: Clubs must have 3 officers in order to be active. Clubs may choose to have more than 3 officer positions]
   1. Officers shall hold office during an entire academic year. [Recommended]
2. Duties
   1. President
      1. Preside over all meetings. Call special meetings.
      2. Carry out the provisions of the constitution.
      3. Appoint committees and chairpersons.
      4. Oversee all committee activities.
      5. Encourage teamwork.
      6. Delegate responsibilities and appoint committees to tasks and activities.
      7. Recruit and markets the program to potential members.
      8. Serve as the spokesperson for the organization.
      9. (List any additional responsibilities)
   2. Vice-President
      1. Assume the duties of the president in his/her absence.
      2. Perform any duties delegated by the president.
      3. Network and build good relationships with other student clubs, CWI, and local community.
      4. Recruit and markets the program to potential members.
      5. Delegate responsibilities and appoint committees to tasks and activities.
      6. Attend all meetings.
      7. (List any additional responsibilities)
   3. Secretary
      1. Record and keep accurate minutes of all meetings.
      2. Send/transmit all official club correspondence.
      3. Print and distribute agenda for all meetings.
      4. After the meeting, make the minutes available to all members for review (OSE recommends the secretary emails minutes to the club members).
      5. Coordinate preparation and distribution of club flyers, handouts and publications.
      6. Keep members’ contact information.
      7. Coordinate correspondence to keep all members informed (phone calls, e-mail, texts, etc.)
      8. Record club & organizations achievements.
      9. Keep copies of all important club & organization information on file.
      10. (List any additional responsibilities)
   4. Treasurer
      1. Receive and distribute club funds upon authorization of the president, in accordance with the financial rules and regulations of the college and the laws of the State of Idaho.
      2. Keep financial records.
      3. Coordinate collection of dues (if applicable).
      4. Provide financial reports at least once a month at a general meeting.
      5. Coordinate fundraising activities.
      6. (List any additional responsibilities)
3. The Executive Council
   1. Will consist of the President, Vice-President, Secretary and Treasurer who shall meet as often as necessary.
   2. Duties of the Executive Council
      1. (List any additional responsibilities)
      2. To compile agenda for general meetings.
      3. To govern activities of the club.
      4. To execute policies determined by the general membership.
      5. To formulate policy of the club between regular meetings and in case of emergencies, subject to approval of the general membership.
4. Qualification and Election of Officers
   1. Club Officers shall meet the following requirements:
      1. Be a current CWI student
      2. Enrolled in at least 1 credit per semester
      3. Maintain a minimum of a 2.0 cumulative and semester Grade Point Average (GPA).
      4. Club Elections will be held no later than the 8th week of Spring Quarter [8th week is recommended but not required, having an election requirement is required]
      5. Voting
         1. The election will be done by ballot
         2. Voting may only be those who meet the membership criteria outlined in Article III, Section 2
         3. Officers shall be elected by receiving the most votes of the club membership present.
         4.  Impeachment/Removal and replacement of Officers and Members
5. Impeachment
   1. All elected officers and club members may be subjected to impeachment and removal by a two-thirds majority vote of the total membership.
   2. Grounds for impeachment are negligence and any form of misconduct which is damaging to the club.
   3. An officer/member may be impeached/removed only under the following conditions:
      1. There must be a quorum present during impeachment/removal vote.
      2. Impeachment/removal requirements 
6. Vacancies
   1. Any vacancies shall be filled by election within ten (10) school days.
   2. The order of succession shall be followed in the filling of any vacant office during any unexpired term.
      1. If an officer declines to succeed to a vacant office, then an election shall be held to fill the office for the remainder of the unexpired term.
      2. The election procedure for filling the unexpired term of a vacant office shall be the same as for the normal procedure for elections.

ARTICLE V. Meetings 

1. There must be public notice of club meetings at least five (5) school days in advance where any voting should occur. [Required]
2. There must be a meeting at least once a month held at the Ä¢¹½ÊÓƵÍø.[Required]
3. There must be a quorum present in order to take care of any financial actions.
   1. Minutes must be kept of all financial action with the club secretary.
   2. Any Purchase requests to Student Engagement must include copy of the club meeting minutes along with all club members’ names who were present and voted.
4. The treasurer will need to make a written and oral report at least once a month at the meeting. [Recommended]
5. (List any additional requirements)

ARTICLE VI: Advisor 

1. Term of Service
   1. Advisor(s) should agree to serve at least a one-year term
   2. Advisor(s) must be selected by the student officers [Required]
      1. A majority of the Student Officers must vote to appoint the Advisor annually [Required]
2. Removal/Replacement of Advisor
   1. Advisor may be subjected to removal by a majority vote of the total student membership.
3. Role of Advisor
   1. Be employed by the Ä¢¹½ÊÓƵÍø to serve as the official staff representative of the college.
   2. Attend a club/advisor orientation training
      1. In the case an Advisor is replaced during the year they shall schedule an appointment with the Office of Student Engagement.
   3. Work closely with the club to ensure a cooperative relationship between the advisor, and the club membership.
   4. Advise club members on club policies and assist in adherence.
   5. Assist students to understand and apply democratic principles within their own organizations, and in working with others
   6. Be familiar with CWI’s club financial process.
   7. Assist club members in managing a budget and making financial decisions that adhere to club policies, and signing off on all financial documents.
   8. Be proactive in assisting the students in planning club events, fundraisers, and travel.
   9. Attend all club sponsored events.
      1. Advisor(s) are required to travel with student organizations.
   10. Hold club members accountable when they fail to follow policies and procedures.
   11. Maintain communication with club officers and Student Engagement, regarding all events, issues, travel, etc.
   12. Help foster individual and team leadership among the members.
   13. Listen, motivate, challenge, support, and empower students.

ARTICLE VII: Amendments 

1. All amendments to this constitution require notice of five (5) school days prior to being discussed and voted upon.
2. The constitution may be amended by a vote of two-thirds majority membership present at any regular or special meeting.

ARTICLE VIII: Dissolution Clause 

1. This Student Organization will be dissolved by a two-thirds majority of quorum votes or when the Student Organization fails to complete the College’s required recognition process for two consecutive semesters.
2. In the event of the Student Organization’s dissolution, all Student Organization financial assets become property of the Student Government Association and shall be added to allocations designated for recognized student organizations.
3. All additional assets become property of the Department of Student & Campus Life.

ARTICLE IX: Funding 

1. Dues shall not be charged to membership unless there is a National Association affiliation
2. The (club, organization, etc.) shall, as it deems necessary, undertake fundraisers for its own purposes.  All fundraising shall be conducted in accordance with CWI policies.
3. This club accepts full financial responsibility for all activities that bear its name as official sponsor, and will adhere to college regulations.
   1. All publicity for an event must bear the name of the sponsoring club
4. No club officer or member has the right to incur any debt or become involved in any business under the title or by implying the title of a club in any way unless given full authority to do so by the club.

DATE OF CREATION: 

LATEST REVISION DATE: 

NOTE:  (Not needed in your constitution, delete when read) Newly revised constitutions are to be filed with the Office of Student Engagement upon completion.  Assistance with any portion of this constitution or any aspect of the development can be obtained by contacting the Office of Student Engagement at clubs@cwi.edu.

Appendix B. Sample Agenda

<Club Name> Meeting Agenda>
<Time><Date> 
<Location> 

1. Call to Order
   1. Welcome Statement
   2. Introductions of new attendees
2. Approval of Minutes from previous meeting (if no additions or changes)
3. Report from the President
4. Treasurer Report of the budget
5. Committee/Project lead Report
6. Old Business
7. New Business
8. Announcements
9. Adjournment

Appendix C. Sample Minutes

(ORGANIZATION NAME) 
(DATE, TIME & LOCATION OF MEETING)

1. Call to Order: The meeting was called to order at [00:00 a.m./p.m.] by the President.
2. Roll Call: [List all persons present.]
3. Approval of Minutes: [Minutes approved as read or “Reading of the Minutes Waived]
4. Officer’s Reports:
   1. President – [summarize important points]
   2. Vice President – [summarize important points]
   3. Secretary – [summarize important points]
   4. Treasurer – [ex. Current balance is $000.00]
5. Committee Reports: [summarize important points]
6. Unfinished (Old) Business: [summarize discussion and include decisions made by vote of members]
7. New Business: [ex. “It was moved by J. Smith and seconded by L. Jones to approve spending up to $20.00 from the club treasury for refreshments. The motion was approved unanimously.”]
8. Announcements (Other): [summarize important points]
9. Adjournment: The meeting was adjourned at [00:00 a.m./p.m.] by the President.

Tips on Note Taking 

• Note the time the meeting begins
• Ask questions for clarity
• Don’t try to write down every single moment, just the main ideas. Minutes contain a record of what was done, not what was said
• Write down motions, who made them, who seconded the motion, and the results of votes (if any.)
• Make note of any motions to be voted on at future meetings
• Note the ending time of the meeting

Appendix D. Club Resources

Knowing what resources are available to you can help you start the year off right. Below is a list of compiled resources that can help you get a jump start to your year:

Meeting and Event Scheduling tool

Website:

Calendly is perfect for representatives of clubs who are looking to be available for interested members to setup meeting times. Setup a free account and you can establish 30-minute or 60-minute meeting time frames. Hook it up to your student email account and then through outlook block off times of the day you aren’t available then Calendly will auto update to allow potential club members to setup a meeting time for when you are available!

Online Hangout Space

Website:

Create an online, virtual hang-out space for your entire club with this free platform. Text, voice, or video chat with other students for free with this desktop or mobile app.

Design Promotional Materials

Website:

Canva is a free website that allows anyone to create eye catching promotional materials. Think of Microsoft Publisher but designed for inexperienced designers! Just setup a free account and you can even store previous marketing designs.

Virtual Meeting and Event Space

Website:

Zoom is an online, virtual meeting space where you can have 45-minute video conferencing sessions. Virtual meetings can be password-protected, and you can integrate Zoom into your Microsoft Outlook program. Your faculty adviser will be able to coordinate club meetings through this platform. If you would like additional assistance or support, please reach out toclubs@cwi.edu!

Sign-Up Management

Website:

Signup Genius is a great tool for anyone looking for a program that can help with volunteer or event task sign ups. With a free account you will have unlimited signups, email & text reminders, and social media sharing capabilities.

Appendix E. Suggested Event Checklist

Getting Organized

1. Start by establishing goals and objectives. Ask yourself these questions:
   1. What is the purpose? (Social, fundraising, educational, fun, recruitment)
   2. Who will be interested in attending? (Students, special groups, community).
   3. How will we construct the event to accomplish our original purpose?
   4. How many people are you expecting?
   5. What’s your budget? Will you be able to cover all expenses?
2. Decide on a few possible dates.
   1. Day/Evening? Weekday/Weekend?
      1. Will you need to request a quote for security?
3. Decide where the event will take place and have a backup plan if outdoors
   1. Reserve the space you want in 25Live
      1. Have a backup space reserved if our plan is to hold it outside 
      2. Include the layout you would like for the event 
      3. Determine what resources you need (tables, chairs, A/v, etc.)
4. Decide what food, supplies, or decorations you need to have for a successful event
5. Determine roles and responsibilities amongst the club for the following:
   1. Marketing
   2. Managing event sign-in
   3. Responsibilities for setup & take-down
   4. Completing event and purchase requests to Student Engagement

NOTE: If you are hiring a performer/lecturer for your event DO NOT sign any contracts until event approval and funding are secured. Performer contracts are binding and can leave the signer responsible for paying the check if the club does not obtain funds/locations for the event.  

Preparation Prior to the Event

1. Ensure you have enough club members/volunteers; keep in mind positions like greeters any other positions your club may deem necessary.
2. Arrange for student decorating and clean-up crews to make sure that you leave the facility the way you found it. You don’t want to be the only person left after the event to take care of this. If you use campus facilities for your activity, charges could be imposed for failure to clean-up after the event.
3. Arrange to meet performers or guests at least 15-30 minutes before the event. Take into consideration any confusion that may occur with parking, or the possibility of them getting lost. Send parking permits and maps if necessary.
4. Arrange for someone to lead introductions of the club leadership. If you are hosting speakers or performer, introduce them to the audience. In some cases, you may want the speaker or performer to send you their biography so that an introduction can be prepared in advance.
5. Establish an agenda or program for the event as club.

Day of the Event

1. Be sure the event starts on time and ends on time. 
2. If problems arise, seek help from your advisor. Also, on campus security are experienced in dealing with a variety of situations.
3. All facilities much be left as clean as you found them.

After the Event

1. Submit Activity Report Form to OSE Office. Note: This is how we log activity and determine the level of your organization. If this form isn’t received, the event will not count towards your organization’s activities for the year.
2. Evaluate your program! This can be done in a group discussion or through individual reflection; document pros/cons to refer to for following events. Consider:
   1. Did the program start and end on time? If not, why?
   2. How many persons attended?
   3. Who helped out?
   4. Comments & reactions – positive and negative
   5. Recommendations for next time
3. Send Thank You letters to performers, committee members, and others who helped to make the event happen.

Appendix F. Tips for On-Going Success

• Always be on the same page as your advisors.
  • Club advisors are an essential part of all clubs and are present to not only support you, but also to guide you as a leader in your organization. Utilize them as a resource and be mindful of their time. Poor communication will show itself in a club’s reputation and successfulness.
• Plan ahead as much as possible.
  • Participating in extracurricular activities can be difficult to juggle with your academic coursework, and being an officer may elevate the difficulty. Planning your events and activities as far in advance as possible will surely make the processes less stressful. Delegate responsibilities evenly and ensure all paperwork is turned in on proper deadlines.
• Collaborate with other clubs.
  • Collaborating with other clubs will often increase publicity and turnout and lessen planning pressure for one club. Additionally, building a strong relationship amongst clubs may increase general student body participation.
• Build strong relationships with your fellow officers.
  • In addition to being on the same page with your advisors, it’s important that you are an open communicator with the other officers in your club. Take the time to bond with them outside of meetings and know them on a personal level; build each other up and support each other’s leadership abilities; tackle club issues and concerns in a positive and constructive manner; work together toward a shared vision. Be sure to find the best balance for your club.
• Set goals.
  • Everything a club does should play into an ultimate plan created by the organization. OSE encourages club officers and advisors to continually revisit their purpose and set goals for the group to achieve and maintain. While we do hope that all organizations dream big, also be realistic. At the end of the day, create a product you are happy with and can be proud of given whatever circumstances determined the outcome.
• Pay it forward.
  • So you’ve completed your time as a club officer – congratulations! The best thing you can do next is really lay the foundation for the upcoming officers and ensure there is a smooth transition. Hopefully you’ve documented your activities in detail; providing a USB or binder of helping documents will be beneficial to the next team of officers. Consider and contribute to the overall longevity of your organization.

Appendix G. Outgoing Officer To-Do List

• Gather and organize all documents and files
• Finish all necessary correspondence (letters, e-mail, phone calls)
• Prepare year-end report and evaluation
• Review the organization’s constitution, by-laws, written materials, and other documents needing revision
• Develop a training action plan and timeline for new officer transition
• Prepare updated Officer Binder/Manual

Appendix H: Important Dates

Finals Week (no events)

• Fall 2024

  • 8 a.m. Monday, Dec. 9 through 5 p.m. Saturday, Dec. 14

• Spring 2025

  • 8 a.m. Monday, May 12 through 5 p.m. Saturday, May 17

Exception requests for events or travel on these dates can be made to clubs@cwi.edu

Temporary Inactive Status

June 30 all clubs and student organizations will become inactive until the registration is completed for the next academic year. Clubs that were active in the previous spring semester will maintain a probational active status until the Falls reactivation deadline to allow clubs to maintain a presence through activity and recruitment.

Open enrollment

• Fall 2024
  • Early Aug. to Sept. 23
     
• Spring 2025
  • Jan. 1 to Feb. 24

Student Leadership Circle Dates

• First Thursday of each month from 4:30 p.m. to 6:00 p.m.
  • Contact ASCWI@cwi.edu for further details

Appendix I. Recruitment & Retention

Recruitment and retention are not the same thing. The trick is not just in finding new members but in keeping them. An organization needs to evaluate its development and create a plan unique to its membership. There are approximately thirty (30) active clubs and organizations at Ä¢¹½ÊÓƵÍø, each vying for the same student body to become its members. What will make your group different from the others? To be successful, an organization needs to have a clear purpose followed by a well-conceived and executed recruitment and retention plan. 

Recruitment 

Know and understand your organization. Have a meeting to discuss your purpose and goals and to make sure that the current activities and pro-grams support the purpose. 

1. Set recruitment goals– include the number of new members, characteristics of members who will help the group succeed and how you will recruit them. Some questions you might ask are:
   1. What type of time commitment should be expected?
   2. What talents are missing that the organization currently needs?
   3. Are there students from specific majors who will benefit from or add to the club/organization?
2. Know what attracts new members. In today’s “react fast or get left behind” society, club/organizations need to update their approach. Posters and flyers just won’t get it done. New members are easier to attract if:
   1. The past leaders reflect a positive attitude toward the club/organization and have a general good feeling about their position.
   2. The group appears organized and knows what it is doing.
   3. They feel welcomed and see that support and encouragement are provided.
   4. There is opportunity for them to learn and to get involved quickly.

Retention

1. It takes six times more energy and expense to recruit a new member than it does to retain one. This expense can be the financial cost of publicizing recruiting efforts or it can be the total member time needed to recruit new members instead of working on projects. Most people will stay motivated when they can take ownership for projects. Retention strategies include:
   1. Have contact within one week of initial interest/sign up.
   2. Hold a special welcoming event. Plan a social event with food, a special introduction or establish a ritual or tradition for new members.
   3. Make the first meeting fun so they will want to come back! Recognize that some won’t come back because they will find other ways to become involved.
   4. Orient your new members. Encourage old and new members to form bonds by using icebreakers and teambuilding activities; maybe hold a retreat.
   5. Remember the new members’ names.
   6. Get email addresses and phone numbers that are accurate and that the students use. Do not rely on a directory.
   7. Follow through with emails, post goals, and summarize meeting outcomes.
   8. Provide reminders of responsibilities. Answer the question, “what’s next?”
   9. Show appreciation for your members both publicly and in private.
   10. Have fun together! Know when it is time to work and time to play. No one wants to feel like involvement in an organization is a burden.

Club Resources

Purpose

Knowing what resources are available to you can help you start the year off right. Below is a list of compiled resources that can help you get a jump start to your year: 

Promotional Materials 

is a free website that allows anyone to create eye catching promotional materials. Just setup a free account and you can even store previous marketing designs. 

Meeting requests

is perfect for representatives of clubs who are looking to be available for interested members to setup meeting times. Setup a free account and you can establish 30 minute or 60 minute meeting time frames. Hook it up to your student email account and then through outlook block off times of the day you aren’t available then calendly will auto update to allow potential club members to setup a meeting time for when you are available! 

Schedule Meetings

allows you to help organize your team! For a free signup you are able to poll your club officers or even membership on things like dates, places, or events. Even when it comes to seeing who is available at different times of the day for planning meetings or events this website allows everyone to participate without having their own account and can save you the time of hundreds of back and forth emails.

Sign-Ups 

is a great tool for anyone looking for a program that can help with volunteer or event task sign ups. With a free account you will have unlimited signups, email & text reminders, and social media sharing capabilities.  

Definitions

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Definitions

Budget Proposal

• A budget proposal is a breakdown of how requested funding will be utilized throughout the course of a semester or academic year by a club through events, purchases, promotional materials, and travel. 

• A budget proposal provided to ASCWI should include a general estimate of event costs and purchases throughout the semester. This is merely an outline for estimated costs that need to be requested for the budget. A more detailed proposal must be provided to Student Engagement for event, purchase, or travel approval. 

Student Representative 

• A representative can be any STUDENT member of the club. The student does not need to be a club officer but should be able to provide a knowledgeable report and can address questions. 

Community Service 

• A community service event is a planned activity organized and executed by a CWI club with the primary purpose of benefiting the local community or a specific group in need. These events should address a community issue, promote civic engagement, and enhance the well-being of those involved. For details on what counts and does not count as community service, please refer to the following section: Requesting Events – Fundraisers & Community Service 

Official Event

• An official event is an event that has been requested and approved by Student Engagement prior to the event taking place. 

 Excused Absences 

• Excused Absences are defined as an email club report submitted to ascwi@cwi.edu prior to the Student Leadership Circle. Failure to submit club report for an excused absence will result in impact to club tier standing. 

Club Recognition 

• Clubs become recognized annually by ASCWI following the submission of a complete club application and confirmation from Student Engagement on eligibility. These will take place at Senate meetings.  

• Clubs will be scheduled to present at an ASCWI Senate meeting to address the following questions: 

  • Is your club new or a renewal of a previously existing club?  

  • What is the purpose of your club? What do you hope to achieve by forming this club?   

  • Who are the members of your club? What are their interests and goals?    

  • What activities do you plan to hold? How will your club benefit the student body?    

  • How will you promote your club? How will you reach out to potential members?    

  • What are your plans for sustainability? How will you ensure that your club remains active in the long term?   

  • What are your club's policies on membership? What do students have to do to be considered active members? To run for an officer position?  

  • How will you handle conflicts within the club?    

  • What are your club's financial goals?    

Student Leadership Circle 

• SLC stands for Student Leadership Circle. This is where a student representative will present a Club Report to ASCWI and other club leaders. Student Leadership Circles happen on the first Thursday of every month. There will also be a report on ASCWI’s Club Budget by the Treasurer. 

Club Report 

• A club report will be given by a student representative at every Student Leadership Circle. Each club will provide their own report. The student representative will answer the following questions: 

  • What events did you host last month (if applicable)? How many students attended? Would you consider your event successful? 

  • What events have been approved for this month (if applicable)? Do you have any event planning in progress for this month? 

  • Any other club updates (officer changes, meeting changes, etc.) 

  • Are you satisfied with your Club Tier? 

• Club reports can be provided in person, via Zoom, or via email. If a report is provided via email, it counts as an excused absence.  

• All club representatives are expected to stay through the duration of the meeting. 

Unexcused Absence 

• An unexcused absence is when there is no club representative at the Student Leadership Circle meeting and no email report provided prior to the Student Leadership Circle meeting.  

Club Funding

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• How do we find out our designated club tier? 

  • ASCWI will assign your club a tier at the Club Recognition Hearings that will take place upon start-up or renewal of your club.  

  • During Student Leadership Circle meetings, clubs will provide a club report by Tier status, starting with lowest tiers first. 

  • ASCWI and Student Engagement will collaborate throughout the academic year to update tier standing following each Student Leadership Circle. Any tier requirement concerns will be shared with clubs via email within two weeks.  

  • Clubs can only move down a Tier during the middle of the semester if they have an unexcused absence.  

    • Each time a club receives an unexcused absence for a Student Leadership Circle, they will be moved down one tier. An unexcused absence is when there is no club representative at the Student Leadership Circle meeting and no email report provided. 

  • ASCWI will also do a mid-year club tier review to confirm tier standing going into Spring semester. Any changes to tier at this time will be communicated via email prior to the first Spring Student Leadership Circle.  

• How much money do we have in our club account? 

  • Club balances will be provided at the ASCWI Club Recognition hearing which takes place at club start-up and/or renewal, and then must be tracked by the club. 

  • New clubs will start with a $0 balance with the ability to request up to $1,000 in their first semester as described in Tier 4 of the Club Funding Tiers.  

  • Renewing clubs will retain their remaining balance from the previous academic year and will be able to request additional funds through an ASCWI Funding Request.   

  • Club treasurers must track club balances through the course of the academic year and receipts will be provided by Student Engagement.  

  • The ASCWI Funding Request Form will request that clubs provide their current club balance per their records. This will be checked against Student Engagement’s records to better inform funding decisions. 

• How does our club get funds? 

  • All new or renewing clubs will have the opportunity to participate in the Fall/Spring Fairs hosted by Student Engagement. ASCWI generally provides a participation incentive to clubs that participate and are formed by the club enrollment deadline.   

  • Clubs can complete the Funding Request Form available in Involve to request funds for the year, semester, or in an as needed basis.  

  • Clubs can host fundraisers by going through the preapproval process.  

• Do we have to complete a funding request to use our existing club funding balance? 

  • No, a funding request is not required to use an existing club balance. However, if you wish to use your existing club balance towards purchases for an event or other needs you must complete the appropriate request form.  

• How do we use our club funds? 

  • To use your funds for an event, complete an event request form. 

  • To use your funds for purchases unrelated to an event, complete a purchase request form. 

• How much do we have to fundraise for travel costs? 

  • After total travel costs exceed $750, clubs will need to raise 15% of total estimated costs.  See Tier requirements for additional information.

Student Leadership Circles

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• Who can go to the meetings as a representative? 
  • A representative can be any STUDENT member of the club. The student does not need to be a club officer but should be able to provide a knowledgeable report and can address questions. 
• Can I join on Zoom? 
  • Yes. While ASCWI prefers in-person attendance, Zoom is still acceptable. Cameras are expected to be on while presenting club reports. Microphones must be utilized rather than a written report to count toward attendance. Ten minutes before the meeting starts, we will test audio and visual in case of technical difficulties.  
• What if a club representative cannot attend the Student Leadership Circle? 
  • In this case, please note the Student Leadership Circle attendance requirements. All clubs are allowed two excused absences for the academic year. An excused absence is granted upon receiving a club report prior to the start of the Student Leadership Circle. A club report can be emailed to ascwi@cwi.edu.  
  • An unexcused absence will result in an immediate drop in club tier.  
    • An unexcused absence is when there is no club representative at the Student Leadership Circle meeting and no email report provided.  
    • Within one week of an unexcused absence, the club will receive communication of impact to club tier from ASCWI.  
    • To contest this decision, clubs are encouraged to request a hearing to present their case to ASCWI. This hearing must take place before next Student Leadership Circle.  

Senate Meetings

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• Are we(Clubs) required to attend Senate meetings? 
  • Senate meeting attendance is only mandatory in the case of a club recognition hearing and club funding requests, and other reasons deemed necessary by ASCWI.  
  • Senate meetings are open meetings. Students or clubs are to attend at their discretion. Students may also share to ASCWI if they have thoughts, suggestions, or questions during the open forum portion of the agenda.
• How much money does ASCWI have for clubs? 
  • At the beginning of the year ASCWI will vote on the funding request budget for clubs. 
  • The budget will be reported on by the ASCWI Treasurer at the weekly meetings.

Connecting with ASCWI

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• How do I get in contact with the Associated Students of Ä¢¹½ÊÓƵÍø (ASCWI)? 
  • The main contact email for all officers is ascwi@cwi.edu.
  • President and Vice President emails are posted on the ASCWI webpage. 
  • Office hours will be shared during the Student Leadership Circle meetings. This is an opportunity to meet in person with an individual ASCWI member based on topic or concern. 
• With at least 24 hours of prior notice, an ASCWI member can be available 15 minutes prior to and 30 minutes after any ASCWI meeting. Please send these requests to ascwi@cwi.edu. 
•  
•  How do we bring forward an agenda item for a Senate or Student Leadership Circle meeting?
  • Email ascwi@cwi.edu or connect with an ASCWI representative. Please note that agendas are finalized two business days before the scheduled meeting.