Club Roles and Responsibilities will vary based on the club or organization's status within the institution.
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.
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:
**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.
A registered student club or organization may lose recognition if one or more of the following occurs:
**Any funds existing as a balance within the organization's account will be returned to ASCWI upon the loss of 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.
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.
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.
Students and organizations may be held responsible for the conduct of their guests while on CWI premises, at CWI-sponsored or supervised activities, and at functions sponsored by any registered student organization.
A complaint may be filed against an organization under the Student Conduct Code. An organization and its members may be held collectively and individually responsible for violations of the Code. Please refer to 2.10. Offenses Related to Student Organizations for more information.
The Office of Student Engagement may put an organization on hold, or place into inactive status for a determined length of time, based on repeated infractions such as mismanagement of funds, misrepresentation of the organization, or any policies or procedures applicable to Recognized Clubs & Organizations.
Potential infractions fall under three categories*:
Student Violations: One or more students violate community standards and expectations. All students will be held accountable to the Code of Student Conduct. Anyone in violation of the Code of Student Conduct will be referred to Student Conduct for resolution of the case.
Club or Organizational Violations: A club or organization is in violation of standards or procedures. Clubs and Organizations are required to meet the unique responsibilities required of all clubs & organizations in order to uphold the safety and enrichment experience of CWI Students. A club or organization in violation of their requirements will be referred to Student Engagement for resolution of the case.
Advisor Violations: An advisor fails to adhere to procedures or abuses their position of authority. Advisors are required to attend a club orientation session to learn proper processes and procedures that are to be used during their tenure as an Advisor. Should advisors violate their commitment to the club or organizations, they may be removed from the position of Advisor and/or they may be referred to Human Resources for further investigation of the case.
*As each infraction and category is unique, each is subject to its own unique set of standards and potential sanctions.
Potential Violations include:
Potential Sanctions include:
Student Engagement may not be aware a problem exists unless you notify us. For that reason, we have formalized a process for reporting issues of concern. Any student, staff, or faculty may file a complaint.
If the complaint is regarding an Advisor, Club, or Organization, the issue should be reported to Student Engagement at clubs@cwi.edu. If you believe that you concern is in regard to a violation of the Student Code of Conduct, the issue should be reported to the Student Conduct through the .
While all complaints will be investigated, the Ä¢¹½ÊÓƵÍø is committed to protecting the privacy of all students and, for that reason, the outcome of the investigation will remain confidential.
For detailed information regarding the processes and procedures used to investigate complaints, please refer to the Code of Conduct or contact Student Conduct directly at conduct@cwi.edu. You can find more information on student conduct in the Student Handbook.
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.
Here we discuss what happens if you lose your club advisor during the academic year and how Student Engagement can help support the club identify a new one.
During the course of the semester or year, the club advisor may need to step down from their role. If this occurs, it is important that the club finds a new advisor within fifteen (15) business days of the previous advisor leaving.
If a new advisor is not found, the club may become inactive or lose their registered status. Please work with Student Engagement during this time as we might be able to help find an individual that would be able to fulfill the advisor's role for your club.
If the club cannot find an advisor during the grace period, the club's status will be changed to inactive for the remainder of the current semester. The club can then reapply for active status during the next Open Enrollment, if an advisor has been identified.
*Please be mindful that no monetary transactions can be made during the time that there is no advisor.
Effective advisors will advise on club and Ä¢¹½ÊÓƵÍø (CWI) processes but will also allow club members to plan and make decisions and mistakes. They will partake in club decisions and educate members in order for them to make informed choices.
Club advisors must:
If the students in the club want to replace their advisor, it is the club's choice and decision. The process of selecting and removing an advisor should be outlined in the club's constitution.
Student Engagement encourages the club's officers to meet with the club advisor to discuss concerns. Miscommunication is often the issue and can easily be resolved amongst the group. Student Engagement always highly encourages advisors, officers and members to communicate concerns with the Office of Student Engagement.
In the case the club does not specify the process for advisor appointment and removal, then the process shall be carried out with a majority vote of all club officers that are registered with Student Engagement and have completed training. Any advisor removal should be communicated immediately to Student Engagement.
Clubs often participate closely with their advisor on projects and programming and often even travel with advisors. It is imperative that advisors and members keep professional relationships.
CWI faculty and staff assist CWI in meeting its mission of providing a quality higher education for its students. Students should be assured that the relationships they develop with employees are built upon the highest ethical principles of the education profession. Maintaining professional relationships and mutual respect and trust between employee and students is key to CWI’s success.
Employee and student relationships give rise to actual or apparent conflicts of interest, favoritism and bias and thereby undermine the real or perceived integrity of the academic environment. A relationship where an employee has academic, administrative, supervisory, evaluative or other authority or influence over a student raises concerns about objectivity, fairness and exploitation. These relationships may harm others in the academic environment and give rise to third party complaints resulting from real or perceived instances of undue access or advantage and/or restricted opportunities. Such relationships impair or otherwise undermine the ongoing trust needed for effective teaching, learning and professional development. Accordingly, CWI has adopted the following guidelines to address certain relationships between employee and students.
For more information on the Ä¢¹½ÊÓƵÍø's Fraternization Policy, please refer to the Human Resources Policy – 020.
Further questions or concerns can be directed to Student Engagement at clubs@cwi.edu.