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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. 
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•  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.