page 1 of 59 · contents introduction .....5

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Contents Introduction .......................................................................................................................................................... 5

Philosophy & Purpose ....................................................................................................................................... 6

Office of Student Engagement .......................................................................................................................... 7

Starting a Club ....................................................................................................................................................... 8

Privileges ........................................................................................................................................................... 8

Types of Registered Clubs & Organizations ...................................................................................................... 9

Five Steps to Starting a Club ............................................................................................................................. 9

Club Renewal .............................................................................................................................................. 10

Club Roles and Responsibilities .......................................................................................................................... 10

Club Status ...................................................................................................................................................... 10

Active Status ............................................................................................................................................... 10

Inactive Status ............................................................................................................................................. 10

Club Funding ................................................................................................................................................... 12

Club Funding Tiers ............................................................................................................................................... 12

All Tiers: ........................................................................................................................................................... 12

Tier 1 ............................................................................................................................................................... 12

Tier 2 ............................................................................................................................................................... 12

Tier 3 ............................................................................................................................................................... 13

Tier 4 (1st year Start-Up) .................................................................................................................................. 13

Tier 5 (Probation) ............................................................................................................................................ 13

Advisor Role and Responsibilities ....................................................................................................................... 14

Loss of Advisor ............................................................................................................................................ 14

Remove/Replace Club Advisor .................................................................................................................... 15

Fraternization Policy ................................................................................................................................... 15

Officers’ Responsibilities ..................................................................................................................................... 16

Shared Responsibility for Infractions .......................................................................................................... 16

Organizational Responsibility ......................................................................................................................... 16

Types of Infractions: ................................................................................................................................... 17

Violations .................................................................................................................................................... 17

Sanctions ..................................................................................................................................................... 17

Reporting Concerns .................................................................................................................................... 18

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Business Office- Policies & Procedures ............................................................................................................... 19

Club Cost Center ............................................................................................................................................. 19

Account Information ................................................................................................................................... 19

Club Funds................................................................................................................................................... 19

Club Deposits .............................................................................................................................................. 19

Purchases .................................................................................................................................................... 20

Food Purchases ........................................................................................................................................... 21

Financial Numbers for Forms ...................................................................................................................... 22

Payment Requests ...................................................................................................................................... 23

Reimbursements ......................................................................................................................................... 24

Contracts ..................................................................................................................................................... 24

Club Events & Fundraisers .................................................................................................................................. 25

Requesting Event or Fundraiser ...................................................................................................................... 25

Food Sales ................................................................................................................................................... 26

Requesting a Temp-Drawer (aka cash box) ................................................................................................ 27

Sign Posting & Publicity Guidelines ............................................................................................................. 29

Sponsorship Donation & Raffle ........................................................................................................................... 31

Club Scholarships & Charitable Giving ................................................................................................................ 32

Club Travel .......................................................................................................................................................... 33

Appendix A: Club Timelines ................................................................................................................................ 36

Appendix B. Constitution Template .................................................................................................................... 37

Why have a Constitution? ........................................................................................................................... 37

Appendix C. Sample Agenda ............................................................................................................................... 44

Appendix D. Sample Minutes .............................................................................................................................. 45

Appendix F. Contract Scope of Work ................................................................................................................. 46

Appendix G. Temp-Drawer Process .................................................................................................................... 47

Appendix H. Ice Breakers & Leadership Games .................................................................................................. 48

Appendix I. Planning an Event ............................................................................................................................ 53

Appendix J. Tips for On-Going Success ............................................................................................................... 55

Appendix K. Outgoing Officer To-Do List ............................................................................................................ 56

Appendix L: Important Dates .............................................................................................................................. 57

Blackout Week ............................................................................................................................................ 57

Purchase Requests ...................................................................................................................................... 57

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Temporary Inactive Status .......................................................................................................................... 57

Open enrollment ......................................................................................................................................... 57

Appendix M. Recruitment & Retention .............................................................................................................. 58

Recruitment ................................................................................................................................................ 58

Retention .................................................................................................................................................... 58

Club Resources .................................................................................................................................................... 60

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Introduction Greetings, On behalf of the Office of Student Engagement (OSE) at College of Western Idaho (CWI), we would like to welcome you to this academic year.

Your involvement in student clubs & organizations can play a positive role in your college experience and influence the greater CWI community. Our role is to help you and your organization maximize your potential by building character, engaging in collaboration, and promoting campus-wide and global citizenship. This handbook is the first step in fulfilling this role. This document will provide your organization with the tools and resources to navigate your way through the complex and every-changing nature of CWI.

The student organizations of today will be able to shape the culture, reputation, and history of CWI. From cultural experiences, game nights, campus wide events and support of local agencies, student clubs & organizations present an opportunity for students to express passion, reflect on experiences and understand diverse voices and perspectives. During your time at CWI, we hope that you take the opportunity to explore multiple clubs & organizations to expand your knowledge and experiences.

We hope that this handbook serves as a valuable tool for your club or organization’s success and we look forward to working with you. Your experiences as a student leader at CWI will be challenging and rewarding, and we are excited to see what you accomplish.

-CWI Student Engagement Team

Student organizations at CWI shall complement the academic mission of the College of Western Idaho and enhance the educational experience for students.

The Registered Clubs and Organizations Handbook is updated annually by the Office of Student Engagement (OSE). Subsequent editions supersede the policies and procedures contained herein. The policies, procedures, statements and guidelines contained herein are subject to continued review and evaluation by relevant CWI officials. OSE strives to maintain the highest standards of accuracy in all its disseminated information. If errors are found on the most current revision, please contact OSE

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Philosophy & Purpose

Philosophy

College of Western Idaho (CWI) encourages students to participate in student clubs and organizations. We understand that being involved fosters organizational, communication, interpersonal, critical thinking, planning, budgeting, and conflict resolution and evaluation skills; just to name a few. Clubs and organizations exist at College of Western Idaho to support and foster a student's growth and development, both inside and outside of the classroom.

Purpose

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

• Meet new people. • Interact with staff and faculty. • Learn leadership skills and gain practical experience. • 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 College of Western Idaho (ASCWI). The information, policies and procedures laid out in this handbook pertain to Recognized Clubs & Organizations (RCO) that have gained approval from the Office of Student Engagement. All clubs and organizations must uphold the Student Clubs and Organizations policies. Failure to meet the requirements set forth in this handbook may lead the club to lose its approved

status.

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Office of Student Engagement The Office of Student Engagement is the college administrative unit responsible for the operation of all student clubs and organizations. All college policies and procedures regarding student clubs and organizations are interpreted and administered through this office. Student Engagement organizes the Open Enrollments, helps maintain the club paperwork, and assists the clubs with either events, financial tracking, or travel. Student Engagement also provides leadership training and support for clubs and organizations in planning events, programming and fundraisers. All problems associated with student clubs and organizations should be referred to the Office of Student Engagement for review and resolution. There are many college policies and regulations which do not directly reference student club and organization operation, which still pertain to all entities of the College, including student clubs and organizations. These policies and regulations include, but are not limited to: student rights and responsibilities, student code of conduct, harassment, safety and security, financial management, travel, employment, free speech, and discrimination, which can all be found within the Student Handbook and the CWI Catalog. If questions arise regarding any club or organization activity concerning college policy, procedure or regulation, consult with the Office of Student Engagement for assistance and direction.

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Starting a Club So you want to start a club?! Well you came to the right place. To effectively organize your group and prepare you for the registration process, consider the following questions:

1. What is the purpose of your organization? 2. What will be the goals of your organization? 3. How do you plan to accomplish these goals? 4. What is unique about your group? 5. Are there other students you know who would like to join? 6. What type of commitment will members need to make to the organization? 7. How will you identify and recruit members for the organization? 8. Who will advise the group? (The advisor must be a CWI employee)

If your organization is unclear about any of these items, or would like assistance, please don't hesitate to contact the Office of Student Engagement.

Privileges

Recognized Clubs & Organizations enjoy the privileges listed below: • The use of the name of the College in the title of the organization (following related

marketing guidelines). • The use of meeting rooms in the Nampa Campus Academic Building, Student

Engagement area, bulletin boards, digital display advertising, and other college facilities. • Request for allocations from the Associated Students of the College of Western Idaho

(ASCWI). • The use of the Business Office for financial advising and banking services. • Assistance from Student Engagement. • Inclusion in the online Directory of Student Organizations. • Permission for maintenance of a web page attached to the College’s website (following

all related guidelines).

Organizations may be established within the College for any legal purpose whether the aims are religious, political, educational, economic, or social. Affiliation or disaffiliation with an extramural organization shall not disqualify the college-based branch or chapter from college privileges. As a general rule, membership in all college related organizations shall be open to any student. 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.

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Types of Registered Clubs & Organizations Academic Focus Academic clubs have a focus on a specific academic program or major.

Students participate in these clubs or organizations in order to gain additional experience in their academic/vocational field by combining both classroom and out of class experiences and programs.

Special Interest Focus In Special Interest clubs, students become involved based upon a common interest and wish to be around others who share the same interest.

Five Steps to Starting a Club 1. Interested students, please contact the Office of Student Engagement to set up a

meeting so we can provide guidance through the process. 2. Identify and successfully recruit a full or part-time faculty or staff member employed by

CWI to represent your club as the advisor. 3. Recruit students to serve as Officers. 4 positions are required to be filled; President,

Vice-President, Treasurer, and Secretary. 4. Complete the required paperwork (see below) and turn in to Student Engagement

during Open Enrollment. a. Open Enrollment runs from the first day of the semester until the Friday of the

5th week of the semester. i. This period of time shall be considered a temporary/grace period during

which the student organizations may access all of the privileges afforded to student organizations while they complete the annual registration process. Student organizations failing to complete the registration process during Open Enrollment can do so in a subsequent registration period.

b. All new clubs must turn in the following paperwork to Student Engagement during Open Enrollment:

i. Application to Form a Student Club or Organization ii. Club Constitution

1. A template for the constitution can be found in Appendix A of this handbook.

iii. Request for funds to the ASCWI Senate 1. Requests for funds are limited based on the organizations Tier

Ranking, which is laid out in the Club Status section of this handbook.

5. Two (2) officers (ideally the President & treasurer) and advisor must attend a New Club Orientation.

a. During the orientation, we will be discussing what every club must do to gain or renew CWI club recognition for the academic year.

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Note: Once a club has become active, it is required that a representative of the organization attend the Student Leadership Circle meetings that occur in conjunction with ASCWI Senate Meetings the 1st Wednesday of each month starting at 4:00pm.

Club Renewal Every Registered Club & Organization will become inactive once the Spring Semester has ended. The Student Engagement Office will communicate on the renewal process for each academic year.

Club Roles and Responsibilities Club Status Active Status CWI clubs maintaining an active status are fully registered with the Office of Student Engagement. This status is contingent upon fulfilling all the required paperwork during Open Enrollment, and upholding Student Engagement policies and procedures.

Inactive Status Any club that does not meet the Open Enrollment requirements will become inactive until the next Open Enrollment. The club will be able to apply for active status in a subsequent Open Enrollment.

The following are circumstances which could result in the Office of Student Engagement changing the status of a Registered Student Organization's status from active to inactive:

• Club's bank account is in deficit for more than 30 calendar days. • Opening an off-campus bank account. • Failure to successfully 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. Any exceptions to this rule must be approved by the Office of Student Engagement.

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Loss of Recognition The following are circumstances which could result in the Office of Student Engagement removing a Registered Student Organization's recognition:

• Continuous inactive status. • Hazing. • Discriminatory practices. • Violations of CWI policies or procedures as determined by the Enrollment and Student

Services. • Violation of local, state and federal laws. **Any funds existing as a balance within the organization's account balance are returned to ASCWI upon the loss of recognition.

Withdrawal of College Recognition Any club or organization which voluntarily chooses to not maintain active status may withdraw their recognition from the College. This can be done through contacting 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 If recognition is removed from a forming club, existing club, or organization by Student Engagement, and a student(s) from the organization wishes to appeal the decision, they may do so within 14 business days of receiving the written notice of the loss of recognition from the Office of Student Engagement. Appeals must be done in writing and given to the Office of Student Engagement for review. The club will be notified of the decision in writing within 14 business days of receiving the appeal.

If the students wish to appeal the decision of the Student Engagement Office, they may do so in writing within 14 business days of receiving the decision by giving an additional appeal to the Dean of Students. The Dean of Students will make the final decision on the appeal within 14 business days of receiving the appeal and will notify the club in writing of the decision. This will serve as the ultimate and final decision on the appeal.

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Club Funding

Club Funding Tiers All Tiers:

• Be an active Registered Student Organization in good standing on campus • Follow CWI Club and Organization guidelines, and submit all appropriate

paperwork on time to Office of Student Engagement • Have at least one officer attend all mandatory Club and Organization meetings

that occur in conjunction with ASCWI Senate meetings • Have at least two officers participate in mandatory club trainings provided by the

Office of Student Engagement • Have at least 4 officers

Tier 1 Tier 1 can request up to $4,000 for their budget proposal. Tier 1 is also eligible for competition and conference funding. It is not guaranteed that Clubs receive the maximum. Tier 1 must meet the following:

• 1 club officer in attendance at all mandatory Club and Organization meetings or training

• Have representatives from the club during one of the official student engagement Club & Org fairs, each semester.

• Host at least 3 events/activities per semester (Fall & Spring) • Meet fundraising threshold of 15-24% of CWI allocation. • Coordinate at least one community service event a semester. • Maintain active and appropriate presence on AT LEAST ONE social media

platform (Facebook, Twitter, Instagram, etc.) Tier 2 Tier 2 can request up to $2,000 for their budget proposal. Tier 2 is also eligible for competition and conference funding. It is not guaranteed that Clubs receive the maximum. Tier 2 must meet the following:

• 1 club officer in attendance at all mandatory Club and Organization meetings or trainings.


• Hold at least 2 events/activities per semester (Fall & Spring) • Meet fundraising threshold of 15-24% of CWI allocation. • Participate in at least one community service event a year that is coordinated by

another CWI or community organization.

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• Maintain active and appropriate presence on AT LEAST ONE social media platform (Facebook, Twitter, Instagram, etc.)

Tier 3 Tier 3 can request up to $1000 for their budget proposal. It is not guaranteed that Clubs receive the maximum. Tier 3 must meet the following:

• 1 club officer in attendance at all mandatory Club and Organization meetings or trainings.


• Host at least 1 event/activity per semester. • Meet fundraising threshold 1-14% of original CWI allocation • Maintain active and appropriate presence on AT LEAST ONE social media

platform (Facebook. Twitter, Instagram, etc.) Tier 4 (1st year Start-Up) Tier 4 can request up to $500 for their budget proposal. It is not guaranteed that Clubs receive the maximum. Tier 4 is a conditional Tier reserved for clubs in their first year of existence at CWI and shall be considered a startup. After the 1st year of existence clubs who do not meet the qualification for Tier 3 will fall into Tier 5. Tier 5 (Probation) Tier 5 clubs and organizations cannot request funds until they have moved to Tier 3. Tier 5 is a conditional tier; reasons include, but are not limited to:

• Club/Organization is on probation for violation of CWI club policy or College policy.

• Loss of student interest • Failure to have representatives present at the club & org fairs. • Loss of leadership (Less than 4 officers) • Club/Organization repeatedly fails to adhere to requirements of first three tiers.

Club Travel Costs

Club travel will be covered only in the occurrence for competitions or conferences. No club travel is permitted out of the United States.

• Tier 1 maximum allowance is $4,000 • Tier 2 maximum allowance is $2,000 • Tier 3 maximum allowance is $1,000

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Advisor Role and Responsibilities Effective advisors will advise on club and CWI processes, but will allow club members to plan and make decisions and mistakes, and utilize those experiences to teach their members to improve. They will partake in club decisions and educate members in order for them to make informed choices.

Club advisors must:

• Be employed by the College Western Idaho. • Attend an advisor orientation training or schedule an appointment with the

Office of Student Engagement. • Advise club members on club policies and assist in adherence. • Assist club members in managing a budget and making financial decisions that

adhere to club policies, and signing off on all financial documents. • Be proactive in helping the students plan club events, fundraisers, and travel. • Approve all club forms prior to them being sent to Student Engagement. • Assist clubs in making educated decisions. • Work closely with Student Engagement in all club processes. • Hold club members accountable when they fail to follow policies and

procedures. • Maintain communication with club officers and Student Engagement, regarding

all events, issues, travel, etc. • Help foster individual and team leadership among the club members. • Follow all policies and procedures as outlined in the Club and Organization

Handbook.

Loss of Advisor 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 money transactions can be made during the time that there is no advisor.

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Remove/Replace Club Advisor 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 executive team 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 communicate concerns with the Office of Student Engagement.

Fraternization Policy 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. In order to promote the efficient and fair operation of the College of Western Idaho and to avoid misunderstandings, complaints or favoritism, supervision problems, security problems, morale problems, questions regarding academic achievement, and possible claims of sexual harassment, physical abuse, or physiological abuse, faculty are strictly prohibited from fraternizing with students. This policy establishes a professional standard applicable to relationships involving students, in support of a quality student experience and to protect and preserve the integrity and associated reputation of the College of Western Idaho, its faculty, staff and students. As an educational institution CWI is committed to maintaining an environment in which its faculty members, students, administrators, and staff members are safe, can be trusted and count on others to be trustworthy, and receive and extend to others respect as human persons. Mutual respect among faculty members, students and administrators is an essential ingredient in the educational process and the greatest care must be taken that it not in any way be eroded. Trust and respect are, however, diminished when those in positions of authority abuse that authority or place themselves in a situation of actual or perceived conflict of interest by participating in, or the perception of participating in, inappropriate relationships with those for whom they have professional responsibilities. For this reason, we encourage all staff and faculty members to act with a high level of discretion and avoid any situations that could possibly be misconstrued as fraternization. For more information on the College of Western Idaho's Fraternization Policy, please refer to the Human Resources Policy.

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Officers’ Responsibilities

• Comply with all CWI rules and regulations as found in the Student Organization Handbook, this manual and other information provided by CWI.

• Represent the student organization as elected officers of the said student organization in all matters pertaining to communication and dissemination of information amongst CWI, vendors, and the student organization.

• Prohibit members from practicing any physical or psychological hazing, illegal activity, and violations of college policy.

• Adhere to the purpose of your organization as stated in the constitution.

• Practice fiscal responsibility and an ethical use of state resources.

• Maintain close communication with your advisor, keeping them informed of organization progress towards its goals and objectives, as well as reporting any dangerous or prohibited activities engaged in by anyone associated with the organization.

• Maintain communication with CWI by keeping the Office of Student Engagement (OSE) informed of planned activities and any potential problems or violations.

Shared Responsibility for Infractions

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.

Organizational Responsibility

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 by those associated with the organization, including guests and alumni of the organization. When a complaint is filed naming an organization as Respondent, the presiding officer and/or students affiliated with the group shall be required to participate in meetings and hearings as representatives of the group.

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.

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Types of Infractions: 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.

Violations Potential Violations include:

1. Unaccounted funds (deposits, withdrawals, transactions) 2. Failure to file required paperwork by specified deadlines 3. Absence from meetings and/or trainings 4. Off-site bank accounts 5. Off-site withholding of funds 6. Failure to provide receipts or other financial records 7. Violating the Code of Conduct or violating local, state, federal laws 8. Flagrant disregard for processes and procedures 9. Abusing a position of power

Sanctions Potential Sanctions include:

1. Probationary Status 2. Repaying debt on outstanding balances 3. Censure 4. Restitution for damages incurred 5. Preventing access to funds

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6. Loss of privileges 7. Inactive status OR loss of college recognition 8. Referral of the case to the Office of Student Conduct and/or local authorities 9. Referral of the case to the Dean (for Advisors) 10. Removal of the Officer or Advisor from their position 11. Please note that this list is not exhaustive. All sanctions and other repercussions

for violations are at the discretion of the Office of Student Engagement.

Reporting Concerns 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 [email protected].

If the complaint does not regard a student organization, but is in violation of the Student Code of Conduct, the issue should be reported to the Student Conduct at [email protected] or by submitting a CARE report at https://cm.maxient.com/reportingform.php?CollegeofWesternID&layout_id=0 Referrals should abide by the following standards:

• Be made within a reasonable timeframe after the alleged incident. • Be as detailed as possible. • Be factual and objective. • Abstain from assumption, opinion, or speculation.

While all complaints will be investigated, the College of Western Idaho 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 [email protected]. You can find more information on student conduct in the Student Handbook.

mailto:[email protected]


https://cm.maxient.com/reportingform.php?CollegeofWesternID&layout_id=0

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Business Office- Policies & Procedures Club Cost Center

Club 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. 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 expense out of the club account. Student Engagement will communicate the college cost center number to the Club Advisor using CWI email once it has been assigned.

Account Information Monthly reports of club funds will be sent out. It is up to the Club Treasurer to track expenses throughout the year and check against what is distributed in the monthly reports. Any questions or concerns should be directed to the Office of Student Engagement.

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

Funds that come from the College, (i.e. ASCWI, Foundation, etc.), may only be used to support club members and club functioning, such as club advertising and recruitment efforts. These funds may not be used to purchase items for or donate to an outside organization. In order to purchase items for an outside person or organization or to donate cash to an outside organization, the funds must be fundraised.

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 myCWI at https://mycwi.cc/student_res/student_life/Documents/ClubDeposit.pdf

https://mycwi.cc/student_res/student_life/Documents/ClubDeposit.pdf

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2. Fill out the Deposit Form completely. a. **You must have the club's Cost Center on the Deposit Form.

3. Club Advisor and Treasurer must sign the Deposit Form. 4. 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. 5. One Stop will count the money with the advisor or treasurer to verify that the

deposit is accurate and to create checks and balances. 6. 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.

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. The One Stop Office cannot accept incomplete deposits. Please make sure that the club advisor or the treasurer is filling out the deposit slip correctly before turning in a deposit to the One Stop Office.

Purchases There are several ways for clubs to purchases items, food, and pay for event spaces, etc.

• For smaller items that can be purchased at a local store, complete the Club/Organization Event and Purchase Request detailing the items wanted, how many, and estimated price*. Pictures are always helpful, as well as a back-up item just in case wanted item is unavailable. Once the request is received, Student Engagement will verify the request is appropriate and that there are sufficient funds in the club's account. Once the purchase is approved, any of the following may take place:

o A club member may go shopping with Student Engagement to purchase items if items will be purchased locally.

o A club member will set a meeting with Student Engagement who can purchase the items to be shipped and then disperse to a club member once they have arrived.

• If the purchase is from a local vendor, online vendor or local business, (i.e. T-shirts, event tickets, specialty items) please do the following:

o Complete the Club/Organization Event and Purchase Request detailing the items wanted, how many, and estimated price. Also include payment options (i.e. phone, online, check).

o Student Engagement will verify that there are sufficient funds in club's account and approve or deny purchase.

o Student Engagement will place order and make payment with P-card.

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Event & Purchase Request: https://cwidaho.cc/current-students/cluborganization-event-and-purchase-request *Note: Purchase requests must be fully completed and submitted ten (10) business days in advance of the date needed by.

• If you are planning to rent a space, (i.e. Banquet Room, Park Picnic Area, etc.): o These require contracts. All contracts must be approved by the Business

Office. o Submit contract at least twenty (20) business days in advance of event

date. o Once approved, Student Engagement can make payment. o **Note: No contract may be signed by a club advisor or member. This will

result in Student Engagement denying payment. Please see Contracts for more information.

• If you are planning to purchase any prizes, awards, giveaways, or recognition

items, you must first submit a Prize or Award Preapproval Form. These items can sometimes count as taxable income to the recipient; therefore, they need to be reviewed first by the Business Office. No gifts, awards, or prizes may be purchased or given before the form is submitted to the Business Office.

Food Purchases Clubs must submit a Purchase Pre-Approval Form, with a guest list and food estimates attached, any time they plan to purchase food to have at any meetings or to supply at events. This must be submitted to Student Engagement at least ten (10) business days before the event. Students groups having food at events have the following requirements: If Catered (professional catering company prepares food, comes in sets-up and serves their prepared food):

• Catering Contract required (will generally come from the caterer) must be approved by Business Service requiring twenty (20) business days

o Contract must contain Indemnification language holding CWI harmless from any and all claims

related to any food issue claims Damage clause Requirement for a copy of Caterer's General Liability policy in limits of no

less than $1 million per claim/$2 million aggregate, and adding CWI as a named insured;

A requirement for a copy of Worker's Compensation coverage; and A requirement for a copy of all appropriate Food Vendor licenses. VP only approval

https://cwidaho.cc/current-students/cluborganization-event-and-purchase-request

https://cwidaho.cc/current-students/cluborganization-event-and-purchase-request

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Financial Numbers for Forms Here is the format on how to write funding numbers on Deposit Forms and Payment Requests. Make sure you input these correctly to avoid delayed deposits or payments.

Fund-Location-Function-Cost Center and Object Code.

The Fund, Location and Function are always the same, those never change.

Object Codes For DEPOSITS

4601 Services Provided Club providing a service, i.e. auto body fixing a car

4302 Goods & Products Sold Fundraisers {Please include tax or it will be backed out}

4603 Membership/Dues Revenue Money from student’s dues to local and national organizations

5230 Other Revenue Includes donations to clubs & trips, as well as fundraising where items are not sold {ed. Working concessions for a third party}

5232 Raffle Sales Money collected from a club raffle {must have a license to hold a raffle}

Object Codes for Payment Requests ALL purchases must be approved by Student Engagement. Failure to do so may result in not being reimbursed. 7010 Office Supplies For reimbursement of

office supply costs 7050 Other Supplies For reimbursement of

programming supplies that are not office supplies,

Fund Location Function Cost Center Object Code 50 00 3 Your 5 digit club

account code See list below

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printing, promotional, or food

7535 Printing Services Reimbursement of printing services

7610 Advertising/Promotion Reimbursement of advertising supplies

7665 Student Travel Reimbursement for travel costs for student travel

7670 Non-Travel Meals Reimbursement for food, candy, beverages, etc.

7680 Gifts/Awards Reimbursement for prizes or awards with club funds

7650 Misc. For anything that does not fit in any of the above

Payment Requests A request for payment requires prior approval from the Office of Student Engagement before any expense is incurred. Payment for retail purchases must be processed through the Business Office and paid directly to the vendor from the college account in order to qualify for sales tax exemption. The Business Office must receive a completed form W-9 (Request for Taxpayer Identification Number and Certification) for IRS tax purposes from the individual, group or company receiving payment along with the Payment Request Form in order for payment to be processed. Once approved the Office of Student Engagement will submit the form to the Business Office and payment will be issued directly to the vendor.

A minimum of ten (10) business days is necessary for approval and payment processing.

If payment is required at the time of service, the club must submit the Payment Request Form and obtain a check issued by the Business Office for payment directly to the individual, group or company. Tickets to events and performers coming to campus need to be paid directly by CWI.

In the event a club member or advisor pays for an event or performance with cash, personal check, credit card or debit card, there will be no reimbursement made for

that expense.

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Reimbursements All purchases must be made through the Office of Student Engagement. Reimbursements will not be conducted. Exceptions may be made regarding travel. 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 Student Engagement and Vice President of Finance and Administration. The club will be required to obtain proper approval of any contract between the College and the other party or parties involved. In the event a contract is necessary for a club-sponsored or co-sponsored event, program, or activity, the contract must be completed and signed by designated staff members from the Office of Student Engagement and Business Services. Club advisors, student officers, members, or community members are not authorized to sign contracts on behalf of the College of Western Idaho. Contracts not signed by CWl's Business Services will not be paid. Please make sure that the club or organization is working with the Office of Student Engagement to obtain approval from the Vice President of Finance and Administration. The Student Engagement Office will need a minimum of twenty (20) business days to complete this process.

Prizes, Gifts, and Awards The club must complete the Prize or Award Pre-Approval Form and submit to the Office of Student Engagement for approval if planning to purchase gift cards, gift certificates or items to be given as prizes or awards at an event. The Prize or Award Request Form must be filled out prior to purchasing or distributing the gift or award. Student Engagement will notify the club advisor if the request is approved. CWI will need the names of individuals who receive gifts or awards. Note: Cash prizes are not permitted. In accordance with IRS regulations, if the amount of $600.00 is awarded to ONE person over the course of the calendar year, the individual receiving the gift card or gift certificate will be issued a 1099 form for the purpose of reporting taxable income. Any gift card or gift certificate received by CWI employees or CWI student employees will be included as taxable income for W-2 reporting purposes. Event organizers and club advisor are not eligible for any gift cards/gift certificates clubs may award.

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.

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Club Events & Fundraisers

Requesting Event or Fundraiser

The president (or another designated officer) must complete a 25Live request. Once it is submitted, Student Engagement will review the approval. Some events or programs will require review by the CWI event committee. The club is encouraged to meet with the Office of Student Engagement and we will be happy to help you get started planning your event.

Getting Approval for Events & Fundraisers Registered clubs and organizations are eligible to host events and fundraisers. EVERY event/fundraiser proposed by a student club or organization MUST be submitted to the Office of Student Engagement for review by completing an Event Request Form. Once approved, you will receive the approval via the requester's email.

Event Classification For purposes of determining necessary levels of planning, support and security, events are classified as "standard" or "special events." The classification of an event is dependent on variables such as the type of event (expected attendance size, safety considerations, etc.) Special events include those events that meet the following criteria:

• Presence of press/media (invited or otherwise) • Whether the event is advertised beyond CWl's campus • Whether the sponsors of the event anticipate high attendance • Whether there is potential for significant disruption • Security concerns on the part of the student group, advisors or guests • Requires a performer, speaker, and equipment contracts

The presence of one of these criteria may not necessarily elevate the event to a special event status; however, these factors should be considered cumulatively. Standard events include events that do not meet the criteria for a special event. These events can include meetings and similar programs, lectures, etc. The Office of Student Engagement will determine whether an event is a special or standard event. For such a purpose, any club or organization planning an event should submit a Facility/Event Request Form to the Office of Student Engagement as early as possible, but no later than ten (10) business days before the requested date of the event. The form is designed

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to help identify the participants and sponsors of an event, whether space is required for the event and to assist in determining the level of support, including security, necessary to hold the event. The form will help clubs and organizations determine these things as well. If the Student Engagement Office determines that an event is a standard event, no further action is necessary. If it is determined that an event is a special event, the Student Engagement Office will work with the club or organization to determine the nature and level of support, including security, necessary to hold the event.

• Club member must fill out the following: Club/Organization Event Planning • Once the event has been approved, Student Engagement will email the advisor

and president.

Food Sales

Recognized Clubs & Organizations, with a faculty/staff member supervising them, may arrange to hold bake sale on the College of Western Idaho 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.

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• Consumers must be in/armed by a clearly visible placard at the sale or service location that “the foods were prepared in a kitchen that is not inspected by the Idaho Department of Health.”

Requesting a Temp-Drawer (aka cash box) Change Fund (Cash Box) Procedures for Student Clubs and other onetime 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 Business Office for review. The request must be received by the Business Office within a minimum of five (5) business days in advance of the event. It is the requester's responsibility to arrange pickup and return of cash box to the Business Office.

• The Student Account Manager will provide cash box, change fund, and change fund/petty cash action form. The Student Account Manager 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.

• The Deposit Form and the funds from the event must be turned into the Student Account Manager immediately following the event. The Student Account Manager 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.

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 petty cash. 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. If you give cash there is no record of a transaction. All transactions must be accounted for.

Collecting Sales Tax CWI clubs and organizations are subject to Idaho State Tax Commission Laws. 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 in the sales or event cost, they must calculate 6% of total proceeds, and that amount will be paid to the state of Idaho as

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sales tax.

Receiving checks for Payment

When receiving a check for payment, entrance fee, etc. the check must be made out to College of Western Idaho, with the club's name in the Memo section of the check.

• The club's Cost Center must be written on the back of every check. • Returned checks are the responsibility of the club. The club account will be

charged for the amount of the returned check and assessed the returned check fee. Returned checks received by the Student Engagement Office will be forwarded to the club advisor.

Clubs are responsible for collection of the amount of the returned check and associated fee from the issuing party.

Liability & Risk Management Forms Some events or fundraisers could have an elevated amount of risk (such as a sporting activity or club trip). If there is an elevated amount of risk at an event, the advisor of that student club should contact the Office of Student Engagement. Risk Management can determine whether or not the club will need security, insurance, or liability waivers to reduce risk at the event or activity. If your club needs to have participants fill out liability waivers, it is the responsibility of the advisor and officers to ensure all those forms get filled out properly. The completed waivers will need to be returned to the Office of Student Engagement after the event has concluded. If the Office of Student Engagement finds that forms were not filled out properly or by every individual that is affiliated with the college that attended the event, the club could lose its club status.

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 Incident Report Form, which can be found on the staff portal, under Human Resources. Also notify Student Engagement within 24 hours of the incident. Student Engagement or Risk Management may be in contact with the advisor and students to get more information regarding the accident or injury.

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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 Posters will be removed if posting regulations are not followed.

Student clubs are asked to submit one (1) copy of proposed flyers to the Office of Student Engagement (OSE). OSE will then stamp the flyer with the approval stamp, make copies, and send to the appropriate parties. The organization may also supply an electronic copy that can be distributed digitally.

• The OSE staff must approve and stamp ALL signs, flyer cards, and any other material before posting. The Office is located in the Nampa Campus Academic Building across from the first-floor staircases.

• All signs must have a date of posting and expiration date. • The postings should be placed ONLY on the campus bulletin boards. • Signs may not be attached to:

o A shrub, plant, or tree o A permanent sign installed for another purpose o A fence or chain or its supporting structure

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o A painted brick , concrete, or masonry structure o A statue, monument, or similar structure

• Name of the responsible person and contact information must be submitted to the OSE office.

• Signs that contain non-permissible solicitation, obscene, libelous, or illegal content and/or violate CWI policies are not permitted.

• Signs which are placed in easels or which are constructed to be free standing may be placed in the hallways of the buildings as long as they do not impede the flow of traffic.

• In regards to Publicity, posters and any other publicity material should be removed immediately after the event.

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Sponsorship Donation & Raffle Sponsorships & Donations If clubs want to seek sponsorships or donations from outside the College, the club must review the Do Not Solicit list located on myCWI, then the club advisor must work with Student Engagement to submit a list to the CWI Foundation twenty (20) business days prior to seeking any sponsorships or donations. Student Engagement will forward to the CWI Foundation for approval. The reason for the review and required approval is because:

• The CWI Foundation works with off-campus companies and organizations requesting donations to the College. If too many CWI groups approach the same sponsor for donations, a potential donation to CWI or relationship with the college may be damaged.

• Students need to know the giving histories of the businesses and individuals they plan to contact so that they can be gracious when they contact them and let them know that their previous generosity is appreciated.

• The CWI Foundation can help coach students, if they choose, on solicitation strategies and materials.

To implement this cooperation, the following steps need to be taken:

• Student club leaders need to present to the CWI Foundation a memo describing the project for which they are seeking funding and the amount they intend to raise.

• A list of potential donors must be included in the memo. Note: none of the potential donors can be on the Do Not Solicit list.

Accepting Donations If you have received donations, the club advisor must complete a Contribution Acknowledgement Form for EACH donation. These must be forwarded to Student Engagement. 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 pick up 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

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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:

o 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. See Club Raffle Report on myCWI.

o 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.

Club Scholarships & Charitable Giving

Club Scholarships Clubs and organizations are not allowed to establish club scholarships for individual club members. Due to IRS and Financial Aid regulations, we are currently not in a position for clubs to establish scholarships.

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Club Travel Clubs traveling without prior approval are risking personal liability for the travel and associated activities. Even if club members are paying for expenses up front or there are no expenses, a Travel Plan for Approval Form must be approved to sanction the travel for liability purposes. Travel forms will be necessary when travelling outside a 100-mile radius.

Day Trip Approval If a club is planning to take a day trip, with no overnight stays, and outside of a 100-mile radius, each traveler must complete the Club Day-Trip Consent Form. If any club funds will be used for this trip, the advisor must also complete the Student Only Travel Plan for Approval Form. Only one Travel Plan for Approval Form for the group is required for the trip. These forms need to be submitted to Student Engagement no later than ten (10) business days prior to travel.

Overnight Club Travel Approval Overnight student club travel needs to be requested through the club advisor to the Office of Student Engagement at least twenty (20) business days prior to the travel activity or competition. With the request the advisor must submit a completed Student Only Travel Plan for Approval (only one is required). Prior to the travel the advisor must submit the completed Student Travel Release Forms to the Office of Student Engagement. This approval process must include the submission of a proposed travel/expense budget and anticipated revenue sources.

• 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 needs to include a 10% contingency (due to changes in rates, fares, etc.).

• Travel for academic purposes can’t be paid through the club accounts. Academic departments must sponsor travel if for academic purposes.

Travel Request/Accounting

1. A Student Only Travel Plan for Approval Form must be filled out and signed by the club advisor. The signed form should be given to the Office of Student Engagement a minimum of twenty (20) business days before date of departure.

a. Note: It is highly recommended to be planning trips much further in advance. 2. Prior approval 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.

a. There is a $30.00 per day limit on per diem for meal expenses for students .If the club or organization is traveling, please contact Student Engagement to discuss out of state per diem rates.

i. Most conferences/competitions have food included in the registration

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fee; clubs should take advantage of this as much as possible. 3. Costs Covered: 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 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.

4. 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. The College P-Card can be used to guarantee and pay for room and tax only. If the hotel requires authorization for use of the card, Student Engagement will have the hotel send an invoice so we can have a check prepared for the team to take.

5. Rooms: The advisor(s) must have their own room. Student rooms should be split based on gender. A minimum of two students per room.

6. Airline reservations are made in coordination with Student Engagement. The Student Engagement P-Card can be used to obtain online tickets. ALL team members should be involved with the timing of the flights. If team members wish to arrive in the city early and leave late to expand sight-seeing time, all members should agree to the schedule. If your competition begins early in the morning, it is acceptable to arrive the day before the competition. If your competition has an award banquet that is held late in the evening, it is acceptable to stay until the next day.

7. 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.

8. Questions or Concerns: If the club officers or advisor(s) have any questions or concerns, they should speak with the Student Engagement Office.

9. Remember, you are spending money that belongs to the College and your student organizations are accountable for these funds.

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.

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Only CWI faculty and staff are allowed to drive CWI vans or cars rented under CWI.

Personal Vehicles If club members want to use their personal vehicle for transportation outside of a 100 mile radius they must fill out the Travel Plan for Approval Form. This is for any club member traveling out of the county/state for a CWI sponsored event, having other club members ride in their car to any club event/trip. This is not for club members who are driving themselves to a local event. The student will also need to attach a copy of a valid driver's license and proof of car insurance when turning in the Travel Plan for Approval Form. The driver of a privately-owned vehicle accepts all liability. Any maintenance and repairs that occur on the trip such as charges for repairs, tires, gasoline, or other operating expenses for private vehicles is at the owner's expense. Advisors should not have students as passengers in advisor's personal vehicle and students should not have advisors as passengers in student's personal vehicle.

Travel Expectations Those participating or traveling to an off-campus activity are representing the College, and 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 request a traveling training from the office of student engagement at [email protected]. The club members are to uphold the Student Handbook expectations at all times. If the 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 make sure that you keep a detailed record of the incidents that occurred, who was involved, who witnessed the activity, and the alleged policy violation. If the alleged policy violation is severe enough the student should be sent home early from the trip, the student will have to pay for their own expenses to get back home. Advisors should consult with Student Engagement if you feel that this is a necessary step to take while on a club trip. 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 Incident Report Form, which can be found on the staff portal, under Human Resources and contact Ellen Spencer- 208.562.3298, [email protected]



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Appendix A: Club Timelines

July August Sept October November December

RCO training: Required annually

Membership Recruitment:

Recommended to have a presence at new student

orientations

Event Planning: Recommended that once officers are established for the next academic

year to begin event planning for Fall Semester


Submit Club

Renewal: Required annually OR anytime there

is a change in officers/advisor

Event Planning: Recommended

that once officers are established

for the next academic year to

begin event planning for Fall

Semester

Club Meetings: Establish mtg

time, location, and frequency to better market to students for the

semester

Student Leadership

Circle: First Wednesday of each month

Club Meetings: Maintain meeting

schedule that is publicly posted for students

Student

Leadership Circle: First

Wednesday of each month


Membership

Recruitment: Plan membership

recruitment for club fair in Spring

semester

Event Planning: Start laying out and

discussing potential events

for Spring Semester

Student

Leadership Circle: First Wednesday of

each month



Recommended to have a presence at

new student orientation

Student

Leadership Circle: First Wednesday of

each month

Enjoy Winter Break!

January February March April May June

Club Meetings: Establish mtg time,

location, and frequency to better market to

students for the semester


Recommended to have a presence at new student orientation and club fairs

Student Leadership Circle:

First Wednesday of each month

Election Planning:

Determine how officers will be elected for next

academic year


Student

Leadership Circle: First Wednesday of each month

Officer Election: Recommended

that the election of new officers should be held

Club Meetings:

Maintain meeting

Student

Leadership Circle:

First Wednesday of each month


Hold

Transition* between

outgoing and incoming officers.

Student

Leadership Circle: First

Wednesday of each month


No Spending of

Money after May 1st

Hold Transition*

between outgoing and incoming

officers

Submit Club Renewal: report

new officers



Recommended to have a presence at

new student orientations

Event Planning:

Recommended that once officers are

established for the next academic year

to begin event planning for Fall

Semester

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Appendix B. 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. Rough drafts of constitutions should be submitted to the Office of Student Engagement. An appointment for the purpose of discussing the rough draft of the constitution should be scheduled with Student Engagement within five (5) business days of the receipt of the constitution.

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[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:

A. Goal 1 B. Goal 2 C. Goal 3

4. This organization is subject, as a recognized/registered student organization, to the rules, regulations, and policies of College of Western Idaho and the laws of the State of Idaho.

A. The rules, regulations, and policies of the College of Western Idaho 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 College of Western Idaho shall be open to any College of Western Idaho student

A. 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: A. Maintains a 2.0 cumulative GPA. [Required] B. Is not on disciplinary action by the College of Western Idaho. [Required] C. Has attended at least 2 club meetings throughout the academic year [Optional

example] 3. Voting Privileges [Required]

A. 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.

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ARTICLE IV. Officers

1. The officers shall consist of a President, Vice President, Secretary, and Treasurer. [Note: Clubs must have 4 officers in order to be active. Clubs may choose to have more than 4 officer positions]

A. Officers shall hold office during an entire academic year. [Recommended] 2. Duties

A. President i. Preside over all meetings. Call special meetings.

ii. Carry out the provisions of the constitution. iii. Appoint committees and chairpersons. iv. Oversee all committee activities. v. Encourage teamwork.

vi. Delegate responsibilities and appoint committees to tasks and activities. vii. Recruit and markets the program to potential members.

viii. Serve as the spokesperson for the organization.

ix. (List any additional responsibilities) B. Vice-President

i. Assume the duties of the president in his/her absence. ii. Perform any duties delegated by the president.

iii. Network and build good relationships with other student clubs, CWI, and local community.

iv. Recruit and markets the program to potential members. v. Delegate responsibilities and appoint committees to tasks and activities.

vi. Attend all meetings.

vii. (List any additional responsibilities C. Secretary

i. Record and keep accurate minutes of all meetings. ii. Send/transmit all official club correspondence.

iii. Print and distribute agenda for all meetings. iv. After the meeting, make the minutes available to all members for review

(OSE recommends the secretary emails minutes to the club members). v. Coordinate preparation and distribution of club flyers, handouts and

publications. vi. Keep members’ contact information.

vii. Coordinate correspondence to keep all members informed (phone calls, e-mail, texts, etc.)

viii. Record club & organizations achievements. ix. Keep copies of all important club & organization information on file.

x. (List any additional responsibilities) D. Treasurer

i. Receive and distribute club funds upon authorization of the president, in accordance with the financial rules and regulations of the college and the

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laws of the State of Idaho. ii. Keep financial records.

iii. Coordinate collection of dues (if applicable). iv. Provide financial reports at least once a month at a general meeting. v. Coordinate fundraising activities.

vi. (List any additional responsibilities) 3. The Executive Council

A. Will consist of the President, Vice-President, Secretary and Treasurer who shall meet as often as necessary.

B. Duties of the Executive Council a. To formulate policy of the club between regular meetings and in case of

emergencies, subject to approval of the general membership. b. To execute policies determined by the general membership. c. To govern activities of the club. d. To compile agenda for general meetings. e. (List any additional responsibilities)

4. Qualification and Election of Officers

A. Club Officers shall meet the following requirements: i. Be a current CWI student

ii. Enrolled in at least 6 credits per semester iii. Maintain a minimum of a 2.0 cumulative and semester Grade Point

Average (GPA). iv. 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]

v. 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 A. All elected officers and club members may be subjected to impeachment and

removal by a two-thirds majority vote of the total membership. B. Grounds for impeachment are negligence and any form of misconduct which is

damaging to the club. C. An officer/member may be impeached/removed only under the following

conditions: vi. There must be a quorum present during impeachment/removal vote.

vii. Impeachment/removal requirements

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6. Vacancies a. Any vacancies shall be filled by election within ten (10) school days. b. The order of succession shall be followed in the filling of any vacant office during

any unexpired term. i. 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. ii. 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

A. There must be public notice of club meetings at least five (5) school days in advance where any voting should occur. [Required]

B. There must be a meeting at least once a month held at the College of Western Idaho. [Required]

C. There must be a quorum present in order to take care of any financial actions. a. Minutes must be kept of all financial action with the club secretary. b. 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.

D. The treasurer will need to make a written and oral report at least once a month at the meeting. [Recommended]

E. (List any additional requirements) ARTICLE VI: Advisor

1. Term of Service a. Advisor(s) should agree to serve at least a one-year term b. Advisor(s) must be selected by the student officers [Required]

i. A majority of the Student Officers must vote to appoint the Advisor annually [Required]

2. Removal/Replacement of Advisor a. Advisor may be subjected to removal by a majority vote of the total student

membership. 3. Role of Advisor

a. Be employed by the College of Western Idaho to serve as the official staff representative of the college.

b. Attend a club/advisor orientation training i. In the case an Advisor is replaced during the year they shall schedule an

appointment with the Office of Student Engagement. c. Work closely with the club to ensure a cooperative relationship between the

advisor, and the club membership. d. Advise club members on club policies and assist in adherence.

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e. Assist students to understand and apply democratic principles within their own organizations, and in working with others

f. Be familiar with CWI’s club financial process. g. Assist club members in managing a budget and making financial decisions that

adhere to club policies, and signing off on all financial documents. h. Be proactive in assisting the students in planning club events, fundraisers, and

travel. i. Attend all club sponsored events.

i. Advisor(s) are required to travel with student organizations. j. Hold club members accountable when they fail to follow policies and

procedures. k. Maintain communication with club officers and Student Engagement, regarding

all events, issues, travel, etc. l. Help foster individual and team leadership among the members. m. 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.

a. 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.

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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 [email protected]


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Appendix C. Sample Agenda

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

<Location>

I. Call to Order

a. Welcome Statement

b. Introductions of new attendees

II. Approval of Minutes from previous meeting (if no additions or changes)

III. Report from the President

IV. Treasurer Report of the budget

V. Committee/Project lead Report

VI. Old Business

VII. New Business

VIII. Announcements

IX. Adjournment

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Appendix D. Sample Minutes (ORGANIZATION NAME)

(DATE, TIME & LOCATION OF MEETING) I. Call to Order: The meeting was called to order at [00:00AM/PM] by the President. II. Roll Call: [List all persons present.] III. Approval of Minutes: [Minutes approved as read or “Reading of the Minutes

Waived] IV. Officer’s Reports:

a. President – [summarize important points] b. Vice President – [summarize important points] c. Secretary – [summarize important points] d. Treasurer – [ex. Current balance is $000.00]

V. Committee Reports: [summarize important points] VI. Unfinished (Old) Business: [summarize discussion and include decisions made by

vote of members] VII. 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.”]

VIII. Announcements (Other): [summarize important points] IX. Adjournment: The meeting was adjourned at [00:00AM/PM] 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

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Appendix F. Contract Scope of Work When outreaching to companies or entertainers to inquire about their services, the Office of Student Engagement will expect that the below scope of work is completed and will be necessary for initiating the contractual process.

I am a student at the College of Western Idaho(CWI) in the (club name, or ASCWI). CWI is located in Nampa, Idaho. Our organization is interested in having your group perform at a student event. This would be a private event for college students. I DO NOT HAVE THE AUTHORITY TO NEGOTIATE A CONTRACT OR FINANCIALLY COMMIT CWI IN ANY WAY. The purpose of this communication is to gather information that can be used to initiate a contract. Any and all contract negotiations will be conducted by Office of Business Services at CWI or by a legal representative for CWI.

We are planning our event for (date). Are you available on this date to perform?

What is your standard fee? What is the description of the performance you will provide? What is the length of time you will be performing? Do you require any travel expenses? If so what do you require?

o Airfare o Mileage o Lodging

Please provide a copy of your group’s liability insurance Please provide a copy of your group’s W-9 form. Do you intend to sell your own promotional items? Do you require a reservation fee? If so, when you do need to receive the reservation

fee. Please provide the following contact information for the person who has contract signing

authority for you or your act. o Name o Address o Phone Number o Fax Number o E-mail address

What type of space do you need for your act? Do you require any special stage accommodations to be provided by CWI?

o I.e. water made available o Lighting equipment o Sound equipment

What is your cancellation policy?

AGAIN, I WANT TO REITERATE THAT I DO NOT HAVE THE AUTHORITY TO NEGOTIATE A CONTRACT OR FINANCIALLY COMMIT CWI IN ANY WAY. YOU WILL BE CONTACTED BY A CWI REPRESENTATIVE WHO WILL HAVE THE AUTHORITY TO NEGOTIATE

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Appendix G. Temp-Drawer Process

Event Request made that includes needing

the resource 'cash box'

Student Engagement will respond to club request with necessary cash box

form

Student Club fills out 'CHANGE FUND/PETTY CASH ACTION FORM'

and turns in to Student Engagement Office

Student Engagement forwards form to Dean

of Students for approval

Once Dean of Students approves form, Office of

Student Engagement forwards to Business

Services

Business Services approves request and

notifies Student Accounts Cashier and Student Engagement

Student Engagement notifies student of

approval

Student makes appointment to pick up with student accounts

cashier at the One Stop Office at least 3 school

days in advance prior to the event

Event is over:Student counts all

money then fills out 'Club Deposit Form' and

turns money into student accounts cashier

in the One Stop Office

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Appendix H. Ice Breakers & Leadership Games

These are ideas that the RCO can use at the beginnings of meetings as part of helping students get to know one another, develop relationships and understand the diverse viewpoints present.

Self-Disclosure Introductions – 1 To provide innovative ways of introducing members to each other, build team spirit and learn more about each other. To help establish self-disclosure as a team norm.

Instruct participants to take 2 items (e.g., family pics, credit cards, rabbit’s feet, chapstick) from purses, wallets, backpacks, pockets. When introducing themselves to the group, they should use whatever they took out to help describe themselves in at least two ways (e.g., “I am superstitious, I like to spend money, I am family focused, I have a weakness for business cards etc.) Tip: allow 1 minute per person This is not just for newly formed teams. Can also be used as an effective meeting warm-up with established teams. There is always something new team members can learn about one another that builds relationship and trust.

Self-Disclosure Intro – 2 Ask each team member to state his/her name and attach an adjective that not only describes a dominant characteristic but also starts with the first letter of their name (e.g., Serious Stan, Mathematical Mary, Bicycling Bill, Creative Cathy etc.) Tip: allow 1 minute per person. Invite members to explain how their chosen characteristic illustrates or improves the way they work.

Self – Disclosure Intro – 3 Group members introduce themselves by name but also provide a nickname that they now have, once had, or would be willing to have if they could pick their own. Tip: allow 1 minute per team member. If time allows – encourage members to circulate and explore the reasons behind the announced nicknames.

Team Discovery To create team identity by helping members discover more about each other. Establish asking for information and self-disclosure as team norms. Ask the team members to brainstorm a list of provocative questions they would like to have each other answer (and that they would be willing to answer). Write these down in front of the group. Have them screen the list and delete those in questionable taste, and select 2-3 that everyone feels most comfortable with. Proceed to have each team member provide answers to the questions.

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Tip: allow 1 minute for each person.

Most? Best? Greatest To encourage disclosure of personal information among team members. Develop a norm of sharing, break down facades, and increase awareness of each other’s experiences. Select one provocative question for each meeting. You may choose either to announce it in advance (to give members time to think) or to introduce it on a spontaneous basis. To save time, ask each person to respond in 25 words or less. Then call on each person to give their self-report. Examples of good questions include: What is your greatest achievement? What was the happiest day of your life? What is your most prized possession? What was the most fun you ever had? What is your dream vacation like? What is the best book you have ever read? Who is your most admired person? If you could have a T-shirt printed with a message, what would it say?

The I’s Have It! To show that team members tend to be more self-centered than they might realize. To demonstrate the importance of focusing on other people. Casually bring up after the introductions at the beginning of the meeting that many of us forget about focusing on others and instead become somewhat self-centered, albeit not in a conscious or arrogant way. With this in mind, ask the participants to find a partner and for the next 2 minutes, talk about anything in the world they want to discuss. There is one rule however: they cannot use the word “I”. They can do anything else they want; they just can’t say “I”. Follow up with these discussion questions: How many of you were able to talk for those 2 minutes w/o using the pronoun “I”? Why do so many of us have difficulty avoiding the (over) use of “I” in conversation? How do you feel when talking to; and listening to someone who starts every sentence with “I”? How can we phrase our communications to better focus on the other person? If you did not use the word “I”, what strategies did you use to avoid it? Could you do those things more often in your work, school or social environment? Tips: another version is to give each pair the instruction only to talk for 2 minutes, however the member not speaking is to count how many times “I” is used by the person speaking. Then report to the group after everyone is done speaking.

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Arrivals & Departures: Group size 6-12 Low activity 2-5-minute time frame Props: 1 8 1/2x11 sheet of paper folded in ½. On one half write arrival and on the other half write departure. White board or overhead projector Instructions:

I. Write Arrivals and Departures on the white board/overhead projector II. At the end of the session write all of the answers on the white board/overhead so

everyone can see III. Explain that when we take personal responsibility for our own actions, we take the

time to examine our own behaviors to decide whether to keep, modify, or change them to get the results we want.

IV. Ask participants to consider the behaviors they choose to keep or would like to implement as arrivals, and the behaviors they would like to get rid of or change dramatically as departures.

V. Ask each person to talk with a person next to them about behaviors they have been in touch with during the session and identify at least one arrival and one departure that they are committed to working on.

Variation: If the group is small, ask each person to talk about arrivals and departures aloud Tip: Ask the group for stories about observations on arrivals and departures.

Constructive Feedback: Group size 6-12 Medium activity 3-6-minute time frame Props: Box; 30 pieces of wadded paper Your participants will value the benefits of constructive feedback as they try to accomplish a goal that is not possible without feedback from their peers. It works best with a small group of people who can all participate. Use it any time in a program to introduce the value of feedback. Conceptual thinkers will make the most of the activity if you ask them to draw conclusions; concrete thinkers will appreciate the experiential demonstration.

I. Ask for one volunteer

II. When that person comes forward, position the volunteer in a standing position and place an empty cardboard box somewhere behind them, but NOT directly behind.

III. Place the 30 pieces of wadded within reach of the volunteer IV. Explain to the group that their job is to give clues to the volunteer that will help

them to throw the wads into the cardboard box without turning around. Give examples of clues such as “a little further to the left”

V. Begin the activity VI. About halfway through the activity, remind the volunteer of some of the clues

given. Ask which ones were actually helpful and why that was true. VII. Ask the group to describe what is true about feedback based on what occurred in

the exercise

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Variation: If you have fewer than 7 people and more than 5 minutes; ask them all to stand in a square and do the activity for each person, one at a time. Tip: Points to make if they don’t come from the group: In this situation, feedback was expected and welcome One person could not make the goal in a timely manner without hearing other perspectives and suggestions When the goal was accomplished, everyone participated in enjoying the success.

I Wish, I Wish….. To determine real problem areas in a team or organization Materials needed: 3x5 cards

At a meeting, point out the importance of periodically checking on the levels of team cohesiveness, cooperation, and member satisfaction. Tell members that the next activity will be one of those periodic check-ups. Distribute 3x5 cards and ask members to write their answers to the questions you will ask. There is no need to sign names. You will collect the cards, review them, synthesize the information and report the results at the next meeting. Alternatively, ask for a volunteer to collect the cards, synthesize the info and report at the next meeting (whichever way is fine). Ask the following question: “If you could change anything about the teams’ mission or way of operating, or anything your role on team, what would be on your wish list? Encourage team members to be honest and point out that all comments on the cards are anonymous. Discussion Questions What do you like best about your roles and functions on the team? If you were Queen/King for a day, what would you change about the team? In the organization? What could we do to make your role better (easier, more fun, clear expectations etc.) What would the officers answer as their wish? What would the other members have on their wish lists? What prevents us from making these changes? What might be the potential gains from these changes?

When sharing the results of the survey with the team, do not attribute specific comments to any particular individual. As a team, discuss items on the collective wish list. Decide which suggestions to implement and by when.

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Appendix I. Planning an Event Getting Organized

o 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 many people are you expecting? 4. What’s your budget? Will you be able to cover all expenses?

o Decide on a few possible dates. Day/Evening? Weekday/Weekend?

o It is important to name a date that works for you and your advisor, and one or two backup dates in case space/performers are unavailable for your primary date.

o Decide where the event will take place and have a backup plan. o Get feedback from the Coordinator of Student Leadership o Make preliminary contact with performers, lecturers, etc.

1. Discuss availability. 2. Discuss possible set-up arrangements 3. If a fee is involved, certain paperwork and contracts will need to be completed.

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. Submit an Activity Request form with the OSE Office no later than two weeks prior to your event and do the following:

1. Reserve facility/location 2. Discuss set up arrangements (table set up, projector, parking, ticket sales, etc.) 3. Discuss funding: Check with the OSE Office to find out how much funds are in the club

account.

Preparation Prior to the Event 1. Ensure you have enough club members/volunteers; keep in mind positions like ticket-

sellers, ushers, servers, or 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 introduce the performer to the audience. In some cases, you may want the performer to send you their biography so that an introduction can be prepared in advance.

5. Establish an agenda or program for the event. Day of the Event

1. Be sure the event starts on time and ends on time. Advance notice is mandatory for all late night events due to staffing (OSE and Security)

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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.

NOTE: If a club fails to turn in activity reports within 3 business days of the event, or does not notify OSE that the event was cancelled, OSE may begin disciplinary proceedings against the organization which could include loss of club registration status, or prohibition from funding opportunities.

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:

a. Did the program start and end on time? If not, why? b. How many persons attended? c. Who helped out? d. Comments & reactions – positive and negative e. Recommendations for next time

3. Send Thank You letters to performers, committee members, and others who helped to make the event happen.

Collection of Funds All money collected must be deposited into the club’s fundraising immediately after the event. Your advisor will need to deposit funds at the OSE office. CWI BLACKOUT - Countdown to Finals: *DATES NO programs, events or meetings can be held during these dates and times.

o Fall 2018 o Monday, December 3, at 8:00 am through Thursday, December 15 at 5:00 pm

o Spring 2019 o Monday, May 6, at 8:00 am through Thursday, May 18 at 5:00 pm

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Appendix J. 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.

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Appendix K. 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

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Appendix L: Important Dates Blackout Week Fall 2018

• 8:00am Monday December 3rd, through 5:00pm Thursday December 15th

Spring 2019

• 8:00am Monday May 6th, through 5:00pm Thursday May 18th

Purchase Requests Fall 2018

• Prior approval requests due November 17th, 2018 prior to Thanksgiving Break by 5:00pm o Purchases will be made by December 7th, 2018. Otherwise, purchases won’t be made

until January 7th, 2019.

Spring 2019

• Prior approval requests due April 19, 2019 by 5:00pm. o Purchases will be made by May 3, 2019. Otherwise, purchases won’t be made until the

club has reactivated the next academic year.

Fall 2019

• Prior approval requests due November 23rd, 2019 prior to Thanksgiving Break by 5:00pm o Purchases will be made by December 7th, 2019. Otherwise, purchases won’t be made

until January 6th, 2020.

Spring 2020

• Prior approval requests due April 18, 2020 by 5:00pm. o Purchases will be made by May 2, 2020. Otherwise, purchases won’t be made until the

club has reactivated the next academic year.

Temporary Inactive Status • May 10th all clubs/orgs will become inactive until the registration is completed for the next

academic year.

Open enrollment Fall 2018

• Open August 20th – September 21st

Spring 2019

• Open January 14th – February 15th

Fall 2019

• Open August 19th – September 20th

Spring 2020

• Open January 13th – February 14th

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Appendix M. 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 College of Western Idaho, 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:

a. What type of time commitment should be expected? b. What talents are missing that the organization currently needs? c. 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:

a. The past leaders reflect a positive attitude toward the club/organization and

have a general good feeling about their position. b. The group appears organized and knows what it is doing. c. They feel welcomed and see that support and encouragement are provided. d. 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:

a. Have contact within one week of initial interest/sign up. b. Hold a special welcoming event. Plan a social event with food, a special

introduction or establish a ritual or tradition for new members.

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c. 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.

d. Orient your new members. Encourage old and new members to form bonds by using icebreakers and teambuilding activities; maybe hold a retreat.

e. Remember the new members’ names. f. Get email addresses and phone numbers that are accurate and that the students

use. Do not rely on a directory. g. Follow through with emails, post goals, and summarize meeting outcomes. h. Provide reminders of responsibilities. Answer the question, “what’s next?” i. Show appreciation for your members both publicly and in private. j. 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.

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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:

Promotional Materials Website: canva.com

Canva 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 Website: calendly.com

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!

Schedule Meetings Website: Doodle.com

Doodle 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 Website: signupgenius.com

Signupgenius 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.

https://www.signupgenius.com/