Ä¢¹½ÊÓƵÍø

Philosophy & Purpose

Philosophy 

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

Purpose 

College is more than just classes; it's about enhancing your experience by getting involved with campus groups and activities. Participating in student clubs offers significant benefits, helping you grow personally and professionally.

By engaging in campus life, you will:

• Meet new people and build connections.
• Interact with staff and faculty, opening doors for mentorship.
• Develop leadership skills and teamwork abilities.
• Boost your employability by demonstrating initiative.
• Serve your community and foster social responsibility.
• Explore new ideas, career paths, and goals.
• Network with community members for future opportunities.
• Enhance your resume, making you a more competitive applicant.

Student clubs at CWI are part of the Associated Students of the Ä¢¹½ÊÓƵÍø (ASCWI). The information, policies, and procedures laid out in this handbook pertain to recognized clubs. These are groups that have been formally recognized by the Office of Student Engagement and ASCWI. 

All clubs must uphold the student club policies. Failure to meet the requirements outlined in this handbook may lead to a club losing its recognition.

Office of Student Engagement

Purpose

Learn about the role of Student Engagement in supporting club processes.

The Office of Student Engagement facilitates the operation of all student clubs. Any facilitation of college policies and procedures regarding clubs, directly and indirectly, are administered through this office. Student Engagement organizes open enrollment and helps maintain club records. They will also assist with events, finances, fundraisers, and travel. Additionally, Student Engagement provides leadership training and support.

Student clubs should follow all CWI policies and regulations. These policies pertain to all entities of the College, including student clubs. These policies include, but are not limited to: 

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

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

Associated Students of Ä¢¹½ÊÓƵÍø (ASCWI)

Purpose

The Associated Students of College Of Western Idaho (ASCWI) is the elected student representative governing body. ASCWI works in conjunction with Student Engagement. ASCWI is the recognizing and funding body for clubs on campus. 

While ASCWI is a funding body for recognized clubs on-campus, they are not responsible for overseeing college processes and procedures. Processes and procedures are dictated by the College and facilitated by Student Engagement. However, ASCWI provides a platform for clubs to express their concerns around processes and procedures that impact their effectiveness and opportunities at CWI.  

Connecting with ASCWI 

Any and all students or clubs may contact ASCWI and ASCWI officers by emailing ascwi@cwi.edu.  

Additionally, ASCWI officers hold office hours with the goal of allowing any student or club to discuss any thoughts, concerns, or questions. Office hours will be shared during Student Leadership Circle meetings. With at least 24 hours of prior notice, an ASCWI member can be available 15 minutes prior to and 30 minutes after any ASCWI meeting. Please send these requests to ascwi@cwi.edu. 

Five Steps to Starting or Renewing a Club

1. Schedule a meeting with the Office of Student Engagement. 

• ​​​​​​CWI students interested in starting a new club or renewing an existing club should schedule a meeting to receive guidance throughout the activation process.
• It is recommended a new club do this in the early stages.

2. Identify required club officers (President, Treasurer, Secretary) and advisor roles.

• Officer eligibility:
  • Must have a semester AND cumulative GPA of 2.0 or greater.
  • Enrolled in at least one (1) credit at CWI.
  • Must be in good conduct standing with CWI.
• Advisor eligibility:
  • Club advisors must be employed directly by CWI.

3. Complete the Club Registration Form.

• This form must be completed by a student in an officer role in the club.
• New and returning club registrations are only required once an academic year.
  • Clubs recognized in the Fall semester remain recognized through the end of the academic year (through summer term in July).
  • For a club to remain active throughout the summer term, they must have been recognized the spring term prior and the officers must be enrolled in at least one (1) credit over summer or the upcoming fall semester.
• Club open enrollment deadlines:
  • Fall 2025 – Sunday, Sept. 21 
  • Spring 2026 – Sunday, Feb. 15 
  • Clubs that were active in the previous academic year are considered active through the end of fall open enrollment on a contingency basis. During that time, clubs that have funds available will be allowed to request purchases for recruitment and outreach efforts.
    • Clubs will not be able to plan for events or submit requests that occur following the end date of the open enrollment period if they have not completed the steps for activation during the current academic year. 

4. ASCWI Club Recognition

• Clubs are recognized annually by ASCWI. 
• ASCWI will have a standing action item on their agendas for at least the first five (5) weeks of each semester that includes club recognition.
• Each new and returning club must present on their organization to ASCWI. The presentation should not exceed five (5) minutes and allow for up to five (5) minutes of questions.
• ASCWI requires written documentation of the following questions as part of the presentation: 
  • Is your club new or a renewal of a previously existing club?
  • What is the club’s purpose and goal for CWI students? 
  • What activities do you plan to hold, and how will your club benefit the student body?
  • How will you promote your club to the student body and recruit new members? 
  • What are your plans for maintaining club stability through the next two semesters and remain active in the long term?
  • How does your club define and enforce active membership? What are your club members collective interests and goals?
  • What officers' positions make up your club leadership, and what requirements do you have in place to run for an officer position in your club?
  • What are your club's plans of action to handle conflict within your club and address challenges that impact your club goals?
  • What are your club's financial goals and what are your strategies to reach them responsibly?
  • How will you measure the success of your club? What does a successful semester and year look like for your club? 
• Following each presentation, ASCWI will ask questions, discuss, and then vote on a club’s renewal or first-time recognition.
  • This will also include a requirement that the club officers and advisors complete their required club training within 10 business days. If they are not able to complete it within the allotted time, the club is able to request an extension by emailing ASCWI at ascwi@cwi.edu within two (2) business days of the club’s training deadline. ASCWI will respond to the club’s email about the next steps to have the extension approved.  &²Ô²ú²õ±è;

5. Complete Mandatory Club Officer & Advisor Training

• Clubs that have been recognized formally by ASCWI will be added to the required online training course and will be notified when all individuals have been added. Clubs who have not had officers and advisors complete the training are not able to request funds, spend funds, reserve spaces, or hold official events as a club.
• Training Requirement:
  • Within 10 business days from approved recognition status, club officers and advisor(s) are required to complete the mandatory online training.
  • Clubs unable to complete the training by the established/communicated deadline will need to submit an extension request to ASCWI prior to the deadline.
  • Failure to complete and/or request an extension may result in a review of recognition at the discretion of ASCWI.

Required Tasks for Recognized Clubs

Purpose

This section outlines the steps clubs must take to maintain an active status, how to get your club's information on the CWI website, and how to request funding. It also details the ongoing requirements for staying active, such as meeting monthly and sending a representative to mandatory Student Leadership Circle meetings.

Once clubs have received recognition status and completed their required online training, club officers are required to complete the following administrative tasks:

Request Club Funds from ASCWI

Once your club is recognized, you can apply for funding to support your activities. New clubs start with a balance of $0, while returning clubs may have funds remaining from the previous years. For more information on your club’s current balance, email clubs@cwi.edu. 

• To request funds: 
  • Draft a Plan: Outline how you intend to use the funds.
  • Gather Estimates & Quotes:  Collect official estimates or quotes for all planned expenses.
  • Submit a Funding Request to ASCWI: The Associated Students of Ä¢¹½ÊÓƵÍø (ASCWI) will review your request, schedule a hearing, and vote on whether or not to allocate the funds.

Request Club Web Page & Email Creation

Once recognized, all clubs are required to submit a Club Web Request Form to (1) request a new or update an existing club web page, and (2) request a creation for a general club email address.

• Club Web Page Request
  • The following information is needed for creating/updating a club web page:
    • Club description 
    • How to connect: How students can get involved or connected with the club (i.e.,  general club email, club meeting information, interest form, etc.) 
    • Officer information: Names, Positions, Profile Photos (125x125 pixel) 
• Club Web Page Images
  • All images must include documentation of artist permission to use the images for club use.
    • Header: 880x200 pixels minimum
    • Logo: 100x100 pixels minimum 
• Club General Email Address 
  • The Office of Student Engagement will assist in the facilitation and creation of a general club email account. Each club is required to have a general club email which all currently listed officers and advisors will have access to. All clubs emails will have a @cwi.edu domain. Within the Club Web Request Form, clubs should indicate their top 2 options for the email address handle. (For example, “chessclub@cwi.edu or puzzleclub@cwi.edu”)

Reserve Club Meeting Space & Time

Clubs are required to have their meetings times and locations publicly available to the campus community through the College's event calendar.

• Request a space and post to the events calendar through .
• For assistance with this, contact clubs@cwi.edu. 

Establish or Gain Access to a Club Social Media Page

Facebook pages will be established through the Office of Student Engagement through the following steps:

• Determine who will oversee the management of the page and which officers will have access. 
• Coordinate a time to have the officer who manages social media and the advisor to meet with Student Engagement by emailing clubs@cwi.edu. Be sure you have your passwords to your Facebook and access to your club email mailbox prior to the meeting.
• Coordinate with Student Engagement for establishing alternative social media pages.

Privileges

Recognized student clubs enjoy the following privileges: 

• Use of the name of the College in the club title (guidelines apply).
• Use of college facilities such as meeting rooms, event space, bulletin boards, and digital display advertising.
• Requests for funding from the Associated Students of Ä¢¹½ÊÓƵÍø (ASCWI).
• Use of the Business Office for banking services.
• Assistance from the Office of Student Engagement.
• Inclusion in the online directory of student clubs.
• Maintenance of a web page attached to the College’s website (guidelines apply).

Clubs may be established within the College for any legal purpose. Clubs focus may be religious, political, educational, economic, or social. 

As a general rule, membership in a recognized college organization must be open to all students. Additionally, 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. 

Membership for Academic Organizations

Clubs that are academically focused, such as those related to specific majors or fields of study, must still be open to all students unless they are governed by a national organization with specific membership requirements.

For example, a club for business students cannot limit its membership solely to students in the business program. Any student who wishes to join must be allowed to do so. The only exception would be if the club is a chapter of a national association (like the Student Nurses Association) or an honor society that has specific GPA or course requirements. In these cases, the club must adhere to the membership guidelines set forth by its national affiliation.

Club Types

Purpose

Club types include academic, competitive, cultural, honors, general interest, and spiritual. 

 All student clubs are classified, or grouped, based on several criteria including their: 

• Function for the student body.
• Relationship with a department or office and/or the student government association.
• Access to various college resources.
• Level of risk posed from their activities to the College.

Each group that is classified as a club is then assigned a club type by Student Engagement based on their mission statement. Club types include academic, competitive, cultural, honors, general interest, and spiritual. 

Open Enrollment

Purpose

The timeframes each semester that clubs can be formed and renewed.

This period of time is considered a temporary/grace period. During this time student clubs may have limited student club privileges while they complete the annual registration process in order to recruit officers and/or members. Student clubs failing to complete the open enrollment registration process should do so the following semester. If a student club is able to demonstrate reasonable progress, ASCWI may grant extensions to the deadline at its discretion. 

Fall 2025

• Opens: Monday, Aug. 18
• Closes: Sunday, Sept. 21

Spring 2026

• Opens: Monday, Dec. 1
• Closes: Sunday, Feb. 15

Clubs that were active in the previous academic year are considered active through the end of the current fall open enrollment period on a contingency basis. Clubs with funds available will be allowed to request purchases for recruitment and outreach efforts to be supported. Clubs will not be able to plan for events that occur following the open enrollment period if they have not completed the steps for activation for the current academic year.

Summer 

• New and returning club registrations are only required once an academic year.
• Clubs recognized in the fall semester remain recognized through the remainder of the end of the academic year (through summer term in July).
• For a club to remain active of summer, they must have been recognized the spring term prior and the officers must be enrolled in at least one (1) credit over summer or the upcoming fall semester.

Club Status Definitions

Purpose

Review what it means to be an active or inactive club.

Active Status 

CWI clubs maintaining an active status are recognized by the Office of Student Engagement and ASCWI. Active status depends upon fulfilling all required paperwork during open enrollment and being in good standing with the College and ASCWI. 

Inactive Status 

Any club not meeting the open enrollment requirements will become inactive until the next open enrollment. The club can apply for active status during the next open enrollment period but are not considered recognized until open enrollment requirements are met.

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

Loss of Recognition

Purpose

Review when a club could lose its recognition status and no longer be active.

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

• Club's bank account has been in deficit for more than 30 calendar days.
• Opening an off-campus bank account.
• Failure to complete the annual registration process during open enrollment.
• Failure to adhere to CWI policies and procedures.
• Violation of local, state, and/or federal laws.
• Failure to adhere to the policies and procedures in the Student Handbook.
• Failure to adhere to policies and procedures outlined in this handbook.
• Loss of an advisor/inability to replace an advisor within 15 business days.
• Loss of recognition by ASCWI for failing to meet minimal club requirements to remain active.

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

Appeal Process for Loss of Club Recognition 

Club members may appeal loss of club recognition. The process and timeline for appeals will be provided in writing in a decision letter. For more information regarding the conduct process please refer to the Student Handbook.

Withdrawal of College Recognition 

Any club that chooses to not maintain active status may withdraw their recognition from the College. To withdraw recognition, contact the Office of Student Engagement. If a club chooses to withdraw their recognized club status, the affiliated club funds will be returned to ASCWI.

Officer Responsibilities

Purpose

Learn about the responsibilities of club officers including how to report concerns, student and club handbook violations, and what an infraction may result in for a club.

Advisor Role & Responsibilities

Purpose

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

Club Funding & Funding Tiers

Club Funding

Clubs may receive funding through various avenues which include fundraising, requesting funds from ASCWI, membership dues (if applicable depending on club type), and donations. A portion of the ASCWI budget is set aside each year for club requests. It us up to ASCWI, under the guidance of Student Engagement, to utilize a funding tier system and process for clubs each year.  

Club Tier Assignments

Club tiers are assigned by ASCWI over the summer and are communicated at club recognition for the new year. Clubs are assigned to tiers based on their adherence to the all tier expectations and the level to which they were previously assigned. ASCWI will track and assess club tiers throughout the year with Student Leadership Circle attendance and club funding requests.  &²Ô²ú²õ±è;

Clubs are expected to fulfill all tier expectations in their first active semester and beyond.

If Clubs do not maintain the all tier expectations, they are eligible to be dropped by a tier or lose the ability to request funds for the remainder of the semester. This is up to the discretion of the ASCWI Senate. Any decision being brought forward regarding club tier assignments will be communicated to the club.  &²Ô²ú²õ±è;

If a club has been inactive for two (2) or more consecutive academic semesters, their accounts (cost centers) will be closed and the funds will be returned to ASCWI. The club will start again as a new club and automatically be assigned to Tier 4.  &²Ô²ú²õ±è;

Club Funding Tiers 

All Tiers

All tiers must meet and maintain the following within their first active semester and beyond:

• Be an active club in good standing on campus.
• Have at least one student representative in attendance at all mandatory Student Leadership Circle Meetings (in-person or via Zoom) in accordance with the ASCWI expectations.
• Maintain an up-to-date club web page on the CWI website.
• Maintain a general club CWI email address for CWI students to connect with them.
• Publicly post club meetings to the CWI events calendar and club web page .
• Clubs are not required to maintain a social media presence. However, if a club chooses to create and operate a social media page, it must first be facilitated by Student Engagement.  &²Ô²ú²õ±è;

Tier 1 

Tier 1 may request up to $3,500 for their budget proposal. Tier 1 is also eligible for competition and conference travel funding. It is not guaranteed clubs will receive the maximum amount of $3,500 per academic year or $1,750 per semester for budget proposals.

Tier 1 clubs must meet the following requirements: 

• The club must be represented during at least one (1) of the official Student Engagement Club Fests each semester.
  • Clubs unable to attend these events must be able to demonstrate other ways they have recruited and advertised themselves to students at CWI. 
• Hold at least two (2) approved events/activities per semester (fall and spring).
• Have taken part in at least one community service event a year. This can be self-coordinated or coordinated by another CWI or community organization. Refer to the community service definition in this handbook. 
• The club may request up to $1,000 of the $3,500 for club travel expenses as part of their tier funds. The club is responsible for raising the remaining funds. &²Ô²ú²õ±è;

Tier 2 

Tier 2 may request up to $2,500 for their budget proposal. Tier 2 is also eligible for competition and conference travel funding. It is not guaranteed clubs will receive the maximum amount of $2,500 per academic year or $1,250 per semester for budget proposals. &²Ô²ú²õ±è;

Tier 2 must meet the following requirements: 

• The club must be represented during at least one of the official Student Engagement Club Fests each semester.  &²Ô²ú²õ±è;
  • Clubs unable to attend these events must be able to demonstrate other ways they have recruited and advertised themselves to students. 
• Hold at least one (1) approved event/activity per semester (fall and spring). 
• The club may request up to $750 of the $2,500 for club travel expenses as part of their tier funds. The club is responsible for raising the remaining funds. &²Ô²ú²õ±è;

Tier 3 

Tier 3 may request up to $1,500 for their budget proposal. Tier 3 is also eligible for competition and conference travel funding. It is not guaranteed clubs will receive the maximum amount of $1,500 per academic year or $750 per semester for budget proposals.  &²Ô²ú²õ±è;  &²Ô²ú²õ±è;

Tier 3 must meet the following requirements: 

• The club must be represented during at least one of the official Student Engagement Club Fests each semester.  &²Ô²ú²õ±è;
  • Clubs unable to attend these events must be able to demonstrate other ways they have recruited and advertised themselves to students. &²Ô²ú²õ±è;
• Hold at least one (1) approved event/activity per academic year.  &²Ô²ú²õ±è;
• The club may request up to $500 of the $1,500 for club travel expenses as part of their tier funds. The club is responsible for raising the remaining funds. &²Ô²ú²õ±è;

Tier 4 

Tier 4 may request up to $1,000 for their budget proposal. Tier 4 is not eligible for competition and conference travel funding. It is not guaranteed clubs will receive the maximum amount of $1,000 per academic year or $500 per semester for budget proposals.  &²Ô²ú²õ±è; 

• Tier 4 is a conditional tier reserved for clubs in their first semester of existence at CWI or existing clubs that have not met Tier 3 requirements. &²Ô²ú²õ±è;
• Startup clubs may request additional funds depending on their tier qualifications after their first semester of being active. &²Ô²ú²õ±è;

Club Cost Center

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

• 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 be formally recognized by Student Engagement and ASCWI. Once the club is approved, Student Engagement will submit the required information to the Business Office in order for the club to receive an assigned cost center.  
• A cost center is an account number specific to the individual club. The College cost center must be used on college forms to deposit money into or request payment for expenses out of the club account. Student Engagement will communicate the cost center number to club leadership once assigned. 

Club Funds

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

• Benefit an academic department. 
• Replace classroom equipment.
• Buy supplies for a class or class project.
• Buy items for or to donate to an outside organization. 

Funds that come from the College (e.g., ASCWI, CWI Foundation, etc.), may only be used to support club members, club sponsored events and activities, and club functioning, such as club advertising and recruitment efforts. Exceptions to this may apply. Clubs may appeal to Student Engagement at clubs@cwi.edu.

Club Deposits

How to make a club deposit: 

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

Your deposit will not be accepted if: 

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

Reimbursements

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

Contracts

Contracts are required for any club activity that involves an external individual, group, or service. This includes hosting a guest such as a comedian, musician, or guest lecturer, as well as renting equipment or facilities. Student Engagement will facilitate this contracting process as part of your event's pre-approval. Your club must get event pre-approval before you can begin any contract discussions. All contracts must be approved by the Provost and the CWI contracts team.

• For items that require a contract, the event request should be submitted at least 30 business days in advance of the date the contract needs to be signed by both CWI and the selected vendor. 
• Contracts must be signed by the CWI contracts office's designated authorized signatory. Unsigned contracts are not valid and cannot be paid with club or other institutional funds. 

Prizes, Gifts, & Awards

All prizes, gifts, and awards that are not part of an event will still require prior approval.

• Clubs wanting to provide prizes, gifts, and awards outside of an event format should email Student Engagement at clubs@cwi.edu.
• Clubs wanting to have prizes, gifts, and awards that are part of the event must include the information as part of the event pre-approval request.  
• For all situations, Student Engagement will notify the club officers and advisor if the request is approved.
• Once the request is approved Student Engagement will begin coordinating the purchases. 
• According to the College's policy regarding gifts and prizes, winners must complete a W-9 for all non-monetary gifts over $100.
  • The Business Office will not issue the 1099 unless the total value is over $600 for the year, but the W-9s are kept on file.
• All gifts must be signed for when awardee takes possession.Student Engagement will provide a copy of the approved prize form.
• Gift cards are not allowed to be purchased for gifts or prizes.

Club officers and advisors are not eligible for any gifts or prizes from the club. Exceptions may apply, please email clubs@cwi.edu for more information.

Club Dues

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

Event Requests

Purpose

Required information and event request timelines.

Event Requests

To ensure all club events are properly managed and funded, please note the following essential requirements:

• All clubs must complete the event request process for their events, even if there are no associated expenses.
• Clubs must have sufficient funds available before submitting an event request.

Pre-Approval for Expenses

If your event involves spending funds on items like supplies, food, decorations, or prizes, the College requires a pre-approval request. Here's how it works:

• Student Engagement will build and submit the event pre-approval request on your club's behalf, using the information you provide.
• To facilitate this, your event request must include the following information, as applicable:
  • Date the items are needed by, if needed before the event day.
  • Date, time, location, and description of the event.
    • This is the same information you submit to 25Live.
    • Events considered large or outside of CWI building hours may require additional security which will be required to be covered by the club. Email clubs@cwi.edu to obtain a quote for contracted security services.
  • Confirmation you have completed a 25Live request for space on- or off-campus (virtual, at another location, etc.).
  • List of requested items including screenshots of item, item number, vendor information, any shipping costs, and links to specific items if ordering online.
  • A copy of any quotes you have received from your selected vendor.
  • List of food items including screenshots of the menu with prices and any delivery fees.
    • Must include the gratuity you would like to utilize in addition to food costs. Gratuity may not exceed 20%.
  • Contact information of vendor for any requested contractual agreement requirements.
  • Details of any items being given away as gifts, prizes, or awards.
    • This requires a gift pre-approval along with the event pre-approval.
  • If gifts, prizes, or awards are being given away the full name, CWI email address, and student ID number for each recipient is required.
    • If the awardee is not known until the event, a club officer must coordinate with Student Engagement to collect the awardee information and securely deliver it to Student Engagement.
    • Gift cards or cash equivalents are not allowable purchases.
  • Events that are not open or require pre-registration must have a list of people who will be receiving food that is requested.
    • If the food recipients are undetermined, a sign-in list must be turned in to clubs@cwi.edu following the event. 

Once all the necessary information is provided, Student Engagement will request signatures from the required administrators. The current requirements for review and signature collection are estimated to be between 7 and 15 business days depending on the total cost and risk level of the event. Once signatures are collected and the event has been pre-approved, Student Engagement can then coordinate with the club to make purchases and submit contracts. The timeline will vary based on the purchasing needs.  

Event Approval Timelines

No Cost, On-Campus, Low-Risk Events

For events that can occur with no cost, on campus, and are considered low-risk, the event request should be submitted at least three (3) business days in advance.

• Marketing materials will not be approved nor will the event be shared publicly on the CWI events calendar unless the event has been approved. Therefore, it is recommended you turn in the event request prior to the three (3) business day requirement.

Events Requiring Online Purchases

For items that need to be purchased online, the event request should be submitted at least 15 business days in advance.

• The largest factor impacting this timeline is shipping cost and time which clubs should into account when submitting requests.
• CWI has an Amazon Business account which may include free or two-day shipping. Please verify the estimated shipping timeframes when considering purchasing from Amazon or other online sites. 

Events Requiring a Contract

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

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

Events During Summer

Summer Club Events

For a club to be active and hold events during summer, they must:

• Be recognized as a club the spring term preceding the summer term.
• Have officers enrolled in at least one (1) credit over summer.
• Have an advisor who is on contract during the time of travel.

Exceptions may apply. For further clarification and guidance please work with Student Engagement early on in your summer planning process. 

Events, Fundraisers, & Community Service

Fundraising

Definition

Fundraising is the organized activity of seeking financial support for a club's operations, projects, or goals. It involves various methods such as events, campaigns, or direct appeals to gather donations from individuals, businesses, or foundations. The primary purpose of fundraising is to secure the necessary resources to achieve the club's mission and objectives, enabling activities like purchasing equipment, organizing events, supporting travel, which might not be possible through current funding. 

Types

Fundraising can take many forms, from large-scale events to smaller, ongoing efforts. Here are some common ways clubs raise funds: 

Events 

Events are often the most visible and engaging forms of fundraising. You can host: 

• Ticketed Events: People buy tickets to attend. This could be a gala dinner, concert, talent show, movie night, or a themed party. 
• Activity-Based Events: Participants pay to take part in an activity. Think a fun run/walk, sports tournament like basketball or a video game competition. 
• Sales-Based Events: Sell goods or services directly. This might be a bake sale, craft fair, or a merchandise sale (e.g., t-shirts, hats with club logo). 
• Experiential Events: These offer unique experiences for a fee. Examples include a "pie-in-the-face" fundraiser, or a silent/live auction of donated items or services. 

Campaigns 

Campaigns are focused efforts over a specific period, often with a clear goal in mind. You might organize: 

• Donation Drives: Directly asking for monetary donations through online platforms, mail, or in-person appeals. 
• Crowdfunding: Using online platforms to solicit small contributions from a large number of people. Online platform must be setup through CWI by emailing clubs@cwi.edu.
• Sponsorship: Partnering with businesses or individuals who provide financial support in exchange for recognition or advertising. 

Ongoing Initiatives 

These are continuous efforts that generate funds over time, such as: 

• Merchandise Sales: Selling branded items on an ongoing basis.
• Passive Fundraising: Programs where a percentage of purchases from partner businesses are donated back to the club (e.g., restaurant fundraising nights). 

Prior Approval for fundraisers is required. Fundraisers can be requested by emailing clubs@cwi.edu.  Student Engagement will communicate request issues, approvals, and denials to the club officers and advisors. 

Community Service

Definition

Community service refers to voluntary work performed by a club for the benefit of their local community, often without any financial compensation. The primary goal is to improve the quality of life for others, address specific community needs, or enhance the well-being of those involved.  

Events

The following are considered a community service event: 

• Direct Service: Activities that directly help individuals or groups, such as volunteering at a soup kitchen, organizing a park cleanup, or hosting a donation drive for a local shelter.
• Indirect Service: Activities that support community organizations or initiatives, such as fundraising for a local charity.
• Skill-Based Volunteering: Utilizing specific skills or expertise to benefit the community, such as tutoring students, providing demos in K-12 classes, or providing technical assistance to non-profits.

The following do not qualify as a community service event: 

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

Events

Definition

Events are organized gatherings, activities, or occasions that serve a dual purpose for a club. Events provide engaging experiences for its members and the campus community and serve as a primary method for recruitment. By hosting events, a club also builds camaraderie, attracts new members, and raises awareness for its mission. 

Types

Events can take many exciting forms, each designed to appeal to different interests and achieve specific goals: 

• Social Gatherings: These events focus on building community and allowing members to connect in a relaxed setting. Examples include a themed party, a movie night, a game night, or a potluck dinner. The primary goal is to foster social interaction and strengthen member bonds. 
• Activity-Based Events: Participants engage in a specific activity together. This could be a spirited fun run/walk, a friendly sports tournament (e.g., a basketball or video game challenge), or a creative workshop (e.g., painting, crafting), or a bake-off. These events encourage participation and shared experiences. 
• Educational or Informative Events: These gatherings aim to share knowledge, skills, or insights related to the club's interests. Examples include a guest speaker presentation, a panel discussion, a skill-building seminar, or a documentary screening followed by a discussion. These events enrich members' understanding and expertise. 
• Performance or Showcase Events: These events provide a platform for members to demonstrate their talents or for the club to showcase its achievements. This might involve a talent show, a concert featuring member performances, an art exhibition, or an open mic night. 
• Community Service Events: These events involve the club interacting with and contributing to the wider community. Examples include a park clean-up day, or volunteering at a local charity. These events highlight the club's positive impact beyond its internal membership. 

Regardless of the type, successful events require planning, teamwork, and active participation from a club's members. They are a fantastic way to foster a vibrant club community and achieve its overall objectives. 

Food Sales

Recognized clubs may arrange to hold bake sale on the CWI campus. 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 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 (e.g., premixed soda, powdered creamer, pretzels, cookies, doughnuts, cakes) 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 (e.g., 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.

For any items prepared in a residential kitchen in a private home: 

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

Taking Cash or Card Payments for Fundraisers

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

Procedure

Change fund (cash box) procedures for student clubs and other one-time events: 

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

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

Payment Platforms

To ensure the security and proper accounting of all funds raised, clubs are only permitted to accept payments through methods officially set up and approved by the College. This is a critical policy for maintaining financial transparency and protecting both the club and its members. 

This means individual club members or the club itself may not set up independent accounts with third-party payment services for fundraising purposes. This includes, but is not limited to, Venmo, Zelle, Cash App, PayPal, or personal credit card readers. Using unapproved methods can lead to complications with auditing, tax reporting, and the overall financial integrity of the College and your club. 

Collecting Sales Tax

CWI clubs are subject to Idaho State Tax Commission laws. Recognized clubs fall under the College’s reseller permit and, as such, the Business Office will report any sales and pay the sales tax to the state. The following are some basic guidelines to consider:

• Fundraisers that involve the sale of food or merchandise for a set price (not an auction or raffle) are subject to 6% Idaho state sales tax. This includes yard sales.

• Revenue from events that charge admission will be taxed. A "suggested donation of $3" is an admission fee and is taxable. A suggested price may not be posted, advertised, or otherwise noted to be considered a donation.

• If the club does not want to charge sales tax on the sales or event cost, they must calculate 6% of total proceeds, and that amount will be paid to the state of Idaho as sales tax.

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

 

Liability & Risk Management Forms

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

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

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

All club field trips and travel require the CWI travel waiver to be signed at least three (3) business days before departure. Prior approval for travel and field trips is mandatory (refer to the travel section for details).

Reporting Accidents or Injuries

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

Event Security

Special events open to the campus and/or the public may be required to have a security presence. The completed request will be reviewed by the Office of Student Engagement and Risk Management to determine if security is required. Factors to be considered include the:

• Nature of the event
• Expected attendance
• Time of the event
• Age of the expected attendees
• Openness of the event
• Entertainment being provided
• Expected lighting conditions

The Office of Student Engagement and Risk Management may also consider the security history pertaining to events sponsored by the club in the past or similar events sponsored by other student clubs. 

Security is always required if the club 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 hosting the event. 

Reserving Space for Events

Room reservations must be made at least three (3) business days in advance.

To ensure a smooth process for all club activities, please note the following regarding event and room reservations: 

• All requests for room reservations must be submitted by completing and event request in 25Live.  
• Recognized student clubs may use CWI rooms free of charge, though room availability varies. 
• Reserving a space for your event does not automatically mean the event itself is approved.
  • All event concepts, regardless of the space reserved, must also be submitted for approval to Student Engagement to ensure your event aligns with college policies and offers the best possible experience for attendees.
  • If an event is denied approval, any associated room reservation will be automatically canceled. 
• While room reservations must be made at least three (3) business days in advance, clubs are strongly encouraged to reserve spaces and request event approval far in advance of this minimum requirement. This will give your club ample time for planning and help avoid any last-minute complications. 

Sign Posting & Publicity Guidelines

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

Posters

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

Approval Process

• Submission: Submit your poster design electronically (.pdf, .jpeg, or .png) to clubs@cwi.edu by Wednesday at 11:59 p.m. for posting that Friday. Include:

  • Poster file that is sized correctly to 8.5" x 11".
  • Desired CWI posting locations.
  • A blank white box (2" wide x 1" tall) in the bottom right corner for approval stamping.

• Approval: Student Affairs reviews, approves, stamps, and posts all posters. Facilities will then post the approved posters.

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

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

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

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

Handouts

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

Printing

• For printing by Student Engagement, submit your design electronically (.pdf, .jpeg, or .png) to clubs@cwi.edu at least three (3) business days in advance. Specify the desired quantity and print size.
• Clubs can use the paper cutter at the  (NCWC) for self-printing.
• Handouts must be given directly to people and not left unattended on surfaces.

Guidelines

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

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

Accepting Donations

Purpose

What to do when managing monetary donations.

When your club receives a monetary donation, follow these steps to ensure it is handled correctly.

1. Deposit the Funds

All monetary donations should be deposited into the CWI Foundation account right away.

• The Foundation will create a club account for these funds if one doesn't already exist.
• Inform Student Engagement of the monetary donation. They will then connect you with the Foundation and help maintain your club accounting.

Important: This process only applies to direct monetary gifts. Money raised from activities like a bake sale should be deposited into the main club account. For more information on handling fundraising funds, please refer to the fundraising section.

2. Acknowledge the Donation

For each donation you receive, you must complete a Contribution Acknowledgment form. You can request this form by contacting Student Engagement at clubs@cwi.edu. Submit your completed form to the CWI Foundation at foundation@cwi.edu, copying clubs@cwi.edu.

To complete the form, you will need the following information:

• Donor's name

• Address

• Phone number

• Description of the donation

Once the form is submitted, the Foundation will send a thank-you letter directly to the donor.

Raffles

Understanding the difference between a drawing and a raffle is crucial for clubs. CWI has obtained a Charitable Gaming License from the Idaho Lottery Commission, which specifically allows clubs to host raffles. It is vital to work with Student Engagement to ensure all state laws and college policies are followed. 

• A "drawing" typically refers to an event where participants receive a free entry for a chance to win a prize, and no purchase is required to enter. These generally do not fall under charitable gaming regulations. 
• A "raffle," on the other hand, involves selling chances to win a prize, making it a form of lottery that requires specific licensing and adherence to regulations. This is why CWI's Charitable Gaming License is so important. 

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 tickets sold equal the amount of money deposited.

Per Idaho Lottery Commission Law: 

• If you are raffling any donated items, a Contribution Acknowledgment 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 (e.g., $1 each or 6 for $5).
• You must get the name and address of each winner.
• At the end of a raffle, you must return the following to Student Engagement:
  • Raffle report information including:
    • Date of drawing
    • Location
    • Number 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)
    • Name and address of each winner, along with what prize they won. 
  • Contribution Acknowledgment Form for each donation.
    • Before raffle, each donated item must be approved with the Contribution Acknowledgment form.

Not following these guidelines will result in your clubs active status being reviewed in addition to other possible sanctions. Please contact Student Engagement with any questions. 

Day Trips or Field Trips

Clubs can enrich their members' experiences through off-campus day trips. To ensure safety and proper procedure, please note the following: 

• Trips Beyond a 100-Mile Radius: If a club is planning a day trip (no overnight stays) that extends outside a 100-mile radius from CWI, the club will need to submit a travel request. This process helps ensure all necessary arrangements and approvals are in place for longer distances. 

• Trips Within a 100-Mile Radius:  For club field trips or day trips within a 100-mile radius that may or may not require the use of CWI vans, the club will need to submit an event request to gain pre-approval.  

In both scenarios, submitting the required request enables Student Engagement to assist the club throughout the pre-approval process. All students and advisors traveling will be required to complete travel waivers prior to leaving on the trip and return them to Student Engagement at clubs@cwi.edu. 

Requesting Overnight Club Travel

Overnight student club travel needs to be requested by the club through the Office of Student Engagement at least two (2) months before the first day of the month the travel will occur.

• It is recommended to submit a request earlier if registration or reservations are needed to be made early due to price deals or are limited at the travel destination.
• A meeting between at least one of the traveling advisors and a student officer must be held either in person or virtually to review the requested travel plans and budget for accuracy.
• Overnight travel can only occur when travel is to a destination outside of 100-mile radius. 

For consultation in planning upcoming travel ideas or plans, please schedule a time with Student Engagement at clubs@cwi.edu. 

Budget Requests

When submitting the request for overnight travel, the following items should be included in your budget requests:

• Travel estimates including mileage, airfares, ground transportation, tolls, parking, registration fees, hotel, meals, and cab/shuttle fares, as applicable. 
• Documentation for quotes (e.g., registration pages, flight estimates, hotel pricing, etc.).
• A 10% contingency due to changes in rates, fares, etc.
• Travel for academic purposes (to fulfill a course or program requirement) may not be paid through the club accounts. 

Travel Policies & Guidelines

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

• Eligible travel must be related directly to the club's purpose.
• A Prior Approval for Student Travel form must be completed prior to any purchases being made for travel expenses or reservations. 
• If any student traveling will be a minor at the start of travel, Risk Management must be notified at least 60 days prior to the start of travel, and the requirements of CW-050 Protection of Minors will apply. 
• CWI employees must accompany students on a trip and must follow the CWI Employee Travel policy. CWI or club funds cannot be used to pay for the travel of persons, including spouses or family members, who are not students or employees. 
  • A ratio of one (1)1 employee per 10 students is required for overnight travel. 
  • All employees must have completed Clery Act and Title IX training within one year of the start of travel. 
• Students must completely fill out the required documents for approval before leaving for the trip. All paperwork must be pre-approved by the Dean of Students before making any arrangements. 
• Clubs must have funds available before making any arrangements for the trip. This includes any conference or event registrations/reservation. 
• If a trip is over $2,000, a Purchase Order must be completed and additional approvals may be necessary. 
• must be completed by the lead advisor or faculty member within five (5) days of returning from student travel. 
• All relevant CWI policies and handbooks apply to students and employees for the duration of travel. 

Creating Your Travel Budget

Clubs are responsible for putting together initial estimates for their travel requests prior to requesting funds or requesting travel approval through Student Engagement.

• Travel prior approvals must be given before booking any flights, hotel reservations, registration fees, educational expenses, etc.
• Student Engagement will verify there are funds in the clubs account to support the travel request.
• Most conferences/competitions have food included in the registration fee. Clubs are encouraged to take advantage of this as much as possible.

Breakdown of Travel Costs

Prior approval must be given by the College, and the clubs advisor must submit an itinerary/outline for all expenses. Reimbursement will not be given for any expenses, if approval is not granted prior to travel. Clubs should be prepared to show evidence of how funds were raised and how club voted to spend funds.

The following is a list of expenses you will need to have provided information for when submitting your request to travel. If you would like assistance in researching these costs, contact Student Engagement at clubs@cwi.edu.

1. Per Diem: Per Diem is the allowance for meals and incidental expenses. 
   • Faculty/Staff (Adviser) Per Diem: Advisors must be provided the full per diem amount.
     • The General Services Administration (GSA) establishes for destinations within the lower 48 continental United States.
     • Travel days will only receive 75% of the daily per diem rate.
   • Student Per Diem: Clubs may opt-out of paying per diem for students.
     • Student per diem will be increased to the standard GSA rate for Idaho of $63, with first and last day of travel calculated at 75% of the GSA rate. Example of meals:
       • $16 for breakfast 
       • $19 for lunch
       • $28 for dinner 
     • Student per diem is provided in advance of travel and is the responsibility of the advisor traveling with the students. 
       • The advisor is required to work with Student Engagement to submit an approved payment request, along with supporting prior approval travel documentation, to Accounts Payable at least two (2) weeks in advance of travel. 
       • A check is processed to the advisor, and funds are disbursed to the students accordingly.
       • Any monies not used are required to be returned to Accounts Payable along with the Per Diem Cash Advance Signature Sheet before the advisor’s reimbursement is processed.
     • No alcohol may be purchased with any college or club funds, including per diem funds, or consumed by any person engaging in student travel while traveling on behalf of the College without prior presidential approval. 
2. Hotel reservations are made through Student Engagement once travel is approved. If the competition you are attending has blocks of rooms reserved at a reduced rate, this is the hotel that should be used in your calculations. Otherwise, clubs are able to select their hotels based on their funds available.
   • Rooms: Advisor(s) must have their own room(s). Students will share a room with a minimum of two to a room. Notwithstanding this rule, students will not be required to share a room with students of another gender. 
     • If traveling with minors, rooming assignments will be determined in collaboration with the Dean of Students, Risk Management, and other identified stakeholders.
3. Airline reservations are made in coordination with Student Engagement and the business office.
   • When looking at airlines, do not pick the cheapest ones for your estimate as those will likely not be available by the time we are able to move forward with booking. We recommend in selecting the mid-range price for flight estimates. 
4. Reimbursement
   • An Employee Travel Reimbursement 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 20 business days after returning from travel will not be accepted.

Questions or Concerns: If the club officers or advisor(s) have any questions or concerns, they should contact Student Engagement at clubs@cwi.edu or the Dean of Students at DOS@cwi.edu.

CWI Vans & Rental Cars

If a club plans to travel by car, a CWI van must be used when feasible. Vans must be reserved through an event request in 25Live. If a van is not feasible (e.g., small group size, winter travel, etc.) it is highly recommended clubs rent a vehicle from a rental car company rather than use personally owned vehicles. To rent a car, coordinate with the Office of Student Engagement. Reservations must be made with a CWI P-card. Enterprise  currently holds a State of Idaho contract for discounted rentals. 

Only certified CWI faculty and staff may drive CWI vans or vehicles rented under the College. Advisors wishing to be complete driver certification must begin the process at least 10 business days before travel. Certification steps are outlined in myCWI under Employee Resources > Facilities Planning and Management > Motor Pool. 

Personal Vehicles

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

Important Considerations for Personal Vehicle Use:

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

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

Travel Expectations: Students & Advisors

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

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

Guidelines for Overnight Student Travel

• A Student Travel Release form to include emergency contact information for the student is required.
  • A parent or guardian’s signature is required if the student is under 18 years of age. 
• Students traveling on behalf of CWI are responsible for their own health and injury insurance coverage. 
• Students and employees traveling on behalf of CWI are required to depart and return as a group.
  • Travelers are neither permitted to individually depart before the rest of the group nor stay behind after the majority of the group leave to return home.
  • In cases where one or more participants are not physically located in the Boise metro area, alternate travel plans may be necessary, but arrivals and departures should be timed as closely as possible.
  • At no time should a student be left without an advisor while the rest of the group has departed to return home (e.g., leaving a student to catch a later bus, train, or flight) as any delays or travel issues may strand a student without resources for food, shelter, or alternate transportation. 
• Accommodations for Student Travel:
  • Employees and students are prohibited from sharing a room in any situation. 
  • Students will share a room with a minimum of two (2) to a room. Notwithstanding this rule, students will not be required to share a room with students of another gender. 
• Students and faculty will be expected to cover all expenses of a personal nature incurred solely for the convenience of the student or faculty member including, but not limited to, meals included in the cost of registration or provided by the event, room service, cancellation charges, late or early check in/out fees, lost or stolen cash or property, etc. 
• Expenses incurred while on personal leave, even if it is scheduled in conjunction with CWI sponsored travel, must be covered by the student or faculty member. 

Early Return from Travel 

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

Appendix A: Club Constitutions

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

Why have a Constitution? 

A club's constitution defines its purpose, structure, and operational guidelines. This document is the foundation for an effective organization, providing both current and prospective members with a clear understanding of the club's mission and how it functions. 

What should be included in a Constitution? 

This includes details like membership requirements, the duties of officers, and the process for electing new leaders. A well-written constitution provides both current and prospective members with a clear understanding of the club's mission.

To get started, you can customize the provided sample constitution to fit your club's unique needs. You must submit your club's constitution when it is first formed and again each year when the club re-registers. If you would like a Word template of a constitution, email clubs@cwi.edu.

Appendix B: Sample Agenda

Purpose of Club Agendas

A well-crafted meeting agenda is vital for a club's productivity and success. It provides a clear roadmap for discussions, ensuring that every minute is spent efficiently and purposefully. With an agenda, members know what to expect, can prepare their thoughts in advance, and stay focused on the topics at hand, preventing tangential conversations. This not only makes meetings more organized but also more inclusive, as it gives all members a chance to contribute to specific points. Ultimately, an agenda helps clubs achieve their goals faster, make informed decisions, and maintain momentum on projects by keeping everyone aligned and accountable.

Agenda Template

For clubs looking to streamline their meeting planning, a meeting agenda template is available. You can request this template by emailing clubs@cwi.edu. This resource can simplify the process of creating effective agendas, allowing your club to jump straight into productive discussions.

Appendix C: Club Minutes

Just as a map guides a journey, meeting minutes serve as a club's official record, capturing the essence of discussions and decisions. Club minutes are: 

• A vital reference point, ensuring continuity from one meeting to the next and mitigating misunderstandings. 
• Foster accountability among members and keep projects on schedule by documenting motions, assigned action items, and responsible parties.
• Invaluable for members unable to attend, enabling them to quickly ascertain what was discussed and resolved.
• Required to demonstrate a club has formally elected to use its funds for specific purposes, such as submitting purchase requests, travel requests, or planning events.
• Instrumental in maintaining a club's organization, transparency, and efficient progress toward its objectives.

For clubs seeking to standardize their record-keeping, a practical meeting minutes template is available. This template may be obtained by submitting a request to clubs@cwi.edu. 

Appendix D: Important Dates

Finals Week (No Events)

• Fall 2025
  Monday, Dec. 8 – Saturday, Dec. 13, 2025

• Spring 2026
  Monday, May 11 – Saturday, May 16, 2026 

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

Temporary Inactive Status

Following the end of summer term, all clubs will become inactive until club registration is completed for the next academic year.

• Clubs that were active in the previous spring semester and have funds available to them, will maintain a probational active status and will be allowed to request purchases for recruitment and outreach efforts through the end of the fall open enrollment on a contingency basis.
  • Clubs will not be able to request travel until they have completed their club activation requirements for the year.
• Clubs will not be able to plan events, travel, or submit requests following open enrollment if they have not completed the steps for club activation for that current academic year. 
• Summer Club Activity: For a club to be active during summer, they must have been recognized the spring term prior and the officers must be enrolled in at least one (1) credit over summer or the upcoming fall semester. The advisor must also be on contract during this time.

Open Enrollment

• Fall 2025
  Monday, Aug. 18 – Sunday, Sept. 21, 2025
• Spring 2026
  Monday, Dec. 1, 2025 – Sunday, Feb. 15, 2026

Student Leadership Circles

• First Thursday of each month
  4:30 – 6:00 p.m.

Contact ASCWI@cwi.edu for further details.

Definitions

Last Reviewed

July 29, 2025

Definitions

Student Representative: A student representative is defined as any enrolled CWI student associated with the club that can give informed reports and address questions regarding club activities. Representatives can be club officers or members.  &²Ô²ú²õ±è;

Official Event: An official event that counts towards your club’s club tier is defined as an event that has been properly requested and approved by Student Engagement prior to the event taking place. ASCWI categorizes club events in accordance with Student Engagement.

Club Funding

Last Reviewed

July 29, 2025

Funding Request 

The ASCWI Funding Request form is the official method for clubs to request financial support for the semester or academic year.

• Funding may be used to support events, travel, supplies, and promotions.
• Submitting this form initiates the process of securing financial resources from ASCWI. 
• Securing funding through this request does not replace the required event, purchase, or travel approval process through Student Engagement. Separate approval is still mandatory before any funds are spent. 

Budget Proposal  

The budget proposal is a required component of the ASCWI funding request. It provides a general outline of estimated expenses for the planned activities and must include your club’s current balance based on your records. This proposal helps ASCWI evaluate the financial need and feasibility of your request and supports transparent allocation of funds. 

Funding Request Process Overview &²Ô²ú²õ±è;

Clubs complete the Funding Request Form in Involve, outlining their estimated costs and current club balance.

• Forms must be submitted by Sunday at 11:59 p.m. to be considered at the Senate meeting within two weeks. &²Ô²ú²õ±è;
• Once submitted, the ASCWI Vice President and Student Engagement will review the form for accuracy and verify eligibility.
• Approved requests are forwarded to the ASCWI Senate, where the information is used to draft a Funding Bill. &²Ô²ú²õ±è;
• ASCWI will then contact the club and invite them to an upcoming Senate meeting to speak on the request. A student representative must attend the meeting to present the request and answer questions.
• If approved by the Senate, funds are officially added to the club’s budget. &²Ô²ú²õ±è;
• When funds are requested for travel, the amount approved will remain designated for club travel only. 

Club Funding Summary &²Ô²ú²õ±è;

Clubs can receive funding through various avenues including fundraising, requesting from ASCWI, membership dues (if applicable depending on organization type), and donations. A portion of the ASCWI budget is set aside each year for club requests. It is up to ASCWI, under the guidance of Student Engagement, to utilize a funding tier system and process for clubs each year.  &²Ô²ú²õ±è;

Student Leadership Circles

Last Reviewed

August 5, 2025

Student Leadership Circles (SLC) are hosted by ASCWI on the first Thursday of each month at 4:30 p.m. during the fall and spring semesters. These meetings occur in conjunction with ASCWI Senate meetings and are designed to update clubs on valuable information, provide space for club-related reports and discussions, and allow clubs to voice questions or concerns. Each club is required to send a student representative to every Student Leadership Circle.  &²Ô²ú²õ±è;

Attendance Expectations &²Ô²ú²õ±è;

ASCWI prefers in-person attendance to connect with clubs, but Zoom attendance is allowed. Zoom attendees must have both microphones and cameras while presenting. Audio/visual checks will begin 10 minutes before the meeting to ensure technical issues are addressed.  &²Ô²ú²õ±è;

• Each club is allowed up to two excused absences per academic year.
• An excused absence requires submitting a Club Report via email to ascwi@cwi.edu by 4 p.m. on the Thursday of the meeting.
• If no report is submitted for an absence, it will be considered unexcused and may result in a tier standing review.
• If the student representative arrives after their club is called during roll call, the club will be marked tardy.
• Two tardies will be counted as one excused absence. &²Ô²ú²õ±è;
• If a representative cannot attend a meeting, a Club Report must still be submitted. 

Club Reports

Club Reports must include: &²Ô²ú²õ±è;

• Events hosted last month (if any), attendance numbers, and whether the event was successful. &²Ô²ú²õ±è;

• Approved or in-progress events for the current month. &²Ô²ú²õ±è;

• Any other updates (e.g., officer changes, meeting time adjustments). &²Ô²ú²õ±è;

Failure to comply with these requirements may impact your club’s standing with ASCWI. 

ASCWI Meeting Agenda &²Ô²ú²õ±è;

If any student, club, staff, or faculty has any item or issue they would like discussed in meetings, please email ascwi@cwi.edu or connect with an ASCWI representative.

• The agenda is finalized two (2) business days before the scheduled meeting.
• Any person is welcome to discuss thoughts during open forum at the end of all ASCWI meetings without being on the agenda prior. &²Ô²ú²õ±è;