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Specified Responsibilities for Club Officers

• Comply with all rules and regulations as found in the Student Club Handbook, this manual and other information provided by Ä¢¹½ÊÓƵÍø (CWI).
• Represent the student club as elected officers of the said student club in all matters pertaining to communication and dissemination of information among CWI, vendors, and the student club.
• Prohibit members from practicing any physical or psychological hazing, illegal activity, and violations of college policy.
• Adhere to the purpose of your club 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 club progress toward its goals and objectives, as well as reporting any dangerous or prohibited activities engaged in by anyone associated with the club.
• Maintain communication with CWI by keeping the Office of Student Engagement informed of planned activities and any potential problems or violations.

Types of Infractions

Potential infractions fall under three categories*: 

1. Student Violations: One or more students violate community standards and expectations. All students will be held accountable to the Student Code of Conduct. Anyone in violation of the Student Code of Conduct will be referred to Student Conduct for resolution of the case. 
2. Club Violations: A club is in violation of standards or procedures. Club are required to meet the unique responsibilities required of all clubs in order to uphold the safety and enrichment experience of CWI students. A club in violation of their requirements will be referred to Student Engagement for resolution of the case. Depending on the violation, clubs may be referred to Student Conduct for resolution.
3. 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, 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:

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

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

Sanctions

Potential sanctions may include, but are not limited to, the following:

• Probationary status.
• Repaying debt on outstanding balances.
• Restitution for damages incurred.
• Preventing access to funds.
• Loss of privileges.
• Loss of college recognition.
• Referral of the case to the Office of Student Conduct and/or local authorities.
• Referral of the case to Human Resources (when applicable).
• Removal of the officer or advisor from their position.

Please note, this list is not exhaustive. 

Shared Responsibility for Infractions

Students and clubs 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 recognized student club.

Club Responsibility 

A complaint may be filed against a club under the Student Conduct Code. A club and its members may be held collectively and individually responsible for violations of the Code. Please refer to 2.10. Offenses Related to Student Organizations for more information. 

The Dean of Students may put a club 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 club, or any policies or procedures applicable to recognized clubs.

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 contact us to share a concern or ask questions. 

• If the concern is regarding an advisor or club, the issue should be reported to Student Engagement at clubs@cwi.edu.
• If you believe your concern is in regard to a violation of the Student Code of Conduct, the issue should be reported to Student Conduct through the . 

While all complaints will be investigated, Ä¢¹½ÊÓƵÍø is committed to protecting the privacy of all students and, for that reason, the outcome of the investigation will remain confidential. 

For detailed information regarding the processes and procedures used to investigate complaints, please refer to the Student Code of Conduct or contact the Dean of Student directly at DOS@cwi.edu. Find more information on student conduct in the Student Handbook. 

Role of Club Advisors

Purpose

The role of a club advisor is to provide professional guidance and support to the student leadership of a club.

Club advisors are essential partners who help student leaders understand and follow college policies. Their primary purpose is to guide students in making informed decisions, ensuring all club activities — from meetings to fundraisers and travel — are aligned with institutional policies and procedures. An advisor's role is to empower students to lead their own organizations, not to manage the club for them.

To fulfill this role, advisors must:

• Be a current CWI employee.
• Complete the annual club advisor training.
• Advise club members on club policies and ensure they are followed.
• Guide students in planning club events, fundraisers, and travel.
• Follow all policies and procedures outlined in the Club Handbook.

What Advisors should not do:

While advisors provide crucial guidance, they must not overstep their role and impede student autonomy. The freedom to associate and the freedom of speech are fundamental rights for student clubs. Therefore, advisors should not:

• Dictate club activities, events, or travel plans. Students are responsible for planning and executing their own activities. The advisor's role is to ensure these plans comply with college policy.
• Make decisions on behalf of the club. The club's officers and members are the final decision makers.
• Interfere with students' freedom of speech or association. Advisors must allow students to determine their own beliefs and purpose, even if they hold different views.
• Manage club finances or social media. While they can provide guidance on these matters, students are responsible for the day-to-day management of their club's assets and communications.

Loss of Advisor

Purpose

Learn what happens if you lose your club advisor during the academic year and how Student Engagement can help support the club in identifying a new one.

During the course of the semester or year, the club advisor may need to step down from their role. If this occurs, it is important the club finds a new advisor within 15 business days of the previous advisor leaving.

• If a new advisor is not found, the club may become inactive or lose their recognized status.
• Monetary transactions may not be made while there is no advisor. 
• Please work with Student Engagement during this time as we might be able to help find an individual 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 period, if an advisor has been identified.

Remove/Replace Club Advisor

If club leadership 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. In the case the club constitution does not specify the process for advisor appointment and removal, the process shall be carried out with a majority vote of all club officers registered with Student Engagement. Any advisor removal should be communicated immediately to Student Engagement. 

Student Engagement encourages the club's officers to meet with the club advisor to discuss concerns. Miscommunication is often the issue and can easily be resolved among the group. Student Engagement highly encourages advisors, officers, and members to communicate concerns.

Fraternization Policy

Clubs often participate closely with their advisor on projects and programming and often even travel with advisors. It is imperative advisors and students keep professional relationships. 

For more information on Ä¢¹½ÊÓƵÍø's Fraternization Policy, please refer to Human Resources Policy – 020. 

Further questions or concerns may be directed to Student Engagement at clubs@cwi.edu.