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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.