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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.