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Appendix

Purpose

Additional tools and resources for clubs and organizations.

Appendix A. Constitution Template

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

Why have a Constitution? 

By definition, an organization is a “body of persons organized for some specific purpose as a club, union, or society.” The process of writing a constitution should serve to clarify the organization’s purpose, delineate basic structure and provide the cornerstone for building an effective organization. It will also allow members and potential members to have a better understanding of what the organization is all about and how it functions.  

What should be included in a constitution? 

Student organizations are encouraged to adapt this sample constitution to the unique needs and purposes of the organization.  

Constitutions must be submitted when a club forms and each year following during the re-activation period. Below is a template of what a club constitution would cover and how it could be organized. If you would like a word document template please request one from clubs@cwi.edu

 

[Club Name] CONSTITUTION 

ARTICLE I. Name 

  1. The name of this organization shall be “________”

ARTICLE II. Mission & Goals 

  1. This organization will [Insert Clubs Mission]
  2. National Affiliations, if any [Optional]
  3. Goals of the club:
    1. Goal 1
    2. Goal 2
    3. Goal 3
  4. This organization is subject, as a recognized/registered student organization, to the rules, regulations, and policies of Ä¢¹½ÊÓƵÍø and the laws of the State of Idaho.
    1. The rules, regulations, and policies of the Ä¢¹½ÊÓƵÍø shall hold precedence over any and all rules, regulations, and policies applying to the (club, organization etc.), including those of national organizations with which the (club, organization, etc.) is associated.

ARTICLE III. Membership 

  1. Membership in [insert club’s name] at the Ä¢¹½ÊÓƵÍø shall be open to any Ä¢¹½ÊÓƵÍø student
    1. It shall be stated as part of the policy that membership and membership privileges must be open to all students without regard to race, color, religion, ancestry, national origin, marital status, sexual orientation, age, disability, veteran status, or any other classification protected by law, so that all members of the community are treated at all times with dignity and respect.  Membership and participation in the organization must also be open without regard to gender, unless exempt under Title IX. [Required]
  2. Membership shall be granted to an interested student who meets the following criteria:
    1. Maintains a 2.0 cumulative GPA. [Required]
    2. Is not on disciplinary action by the Ä¢¹½ÊÓƵÍø. [Required]
    3. Has attended at least 2 club meetings throughout the academic year [Optional example]
  3. Voting Privileges [Required]
    1. With membership in the Club shall come full floor and voting privileges on any and all items of Club business, including resolutions, items of legislation, bylaws, financial purchases, and elections. [Examples of how voting privileges can be defined]
  4. Once a student graduates or ceases to be a student at the college, their membership in the Club shall cease.

ARTICLE IV. Officers 

  1. The officers shall consist of a President, Vice President, Secretary, and Treasurer.  [Note: Clubs must have 3 officers in order to be active. Clubs may choose to have more than 3 officer positions]
    1. Officers shall hold office during an entire academic year. [Recommended]
  2. Duties
    1. President
      1. Preside over all meetings. Call special meetings.
      2. Carry out the provisions of the constitution.
      3. Appoint committees and chairpersons.
      4. Oversee all committee activities.
      5. Encourage teamwork.
      6. Delegate responsibilities and appoint committees to tasks and activities.
      7. Recruit and markets the program to potential members.
      8. Serve as the spokesperson for the organization.
      9. (List any additional responsibilities)
    2. Vice-President
      1. Assume the duties of the president in his/her absence.
      2. Perform any duties delegated by the president.
      3. Network and build good relationships with other student clubs, CWI, and local community.
      4. Recruit and markets the program to potential members.
      5. Delegate responsibilities and appoint committees to tasks and activities.
      6. Attend all meetings.
      7. (List any additional responsibilities)
    3. Secretary
      1. Record and keep accurate minutes of all meetings.
      2. Send/transmit all official club correspondence.
      3. Print and distribute agenda for all meetings.
      4. After the meeting, make the minutes available to all members for review (OSE recommends the secretary emails minutes to the club members).
      5. Coordinate preparation and distribution of club flyers, handouts and publications.
      6. Keep members’ contact information.
      7. Coordinate correspondence to keep all members informed (phone calls, e-mail, texts, etc.)
      8. Record club & organizations achievements.
      9. Keep copies of all important club & organization information on file.
      10. (List any additional responsibilities)
    4. Treasurer
      1. Receive and distribute club funds upon authorization of the president, in accordance with the financial rules and regulations of the college and the laws of the State of Idaho.
      2. Keep financial records.
      3. Coordinate collection of dues (if applicable).
      4. Provide financial reports at least once a month at a general meeting.
      5. Coordinate fundraising activities.
      6. (List any additional responsibilities)
  3. The Executive Council
    1. Will consist of the President, Vice-President, Secretary and Treasurer who shall meet as often as necessary.
    2. Duties of the Executive Council
      1. (List any additional responsibilities)
      2. To compile agenda for general meetings.
      3. To govern activities of the club.
      4. To execute policies determined by the general membership.
      5. To formulate policy of the club between regular meetings and in case of emergencies, subject to approval of the general membership.
  4. Qualification and Election of Officers
    1. Club Officers shall meet the following requirements:
      1. Be a current CWI student
      2. Enrolled in at least 1 credit per semester
      3. Maintain a minimum of a 2.0 cumulative and semester Grade Point Average (GPA).
      4. Club Elections will be held no later than the 8th week of Spring Quarter [8th week is recommended but not required, having an election requirement is required]
      5. Voting
        1. The election will be done by ballot
        2. Voting may only be those who meet the membership criteria outlined in Article III, Section 2
        3. Officers shall be elected by receiving the most votes of the club membership present.
        4.  Impeachment/Removal and replacement of Officers and Members
  5. Impeachment
    1. All elected officers and club members may be subjected to impeachment and removal by a two-thirds majority vote of the total membership.
    2. Grounds for impeachment are negligence and any form of misconduct which is damaging to the club.
    3. An officer/member may be impeached/removed only under the following conditions:
      1. There must be a quorum present during impeachment/removal vote.
      2. Impeachment/removal requirements 
  6. Vacancies
    1. Any vacancies shall be filled by election within ten (10) school days.
    2. The order of succession shall be followed in the filling of any vacant office during any unexpired term.
      1. If an officer declines to succeed to a vacant office, then an election shall be held to fill the office for the remainder of the unexpired term.
      2. The election procedure for filling the unexpired term of a vacant office shall be the same as for the normal procedure for elections.

ARTICLE V. Meetings 

  1. There must be public notice of club meetings at least five (5) school days in advance where any voting should occur. [Required]
  2. There must be a meeting at least once a month held at the Ä¢¹½ÊÓƵÍø.[Required]
  3. There must be a quorum present in order to take care of any financial actions.
    1. Minutes must be kept of all financial action with the club secretary.
    2. Any Purchase requests to Student Engagement must include copy of the club meeting minutes along with all club members’ names who were present and voted.
  4. The treasurer will need to make a written and oral report at least once a month at the meeting. [Recommended]
  5. (List any additional requirements)

ARTICLE VI: Advisor 

  1. Term of Service
    1. Advisor(s) should agree to serve at least a one-year term
    2. Advisor(s) must be selected by the student officers [Required]
      1. A majority of the Student Officers must vote to appoint the Advisor annually [Required]
  2. Removal/Replacement of Advisor
    1. Advisor may be subjected to removal by a majority vote of the total student membership.
  3. Role of Advisor
    1. Be employed by the Ä¢¹½ÊÓƵÍø to serve as the official staff representative of the college.
    2. Attend a club/advisor orientation training
      1. In the case an Advisor is replaced during the year they shall schedule an appointment with the Office of Student Engagement.
    3. Work closely with the club to ensure a cooperative relationship between the advisor, and the club membership.
    4. Advise club members on club policies and assist in adherence.
    5. Assist students to understand and apply democratic principles within their own organizations, and in working with others
    6. Be familiar with CWI’s club financial process.
    7. Assist club members in managing a budget and making financial decisions that adhere to club policies, and signing off on all financial documents.
    8. Be proactive in assisting the students in planning club events, fundraisers, and travel.
    9. Attend all club sponsored events.
      1. Advisor(s) are required to travel with student organizations.
    10. Hold club members accountable when they fail to follow policies and procedures.
    11. Maintain communication with club officers and Student Engagement, regarding all events, issues, travel, etc.
    12. Help foster individual and team leadership among the members.
    13. Listen, motivate, challenge, support, and empower students.

ARTICLE VII: Amendments 

  1. All amendments to this constitution require notice of five (5) school days prior to being discussed and voted upon.
  2. The constitution may be amended by a vote of two-thirds majority membership present at any regular or special meeting.

ARTICLE VIII: Dissolution Clause 

  1. This Student Organization will be dissolved by a two-thirds majority of quorum votes or when the Student Organization fails to complete the College’s required recognition process for two consecutive semesters.
  2. In the event of the Student Organization’s dissolution, all Student Organization financial assets become property of the Student Government Association and shall be added to allocations designated for recognized student organizations.
  3. All additional assets become property of the Department of Student & Campus Life.

ARTICLE IX: Funding 

  1. Dues shall not be charged to membership unless there is a National Association affiliation
  2. The (club, organization, etc.) shall, as it deems necessary, undertake fundraisers for its own purposes.  All fundraising shall be conducted in accordance with CWI policies.
  3. This club accepts full financial responsibility for all activities that bear its name as official sponsor, and will adhere to college regulations.
    1. All publicity for an event must bear the name of the sponsoring club
  4. No club officer or member has the right to incur any debt or become involved in any business under the title or by implying the title of a club in any way unless given full authority to do so by the club.

DATE OF CREATION: 

LATEST REVISION DATE: 

NOTE:  (Not needed in your constitution, delete when read) Newly revised constitutions are to be filed with the Office of Student Engagement upon completion.  Assistance with any portion of this constitution or any aspect of the development can be obtained by contacting the Office of Student Engagement at clubs@cwi.edu.

 

Appendix B. Sample Agenda

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

  1. Call to Order
    1. Welcome Statement
    2. Introductions of new attendees
  2. Approval of Minutes from previous meeting (if no additions or changes)
  3. Report from the President
  4. Treasurer Report of the budget
  5. Committee/Project lead Report
  6. Old Business
  7. New Business
  8. Announcements
  9. Adjournment

Appendix C. Sample Minutes

(ORGANIZATION NAME) 
(DATE, TIME & LOCATION OF MEETING)

  1. Call to Order: The meeting was called to order at [00:00 a.m./p.m.] by the President.
  2. Roll Call: [List all persons present.]
  3. Approval of Minutes: [Minutes approved as read or “Reading of the Minutes Waived]
  4. Officer’s Reports:
    1. President – [summarize important points]
    2. Vice President – [summarize important points]
    3. Secretary – [summarize important points]
    4. Treasurer – [ex. Current balance is $000.00]
  5. Committee Reports: [summarize important points]
  6. Unfinished (Old) Business: [summarize discussion and include decisions made by vote of members]
  7. New Business: [ex. “It was moved by J. Smith and seconded by L. Jones to approve spending up to $20.00 from the club treasury for refreshments. The motion was approved unanimously.”]
  8. Announcements (Other): [summarize important points]
  9. Adjournment: The meeting was adjourned at [00:00 a.m./p.m.] by the President.

Tips on Note Taking 

  • Note the time the meeting begins
  • Ask questions for clarity
  • Don’t try to write down every single moment, just the main ideas. Minutes contain a record of what was done, not what was said
  • Write down motions, who made them, who seconded the motion, and the results of votes (if any.)
  • Make note of any motions to be voted on at future meetings
  • Note the ending time of the meeting

Appendix D. Club Resources

Knowing what resources are available to you can help you start the year off right. Below is a list of compiled resources that can help you get a jump start to your year:

Meeting and Event Scheduling tool

Website:

Calendly is perfect for representatives of clubs who are looking to be available for interested members to setup meeting times. Setup a free account and you can establish 30-minute or 60-minute meeting time frames. Hook it up to your student email account and then through outlook block off times of the day you aren’t available then Calendly will auto update to allow potential club members to setup a meeting time for when you are available!

Online Hangout Space

Website:

Create an online, virtual hang-out space for your entire club with this free platform. Text, voice, or video chat with other students for free with this desktop or mobile app.

Design Promotional Materials

Website:

Canva is a free website that allows anyone to create eye catching promotional materials. Think of Microsoft Publisher but designed for inexperienced designers! Just setup a free account and you can even store previous marketing designs.

Virtual Meeting and Event Space

Website:

Zoom is an online, virtual meeting space where you can have 45-minute video conferencing sessions. Virtual meetings can be password-protected, and you can integrate Zoom into your Microsoft Outlook program. Your faculty adviser will be able to coordinate club meetings through this platform. If you would like additional assistance or support, please reach out toclubs@cwi.edu!

Sign-Up Management

Website:

Signup Genius is a great tool for anyone looking for a program that can help with volunteer or event task sign ups. With a free account you will have unlimited signups, email & text reminders, and social media sharing capabilities.

Appendix E. Suggested Event Checklist

Getting Organized

  1. Start by establishing goals and objectives. Ask yourself these questions:
    1. What is the purpose? (Social, fundraising, educational, fun, recruitment)
    2. Who will be interested in attending? (Students, special groups, community).
    3. How will we construct the event to accomplish our original purpose?
    4. How many people are you expecting?
    5. What’s your budget? Will you be able to cover all expenses?
  2. Decide on a few possible dates.
    1. Day/Evening? Weekday/Weekend?
      1. Will you need to request a quote for security?
  3. Decide where the event will take place and have a backup plan if outdoors
    1. Reserve the space you want in 25Live
      1. Have a backup space reserved if our plan is to hold it outside 
      2. Include the layout you would like for the event 
      3. Determine what resources you need (tables, chairs, A/v, etc.)
  4. Decide what food, supplies, or decorations you need to have for a successful event
  5. Determine roles and responsibilities amongst the club for the following:
    1. Marketing
    2. Managing event sign-in
    3. Responsibilities for setup & take-down
    4. Completing event and purchase requests to Student Engagement

NOTE: If you are hiring a performer/lecturer for your event DO NOT sign any contracts until event approval and funding are secured. Performer contracts are binding and can leave the signer responsible for paying the check if the club does not obtain funds/locations for the event.  

Preparation Prior to the Event

  1. Ensure you have enough club members/volunteers; keep in mind positions like greeters any other positions your club may deem necessary.
  2. Arrange for student decorating and clean-up crews to make sure that you leave the facility the way you found it. You don’t want to be the only person left after the event to take care of this. If you use campus facilities for your activity, charges could be imposed for failure to clean-up after the event.
  3. Arrange to meet performers or guests at least 15-30 minutes before the event. Take into consideration any confusion that may occur with parking, or the possibility of them getting lost. Send parking permits and maps if necessary.
  4. Arrange for someone to lead introductions of the club leadership. If you are hosting speakers or performer, introduce them to the audience. In some cases, you may want the speaker or performer to send you their biography so that an introduction can be prepared in advance.
  5. Establish an agenda or program for the event as club.

Day of the Event

  1. Be sure the event starts on time and ends on time. 
  2. If problems arise, seek help from your advisor. Also, on campus security are experienced in dealing with a variety of situations.
  3. All facilities much be left as clean as you found them.

After the Event

  1. Submit Activity Report Form to OSE Office. Note: This is how we log activity and determine the level of your organization. If this form isn’t received, the event will not count towards your organization’s activities for the year.
  2. Evaluate your program! This can be done in a group discussion or through individual reflection; document pros/cons to refer to for following events. Consider:
    1. Did the program start and end on time? If not, why?
    2. How many persons attended?
    3. Who helped out?
    4. Comments & reactions – positive and negative
    5. Recommendations for next time
  3. Send Thank You letters to performers, committee members, and others who helped to make the event happen.

Appendix F. Tips for On-Going Success

  • Always be on the same page as your advisors.
    • Club advisors are an essential part of all clubs and are present to not only support you, but also to guide you as a leader in your organization. Utilize them as a resource and be mindful of their time. Poor communication will show itself in a club’s reputation and successfulness.
  • Plan ahead as much as possible.
    • Participating in extracurricular activities can be difficult to juggle with your academic coursework, and being an officer may elevate the difficulty. Planning your events and activities as far in advance as possible will surely make the processes less stressful. Delegate responsibilities evenly and ensure all paperwork is turned in on proper deadlines.
  • Collaborate with other clubs.
    • Collaborating with other clubs will often increase publicity and turnout and lessen planning pressure for one club. Additionally, building a strong relationship amongst clubs may increase general student body participation.
  • Build strong relationships with your fellow officers.
    • In addition to being on the same page with your advisors, it’s important that you are an open communicator with the other officers in your club. Take the time to bond with them outside of meetings and know them on a personal level; build each other up and support each other’s leadership abilities; tackle club issues and concerns in a positive and constructive manner; work together toward a shared vision. Be sure to find the best balance for your club.
  • Set goals.
    • Everything a club does should play into an ultimate plan created by the organization. OSE encourages club officers and advisors to continually revisit their purpose and set goals for the group to achieve and maintain. While we do hope that all organizations dream big, also be realistic. At the end of the day, create a product you are happy with and can be proud of given whatever circumstances determined the outcome.
  • Pay it forward.
    • So you’ve completed your time as a club officer – congratulations! The best thing you can do next is really lay the foundation for the upcoming officers and ensure there is a smooth transition. Hopefully you’ve documented your activities in detail; providing a USB or binder of helping documents will be beneficial to the next team of officers. Consider and contribute to the overall longevity of your organization.

Appendix G. Outgoing Officer To-Do List

  • Gather and organize all documents and files
  • Finish all necessary correspondence (letters, e-mail, phone calls)
  • Prepare year-end report and evaluation
  • Review the organization’s constitution, by-laws, written materials, and other documents needing revision
  • Develop a training action plan and timeline for new officer transition
  • Prepare updated Officer Binder/Manual

Appendix H: Important Dates

Finals Week (no events)

  • Fall 2024

    • 8 a.m. Monday, Dec. 9 through 5 p.m. Saturday, Dec. 14

  • Spring 2025

    • 8 a.m. Monday, May 12 through 5 p.m. Saturday, May 17

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

 

Temporary Inactive Status

June 30 all clubs and student organizations will become inactive until the registration is completed for the next academic year. Clubs that were active in the previous spring semester will maintain a probational active status until the Falls reactivation deadline to allow clubs to maintain a presence through activity and recruitment.

Open enrollment

  • Fall 2024
    • Early Aug. to Sept. 23
       
  • Spring 2025
    • Jan. 1 to Feb. 24

Student Leadership Circle Dates

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

Appendix I. Recruitment & Retention

Recruitment and retention are not the same thing. The trick is not just in finding new members but in keeping them. An organization needs to evaluate its development and create a plan unique to its membership. There are approximately thirty (30) active clubs and organizations at Ä¢¹½ÊÓƵÍø, each vying for the same student body to become its members. What will make your group different from the others? To be successful, an organization needs to have a clear purpose followed by a well-conceived and executed recruitment and retention plan. 

Recruitment 

Know and understand your organization. Have a meeting to discuss your purpose and goals and to make sure that the current activities and pro-grams support the purpose. 

  1. Set recruitment goals– include the number of new members, characteristics of members who will help the group succeed and how you will recruit them. Some questions you might ask are:
    1. What type of time commitment should be expected?
    2. What talents are missing that the organization currently needs?
    3. Are there students from specific majors who will benefit from or add to the club/organization?
  2. Know what attracts new members. In today’s “react fast or get left behind” society, club/organizations need to update their approach. Posters and flyers just won’t get it done. New members are easier to attract if:
    1. The past leaders reflect a positive attitude toward the club/organization and have a general good feeling about their position.
    2. The group appears organized and knows what it is doing.
    3. They feel welcomed and see that support and encouragement are provided.
    4. There is opportunity for them to learn and to get involved quickly.

Retention

  1. It takes six times more energy and expense to recruit a new member than it does to retain one. This expense can be the financial cost of publicizing recruiting efforts or it can be the total member time needed to recruit new members instead of working on projects. Most people will stay motivated when they can take ownership for projects. Retention strategies include:
    1. Have contact within one week of initial interest/sign up.
    2. Hold a special welcoming event. Plan a social event with food, a special introduction or establish a ritual or tradition for new members.
    3. Make the first meeting fun so they will want to come back! Recognize that some won’t come back because they will find other ways to become involved.
    4. Orient your new members. Encourage old and new members to form bonds by using icebreakers and teambuilding activities; maybe hold a retreat.
    5. Remember the new members’ names.
    6. Get email addresses and phone numbers that are accurate and that the students use. Do not rely on a directory.
    7. Follow through with emails, post goals, and summarize meeting outcomes.
    8. Provide reminders of responsibilities. Answer the question, “what’s next?”
    9. Show appreciation for your members both publicly and in private.
    10. Have fun together! Know when it is time to work and time to play. No one wants to feel like involvement in an organization is a burden.

Club Resources

Purpose

Knowing what resources are available to you can help you start the year off right. Below is a list of compiled resources that can help you get a jump start to your year: 

Promotional Materials 

is a free website that allows anyone to create eye catching promotional materials. Just setup a free account and you can even store previous marketing designs. 

Meeting requests

is perfect for representatives of clubs who are looking to be available for interested members to setup meeting times. Setup a free account and you can establish 30 minute or 60 minute meeting time frames. Hook it up to your student email account and then through outlook block off times of the day you aren’t available then calendly will auto update to allow potential club members to setup a meeting time for when you are available! 

Schedule Meetings

allows you to help organize your team! For a free signup you are able to poll your club officers or even membership on things like dates, places, or events. Even when it comes to seeing who is available at different times of the day for planning meetings or events this website allows everyone to participate without having their own account and can save you the time of hundreds of back and forth emails.

Sign-Ups 

is a great tool for anyone looking for a program that can help with volunteer or event task sign ups. With a free account you will have unlimited signups, email & text reminders, and social media sharing capabilities.