Club Senate Info Packet

CLUB HANDBOOK

2008-2009

Table of Contents • Getting Your Club Recognized. • Club Responsibilities. • What do you mean by ...? • What is Club Senate? • What can Club Senate do for us? • University Services. • Places and People to Know. • Club Forms • Who to Contact • Insurance and Risk Management Packet

Getting Your Club Recognized Every year, each club needs to complete the recognition process, even if they were recognized the previous year. Overall, it is a simple process if the correct steps are followed. Here are some guidelines for your club to follow. •

Pick up a new Club Recognition Packet for that academic school year. (Available September 15th every year) Fill all forms out completely. This includes 1) having a Club account at Campus Life Accounting, 2) Visiting the Scheduling Center 3.) Submitting a complete description of your club’s purpose, activities, and membership, 4) appointing a Senator, and 5) completing the statement of non-discrimination.

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Every two years, an updated Club Constitution must be submitted with your recognition packet. Check with the Vice President for Clubs and Organizations if it is your time to submit an updated Constitution.

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Return the completed packet into the Clubs and Organization’s Box in SURC 236.

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Your club will then be recognized for the rest of the academic school year.

If there are any questions, please call Nick Peacock, Vice President for Clubs and Organizations, at 509-963-1682 or email [email protected].

Club Responsibilities

Just as you receive certain rights when you become recognized, you also receive certain responsibilities. While these responsibilities are fully explained in the Club Senate Constitution, the following are important ones to remember.

The Constitution, Policies, and Rules of Conduct

Read the Club Senate Constitution. You are responsible for all material found within it. Copies may be obtained in SURC 236, or online at www.cwuclubs.com. If you do not understand the Constitution, contact a Senate officer for clarification. Please remember when you are meeting as a club, you represent the University, therefore appropriate conduct is essential. All organizations must follow CWU’s rules and regulations, including drinking policies, Federal, State and local laws, etc. Failure to do so may result in loss of recognition or funding.

Senators/Alternates

Each club needs to choose one Senator who is responsible to act as a liaison between Club Senate and their club. An Alternate must also be chosen to fill in during your Senator’s absence. The Senator/Alternate is responsible for the following: voting on issues, concerns and funding during Club Senate meetings; relaying information back to his or her club; filling out necessary paperwork; requesting funds for the club; and checking the club mail box weekly. Every club must have on file with the Chairperson the Senator and Alternate including their phone numbers. If you need to change you Senator or Alternate, “Change of Senator” forms are located in SURC 236.

Attendance

Clubs must send a Senator to all Club Senate meetings. Meeting times are posted on the door of SURC 236 and the Club Website. If your Senator can not attend the meeting, please send your Alternate. Missing two meetings per quarter will cause your club to fall into bad standing where you will be ineligible to receive funds and use University facilities.

What do you mean by ...? When clubs are first recognized, it can be confusing. The following is a list of terms that may be helpful: Board of Directors (BOD) - This is the elected body of CWU students that

represent the students of CWU. These seven individuals are available to help with any problems or concerns that you may have about the university. BOD offices are located in SURC 236 and hold office hours Monday through Friday. BOD meeting times are posted on SURC 236 door and on the Student Government Website (www.ascwu.com)

Vice President for Clubs and Organizations - This person is a member of the BOD. The VP also serves as the Chairperson for Club Senate, and serves as the contact between clubs, the University, and outside people. This person is available to advise your club in all matters pertaining to them, and help them find opportunities with activities, community service, and fund raising.

Good Standing - This refers to clubs and organizations that attend Club Senate

meetings on a regular basis and are eligible for receiving funds and utilizing University facilities.

Bad Standing - Is caused when a recognized club misses two meetings per quarter. While under bad standing, a club or organization is not allowed to request funds or use University facilities. To get back into good standing, the club must attend three successive meetings following bad standing status.

Funds Council - This is a subsidiary body of Club Senate that is designed to handle and review all funds requests made by clubs and organizations. The Treasurer for Club Senate chairs this body. All funds requests must go through Funds Council for review. If your club is non-religious/non-politically affiliated and is requesting less than $200, the Funds Council can automatically approve your request if it meets all guidelines. Larger amounts, up to 1,500, must be approved by both Funds Council and the voting Senators of Club Senate.

What is Club Senate? Club Senate is composed of a Senator from every club or organization recognized by the ASCWU-BOD Student Government. It is chaired by the Vice President for Clubs and Organizations, who is one of the seven members on the Student Government. This person serves as the link between the clubs and organizations of Central Washington University, the University administration, and the Board of Directors. Each club sends a senator to Club Senate meetings, which are held every other week in fall, winter, and spring quarters. Club Senate meetings serve the following purposes. First, Club Senate makes funds available to clubs for travel, conference registrations, hotel, advertising, educational supplies, and guest speakers. Second, Club Senate is a body that takes stands on issues affecting or concerning the students of Central Washington University. Third, Club Senate is a body which upon taking a stand on a particular issue, works towards a satisfactory resolution of the problem. Club Senate should be utilized by your club to express and to get support of your club’s concerns and issues. Fourth, it is an educational opportunity where mini workshops are held to support clubs efficiency and success. Finally, it is forum for you to share your club’s activities and advertise events.

What Can Club Senate Do For Us? Club Senate offers clubs and organizations the following:

FUNDING All clubs are entitled to receive funding for travel, registration, hotel, advertising, educational supplies, or guest speakers with the exception of religiously affiliated clubs. These are the only events that money can be requested for. Any club may request up to $1,500 during the academic year (contingent of availability of funds). Please note the following: 1. You may only make one request per trip. 2. You must make the request and have it approved prior to the trip. 3. Your club must be in “good standing.” 4. All procedures must be completely finished before being reimbursed by Campus Life Accounting. If there are any questions contact Nick Peacock, Senate Treasurer, (SURC 236/509-963-1682) before departing for your trip.

Procedure for Funding Allocation Request: 1. Pick-up a Funds Request Form in the ASCWU-BOD office in SURC 236. 2. Fill the form out COMPLETELY. This includes signatures, a written description of the proposed event and how it will benefit club members, a list of participants and their phone numbers, and a cost breakdown of the event. 3. Turn the form into SURC 236, Club Senate Box three days prior to a Funds Council Meeting. These meeting times will be posted on the door of SURC 236 or on the Club Website. Late packets will not be accepted. It is your responsibility to find out when these meetings are held. 4. Attend the Funds Council Meeting to explain your funds request. All requests regardless of the amount must go through Funds Council. 5. If your request is $200 or less, and falls within the guidelines of travel, registration, hotel, advertising, educational supplies, or guest speaker, funds can be approved by the Funds Council alone. If your request exceeds $200, up to the amount of $1,500, the request will also need to be approved at the next general Club Senate Meeting. The request can be made by your club Senator or any other member who is knowledgeable

about the event. It is up to the Senators of Club Senate to vote if these funds are approved or not. 6. If a request is approved for Motor Pool, please reserve your vehicle as soon as possible. This is done through Campus Life Accounting (SURC 269A). Contact either Kay Davis or Susan Howard who will help you with this process. To pick up your vehicles, Motor Pool is located in Jongeward, next to the Physical Plant on 11th Street across from the Science building. 7. Have a great trip! Remember to keep all receipts from your trip. Boarding passes do not count. This is very important if you want to be reimbursed. 8. As soon as your trip is over, turn in your receipts to Campus Life Accounting (SURC 263A) and sign all paper work. Your club CAN NOT be reimbursed unless the receipts are turned in. If your club used Motor Pool, Motor Pool will fax a copy of your receipt to Campus Life Accounting for you. The members who went on the trip have two weeks from your Senator’s report back date to have the receipts turned in, or the money allocated to your club is lost, and put back into the Club Senate budget. 9. You must report back to Club Senate about the trip. This is to be done at the very first Club Senate Meeting scheduled after your trip. If the report is not given at this meeting, the club WILL NOT be reimbursed.

Remember, after all procedures are finished, it will take Campus Life Accounting 2 to 3 weeks to process a reimbursement check so plan accordingly !!!! Also, this is completely on a reimbursement status. There will be no exceptions or excuses. All procedures have been explained and are expected to be followed as stated. Any further questions can be answered in the Club Senate Office in SURC 236. Don’t wait until after your trip to ask if you do not understand something because then it will be too late.

GUEST SPEAKERS Clubs who are inviting speakers to come to campus may receive help from Club Senate to bring them here. Those clubs requesting money for this type of event should contact the Vice President for Organizations as soon as possible. Speaking requests follow essentially the same procedure as do travel requests. If a request is made for over $500, a Personal Services Contract needs to be made for your speaker with Campus Life (SURC 263).

REFERENTIAL INPUT

There are many issues and concerns that directly affect students at CWU. Your club may decide to get involved in these issues. Whether it is a campus issue such as racism, tuition increases, poor campus lighting, or if your club is concerned with the state or national issues, you are not alone. Club Senate represents a broad based constituency throughout the University and can play an important role in providing student government, the BOD, with relevant feed back and opinions. Club Senate can become as active as its members want it to be. Clubs can also act independently to strengthen University climate while meeting the needs of students. If a club wishes to ask the Senate to take a unified position on an issue, that club’s representative can initiate referential action as follows: •

Come into the BOD Office, SURC 236, and let the Chairperson know what is going on. He or She will then advise you how best to present a written referendum to Club Senate. The Chairperson will need a few days notice to help you get prepared.

• You will then be placed on the agenda for the following meeting. • At the meeting your are scheduled to speak, presenting your referendum to Club Senate. Be sure and explain the background of the situation and what you see as a possible solution. • A referendum requires a 3/4 majority vote to be approved. • Once approved, it is presented to the BOD for consideration. They must either approve the referendum as written or reject it. If approved, the club now has the backing and support of both Club Senate and the BOD. Support and cooperation in the form of volunteers, materials, and other services could now be more accessible.

WORKSHOPS Club Senate will set aside a few meetings during the school year for mini workshops on topics that will help clubs run more efficiently. These will be about 15 to 20 minute sessions during the meetings on such topics as fundraising, programming, accounting, and advertising. This information can then be taken back to help clubs increase their productivity. Suggestions on workshops are welcome at the Club Senate Office, many clubs may be dealing with the same type of concerns.

ADVERTISEMENT

Club Senate is a great place to advertise an event that a club or organization will be hosting. Club Senate encourages clubs to take on different projects, whether they be community service, a fund-raiser, an athletic or academic event. There are several Senators that form a network of people that promote the event to their club and get the word out. It is a great opportunity to utilize this free advertisement. Your events can also be posted on the Club Website or on cwulife.com. Contact the VP for Clubs and Organizations to post your events.

FRIENDSHIPS Club Senate is a great place to meet a lot of people from all aspects of life. It unifies and created friendships that help bring the campus together. Central Washington University is a home to all of us, and Club Senate would like to bring that family even closer together.

UNIVERSITY SERVICES These services are provided on campus for all recognized clubs and organizations. Prior to spending money for these services, these steps must be followed: • Contact the service and get an estimate of your total expense. • Take the estimate to Campus Life Accounting and make sure there is sufficient funds in your club account. • Have two designated club members sign off on your club account number. If there are sufficient funds, the Campus Life Accountant can then authorize funds for the service to be performed. Duplicating (963-3686) - CWU has a duplicating service available at which you may have fliers, brochures, projects, tickets, etc. printed. Fee varies with order. Club Mailings (963-3686) - If you are sponsoring a campus-wide event, the BOD may sponsor a campus wide mailing for your club or organization. The event should be of interest to a wide variety of students. The decision whether or not to allow a campuswide mailing with the BOD name must be voted upon by the seven Board of Directors. You may also send out bulk letters and other mail by using the university’s mail room. Postage will be charged for all mail. Bookstore (963-1311) - You may find that you need butcher paper, pens or a host of other materials. If you do, the bookstore can charge these items directly to your Campus Life account. Mailboxes (963-1693) - All recognized clubs are entitled to receive their mail free of charge on campus. The mailboxes are located in the BOD office in SURC 236. Mailing Labels (963-1515) - If your club decides to do a major fund raiser, you can obtain mailing labels from the Student Affairs office. These labels can be directed to parents of on campus students, all students or what ever your needs are. There is a printing cost associated with this service. If you have any problems, please contact the Vice President of Organizations. Motor Pool (963-3259) - All recognized clubs can use motor pool vehicles. Club Senate may pay for the cost of the vehicle. If you choose not to have Club Senate pay for your trip, or if you are in “bad standing,” you may still use motor pool vehicles provided you have sufficient funds in you Campus Life Account.

Meeting Rooms (963-1321) - All recognized clubs and organizations may schedule two meeting rooms per week through Campus Life scheduling center free of charge. Advertising - Clubs may advertise is the Student Union & Recreation Center and around campus for their events, meetings, and activities. Clubs are responsible for making their own signs, putting them out and taking them down. Signs posted around campus and in the Student Union & Recreation Center in designated posting areas must be approved and stamped by the Scheduling Center (963-1321). • Lola Gallagher, Publicity Center Coordinator (963-1677) Fee required. • Observer Newspaper (963-1073) Fee required. • The Burg Radio Station (963-2246) FREE. • Plasma TV Ads – Free (See ASCWU-BOD for more details) Banking Services (963-1329) - All clubs must do their banking through Campus Life Accounting. All accounts earn interest. If you need a check to pay for registration, etc. Campus Life Accounting can process the necessary paperwork and mail it from the University for you. Clubs may take up to $200 cash per day out of their accounts. If you need a larger amount, please contact Campus Life Accounting to get a purchase order. E-Mail Accounts (963-2924) - All clubs and organizations can obtain a University EMail account through CTS. Application forms are located with the VP for Clubs and Organizations. The application will need your club’s name, advisor’s signature, and a contact person to be responsible for the account.

Places and People to Know

Director for Campus Life: John Drinkwater Mr. Drinkwater is the advisor to the ASCWU Student Senate and the Board of Directors. He manages the entire Campus Life unit which includes the Student Union & Recreation Center, Intramurals, and Campus Activities. Under his area of management is Civic Engagement Center, Center for Excellence and Leadership, Empowerment Center, and the Diversity Center. Mr. Drinkwater can help you and your club with campus activity programming, leadership programs, and student advisement. He is located in SURC 263.

Assistant Director of Campus Life: Scott Drummond Mr. Drummond is a back up to Mr. Drinkwater for club advisement. He can help advise clubs on activities, events, management, preparation of events, policy interpretation, and risk management. He can also help a club or organization program an event. He is a good resource for programming activities both on and off campus. Mr. Drummond is located in SURC 263.

Recreation and Intramurals: Steve Waldeck University Recreation and Intramurals covers a wide variety of activities happening both on and off campus. They have sports leagues, games and tournaments, guided trips and excursions, open gym, a rental headquarters, and also act as a ticketmaster outlet. Your club/organization can form teams to participate in any intramural league or tournament, or even have Mr. Steve Waldeck help you organize one. He is located in REC 150 or at 963-3512. University Recreation offers several great opportunities for your club/organization to get out together and do something fun!

Club Accounting: Kay Davis They are there to answer any questions regarding how the account is set up, policies that explain why clubs must have accounts on campus, how to set up new accounts, and how to make transactions and withdrawals. When doing any business on campus that requires your club to spend funds, you must first go to Campus Life Accounting. This includes before you can reserve for motor pool. Campus Life Accounting is also where you will pick up your reimbursement check when allocated funds from Club Senate. Contact Kay Davis in SURC 263A or at 963-1329.

CWU Dining Services Dining Services does a lot more then provide meals for the Residence Halls. They also have a catering team, located in Tunstall Commons Dining Hall, which is able to help with your club’s/organization’s activity. They cover everything from receptions, full banquets, retreats, dinner dances and barbecues. You can pick up a Service Request and Authorization Form from either VP for Clubs and Organizations or in Tunstall Hall. For further details of facilities, menus, and prices, call Geri Palmer at 963-1302 or E-mail at [email protected].

Civic Engagement Center This is a program that coordinates service projects between the University, and local/ regional communities. It is a way for students to learn and develop through active participation in their area of interest and/or study. Service learning is a hands-on experience that immerses students into real-life situations that foster civic responsibility and develop skills that employers seek. As an individual or as a club, members can enjoy enhancing their community and themselves. Contact Lorinda Anderson in SURC 256 or at 963-1643.

The Center for Student Empowerment

This is a center that creates a holistic, student centered, out-of class learning environment which involves intellectual, social, and emotional integration. It embraces respect toward individuals with regard to gender, race, economic status, sexual orientation, disabilities, and ethnicity. The center hosts such activities as the Brown Bag Series and the White Ribbon Campaign. It is a great place to research literature on gender issues, harassment, single parenting, day care, and so on. It can also help if your club/organization were to give a presentation/activity based on one of these concerns. The center also creates volunteer or service opportunities on campus or in the community based on Empowermental issues. Contact Katrina Whitney in SURC 250 or at 963-2127.

Campus Police

If your club/organization is hosting an event that will require security, Campus Police can help with this issue. A fee will be charged for this service. Also, if you are doing a program about such issues as safety or crime prevention, Campus Police would be glad to come and speak on those issues. They operate 24 hours a day, 365 days a year. Contact their department at 963-2959.

Club Forms and Packets The forms listed below are all available in SURC 236 upon request from the office of Clubs and Organizations. Some of these forms are required for certain events. The rest are helpful information and templates to guide your club in the right direction and educate them on University policies. Recognition Packet: This packet is to be filled out every year your club would like to be recognized by the University. Clubs can start this process the first day of fall quarter. There is no time line set to when your club must be recognized by. Clubs are recognized once per week at the weekly BOD meeting.

Funds Request Packet: This packet is to be filled out every time a club would like to request funds, contingent upon availability. Funds can only be requested for travel, registration, hotel, advertising, educational supplies, and guest speakers. Funds must also be requested before an event, and it is strictly on a reimbursement bases - NO EXCEPTIONS. Clubs can request up to $1,500 per academic year. Clubs must have their packet submitted to SURC 236 three days prior to a Funds Council meeting. Late packets will not be accepted. If the request is for more than $200, your club must request funds at both Funds Council and Club Senate. This is can be a two-week minimum process, so make sure your request packet is in on time!

Senate for Student Organizations Constitution and Bylaws: This packet contains all policies, guidelines and regulations that clubs, advisors, and Club Senate operate under.

Club Handbook: This packet includes helpful information about being a club, the recognition process, club responsibilities, what Club Senate is, how to go about the funds requesting process, and helpful University Services that can benefit your club.

Senator Handbook: This packet contains the basic information a person would need to know about being a Senator for their club, including their rights and responsibilities.

Advisor Handbook: This packet contains all information an advisor would need to know about the policies and guidelines that clubs and their advisors operate under.

Change of Senator: This form is to be filled out every time your club changes its Senator. If this form is not filled out, the previous Senator who is still on the records will remain the contact between Club Senate and your club, and will remain responsible for attending all meetings and receiving any information.

Sample Constitutions: These are for clubs who are in need of help with constructing their own constitution. They are constructed in more depth than needed, and it is up to your club on how much information you would like to put in your own constitution. These forms can also help with constitution revision. A revised constitution must be submitted every other year a club is recognized.

Parliamentary Procedure: This packet contains the A-B-C’s of Parliamentary Procedure. It gives the basic information that is needed from Robert’s Rules of Order. It is a good method of structuring your club’s meetings.

Student Judicial Code: These are the rights, responsibilities, rules and requirements governing academic and social conduct of students at CWU.

Drug & Alcohol Policy: This form identifies the Drug and Alcohol Policies of CWU in accordance with Washington State Law. It explains violations, offenses and penalties; serving alcohol beverages on campus; student assistance and intervention programs; and resources on campus.

Sign Posting Policy: This packet available through the Scheduling Center identifies the policy regarding the use of university facilities designated as posting space. These guidelines need to be followed every time your club posts ANYTHING. Also, all posted materials must be approved by the Scheduling Center and receive a stamp

Grand Event Application: This application is for all events that request the use of a large amount of posting space. The event must benefit CWU and the local community and not be a fund-raiser or commercial event. The form must be submitted for approval 21 days prior to the event to the SUB Union Board.

Who to Contact from the Clubs and Organizations Office Nick Peacock: VP of Clubs and Organizations, [email protected]

Heather Bayless: Club Senate Administrative Assistant

The Office for Clubs and Organizations is located in SURC 236 inside the Student Government (ASCWU-BOD) Office.

Email: [email protected] Phone: 509-963-1682