ASCWU

ICA Clubs and COVID-19 Updates

Club Activity

We understand that everyone will be dealing with and adapting to this global pandemic differently mentally, and emotionally. Further, club members may have differing access to technology capabilities and the internet. Finally, students may have extenuating home and family circumstances that prevent them from being as active as they would have been on campus. In this light please review the following:

• Club activity and standing requirements are suspended throughout the Spring 2020 Quarter. We encourage you to continue to meet virtually but club meetings are not required, please allow leniency and flexibility for individual students who may not be able to stay as connected during this time.
• Club in person events, meetings, and club travel are suspended through the Summer Quarter. We are still awaiting direction from the University on what form Fall will take. Please continue to check back here for updates. 
• No funds may be requested or allocated during this time. If you have already been awarded funding you may continue to process that reimbursement. 
• Club's individual funds can still be accessed and utilized through SURC accounting.  

For those who still want to connect please feel free to utilize the following resources. 

Club Virtual Scheduling, Meetings, and Events

• You can utilize the Outlook Web App, Outlook Desktop App, and Microsoft Teams  in order to create virtual meetings. Find a walk through of setting these up here.
• Additionally you all should have access to CWU’s licensed version of Zoom. 
  • CWU provides all students, staff, and faculty free access to video conferencing with Zoom. You may now log into Zoom using your CWU email address and password using this login page.
• The Scheduling center will now take 'virtual reservations' ; these meeting times will appear on the CWU Calendar and CWU Connect. To schedule simply e-mail the Scheduling center.
  • If your group is considering putting on a digital event open to more than just your club please make sure to schedule it with the scheduling center so we can help get the word out to the student body and other clubs!

Club Renewal 

• Official Club renewal will take place in the Fall of 2020 along with Club Officer Training sessions (this may be in person or virtually).
• We will have multiple sessions in the first couple of weeks of the academic year. 
• A minimum of two officers from each club will be required to attend the training. 
• During this time we will get you integrated into the online Presence system and review the updated processes that are living in the system. 
• More information on what to expect and how to prepare for this meeting will be sent via e-mail and posted here at a later date.

**Even though renewal will take place in the Fall please make sure you are doing/documenting the following with your club:

• Either conducting officer elections or planning what special elections in the fall looks like for your specific club.
• Recording social media accounts and passwords. 
• Reviewing your club's constitution and making any amendments or edits necessary. 
• Documenting event plans/procedure
  • What external vendors, performers, or contractors did you use? 
  • What was the overall cost of putting on the event? 
  • How did you get the money to do the event? 
  • Where was the event scheduled? 
  • What was the timeline for making it happen?
• Documenting travel plans/procedure
  • When is the event taking place that you're traveling to?
  • What was the overall cost and budget breakdown?
  • How did you decide who went? 
  • When did you request funding, was that enough time to request comfortably? 

If you have any questions, comments, or concerns please feel free to reach out to the Student Engagment Coordinator, Michael Middleton at Michael.Middleton@cwu.edu