ASCWU

Club Recognition Packet

CENTRAL WASHINGTON UNIVERSITY CLUB RECOGNITION PROCEDURE


This form should be filled out all at once, you will NOT be able to save and come back to this form later.

NOTE:  If you are a returning Collegiate Sports Club, please contact Corey Sinclair, Collegiate Sports Club Coordinator (509-963-3516) as this is NOT the right form for you.


CENTRAL WASHINGTON UNIVERSITY AFFILIATED CLUBS AND ORGANIZATION ACTIVITY IS EXPECTED TO COMPLY WITH THE PRESCRIBED CONDUCT PROVISIONS OF THE UNIVERSITY’S STUDENT RIGHTS AND RESPONSIBILITIES POLICY, WASHINGTON STATE LAW, AND GOVERNING UNIVERSITY POLICY MANUALS.  ASCWU-BOARD OF DIRECTORS RESERVES THE RIGHT TO DENY CLUB RECOGNITION SHOULD A CLUB/ORGANIZATION OR ITS MEMBERS VIOLATE SAID POLICIES AND/OR STATE LAW, ALLEGED VIOLATIONS WILL BE REFERRED TO THE CAMPUS JUDICIAL COUNCIL.


Please complete the included Recognition Form, Statement of Non-Discrimination, Club/Organization Description and Declaration of Representation as well as read through all required documents as stated in this packet.


BEFORE YOU START THIS PACKET MAKE SURE YOU HAVE THE FOLLOWING ITEMS:

1: PRINT OUT ONE SCHEDULING/ACCOUNTING SIGNATURE SHEET,  AND BRING TO ACCOUNTING WHEN FORM IS SUBMITTED

2: PRINT OUT AT LEAST FIVE (5) COPIES OF THE INSURANCE SHEET, FILL IT OUT AND READY TO UPLOAD TO THIS FORM.

3: HAVE A CLUB CONSTITUTION DOCUMENT READY ON FILE. IF YOU DO NOT HAVE A CONSTITUTION, CLICK HERE FOR AN EXAMPLE.

4: ADVISOR INFORMATION; ie. NAME, PHONE NUMBER, EMAIL, DEPARTMENT.

5: OFFICER INFORMATION; ie. CLUB PRESIDENT, VICE PRESIDENT, SECRETARY, TREASURER AND SENATOR: NAME, STUDENT ID, PHONE NUMBER AND EMAIL.

6: CLUB DESCRIPTION DOCUMENT ON FILE.


Membership Information


Statement of Non-Discrimination

This club/organization will not discriminate in its membership on the basis of race, color, religion, creed, national origin, sex, sexual orientation, age, marital status, disability, academic standing or status as a disabled or Vietnam era veteran.


Required Signatures List

In order to be a recognized Club, there are several signatures you must obtain to be able to be recognized and operate as a ASCWU Club.

In order to schedule and receive funding, fill out, and bring a copy of the Scheduling Signature list to the Accounting Office in Room 263.

YOU MUST PRINT OFF THIS FORM, AND BRING IT TO ACCOUNTING IN ROOM 263!

Signature List

 


 

Club Description

Please give a brief description, (no more than 250 words) of your club or organization.

Suggested ideas might include the purpose of your club, any goals for your club, and any other related information that may interest prospective members.

This “Club Description” will be published on the Club Senate Website, as well as distributed in print and electronic forms to all interested students looking to find and join ASCWU recognized clubs. It will also be available to the public on the Club Database.

Enter Club Description
Please either type or copy and paste your club description into this box

Statement of Intent

(TO BE COMPLETED BY CLUB ADVISOR)

Please upload a statement of approximately 300 words. The intention of this requirement is to allow you to evaluate what you expect from yourself, what Central Washington University requires of you, and even what your future club members expect from you as a club advisor. Please include the degree in which you intend to participate in the club's activities, how you will support the club's officers to ensure a prosperous leadership and what roles in the club that you have to fulfill.

Remember, as the advisor you have the opportunity and the obligation to provide support to club leaders and members. Through cooperation we can increase the presence of positive atmospheres on our campus.

if you have any questions, concerns or comments regarding this requirement or an advisor's role in a club, please contact me.

ASCWU Student Government
V.P. forClubs & Organizations
ASCWUClubs@cwu.edu
509.963.1682
 

Click HERE for the Statement of Intent template

Upload Your Statement of Intent
Files must be less than 2 MB.
Allowed file types: pdf doc docx.

Constitution

Submit a current and updated Constitution with this Recognition packet.  Note: Your Constitution must be updated every academic year. Constitutions should be a brief statement of requirements for and limitation on membership, the purpose &/or mission of the club, information on club/organization dues or fees and when they are collected. After up-loading a constitution, the Associate Director of Campus Life, Scott Drummond, will review the submitted document. When the constitution has been reviewed you will then need to obtain a signature form Mr. Drummond (SURC 263). *This step does not constitute club recognition.

If you do not have a Constitution on file and are not sure how to create one please click HERE to view a sample constitution.

Upload Your Constitution

Files must be less than 2 MB.
Allowed file types: pdf doc docx.

 

Required Rules, Guidelines & Policies

Rules, Guidelines & Policies

 

Club Insurance Policy

Recognized clubs and organizations at Central Washington University now enjoy the benefit of having General Liability, Special Risk Accident, and Catastrophic insurance policies to protect student club members and Club Senate in their activities.

I have received, read and understand the information contained in the Club Insurance and Risk Management Packet and agree to be bound by its contents. In order to remain in compliance with the policy I agree to obtain liability waivers from every club member and submit them to the club insurance coordinator within seven days of joining. I agree that the club will not participate in activities that are excluded in our policy as stated in the Risk Management Packet. I further acknowledge that failure to remain in compliance with these policies may result in loss of club recognition.


 

Statement Of Non-discrimination

This club/organization will not discriminate in its membership on the basis of race, color, religion, creed, national origin, sex, sexual orientation, age, marital stat us, disability, academic standing or status as a disabled or Vietnam era veteran.


 

Declaration of Representation

I understand that attendance to Club Senate Meetings are Mandatory and that failure to have a Senator present will have negative impacts on the club including but not limited to the status of “Bad Standing”, the loss of funding, ability to vote and/or the right to address the senate and loss of recognition as a club.


 

 

POLICY FOR SCHEDULING SPACE

Scheduling Academic Space:

  • Academic spaces can be scheduled only after academic classes have been assigned for their quarter. In rare cases, events may be canceled or relocated to provide for academic class needs.

Funding:

  • If you are scheduling events that may incur cost, funding will need to be approved with Club Accounting, and the Facilities Usage Agreement (FUA) signed prior to your event.

Club Status:

  • Your club must stay in good standing in order to schedule events. Should your club fall into bad standing your events may be canceled due to the change in status.

Using 25 Live

  • New online system for scheduling space is 25Live. This program can be accessed through the CWU website. Only the students who are authorized schedulers will have access to request space through 25Live. Please visit http://25live.cwu.edu/

 

Terms and Conditions

Marketing/Publicity

  • No marketing/publicity should be released until both parties involved complete a signed copy of this agreement.  Publicity for all non-university sponsored events must include the name of the sponsoring organization and must not be structured so as to imply Central Washington University sponsorship.  Use of University Logos is strictly prohibited without expressed written consent from the University.  Advertisement of events on university property that are non-university sponsored are allowed only on the Community Events Board in the Student Union Building with consent of the University and must follow Central Washington University’s Campus and Student Union Advertisement Posting Policy.  

Breach of Contract

  • If the User has violated the terms of this agreement, or because participants or attendees have violated laws or university policies, the user is obligated to make full payment of all fees under this agreement.  Misrepresentation of the nature of the activity or failure to fully disclose pertinent details regarding facility use will also be a breach of contract.  Otherwise, termination by the University shall result in a prorated refund of the applicable fee, based on the portion of the use period that was actually used but less any expenses incurred by the university.

Deposits

  • Non-university user groups are responsible for payment of 75% or more of the estimated costs, depending on the type of event or arrangements made, which is due three days prior to the event. Washington State Agencies are exempt from making advanced payments.  Failure to pay in advance will force a cancellation of all arrangements.  Breach of Contract will also be enforced, which does not preclude responsibility for payment of costs incurred to the date of cancellation.

Concessions and Catering

  • The University reserves the right to provide all catering and concessions for events. The University reserves for itself, or its agents, contractors or concessionaires the sole right to the following services: Sales and serving of all consumable foods, confections and beverages. User shall not give away or sell items under the terms of this Agreement without the expressed written permission of the University. Should the University agree to waive its sole rights to provide concessions and catering, the User shall agree to pay such rates or fees as the University shall determine for waiver of the University’s exclusive rights as set forth herein. 

Alcohol

  • User is responsible for complying with all laws of the State of Washington and the City of Ellensburg concerning the consumption of alcoholic beverages on public property.  If alcohol is being served at the approved event the University has the right to require a University Police officer be present. The User shall be charged for assigned University Police Officers for the duration of the User’s event. The User must comply with the Central Washington University Alcohol Permits Policy and submit the correlating applications.  Failure to obtain full compliance and permissions will be considered a breach of this contract on the part of the User. Alcohol is not permitted in housing facilities.

Laws and Regulations

  • The user will comply with all laws of the United States and the State of Washington; all municipal ordinances; and all lawful orders of police and fire department or any other municipal authority; and will obtain and pay for all necessary permits, taxes and licenses; and will not do nor suffer to be done anything on said Premises during the term of this Agreement in violation of any laws, ordinances, rules or orders.  For events exhibiting goods and/or services at a trade show, the City of Ellensburg may require the Lessee to have a Temporary Special Events permit.  Information on the permit is available at www.codepublishing.com/wa.ellensburg under Title 6.64 Temporary Special Events.  All payments for permits are to the City of Ellensburg.

Cancelation or Changes in Facility Request(s) – Student Union Policy Only

  • Cancelations by Student Organizations, University Departments and External Groups must be made in writing at least 30 days prior to an event start date.  Repeated failure to do so may result in suspension of reservation rights. All Conferences or External Groups scheduling events more then 90 days in advance are subject to pay a 50% room rental cancelation fee plus all unique costs incurred by Central Washington University in preparing for the events, unless cancelation is made in writing to the University within 30 days of making the reservation. All events that make resource or setup changes within 24 hours of the event start time may incur a late fee per item changed.

Transfer or Subletting

  • The user shall not assign, transfer, or sublet facilities listed in this agreement, nor shall user permit any other person or organization to occupy the facility, without the expressed written consent of the Central Washington University Student Union Operations Office.

Damages

  • The user shall be responsible for all damages to buildings, grounds, fields, and equipment incident to the user’s use.  User shall not do, or permit to be done, upon the premises anything that will tend to injure, mar, or in any matter deface the premises and will not drive or permit to be driven, any nails, hooks, tacks, or screws into any part of the facility, and will not make or allow to be made any alterations of any kind to the building or equipment of the University without expressed written consent of the Central Washington University Student Union Operations Office. The user will be responsible for replacement fees for equipment that is lost, stolen, destroyed, or damaged.

Abandoned Property

  • Any property left in the facility shall, after a period of five working business days from the last day of use hereunder, be deemed abandoned and shall become property of the university to be disposed or of utilized at the university’s sole discretion.  Any expenses incurred to the University for the disposal/removal of abandoned property shall be the sole responsibility of the user, and will be charged to the final invoice.

Nondiscrimination

  • Central Washington University’s policies and practices affirm and actively promote the rights of all individuals to equal opportunity in education and employment without regard to their race, color, creed, religion, national origin, sex, sexual orientation, gender identity and gender expression, age, marital status, disability, or status as protected veterans. Central Washington University, and thereby Users, with respect to its activities conducted at the university during the term, will comply with all applicable federal, state and local laws, regulations and executive orders.

Release of Claims/Hold Harmless

  • User expressly agrees to hold harmless, protect, reimburse, save and indemnify the University, its officers, employees, and agents from and against any and all claims, demands, causes of action, suits or judgments (including costs and expenses incurred in connection therewith and including the costs and expenses incurred by the University in establishing its rights to indemnification) for deaths or injuries to persons or for loss of or damage to property, including University property, arising out of or in connection with the use and occupancy of the premises by user, its agents, servants, employees or invitees whether or not caused by the University’s negligence or the condition of the University’s facilities.  In the event of any claims made or suits filed, the University shall give user prompt notice thereof and user shall have the right to defend or settle the claim or suit to the extent of its interest.

Insurance

  • When an event involves physical activity, or proposed use will otherwise increase the risk of bodily injury above the level normally inherent in the facilities to be used, proof of appropriate liability insurance coverage with limits of at least $1,000,000 per occurrence must be provided to the Central Washington University Student Union Operations Office before approval of the request use will be granted.  Additionally, events that are providing or serving alcohol may be subject to provide proof of Liquor Liability Insurance to the University.  The University strongly suggests that all user groups carry liability insurance.

Civility Statement

  • The university reserves the right to halt an event when behavior violates the terms and conditions of the event agreement or any applicable university policy and procedure.

 

SURC ACCOUNTING

2015-2016 CLUBS/ORGS
POLICIES & PROCEDURE
QUICK REFERENCE GUIDE

 

Club/Org Recognition

Clubs and Orgs must be recognized on a year to year basis. To be recognized as a Club or Org, the following steps must be completed:

CLUBS:

  1. Complete the recognition form provided by ASCWU-BOD.
  2. The packet will be checked for completeness and forwarded to the next ASCWU-BOD meeting for a vote.

ORGS

  1. Complete the equity and services council recognition application and turn the completed packet in to SURC 236 VP for Equity & Community Affairs. Proof must be provided that the club has been recognized and attended ESC meetings for a period of one year.

**Recognized student Clubs and Orgs may not have any checking or savings accounts outside of the University.

 

Signatory Lists

To conduct transactions through the SURC Accounting Office, a signatory list must be completed listing all individuals authorized to conduct transactions.

  • A minimum of two individuals are required on the signatory list (including one advisor), as it takes two signatures to release funds from the Club/Org account.
  • Signatory lists must be completed prior to being turned in at the SURC Accounting office.
  • In the event a Club/Org should disband or fail to be recognized for a period of three consecutive years, the signatory list will indicate where the funds held in trust by SURC Accounting will be distributed.

 

Deposits

  • A detailed description of what the deposit is for (e.g. name of fundraiser, dues with person’s name, etc.)
  • Please describe how fund raised funds were advertised for use to SURC Accounting.
  • All deposits will need to be detailed on a deposit form and the count verified at the transaction window. Any differences in the amount of the deposit will be resolved prior to accepting the deposit.
  • Checks should be endorsed with the Club/Org name.
  • A goldenrod copy of the deposit slip will be given to the depositor at the end of the transaction for the Club’s/Org’s records.
  • Canadian Coins will be taken out of the deposit amount and will not be credited to the Club/Org account.

 

Cash Withdrawals

Cash Reimbursements:

  • Two signers must sign for the withdrawal of cash for reimbursement. Forms will be held in the SURC Accounting office for signatures, they cannot leave the office.
  • Picture Identification in the form of CWU Connection Card or issued by a Government Agency is required for identification of both signers and the individual receiving the cash payment.
  • Reimbursements must be accompanied by receipts or documentation for the reimbursement. If the transaction is for less than the total of the receipts it must be made clear what amounts are being reimbursed.

Cash Advances:

  • Two signers must sign for the withdrawal of cash for reimbursement. Forms will be held in the SURC Accounting office for signatures, they cannot leave the office.
  • A statement to receive Check/Cash Advance must be filled out indicating the reason for the advance, amount requested, where/how funds will be used, and contact info.
  • Picture Identification in the form of CWU Connection Card or issued by a Government Agency is required for identification of both signers and the individual receiving the advance.
  • The receiving party is responsible for submitting receipts or documentation for the advance within seven calendar days of the receipt of advance (If the advance is for travel or events, receipts are due seven calendar days from return from travel or the end of the event).
  • If the full amount of the advance is not used, any unused funds must be re deposited into the Club/Org account. *When you redeposit funds, notify the accounting clerk the funds are a redeposit of an earlier advance.

Note: For advances larger than $200.00, a check will have to be cut and an expense form filled out, however the requirements for the advance will be the same as that of a cash advance. Checks require a 3 day processing period after the second signature is received, checks will be mailed unless it’s an emergency situation.

 

Expense Forms

Expense forms can be filled out for the following:

  • Transfer of Funds from one Club/Org to another Club/Org. An expense form must be completed and signed by two signatories from the Club/Org who is transferring the funds out of their account.
  • Payments for on campus services such as Scheduling Center Charges, Motor Pool Charges, Duplicating/Publishing Charges.
    • Scheduling will provide an estimate for services, the estimate amount will be taken to SURC Accounting and an expense form will be filled out and signed by two signers. The expense form receipt will be taken back to the scheduling center to complete booking. Final charges will be sent to SURC Accounting.
    • Motor Pool requests are completed in SURC Accounting with an estimate. An expense form signed by two signatories is completed and the receipt is returned to Motor Pool by the Club/Org. Final charges will be sent to SURC Accounting.
    • Catering must provide an estimate for services. An expense form signed by two signatories must be completed. An invoice with final charges will be sent to SURC Accounting.
    • Duplicating/Publishing must provide an estimate for services. An expense form signed by two signatories must be completed. An invoice with final charges will be sent to SURC Accounting.
  • Check Requests for payment for larger purchases or services provided and cash advances over the amount of $200.00.
    • An address is required on all checks cut by the University.
    • "Do not mail" checks are available only in emergency situations.
    • There is a 3 day processing period from the time that the second signature is obtained on the expense form.
    • Payments to individuals require an invoice or A-19. See the SURC Accounting website for more information.

 

Club/Org. Travel

  • Clubs who will be traveling will need a travel authorization form filled out and approved prior to travel (even if they will not be receiving funding from a source other than the club account). The travel authorization is completed online and support can be found in the SURC Accounting office.

* For a detailed list of Club/Org. Accounting Policies & Procedures please visit: http://www.cwu.edu/surc-accounting/ - Phone: 509-963-1327 - E-mail: Club_Accounting@cwu.edu


 

Insurance Information and Agreement

Insurance Waivers

Each member of the club must have an insurance waiver filled out and turned in to the office of Clubs and Organizations in order to be recognized and to be a part of the club. There is a minimum number of 5 members per club, please print off at least 5 waivers along with the signature list and have members fill them out and hand them in.

YOU MUST TURN IN 5 OFFICER WAIVERS TO SURC 236 TO BE OFFICIALLY RECOGNIZED

 

If you are under the age of 18, click HERE to print off the insurance waiver document. Once it is filled out, upload it below, otherwise continue filling out this form.

Files must be less than 2 MB.
Allowed file types: gif jpg png odf pdf doc docx.

When this form is submitted, we will then NOTIFY you when you are able to attend a recognition meeting. WE WILL ONLY NOTIFY YOU IF THEY ARE COMPLETED!

If you have any inquiries pertaining to club recognition or when and where the ASCWU Student Government Public meeting will be held, be sure to email your Vice President for Clubs and Organizations at ASCWUClubs@cwu.edu.

Optional Info for Club Database
All the information added in this field is optional (i.e. not required for official recognition). However, it will all be used for your club's listing on the searchable club web database. It will help your club make a first impression for individuals interested in your club.
50 WORDS MAXIMUM This will be a brief summary/advertisement of your club to be used in the Club Database. This is the first thing that people will see when searching for your club so please make it good.
This will be used as the 'avatar' for your club's summary/teaser in the club web database. This image will be cropped to 100px X 100px.
Files must be less than 2 MB.
Allowed file types: jpg jpeg png.
This will be used for you club's informational page in the club web database. It should be in landscape format. Recommended dimensions are 500 x 250.
Files must be less than 2 MB.
Allowed file types: gif jpg jpeg png.