Club Registration, Policy, & Requirements

Looking for a club?

A complete listing of all recognized student clubs at Central will be found on CWU Presence.
CWU Presence.

• Any fully registered student organization at Central Washington University shall be henceforth known as a Registered Student Organization or RSO. Student organizations provide a variety of opportunities for co-curricular learning, building meaningful relationships, developing personal ethics and leadership skills, and preparing students to become engaged citizens in their communities.
• Registered Student Organizations are defined as a group of students organized around a common purpose that is officially recognized by Central Washington University and by Student Leadership, Involvement, & Community Engagement (SLICE).
• Any student organization wishing to register at CWU must register officially as a Registered Student Organization (RSO). RSOs are supported by Student Leadership, Involvement, & Community Engagement (SLICE). RSOs must fully register and be an active organization to register with other councils.
• All Student Organizations must follow all applicable policies as outlined in WAC 504-28-010.

Policy on Registered Student Organizations at Central Washington University

• Central Washington University will regulate any student club using the name of Central Washington University or claiming an association with Central Washington University.
• Registered student organization active status comes with organizational rights and responsibilities but does not imply University endorsement of the purposes of a student club.
• Students who wish to start a new RSO must seek recognition through the Office of Student Leadership, Involvement, and Community Engagement (SLICE).
• Official recognition may be removed from any group for not fulfilling the rights and responsibilities as defined by SLICE, or CWU, or the appropriate council.
• All members of Central Washington University's RSOs must be currently enrolled Central Washington University students.
• All officer or executive board positions must be identified on their official roster through CWU Presence and only be held by currently enrolled Central Washington University students.
• A full time CWU Faculty or Staff adviser is also required to be identified on the roster. This position may not be fulfilled by a student who is not simulateneously a full time employee of Central Washington University.
• Although interaction with off campus advisers, alumni, faculty, staff and members of the local community is encouraged, it should be emphasized that student clubs at Central must be composed of Central Washington University students.
• We require all student clubs to be led by the democratic authority of the current enrolled students involved in the club.
• No club may select its leadership from or give voting authority to non-students. Although clubs may work with affiliate with outside organizations, only student club members may lead the registered student club. Violation of this policy may result in club suspension.
• CWU does not invite or support social Greek Life (fraternities and sororities) on-campus which is fully supported by the CWU President and Cabinet (ref. 2011).

2022 Registered Student Organizations (RSO) Handbook: RSO Handbook

Registered Student Organizations will have access to the following privileges and benefits:

• On-going leadership training series for RSO officers, RSO advisors, and RSO members.First access to tables at the quarterly Involvement Fairs as well as a university and RSO branded runner and black tablecloth specific to the organization provided by SLICE.
• Marketing support and access to utilize the Publicity Center to promote and brand the RSO, events, and recruitment.
• Utilize various university services at a reduced rate (examples include equipment rentals, RSO catering, etc.).
• An account with the SURC accounting office to hold the organization’s funds, contract and travel support, cash advances, as well as general support processing RSO transactions.
• Access to the staff in SLICE for advising and support on organization management, growth & development, event planning, marketing support, travel planning, and more.
• General liability coverage for all CWU RSO sanctioned activities (must complete assumption of risk forms).
• Affiliation and legitimacy with Central Washington University.
• Ability to archive RSO documents, track RSO membership, event participation, and various tools for RSO management.
• Access to online portal and CWU club database within Presence.
• Ability to request funding from the RSO funding pot for travel, RSO materials, and RSO specific events.
• Ability to reserve campus spaces in the SURC as well as on campus through the CWU Scheduling Center.

Non-registered Student Organizations.

While certain privileges and benefits are reserved for Register Student Organizations, many University facilities and spaces are open to all students during their operating hours. New organizations looking to form may utilize open spaces while in the process of registering.

Membership

• Registered Student Organizations at Central Washington University may only be comprised of enrolled students at Central Washington University.

• Membership in any RSO must be open to all students at Central Washington University regardless of major.

• Membership requirements must be clearly outlined in the organization’s constitution and must be quantified.

  • Organizations with limited membership requirements, such as a GPA requirement or a new member process, must clearly outline these requirements on both the organization’s page in the online portal and the organization’s constitution.

  • I.e., “Members must attend at least 50% of club meetings each quarter to be considered a member”.

• Organization dues can often provide a financial foundation to the organization.

  • Registered Student Organizations are not required to charge dues.

  • Organizations that require dues must clearly state in their constitution, the process for determining dues, the cost of dues, and the deadline for paying dues.

• Any student involved in any RSO must complete the Assumption of Risk & Liability form each year provided by SLICE. By signing this document, you acknowledge that participating in club activity is subject to a basic level of risk.

  • Students only need to complete the risk waiver once per year, even if part of more than one organization.

  • New members of any organization must complete the Risk waiver upon joining if they have not done so for another organization.

Registration and Club Types

Registration Process

The Office of Student Leadership, Involvement, & Community Engagement (SLICE) will be responsible for groups seeking to register as a Central Washington University Club or Organization.

To begin the process to register a new student organization, first decide the mission and purpose of the club. After this is decided:

• Acquire a minimum of 4 (four) founding officers and at least 2 (two) other members.
• Acquire a full-time CWU Faculty or Staff Advisor. Advisors must be an employed staff or faculty member at CWU with a CWU ID# and CWU email.
• Hold elections and decide who will serve in what position. This step will come hand-in-hand with building your constitution and determining which officers will be responsible for which duties.

Club & Organization Constitutions

You will need to get together as officers and build your club's constitution. This is your club's governing document that states how your club will operate. Your club's constitution can always be amended, but your responsiblity as club officers will be to follow the processes and policies outlined in the constitution.

Building your club's constitution will come hand-in-hand with hosting officer elections as you decide which position will be responsible for which duties.

Blank Constitution Outline

• Create your club's constitution. Constituions are subject to approval by Student Leadership, Involvement, & Community Engagement.
• See the section below, "Writing Constitution & Bylaws", for support in writing your constitution.

Annual Renewal Process

All Registered Student Organizations must renew each year as determined by SLICE to maintain active status for their organization year-to-year.

The process of renewal is to re-register the organization from year to year. Renewal is defined as the yearly re-registration and update for all RSOs.

• Renewal includes updating an RSO’s roster, officer positions, constitution amendments, and any other changes that were made the previous year.
• When it is time for renewal, all club officers will receive an email from Presence notifying them to renew.

Renewal includes submitting an organization transition within Presence for approval. Renewal includes:

• Updating club's consitution and ensuring all required components are included. (See below section: Writing Constitution & Bylaws)
• Updating officer positions following club's elections for the following year.
• Updating any new information on the organization's page on Presence (designated schedulers, meeting times, contact person, updated photos, etc.)
• ALL student members of ALL clubs must sign the Assumption of Risk Waiver.

Officers can access their renewal by logging into the admin dashboard > organizations > 3 vertical dots next to their organization's name > "Transition" > Complete all fields with the above information > Submit for approval.

***Initial submission of approval does not indicate that the submission was approved: Changes and edits to your submission or constitution may be required.***

***Renewal is only complete after full review by the SLICE team and after an email notification from Presence that your transition was approved***

Contact SLICE@cwu.edu to inquire about your club's renewal status or to follow up on your submission.

Spring 2022 Renewal for the 2022-2023 Academic Year:

Clubs that do not complete their renewal by July 29 will be placed into inactive status. Inactive clubs lose all privileges included ability to reserve campus spaces and request funding.

Clubs that fail to renew for the 2022-2023 academic year by the July 29th deadline will be able to reactivate their club starting Winter 2023.

Renewal Checklist

Active Organizations

An active RSO is defined as an organization that is fully registered and recognized at Central Washington University. An active RSO is an organization that follows all applicable policies outlined in this RSO handbook and their respective council constitutions.

RSOs are considered active after initial registration is approved, and RSOs must renew their registration each academic year to be considered active. RSOs in active status can access the full privileges available to Registered Student Organizations. Active status is contingent upon meeting and maintaining all required recognition policies and procedures, both outlined in this Handbook as well as the CWU Code of Conduct, and their respective constitutions.

Requirements to Maintain Active Status as an RSO]

• Maintain minimum membership and a CWU Staff/Faculty advisor.***
• Register all meetings & events through the Event Registration Form on Presence and record attendees.
• Keep RSO’s page on Presence up to date with accurate meeting times, contact information, and updated constitution.
• Ensure new members sign the Assumption of Risk & Liability Waiver on Presence upon joining.
• Maintain an accurate roster. Add & remove members as necessary with respect to the club's constitution.
• Follow the club's constitution. Review it often and make amendments as necessary.
• Complete the Renewal process each Spring as announced by SLICE.
• Follow all applicable policies as outlined in the RSO Handbook, CWU Student Code of Conduct, & WAC 504-28-010.

***Minimum membership refers to the lowest number of students required to register an organization and to maintain active status as an organization.

***Minimum membership is defined as maintaining 4 officer positions. RSOs should have at least 2 additional general members and a CWU faculty or staff advisor to maintain the organization.

Inactive Organizations

An inactive organization is defined as an organization that has lost its recognition from the university. Inactive organizations are not recognized by Central Washington University and do not have access to privileges available to student organizations.

Student Leadership, Involvement, & Community Engagement (SLICE) reserves the right to remove active status from RSOs.

SLICE reserves the right to revoke privileges and active status to RSOs should any of the following situations occur, including but not limited to:

• Failure to complete the renewal process by the stated deadline provided by SLICE.
• Failure to adhere to Central Washington University policies as outlined in the Student Code of Conduct.
• Failure to adhere to the policies and procedures outlined in this Handbook.
• Failure to adhere to the organization’s constitution and/or governing documents.
• Misuse of university facilities or funding awarded.
• Failure to comply with local/state/federal law.

How to write Constitutions & Bylaws

Each student club must have procedures that clearly define its methods of conducting business. A constitution is an effective means of establishing those procedures into a cohesive document agreed upon by all members. Clubs and organizations are required to submit a constituion as a minimum, and may develop additional bylaws and procedures as they develop as an organization.

Please reach out to SLICE@cwu.edu to schedule time to review, amend, or establish your organization's constitution.

Blank Constitution Outline

Constitutions are subject to review and approval by Student Leadership, Involvement & Community Engagement and must include all the following:

• The name, purpose, and mission of the organization.
• The date created and any dates of revision. List of recommended officer duties.
• A statement that only currently enrolled Central Washington University students are eligible for membership, and that membership is open to any current CWU student.
• A minimum, quantifiable membership requirement to be recognized as a member.
• The rights and privileges of full members, including voting for officers.
• An outline of frequency of meetings, and the procedures for calling regular and special meetings.
• Duties of all officers.
• Officers may not serve consecutive terms without re-election.
• Affiliations must be stated, even if none.
• Nomination procedures for elections.
• A minimum vote to elect officer positions (i.e., simple majority or 50% + 1).
• Procedures in case of a tie during officer elections.
• Procedures for using funds in the organization’s account.
• Procedures for requesting funding.
• Procedures for removing members, officers, and advisors.
• Procedures for determining club dues, cost of dues, and deadline for paying dues.
• Procedures for both officers and general members to make amendments to the constitution.
• Minimum vote required to enact any changes or amendments to the constitution.
• Any additional bylaws, regulations, or processes specific to the organization.

• RSOs should be identified as student-based organization and cannot be branded to be confused with any university department or program.
• RSOs should include the word “club”, “organization”, or likewise in the naming of the organization. This will identify the organization as a student-based organization. Possible word choices include “Club,” “Association,” “Society,” “Students for…,” etc.
• RSOs may not register with any version of “Central Washington University” in their name.
• RSOs may not include any CWU language in their online-portal registration.
• RSOs may identify with CWU in branding and promotion, but the RSO’s name should come before the university name. I.e., “Fishing Club CWU”.
• RSOs are encouraged to design and create their own unique logo to brand and identify their organization.
  • Organizations are strongly encouraged to work with the CWU Publicity Center to ensure their logos align with CWU branding standards.
• Social Media accounts created by and managed by RSOs are not official university social media accounts.
• RSOs that wish to host a social media account for their organization must follow any applicable laws and policies, including copyright and trademark laws, the relevant platform terms and conditions, the policies outlined in this Handbook, and the Student Code of Conduct.

Faculty & Staff Advisor Policies

• Clubs and Organizations are required to have a CWU Faculty or Staff member serve as the club’s advisor. Advisors are intended to serve in an advising role to assist organizations in decision making and development.
• Values of the Student Leadership, Involvement & Community Engagement include growth and courage. SLICE’s goal is to prepare students to learn new skills, receive feedback, and learn from failure to pursue their full potential.
• While the advisor serves as professional staff representation of the organization, advisors should allow student officers and members to handle all organization business. Advisors are encouraged to play a “hands-off” role, and allow the students reserve rooms, plan events, request funding, and otherwise decide amongst themselves how to conduct their organization.
• The Club and Engagement coordinator in SLICE serves as an additional advisor to all Registered Student Organizations.
• Clubs and organizations may have additional advisors that are not CWU faculty/staff, but they may only serve as co-advisor along with the CWU Faculty/staff advisor.
• The advisor role is a voluntary position and has no term limit.
• The advisor’s role must be a mutually agreed partnership between the advisor and the organization.
• Upon a new organization registering, the advisor must be confirmed willing and able to serve as the organization’s advisor via email.
• Advisors may not sign or otherwise agree to a contract or other obligation or agreement on behalf of the university for their student organization, even if the advisor has authority to sign contracts on behalf of the university as part of their university employment.
• Advisors should not use their personal funds to support an organization’s goals or events, as reimbursement is not guaranteed.
• Advisors do not have voting rights within a Registered Student Organization.
• Advisors may only assist the membership with the elections process and may not appoint officers.
• Advisors may be removed from office by the internal processes established in the organization’s constitution or other governing documents of the specific student organization. It is the organization’s responsibility to find a new advisor if the current advisor is removed by these processes.
• If an advisor needs to step down from their responsibilities, or is no longer employed at CWU, it is their responsibility to alert the organization of their absence. It is highly recommended that advisors find a replacement advisor for the organization prior to stepping down, but it is the organization’s responsibility to find a new advisor. SLICE can aid organizations looking for a replacement advisor.

Advisor Responsibilities

• Offer guidance to the organization to ensure they follow all policies outlined in this handbook, as well as all CWU, local, state, and federal guidelines.
• Ensure that the organization maintains an updated roster, and that new members are added and removed from the roster as appropriate.
• Ensure that all students on the roster of the organization complete the Assumption of Risk and Liability waiver provided by SLICE.
• Remain aware of the organization’s events and activities and maintain regular communication with club officers.
• Ensure that the organization follows all procedures outlined in the organization’s constitution.
• Assist the organization with review of the constitution and with the amendments process, as necessary.
• Notify both the organization and SLICE if they need to resign from their advisor duties.
• Report any problems or concerns within the organization to SLICE staff or the Behaviors of Concern report.