Student Club and Organization Quick Reference Guide

Transcription

1 Student Club and Organization Quick Reference Guide College of Western Idaho 2009 / C WI Club Reference Guide,

2 TABLE OF CONTENTS 1. College of Western Idaho Student Club and Organization List Starting a Student Club or Organization CWI Student Club and Organization Management CWI Student Club and Organization Travel.5 5. Events and Publicity Policies CWI Logo Use Policies Student Club and Organization Forms. 7 a. Application to Form a Student Club or Organization b. Constitution Approval Form c. Club Information Form 8. Student Club and Organization Event and Deposit Forms a. Event and Fundraiser Proposal Form b. Club Reconciliation Form c. Deposit Form 9. Student Travel Forms...16 a. Student Travel Agreement b. Out-of-Town Travel Forms 2 C WI Club Reference Guide,

3 STUDENT CLUBS AND ORGANIZATIONS ADVISOR CONTACT LIST One Stop Student Services - onestop@cwidaho.cc phone fax 5500 East Opportunity Drive - Nampa, ID CWI STUDENT CLUBS AND ORGANIZATIONS College is more than just attending lectures, writing papers and taking exams. It is also about enhancing the college experience by participating in campus clubs, organizations and activities. By participating in campus activities, students will be able to: Meet new people Learn leadership skills and gain practical experience Serve their community Gain new experiences and information Explore new ideas, career opportunities and goals Student clubs and organizations at the College of Western Idaho are part of the Associated Students of the College of Western Idaho (ASCWI). The term Student Clubs and Organization shall apply to all organized groups with an approved application to form a Student Club or Organization, an approved constitution, a completed Club Information Form including information on the Advisor, and list of members. All clubs and organizations must acknowledge receipt of the Student Clubs and Organizations policies. Failure to meet the requirements set forth in the Handbook may lead to suspension and/or restricted access to club funds. The College of Western Idaho Student Handbook may be found online at: CWI AREA SPECIFIC CLUBS AND ORGANIZATIONS Advisor(s) Phone Art Club Karen Brown karenbrown@cwidaho.cc Brenda Fisher brendafisher@cwidaho.cc Andrea Ascuena andreaascuena@cwidaho.cc Drama Club Jim Poston jimposton@cwidaho.cc English Club Matthew Haynes matthewhaynes@cwidaho.cc History Club Reggie Jayne reggiejayne@cwidaho.cc Psychology Club Heather Thompson heatherthompson@cwidaho.cc Martha Timberlake marthatimberlake@cwidaho.cc Sociology Club Charles Dickinson charlesdickinson@cwidaho.cc Media Club (New!) Randy Reese randyreese@cwidaho.cc C WI Club Reference Guide,

4 CWI PROFESSIONAL TECHNICAL CLUBS AND ORGANIZATIONS Auto Brigade Car Club Wade Hubsmith Associated Students of Computer Bartt Anderson Information and Technology Business Professionals of America Dona Orr Collision Coalition Brian Paul Computer Networking and Gaming Club Matthew Borge Machinist Club Bill Starkey Dave Sperry Skills USA Brian Paul Student Nurses Association George Frisbie CWI HONOR SOCIETY National Technical Honor Society Vera McCrink Debra Lady CWI SPECIAL INTEREST CLUBS AND ORGANIZATIONS Pickers and Grinners Reggie Jayne Speech and Debate Team Michelle Bennett Autumn Brackley CONTACT INFORMATION For more information please contact: Lori Manzanares, Director of Student Enrichment Phone: Approved and Interest Clubs as of February 1, 2010 (Subject to Change) 4 C WI Club Reference Guide,

5 STARTING A CWI CLUB 1. Students interested in starting a club or organization should identify a faculty or staff member to be the advisor for the club or organization. 2. Once an advisor has been identified, the advisor should submit the following forms to the Student Enrichment Office for approval: o Application to Form a Student Club or Organization o Constitution Approval Form o Club Information Form 3. Clubs and Organizations approved by the Student Enrichment Office will be able to enjoy the benefits of being a recognized CWI student club or organization. For more information, please refer to the CWI Student Handbook, page 31. CWI STUDENT CLUB AND ORGANIZATION MANAGEMENT 1. Once the forms have been approved by the Student Enrichment office, the forms will be sent to the College of Western Vice President of Finance and Administration for approval of a club account. The club account will be held by the college. For additional club account policies, please refer to the CWI Student Handbook, pages Clubs and organizations wishing to host an event, must submit an Event/Fundraiser Proposal form to the Student Enrichment Office a minimum of 7 days prior to the event for approval. 3. Clubs and Organizations hosting events to raise funds must also submit a Club Reconciliation Form. A completed Club Reconciliation Form must be submitted to the Business Office quarterly. For additional club account policies, please refer to the CWI Student Handbook, page Clubs and Organizations wishing to deposit funds into club accounts should submit a completed Deposit Form. The Deposit form and funds may be submitted to a One Stop Cashier for processing. The Deposit forms and funds may not be sent through the mail. For additional club account policies, please refer to the CWI Student Handbook, page Please note that all forms are found in the CWI portal under the Business Office. CWI CLUB CWI STUDENT CLUB AND ORGANIZATION TRAVEL AND ORGANIZATION MANAGEMENT 1. Students traveling on behalf of the college must submit a Student Travel Agreement Form. 2. The form must be signed by the faculty or staff advisor (and parent/guardian if applicable) and submitted to the Student Enrichment Office a minimum of two weeks prior to travel. The form must accompany a travel itinerary. 3. Hotel and Airline reservations are made through the Student Enrichment Office. If a rental car is needed, please make requests a minimum of two weeks prior to travel. 4. Students using college or club funds to travel must submit an Out-of-Town Travel Form. The form must also include an agenda and be submitted immediately after travel is complete. Outof-Town Travel Forms should be sent to the Business Office. 5 C WI Club Reference Guide,

6 CWI EVENT AND PUBLICITY POLICIES AND ORGANIZATION MANAGEMENT 1. CWI Student clubs and organizations are allowed to post flyers and posters to publicize events. All flyers and posters must first be stamped and approved by the One Stop Student Services Office prior to being hung. Flyers and posters that are not stamped will be taken down. 2. Students are only allowed to publicize events by using the bulletin boards in designated areas. Flyers and posters are not to be placed on walls, windows, or doors inside the building or on telephone poles. Please help keep our buildings clean! 3. Remove old posters after your event is over. 4. Do not use glue or staple guns. Use thumb tacks and scotch tape only. 5. Room reservations and room set up for events should be made a minimum of 48 hours in advance with the Office of Student Enrichment. 6. Please be courteous and cancel room reservations at your earliest opportunity. 7. Alcohol and smoking are prohibited in all CWI buildings 8. Open flames and candles are not permitted in CWI buildings. CWI LOGO USEAGE GUIDELINES 1. Student Clubs and Organizations may use CWI s logo to promote the club, organization and the college. However, it is best to check with CWI Marketing and Communications prior to using the logo. 2. For CWI s logo and merchandising policy or to request a copy of the CWI Branding Guide, please contact Jennifer Couch, CWI Marketing Director at (208) C WI Club Reference Guide,

7 Student Club and Organization Forms 7 C WI Club Reference Guide,

8 APPLICATION TO FORM A STUDENT CLUB OR ORGANIZATION Business Office - businessoffice@cwidaho.cc phone fax 6056 Birch Lane Ste Nampa, ID CWI acts as a custodian of certain external resources for independent organizations. The college provides these services only when the funds will be used by the independent organization for activities consistent with or in support of the Instruction of the college. This request for approval is only to gather needed information. If CWI agrees to set up an account, an agreement that outlines the responsibilities of all parties involved must also be completed. PART I -- Answering "Yes" to any of below indicates that this is not a club account. Do not continue to fill out the remainder of the form. Yes Does the donor believe the funds are a gift to the college? No Does CWI have authority to redirect the use of the funds? Is the activity that generated the funds a reciprocal transfer in which CWI gave up something of value? Has the independent organization designated an individual at the college as the recipient of the funds for the purpose of providing scholarships, fellowships, and/or other aid to that individual? PART II -- REQUESTOR INFORMATION Name Telephone PART III -- INDEPENDENT ORGANIZATION Club/Organization Name: Club/Organization Examples: (check one) CWI student association Externally sponsored events Other (Describe) Club/Organization Detail: (check all that apply) Independent organization expects financial reporting. CWI will be holding 100% of the organization's funds. 3. Independent organizations has a federal tax identification number : # 4. Independent organization has its own governing board. 5. CWI faculty/employee(s) present on the organization's governing board. If you checked this option, please list their names and their position on the governing board below Continue on Reverse 1 Application_to_form_ Student_Club/Organization_041509

9 PART IV -- CLUB/ORGANIZATION PURPOSE - Describe account purpose linkage to the mission of the college (attach pages as needed) Name: Anticipated account duration: Start Date: End Date: PART V-- CLUB/ORGANIZATION AUTHORIZED REPRESENTATIVE CWI employee who will be the authorized representative of the independent organization, who may have signature authority on the account, and who may be able to process transactions on behalf of the independent organization. Department Name: Cost Center: Authorized representative also serves a role in the independent organization (explain below) CWI employee with transaction authority: (if other than the authorized representative) CWI employee to receive accounting statements/monitor the account: (if other than the authorized representative) PART VI-- ADVISOR INFORMATION Name: Title Phone: Signature: Date PART VII-- DEPARTMENTAL/UNIT APPROVAL Approved Denied Name: Title Phone: Signature: Date PART VIII-- VICE PRESIDENT OF FINANCE & ADMINISTRATION APPROVAL Approved Denied Name: Title Phone: Signature: Date 2 Application_to_form_ Student_Club/Organization_041509

10 CONSTITUTION APPROVAL FORM Business Office - businessoffice@cwidaho.cc phone fax 6056 Birch Lane Ste Nampa, ID To be complete by all Clubs and Organizations prior to access to their club account. This form ensures that all officers and the club Advisor recognize and approve of the club Constitution. GENERAL INFORMATION Club/Organization Name The Constitution on file for our club/organization has been reviewed and verified to be correct and up to date. Attached is a copy of the approved Constitution. SIGNATURES OF CLUB/ORGANIZATION OFFICERS Faculty Advisor President Vice President Secretary Treasurer Representative PRINT NAME SIGNATURE DATE PRINT NAME SIGNATURE DATE PRINT NAME SIGNATURE DATE PRINT NAME SIGNATURE DATE PRINT NAME SIGNATURE DATE PRINT NAME SIGNATURE DATE APPROVALS Student Enrichment Office PRINT NAME SIGNATURE DATE

11 CLUB INFORMATION FORM Business Office - businessoffice@cwidaho.cc phone fax 6056 Birch Lane Ste Nampa, ID To be completed by all Clubs and Organizations prior to access to their club account. GENERAL INFORMATION Club/Organization Name Meeting Time & Place ADVISOR INFORMATION Name Phone Position Department CLUB/ORGANIZATION MEMBERS Name Phone

12 Student Club and Organization Event and Deposit Forms 12 C WI Club Reference Guide,

13 EVENT/FUNDRAISER PROPOSAL FORM Business Office - businessoffice@cwidaho.cc phone fax 6056 Birch Lane Ste Nampa, ID To be completed by all clubs/organizations three weeks prior to holding an event. GENERAL INFORMATION Club/Organization Name Advisor Phone EVENT INFORMATION Date of Proposed Event Time(s) Name of Proposed Event Description/Purpose of Proposed Event How many people are expected to attend? Is public invited? Is there an admission fee? Will food be served? If so, how much? Who is providing the food? Total time including set up/clean up Location How will event be advertised Are there any contracts that need approval? (all contracts must be approved by appropriate personnel) If a fundraiser, who does it benefit, and how will you solicit funds? List any special set up or equipment needs and supplies: APPROVALS Approved by Added to Master Calendar? STUDENT ENRICHMENT DIRECTOR Date Additional Security Required? Food Service Approved?

14 DEPOSIT FORM One Stop - onestop@cwidaho.cc phone fax 5500 East Opportunity Drive - Nampa, ID This completed form must accompany all deposits. Deposits are to be made by the Club Advisor to any of the cashiers in the One Stop Offce. DEPOSIT INFORMATION Club/Organization Name Club Account Number Source of Deposit (must include all 14 digits) (dues, fees, raffle, ticket sales, food sales, etc ) CASH & COIN Amount Amount $1 *please roll if possible $2 Pennies* $5 Nickels* $10 Dimes* $20 Quarters* $50 Fifty Cent $100 One Dollar TOTAL CASH & COIN TOTAL CASH $ - TOTAL COIN $ - $ - CHECKS CHECK NUMBER NAME AMOUNT CHECK NUMBER NAME AMOUNT TOTAL CHECKS $ - DEPOSIT VERIFIED BY CLUB ADVISOR DATE TOTAL DEPOSIT $ - ONE STOP CASHIER DATE CLUB REVENUE CASH RECEIPT # SALES TAX

15 CLUB RECONCILIATION FORM Business Office - businessoffice@cwidaho.cc phone fax 6056 Birch Lane Ste Nampa, ID To be completed by all clubs/organizations after the end of an event to reconcile all revenue brought in and all expenses paid out. GENERAL INFORMATION Club/Organization Name Event Event Date CWI Account Number REVENUE Number of tickets sold $ per ticket Number of tickets sold $ per ticket Number of tickets sold $ per ticket Total tickets sold "OUT OF POCKET" EXPENSES - Total revenue from ticket sales ORIGINAL RECEIPTS MUST BE ATTACHED $ Total spent on advertising and promotion $ Total spent on decorations $ Total spent on food $ Total spent on entertainment $ Other, please specify $ Other, please specify $ Other, please specify $ Other, please specify $ Other, please specify $ - Total "out of pocket" expenses DEPOSITS $ Total amount of money deposited into the CWI Club Account listed above APPROVALS Club Advisor Signature Date Business Office Signature Date

16 Student Travel Forms 16 C WI Club Reference Guide,