600: Club Recognition & Finance

601: Club Recognition

601.01 Clubs must obtain ASCWI recognition annually to remain in good standing with the CWI.

601.02 All new and returning clubs seeking recognition must complete and submit all required registration materials, including club application and supporting documentation, by open enrollment periods established by the Office of Student Engagement.

601.03 The Office of Student Engagement shall review submitted materials to verify club officer eligibility, conduct standing, constitution requirements, and any other recognition requirements.

601.04 Upon determining that a club has met all eligibility requirements, the Office of Student Engagement shall notify the Club Recognition and Support Committee that the club is eligible to proceed through the recognition process.

601.05 The Club Recognition and Support Committee shall provide the eligible club with the ASCWI Club Recognition Questionnaire and establish a submission deadline.

601.06 Upon receipt of completed questionnaire, the Club Recognition and Support Committee shall review the club’s registration materials, constitution, questions responses, and any other relevant documentation.

601.07 Returning clubs are not required to present before the committee unless the it is determined that additional information is necessary to evaluate the club’s recognition.

601.07.01 The Committee may require a presentation when significant changes or concerns are identified, including but not limited to changes in the club’s mission, leadership structure, membership, operations or overall eligibility.

601.07.02 A returning club is defined as a previously recognized club that has remained active and has not been inactive for two (2) or more consecutive academic semesters.

601.08 New clubs seeking first-time recognition must present before the Club Recognition and Support Committee.

601.08.01 The Committee shall schedule a recognition hearing and provide the club with presentation requirements and hearing information.

601.08.02 The presentation may be followed by questions from committee members.

601.08.03 A new club is defined as club that has not been previously recognized by ASCWI or a club that has been inactive for two (2) or more consecutive academic semesters.

601.09 The Club Recognition and Support Committee shall vote on club recognition after completing its review and any required hearing.

601.09.01 Recognition decisions shall be approved by a majority vote of committee members present.

601.09.02 A quorum for club recognition decisions shall consist of one (1) committee member. When the chair is the sole committee member present, the chair may approve, defer, or deny recognition on behalf of the Committee.

601.10 The Committee is expected to complete its review and recognition decision within 10 business days of receiving eligibility confirmation from the Office of Student Engagement, excluding any time required for ca club presentation or hearing.

601.11 Following the Committee’s vote, the Chair of the Club Recognition and Support Committee or their designee shall notify the club of its recognition decision and any applicable conditions, requirements, or next steps.

601.12 As a condition of recognition, all required club officers and advisors must complete required club training developed by the Office of Student Engagement by the established deadline.

601.12.01 The club training window shall be published in Student Club Handbook, and specific training deadline shall be communicated by the Club Recognition and Support Committee.

601.12.02 Clubs unable to meet the training deadline may request an extension by emailing ASCWI at ascwi@cwi.edu. 

601.12.03 The Club Recognition and Support Committee shall review extension requests and communicate any approved accommodations or revised deadlines.

601.13 Additional procedures, timelines, evaluation criteria, and requirements related to club recognition may be established through the Club Recognition and Support Committee and their related administrative processes.

602: Club Financing

602.01 ASCWI shall designate a portion of its allocated budget to be awarded to recognized student clubs through the Club Recognition and Support Committee.

602.01.01 The Club Recognition and Support Committee shall oversee the review and determination of club funding requests in accordance with the provisions of Section 603.

602.01.02 The Club Recognition and Support Committee shall consist of:

i. Council member for club recognition and support, serving as chair;
ii. Two (2) committee members appointed in accordance with ASCWI procedures.

602.01.03 The Committee shall report to the vice president of student resources regarding funding allocations and committee activities.

602.01.04 The vice president of records and finance shall serve as an advisor to the Committee and provide budgetary information, funding availability, and financial guidance as necessary.

603: Club Funding Requests

603.01 Submission of Funding Requests

603.01.01 Recognized clubs seeking financial support from ASCWI shall complete and submit the designated Club Funding Request Form.

603.01.02 Funding requests must be submitted by Sunday at 11:59 p.m. to begin the review process during the following week.

603.01.03 Funding requests shall include all information and supporting documentation required by ASCWI.

603.01.04 Clubs may be required to provide additional information or attend a meeting with the Club Recognition and Support Committee for clarification of a funding request if necessary.

603.02 Review & Approval Process

603.02.01 The Club Recognition and Support Committee shall review all completed funding requests.

603.02.02 The Committee is expected to review and vote on funding requests within 10 business days of receiving a completed funding request.

603.02.03 The Committee may approve, approve with modifications, defer pending additional information, or deny a funding request.

603.02.04 Funding requests shall be approved by a majority vote of committee members present.

603.02.05 A quorum for funding decisions shall consist of one (1) committee member. When the chair is the sole committee member present, the chair may approve, modify, defer, or deny funding requests on behalf of the Committee.

603.02.06 Following the Committee’s vote, the chair of the Club Recognition and Support Committee or their designee shall notify the club of the funding decision and any applicable conditions, requirements, or next steps.

603.02.07 Funding requests shall be administered in accordance with ASCWI funding policies, budget allocations, and funding tier criteria as established by ASCWI.

604: Club Funding & Tier Assignments

604.01 Club Tier Assignments

604.01.01 ASCWI shall maintain a club funding tier system to determine funding eligibility, funding limits, and funding expectations for recognized student clubs.

604.01.02 Club tiers shall be assigned annually by the Club Recognition and Support Committee prior to the start of the academic year and communicated to clubs during the annual recognition process.

604.01.03 Tier assignments shall be based on a club’s compliance with tier expectations, participation in required activities, prior tier status, and overall engagement with ASCWI and the Office of Student Engagement.

604.01.04 The Club Recognition and Support Committee shall monitor club compliance with tier requirements throughout the academic year.

604.01.05 Clubs are expected to maintain all applicable tier requirements beginning with their first active semester and continuing thereafter.

604.01.06 If a club does not maintain the expectations associated with its assigned funding tier, the Club Recognition and Support Committee may work with the club to develop a plan for improvement. If concerns remain unresolved, the Committee may:

a) Reassign the club to a lower funding tier;
b) Limit future funding requests;
c) Temporarily suspend funding eligibility.

604.01.07 Prior to any change in tier status or funding eligibility, the club shall be notified of the proposed action and provided an opportunity to submit additional information for consideration.

604.01.08 If a club is inactive for two (2) or more consecutive academic semesters, the club’s account shall be closed, any remaining funds shall revert to ASCWI, and the organization shall be required to reapply as a new club. Reestablished clubs shall be assigned to Tier 4 during their first semester of renewed recognition.

604.02 General Tier Expectations
All recognized clubs, regardless of tier designation, shall:

604.02.01 Maintain an active status and good standing with ASCWI and the Office of Student Engagement.

604.02.02 Have at least one (1) student representative attend all required Student Leadership Circle meetings in accordance with ASCWI requirements.

604.02.03 Maintain an updated club webpage through the CWI website.

604.02.04 Maintain a CWI affiliated club email address for communication with students.

604.02.05 Post club meetings to the CWI events calendar and club webpage

604.02.06 Ensure any club-operated social media accounts are first facilitated by the Office of Student Engagement.

604.03 Tier 1 Funding Eligibility

604.03.01 Tier 1 clubs may request up to $5,000 per academic year, not to exceed $2,500 per semester.

604.03.02 Tier 1 clubs may request up to $2,500 of their annual allocation for travel-related expenses.

604.03.03 Tier 1 clubs shall:

a. Participate in at least one (1) official Student Engagement Club Fest each semester or demonstrate alternative recruitment and outreach efforts
b. Conduct at least two (2) approved events or activities per semester.
c. Participate in at least one (1) community service activity per academic year, as defined in the Student Club Handbook.

604.04 Tier 2 Funding Eligibility

604.04.01 Tier 2 clubs may request up to $4,000 per academic year, not to exceed $2,000 per semester.

604.04.02 Tier 2 clubs may request up to $2,000 of their annual allocation for travel-related expenses.

604.04.03 Tier 2 clubs shall:

a. Participate in at least one (1) official Student Engagement Club Fest each semester or demonstrate alternative recruitment and outreach efforts
b. Conduct at least one (1) approved event or activity per semester.

604.05 Tier 3 Funding Eligibility

604.05.01 Tier 3 clubs may request up to $3,000 per academic year, not to exceed $1,500 per semester.

604.05.02 Tier 3 clubs may request up to $1,500 of their annual allocation for travel-related expenses.

604.05.03 Tier 3 clubs shall:

a. Participate in at least one (1) official Student Engagement Club Fest each semester or demonstrate alternative recruitment and outreach efforts
b. Conduct at least one (1) approved event or activity during the academic year.

604.06 Tier 4 Funding Eligibility

604.06.01 Tier 4 clubs may request up to $2,500 per academic year, not to exceed $1,250 per semester.

604.06.02 Tier 4 clubs may request up to $1,250 of their annual allocation for travel-related expenses.

604.06.03 Tier 4 is a provisional tier reserved for:

a. Newly recognized clubs during their first semester of operation;
b. Existing clubs that have not met Tier 3 requirements.

604.06.04 Following successful completion of their first semester and satisfaction of applicable tier requirements, Tier 4 clubs may be reassigned to a higher tier through the tier review process.