STU 020 - Associated Students Organizations Policy
Number: STU 020
Effective: December 1, 2016
Last Reviewed: June 12, 2023
Department: Student Affairs
Last Revision: June 12, 2023

Purpose

To officially recognize the Associated Students of the College of Western Idaho (ASCWI) as the duly elected body representing the students of the College of Western Idaho, to provide for the creation of subordinate entities, to define the relationship between ASCWI and the administration of the College. 

Scope

Applies to all students and administrative employees of the College, as well as to all student-formed clubs and organizations seeking or holding recognition of the college. Nothing in this policy shall infringe upon the rights of the faculty, nor upon the College administration, except in areas where either group interacts with ASCWI or their associated entities.

Definition

ASCWI: The Associated Students of the College of Western Idaho. An elected body consisting of an executive branch, a senate, and any associated committees, boards, groups, and other entities created to execute the functions of governance. 

College of Western Idaho: Refers to the College as a whole, or any office, department, or group therein. May also be referred to as CWI or the College. 

Dean of Students: The Dean of Students refers to the CWI employee holding the title of Dean of Students and his or her designee. 

Election: The process by which the enrolled students of the College are allowed to vote for the members of the executive team, the senate, and any referenda which may be put to the student body for approval or rejection. 

Student Body: All students enrolled in any degree, certificate, or training program with an expected duration of more than 60 calendar days and who are not solely enrolled in designated Dual Credit courses. 

Student Club or Organization: Any group of students who have met the criteria established by ASCWI, have completed the required application process, and have been approved for recognition by the senate. 

Voters: The subset of the Student Body which meet the criteria established by ASCWI for eligibility to vote in elections. 

Policy

The College recognizes ASCWI as the duly elected representative government and the voice of the student body in decision-making process. ASCWI shall conduct itself in accordance with applicable laws and regulations, as well as any established policies and procedures set forth by the College, though the Dean of Students or their designee. ASCWI shall also be subject to the following guidelines;

Guidelines

STANDARDS FOR ELECTED AND APPOINTED POSITIONS

All elected positions (including elected positions filled by appointment due to vacancy) within ASCWI shall be subject to the following requirements: 

  • Students must be enrolled for a minimum of 6 credits in the fall and spring terms at the time of election or appointment and throughout their term of office unless an exception has been authorized by the Dean of Students. 
  • Students must be in good academic and disciplinary standing. A student on academic probation may be granted a one-semester grace period, at the sole discretion of the Dean of Students. A student on disciplinary probation may not serve in an elected position. 
  • Students holding elected positions must always maintain a minimum grade point average of 2.5. 

The elected officers of ASCWI may make appointments, as necessary and appropriate, subject to reasonable limitations, as determined by the College. 

RECOGNITION OF STUDENT CLUBS AND ORGANIZATIONS

ASCWI shall be the sole recognition body for Student Clubs and Organizations. It shall develop standards for the formation of, and a process for the recognition of, Student Clubs and Organizations.

ELECTIONS

Elections must be held once each academic year, in the spring semester. ASCWI may determine the method of holding election, provided that:

  • Notice of elections is given at least 15 days prior to the first day of voting. 
  • All Voters are provided with the option to vote remotely, though this does not preclude the use of in-person voting as an option. 
  • The period of voting is not less than 48 consecutive hours. 
  • Reasonable restrictions are put in place surrounding campaigning such that the opportunity to campaign is reasonably fair, open to all, and not disruptive of the daily business of the College. 

FUNDING

The College shall provide funds to ASCWI for the purposes of maintaining general operations and providing for the support and engagement of the student body. These funds are subject to annual audit and may only be utilized in accordance with local, state, and federal laws, as well as CWI procurement policies.

ASCWI shall establish procedures for the use and disbursement of funds, which will require, at a minimum, that established procurement policies are followed and that a signature for each expense be obtained by the ASCWI president, or designee, and the designated advisor of ASCWI. The signature of the head of Student Engagement, the Dean of Students, the AVP of Enrollment and Student Services, the Provost, or the President may be required, depending on the nature and/or amount to be spent, in accordance with established procurement policies and procedures. 

ASCWI may solicit additional funds through donations, fundraising activities, and funds provided by students directly through a student fee.  

ASCWI is required to create and maintain an independent board, committee, or commission for the purpose of preparing an annual budget. This budget must be approved by the executive, ratified by the senate, and approved by the Dean of Students prior to the last day of final examinations of the Spring Semester, prior to the fiscal year beginning on July 1st of each year. 

Referenced