91ɬ��

Philosophy 

91ɬ�� recognizes students gain more from their college experience by getting involved outside of class. Students also improve their future employability by participating in clubs. Students will gain valuable communication, collaboration, critical thinking, and conflict resolution skills. Clubs at 91ɬ�� exist to support student growth and success inside and outside of the classroom. 

Benefits

College is more than just classes; it's about enhancing your experience by getting involved with campus groups and activities. Participating in student clubs offers significant benefits, helping you grow personally and professionally.

By engaging in campus life, you will:

• Meet new people and build connections.
• Interact with staff and faculty, opening doors for mentorship.
• Develop leadership skills and teamwork abilities.
• Boost your employability by demonstrating initiative.
• Serve your community and foster social responsibility.
• Explore new ideas, career paths, and goals.
• Network with community members for future opportunities.
• Enhance your resume, making you a more competitive applicant.

The information, policies, and procedures laid out in this handbook pertain to recognized clubs. All clubs must uphold the student club policies. Failure to meet the requirements outlined in this handbook may lead to a club losing its recognition. 

The Office of Student Engagement facilitates the operation of all student clubs. Any facilitation of college policies and procedures regarding clubs, directly and indirectly, are administered through this office. Student Engagement organizes open enrollment and helps maintain club records. They will also assist with events, finances, fundraisers, and travel. Additionally, Student Engagement provides leadership training and support.

Student clubs should follow all 91ɬ�� policies and regulations. These policies pertain to all entities of the College, including student clubs. These policies include, but are not limited to: 

• Student rights and responsibilities
• Student code of conduct
• Harassment
• Safety and security
• Financial management
• Travel
• Employment
• Free speech
• Discrimination

Questions about college policies and regulations should be brought to the Office of Student Engagement for further direction.

The Associated Students of the 91ɬ�� (AS91ɬ��) are the elected student governing body on campus. Working in conjunction with the Office of Student Engagement, AS91ɬ�� is responsible for overseeing the following club components:

• Club Recognition
• Club Funding & Funding Tiers
• Student Leadership Circle Meetings

Processes and procedures are outlined by the College and facilitated by the Office of Student Engagement. While AS91ɬ�� is not responsible for these processes and procedures, they do provide a platform for clubs to express concerns around the impact these have on the club’s effectiveness and opportunities at 91ɬ��.

To connect with a representative from AS91ɬ��, please email ascwi@cwi.edu.

Students can establish a club at 91ɬ�� (91ɬ��) for any legal purpose on campus. All student clubs are reviewed and assigned a club type based on several criteria that include but are not limited to:

• Function for the student body.
• Relationship with a department, office, and/or AS91ɬ��.
• Access to various college resources.
• Level of risk posed from activities to the College. 

Recognized clubs are assigned into the following types:

• Academic: Focuses on a specific field of study or professional development.
• Competitive: Provides opportunities for friendly competition, skill development, teamwork, and achieving goals through organized challenges, tournaments, and events.
• Cultural: Promotes awareness, appreciation, and celebration of a specific culture, heritage, or identity through events, performances, or discussions.
• Honors: Recognizes academic excellence and achievement. Often affiliated with honors societies that provide service, leadership, and scholarship opportunities.
• General Interest: Centers on a shared hobby, pastime, or passion that brings members together for activities and social connections.
• Political Interest: Focuses on raising awareness, promoting civic participation, and advocating for causes, issues, or policies that impact communities.
• Service: Promotes volunteerism and community engagement through service projects and outreach activities.
• Spiritual: Supports religious or faith-based practices, beliefs, and community through worship, study, and fellowship activities.

Club open enrollment is the window where students can register new or previously existing clubs on campus. This is an annual registration process that all clubs must complete to be considered recognized and active for that academic year.
 

Fall 2026

• Open Date: Monday, Aug. 17
• Close Date: Sunday, Sept. 20
   

Spring 2027

• Open Date: Monday, Jan. 11
• Close Date: Sunday, Feb. 21
   

During this window, club privileges will be limited to hosting initiatives and events focused on recruitment and outreach. Previously existing clubs that were active in the last academic year will be granted a temporary active status during the open enrollment window, meaning these clubs will have access to any available funds and be allowed to request purchases for recruitment and outreach efforts.

Clubs will not be able to plan and host events (non-recruitment and outreach activities) throughout and following the open enrollment window until all the steps for recognition are completed for the current academic year. Clubs failing to complete the registration process can try again during the next open enrollment window.

Schedule a Meeting

91ɬ�� students interested in starting a new club or renewing an existing club should schedule a meeting with the Office of Student Engagement to receive guidance throughout the activations process. It is recommended that a new club do this in the first three (3) weeks of open enrollment each semester.

To schedule a meeting, email clubs@cwi.edu. 

Identify Roles

Identify required club officers (president, treasurer, secretary) and advisor roles. 

Officer Eligibility

• Semester AND cumulative GPA of 2.0 or greater.
• Enrolled in at least one (1) credit at 91ɬ��.
• In good conduct standing with 91ɬ��.

Advisor Eligibility

• Must be employed directly by 91ɬ��. 

Develop a Club Constitution

A club constitution is the foundation for an effective organization, providing both current and prospective members with a clear understanding of the club's mission and how it functions. A club is required to include a constitution when completing a Club Registration Form every academic year the club registers with AS91ɬ�� and the Office of Student Engagement.

Constitution Components

Constitution components include, but are not limited to:

• Membership requirements.
• Club officer requirements and duties.
• Election, vacancy, and impeachment process for club officers.
• Voting and quorum process for club business.

New clubs can request a sample club constitution template to customize to fit the club’s unique needs. Returning clubs can request the most current copy of their club’s constitution on file (if applicable). Either can be requested by emailing clubs@cwi.edu. 

Submit a Club Registration Form

All registration forms must be completed by a student in a club officer role and submitted within the open enrollment window. New and returning clubs are only required to complete registration forms once each academic year. Once submitted, all registrations form will be reviewed for eligibility by the Office of Student Engagement.

Fall Registration

Clubs recognized in the fall semester remain recognized through the end of the academic year (through summer term in July), pending eligibility requirements being met.

Spring Registration

Clubs recognized in the spring semester remain recognized through the end of the academic year (through summer term in July) pending eligibility requirements being met. 

AS91ɬ�� Club Recognition

Once eligibility has been confirmed, the Office of Student Engagement will send registrations off to AS91ɬ��. All new and returning clubs will be emailed an AS91ɬ�� Club Recognition Questionnaire to fill out and complete. All questionnaires are reviewed by the AS91ɬ�� Club Recognition and Support Committee and clubs can anticipate communication regarding next steps.

New Clubs

Clubs applying for recognition for the first time are required to present to the Club Recognition and Support Committee. A new club is defined as a club that has not been previously recognized by AS91ɬ�� or a club that has been inactive for two (2) or more consecutive academic semesters.

Returning Clubs

Returning clubs are not required to present for annual renewal unless the Club Recognition and Support Committee determines that additional information is necessary to evaluate the club’s registration.

For additional information regarding club recognition, email ascwi@cwi.edu.  

Complete Club Officer & Advisor Trainings

Online Training Course & Assessment

Upon recognition, all club officers and advisors will be added to the online training course hosted within Canvas. Within 10 business days from recognition, club officers and advisors are required to complete the Online Training Assessment with a passing grade of 70% or higher.

• Clubs will not be able to reserve space, request approval/hold activities, request funds, and/or spend funds until the assessment is complete for both officers and advisors.
• Unable to complete the Online Assessment by the deadline? Connect with AS91ɬ�� prior to the deadline to request an extension by email at ascwi@cwi.edu. Failure to complete or request an extension may result in a review of recognition at the discretion of AS91ɬ��.

Supplemental Club Resource Workshop

Upon recognition, the Office of Student Engagement will reach out to club officers to coordinate a time to schedule a supplemental workshop. This session will review and provide hands-on exposure to the club resources, as well as provide the club with the opportunity to ask questions to aid in their success and beyond. Workshops are scheduled club by club to create an individualized experience tailored to that club’s specific needs. Sessions are offered in-person, virtually or can be conducted during standard club meetings if the club so chooses. 

Set-Up Club Administrative Items

To remain active, all clubs are required to complete the following administrative tasks following club recognition:

Club Meeting Space & Time

All clubs are required to have their meetings times and locations publicly available to the campus community through the College’s event calendar. This includes meetings being held off-campus and virtually. For assistance with scheduling, contact clubs@cwi.edu. 

Club WebPage & General Club Email

All clubs are required to submit a Club Web Request Form to: 

• Request a new or update an existing club webpage.
• Request a creation for or access to an existing general club email address. All club emails will have the domain of cwi.edu. 

Active Status 

Clubs at 91ɬ�� are classified as active as long as they meet the following criteria:

• The club is formally recognized by AS91ɬ�� and the Office of Student Engagement.
• The club is in good standing with AS91ɬ�� and the Office of Student Engagement.
• Club members have completed all required club paperwork during the open enrollment window after the club is formally recognized.

Inactive Status 

Clubs at 91ɬ�� are classified as inactive if they do not complete recognition requirements during the open enrollment window. Clubs that do not meet these requirements are not considered recognized and can try again during the next open enrollment window the following semester.

Inactive Club Accounts

For clubs that have been inactive for more than one (1) academic year, their designated club account will be closed. This means that any remaining funds will be returned to AS91ɬ��. Exceptions to this rule must be approved by the Office of Student Engagement.

Recognized student clubs enjoy the following privileges: 

• Use of the College name in the title: [Club Name] at 91ɬ��.
• Use of the College’s facilities and resources (e.g., meeting rooms, event space, bulletin boards, digital display advertisement, etc.).
• Request for funding from AS91ɬ��.
• Establishment of a club bank account within the College’s Business Office.
• Assistance from the Office of Student Engagement.
• Inclusion in the online directory of student clubs.
• Establishment and maintenance of a webpage attached to the College’s official website, cwi.edu. Guidelines apply. 

As a general rule, membership in a recognized college organization must be open to all students. No student may be denied the rights of access to participate in any college-sponsored or college-approved activity because of race, age, color, religion, national origin, sexual orientation, gender, veteran status, or disability.

Membership for Academic Organizations

Clubs that are academically focused, such as those related to specific majors or fields of study, must be open to all students unless they are governed by a national organization with specific membership requirements. 

For example, a club for business students cannot limit its membership solely to students in the Business program. Any student who wishes to join must be allowed to do so. The only exception would be if the club is a chapter of a national association or an honor society that has specific GPA or course requirements. In these cases, the club must adhere to the membership guidelines set forth by its national affiliation. These membership guidelines should be reflected in the club’s constitution on file with the Office of Student Engagement.

Membership for Sport-Related Clubs

No sport-related club may form with the intention of being designated as for male or females only. The club must be open to all students (e.g., co-ed). This requirement is in accordance with the AS91ɬ�� Constitution under which clubs operate.

Each infraction is unique and is subject to their own unique set of standard and subsequent sanctions. Infractions will fall under one of the following violation categories:

• Student Violations: One or more students violate community standards and expectations. All students will be held accountable to the Student Code of Conduct. Anyone in violation will be referred to Student Conduct for resolution of the case.
• Club Violations: A club is in violation of standards or procedures. Clubs are required to meet the unique responsibilities required of all clubs to uphold the safety and enrichment experience of 91ɬ�� students. A club in violation of their requirements will be referred to the Office of Student Engagement for resolution of the case. Depending on the violation, clubs may be referred to Student Conduct for resolution.
• Advisor Violations: An advisor fails to adhere to procedures or abuses their position of authority. Advisors are required to complete online club training to learn proper policies and procedures that are to be used during their time as an advisor. Should advisors violate their commitment to the club, they may be removed from their role and/or may be referred to Human Resources for further investigation of the case.

Violations

Violations occur when individuals or organizations fail to meet expectations or act in a manner that jeopardizes the integrity, finances, or operation of the club. Violations may include, but are not limited to:

• Failure to complete the annual registration process during open enrollment.
• Failure to file required paperwork by specific deadlines for requests.
• Absence from meetings and/or training.
• Abusing a position of power.
• Loss of an advisor/inability to replace an advisor within 15 business days.
• Club’s bank account has been in deficit for more than 30 calendar days.
• Failure to provide receipts or other financial records when requested.
• Unaccounted funds (e.g., deposits, withdrawals, transactions).
• Off-site bank accounts.
• Off-site withholding of funds.
• Violating the Student Code of Conduct.
• Violating the Student Club Handbook.
• Flagrant disregard for College of Wester Idaho policies and procedures.
• Failing to meet minimum requirements set forth by AS91ɬ��.
• Violating local, state, or federal laws.

Sanctions

When a violation occurs, the College may impose one or more sanctions based on the nature, severity, and frequency of the conduct. Sanctions may include, but are not limited to:

• Probationary status.
• Repaying debt on outstanding balances.
• Preventing access to funds.
• Restitution for damages incurred.
• Loss of privileges.
• Loss of recognition.
• Referral of the case to Student Conduct and/or local authorities.
• Removal of club officers from their position.

The College reserves the right to impose sanctions not specifically listed above when deemed necessary to address the violation, protect college resources, and maintain the integrity of the student club and organization program.

The Office of Student Engagement may not be aware a problem exists unless individuals notify our office. For that reason, we have formalized a process for reporting issues of concerns. Any student, staff, or faculty may contact the office to share concerns, complaints, or ask questions.

• If the concern is regarding a club or advisor, the issue should be reported to the Office of Student Engagement at clubs@cwi.edu. 
• If you believe the concern is in regard to a violation of the Student Code of Conduct, the issue should be reported to Student Conduct through the .

A complaint may be filed against a club under the Student Code of Conduct. A club and its members may be held collectively or individually responsible for violations of 2.10. Offenses Related to Student Organizations.

While all complaints will be investigated, 91ɬ�� is committed to protecting the privacy of all students and, for that reason, the outcome of the investigation will remain confidential. For more information regarding the processes and procedures used to investigate complaints, please refer to the Student Handbook or contact the dean of students at dos@cwi.edu. 

A recognized club may lose recognition and no longer be considered active when significant violations occur or when the club fails to meet recognition requirements.

Ground for Loss of Recognition

Loss of recognition may result from any of the violations listed within the Violations & Sanctions section, including but not limited to financial mismanagement, failure to maintain recognition requirements, failure to adhere to college or AS91ɬ�� policies, or violations with local, state, or federal laws. If the review of an infraction results in loss of club recognition, any existing club funds will be returned from the club’s account to AS91ɬ��.

Appeal Process

Club leaders or members may appeal the loss of club recognition. The process and timeline for appeals will be provided in writing in a decision letter. For more information regarding the student conduct process, please refer to the Student Handbook.

Voluntary Withdrawal of Recognition | Club Dissolution

A club may choose not to continue to be an active club on campus at any time following the club’s recognition. To dissolve or withdraw from club recognition, club leaders must: 

• Contact the Office of Student Engagement at clubs@cwi.edu. 
• Submit a copy of the club’s meeting minutes outlining how the club voted to dissolve.

If a club chooses to dissolve/withdraw, all affiliated club funds will be returned from the club’s account to AS91ɬ��.

All recognized student clubs are assigned a club bank account, known as a cost center, through the College’s Business Office. This cost center is used for all club financial transactions including deposits, purchases, payment requests, and reimbursements. To receive a cost center, a club must be formally recognized by AS91ɬ�� and the Office of Student Engagement. Once approved, the Office of Student Engagement will work with the Business Office to establish a unique cost center for the club. Clubs may not open or maintain bank accounts outside of the College. Failure to comply with this policy may result in the loss of club recognition.

Club funds are intended to support the club’s mission, approved activities, and members. Funding may be generated from fundraising efforts, approved donations, membership dues (when permitted), and allocations from approved funding sources such as AS91ɬ�� or the 91ɬ�� Foundation.

Restrictions on Club Funds

Club funds may not be used to:

• Benefit an academic department.
• Replace classroom equipment.
• Purchase supplies for a class or class project.
• Purchase items for or to donate to an outside organization.

Requests for exceptions should be submitted to the Office of Student Engagement for further review.

Accountability

Clubs are responsible for ensuring club funds are managed responsibly and financial activity complies with 91ɬ�� (91ɬ��) policies and procedures. Club treasurers can act as stewards to ensure financial decisions are made in the best interest of the organization. This includes maintaining accurate records, submitting required documentation, and using club funds only for approved club purposes. Officers should work with the Office of Student Engagement when questions arise regarding purchases or account management to ensure compliance and transparency in the use of the club resources. Failure to meet these responsibilities may result in corrective action or other sanctions.

If clubs are in need of additional funding, beyond that which is fundraised, clubs may request funds from the Associated Students of 91ɬ�� (AS91ɬ��). A portion of the AS91ɬ�� budget is set aside each year to assist recognized clubs with their various activities and initiatives. It is up to the discretion of the current AS91ɬ�� governing body to establish a system and process each year for evaluating requests and granting funds. All funding process questions, should be referred to ascwi@cwi.edu. 

1. Verify Available Club Funds
   Prior to submitting a Funding Request Form, clubs should review their available funding and determine if they have enough funds to cover the cost of the events, activities, and initiatives they plan to host throughout the duration of the academic year. If the club does not have sufficient funding, we recommend completing the next steps. For inquiries regarding club balances, contact clubs@cwi.edu. 
    
2. Review AS91ɬ�� Funding Tier Assignment for Guidelines & Restrictions
   Prior to submitting a Funding Request Form, clubs should review the Club Recognition & Finance section of the AS91ɬ�� by-laws for guidelines and instructions for their assigned Funding Tier to determine the amount they are eligible to request. Funding Tiers are assigned to clubs at the time of recognition. For inquiries regarding funding tiers, contact ascwi@cwi.edu. 
    
3. Submit a Funding Request Form
   All funding request forms must be completed by a student in a club officer role. Clubs should refer to the Club Recognition & Finance section of the AS91ɬ�� by-laws for additional guidance around the funding request review and approval process. It is the responsibility of the club to show a breakdown for how they plan to utilize the funds being requested and how the club voted for that plan. Once submitted, the request will undergo a review process, and the club will be notified by AS91ɬ�� regarding next steps. Failure to respond to any communications from AS91ɬ�� regarding the request may result in the request being denied.

Approved or Denied Funding Requests

The amount of funding being requested is not guaranteed. AS91ɬ�� reserves the right and discretion to deny or approve an amount different from what was requested. If the request is approved, AS91ɬ�� will work with the Business Office to transfer the approved amount.

It is important to note that an approved funding request does not authorize clubs to hold events, spend funds, and/or fundraise. Clubs must complete the required club forms (e.g., Event Request Form, Purchase Request Form, Travel Request Form) to be able to utilize the funds received.

Membership Dues 

To promote equitable access and participation, student clubs are not permitted to charge membership dues or fees. An exception to this rule may be granted for clubs affiliated with a state, regional, national, or international organization that require membership fees as a condition of participation. Clubs seeking to charge membership dues must submit an email request outlining the reason and justification to the Office of Student Engagement at clubs@cwi.edu. 

Scholarships 

To ensure compliance with federal regulations and institutional policies, clubs may not establish or award scholarships to individual student members. Scholarship programs are subject to complex Internal Revenue Service (IRS) regulations and financial aid requirements governing how scholarships are created, awarded, and reported. The College is not currently positioned to facilitate club-specific scholarship programs that meet these requirements. This requirement helps ensure equitable access to student club and organizations while maintaining compliance with policies and applicable financial regulations.

Deposits

How to make a club deposit: 

1. Go to the One Stop location location at the Nampa Micron Education Center.
2. Fill out the Deposit Form completely with a representative. You must have the club's Cost Center on the Deposit Form. 
   • If the club is depositing checks from an event/fundraiser etc., the club must write the club Cost Center on the back of the check in the upper right corner. 
3. One Stop will count the money with the club representative to verify that the deposit is accurate and to create checks and balances. 
4. After the money has been counted and the Deposit Form is accurate, the One Stop will sign off on the Deposit Form. The One Stop will give you a copy for your records. Make sure to keep your copy for records, send a copy to Clubs@cwi.edu, and record it within your own budget tracking. 

Your deposit will not be accepted if: 

• You do not have the club's Cost Center on the Deposit Form and every check.

Reimbursements

• All purchases must be made through the Office of Student Engagement.
• Reimbursements for purchases or travel will not be conducted unless approved prior.
  
  • Exceptions may be made regarding travel with documentation of extenuating circumstances.
• Refer to club travel and the proper prior approvals through Student Engagement. 

Student clubs may seek sponsorship and donations from external individuals, businesses, and organizations; however, all requests must be coordinated through the Office of Student Engagement and approved by the 91ɬ�� Foundation before outreach begins. To allow adequate time for review, clubs must submit their request at least 15 business days before contacting potential donors or sponsors. This process helps the College:

• Maintain strong relationships with community partners and donors.
• Coordinate fundraising efforts across campus.
• Prevent multiple groups from soliciting the same donor.
• Ensure donors are approached in a professional and informed manner.
• Provide clubs with information about previous donor relationships and giving history.
• Provide clubs with support and guidance throughout the fundraising process.

Contacting Potential Donors

Before contacting potential donors, club leaders must provide:

• A summary of the project, program, or event for which funds are being sought.
• The fundraising goal or amount being sought.
• A list of businesses, organizations, or individuals the club intends to contact.

The Office of Student Engagement will review the request and forward it to the 91ɬ�� Foundation for approval. Clubs may begin soliciting sponsorships or donations only after approval has been received. Upon approval, the 91ɬ�� Foundation can help coach clubs, if they choose, on solicitation strategies and materials. For questions regarding sponsorships, donations, or the approval process, contact the Office of Student Engagement at clubs@cwi.edu. 

Student clubs may request purchases that support club operations, member engagement, recruitment, or organizational goals, even when the purchase is not tied to a specific event.

1. Verify Available Club Funds
   Prior to submitting a Purchase Request Form, clubs should review their available funding and determine if they have enough funds to cover the cost of the purchase. If the club does not have sufficient funding, we recommend completing a Funding Request Form. For inquiries regarding club balances, contact clubs@cwi.edu. 
2. Gather Purchase Information
   Prior to submitting a Purchase Request Form, clubs should collect the following information:
   • Item name
   • Quantity needed
   • Cost estimate
   • Product link, quote, invoice, or screenshot of the item(s)
   • Any additional details pertinent to the items being requested
3. Submit a Purchase Request Form
   All purchase request forms must be completed by a student in a club officer role. Club should be prepared to show evidence of all purchases details and how the club voted to spend funds. Once submitted, the request will undergo a review process to verify sufficient club funding and to determine the request meets all purchase request requirements. If all looks good, the club’s purchase request will be submitted to receive overall budget approval.

If your purchase involves working with a vendor, do not commit until approval has been received. The Office of Student Engagement will continue conversations with the vendor on behalf of the club.

Facilitation of Approved Club Purchases

If approved, the Office of Student Engagement will begin the process of purchasing approved items within the request. It is the responsibility of the club to respond to communication inquiries as relevant to their purchase to ensure no delay. Once items have arrived, clubs will receive an email with instructions for pick-up (if applicable).

Events

Definition

Events are organized gatherings, activities, or occasions that serve a dual purpose for a club. Events provide engaging experiences for their members and the campus community and serve as a primary method for recruitment. By hosting events, a club also builds camaraderie, attracts new members, and raises awareness for its mission.

Types

Events can take many exciting forms; each designed to appeal to different interests and achieve specific goals: 

• Social Gatherings: These events focus on building community and allowing members to connect in a relaxed setting. Examples include a themed party, a movie night, game night, or a potluck dinner. The primary goal is to foster social interaction and strengthen member bonds.
• Activity-Based Events: Participants engage in a specific activity together. This could be a spirited fun run/walk, a friendly sports tournament (e.g., a basketball or video game challenge), or a creative workshop (e.g., painting, crafting), or a bake-off. These events encourage participation and shared experiences. 
• Educational or Informative Events: These gatherings aim to share knowledge, skills, or insights related to the club's interests. Examples include a guest speaker presentation, a panel discussion, a skill-building seminar, or a documentary screening followed by a discussion. These events enrich members' understanding and expertise.
• Performance or Showcase Events: These events provide a platform for members to demonstrate their talents or for the club to showcase its achievements. This might involve a talent show, a concert featuring member performances, an art exhibition, or an open-mic night.
• Community Service Events: These events involve the club interacting with and contributing to the wider community. Examples include a park clean-up day, or volunteering at a local charity. These events highlight the club's positive impact beyond its internal membership. 

Fundraisers

Definition

Fundraising is the organized activity of seeking financial support for a club's operations, projects, or goals. It involves various methods such as events, campaigns, or direct appeals to gather donations from individuals, businesses, or foundations. The primary purpose of fundraising is to secure the necessary resources to achieve the club's mission and objectives, enabling activities like purchasing equipment, organizing events, supporting travel, which might not be possible through current funding.

Types

Fundraising can take many forms, from large-scale events to smaller, ongoing efforts. Here are some common ways clubs raise funds:

Events 

Events are often the most visible and engaging forms of fundraising. You can host: 

• Ticketed Events: People buy tickets to attend. This could be a gala dinner, concert, talent show, movie night, or a themed party.
• Activity-Based Events: Participants pay to take part in an activity. Think of a fun run/walk, sports tournament like basketball or a video game competition. 
• Sales-Based Events: Sell goods or services directly. This might be a bake sale, craft fair, or a merchandise sale (e.g., t-shirts, hats with club logo).
• Experiential Events: These offer unique experiences for a fee. Examples include a "pie-in-the-face" fundraiser, or a silent/live auction of donated items or services.

Campaigns 

Campaigns focus efforts over a specific period, often with a clear goal in mind. You might organize: 

• Donation Drives: Directly asking for monetary donations through online platforms, mail, or in-person appeals. 
• Crowdfunding: Using online platforms to solicit small contributions from a large number of people. Online platform must be setup through 91ɬ�� by emailing clubs@cwi.edu. 
• Sponsorship: Partnering with businesses or individuals who provide financial support in exchange for recognition or advertising.

Ongoing Initiatives

These are continuous efforts that generate funds over time, such as: 

• Merchandise Sales: Selling branded items on an ongoing basis.
• Passive Fundraising: Programs where a percentage of purchases from partner businesses are donated back to the club (e.g., restaurant fundraising nights).

Community Service

Definition

Community service refers to voluntary work performed by a club for the benefit of their local community, often without any financial compensation. The primary goal is to improve the quality of life for others, address specific community needs, or enhance the well-being of those involved. 

Events

The following are considered a community service event: 

• Direct Service: Activities that directly help individuals or groups, such as volunteering at a soup kitchen, organizing a park cleanup, or hosting a donation drive for a local shelter.
• Indirect Service: Activities that support community organizations or initiatives, such as fundraising for a local charity.
• Skill-Based Volunteering: Utilizing specific skills or expertise to benefit the community, such as tutoring students, providing demos in K-12 classes, or providing technical assistance to non-profits.

The following do not qualify as a community service event: 

• Religious Missions: Activities primarily focused on promoting a specific religion or converting individuals.
• Political Activities: Events organized to support a political party or candidate.
• Activities with Personal Gain: Events that primarily benefit club members or the College itself, such as social gatherings or club recruitment events.
• Required Academic Activities: Service activities required for a class or academic program do not count as additional community service for the club.

Regardless of the type, successful events require planning, teamwork, and active participation from club members. They are a fantastic way to foster a vibrant club community and achieve its overall objectives.

To ensure club activities are properly approved, supported, and funded, all clubs must submit an Event Request Form for every event, activity, or initiative, even if no club funds will be used. This helps ensure compliance with 91ɬ�� (91ɬ��) policies and allows the Office of Student Engagement to provide the support needed for a successful experience. Events may not be advertised or held until approval has been granted. Failure to submit a request form or proceeding with an unapproved event may result in sanctions and could impact future club activities.

Follow the steps below to plan and request approval for your event:

1. Verify Available Club Funds
   Prior to submitting an Event Request Form, clubs should review their available funding and determine if they have enough funds to cover the cost of the purchase. If the club does not have sufficient funding, we recommend completing a Funding Request Form. For inquiries regarding club balances, contact clubs@cwi.edu. 
    
2. Create an Event Budget
   Clubs are responsible for putting together initial estimates/quotes and screenshots of the items with pricing to include in their request. If your club event has no purchases, this step can be skipped. The following is a list of potential event expenses to consider while preparing an event budget and request:
   • Food & Beverage: If your event includes food be sure to include a screenshot of the menu with prices, any applicable delivery costs, and gratuity amount. Events that are open or require pre-registration must have a list of people who will be receiving food that is requested. If the food recipients are undetermined, a sign-in list must be turned into the Office of Student Engagement following the event.
   • Food Allowance Guidelines: Food purchases must comply with Admin 070 – Food & Entertainment. The following guidelines apply but are not limited to:
     • Up to $13.95 per person.
       Event has a duration of three (3) or more hours.
     • Up to $19.25 per person (before 5 p.m.) or $30.25 per person (after 5 p.m.).
       Event has a duration of six (6) or more hours.
     • Note: All gratuities must be included in the Event Request Form and approved in advance. 91ɬ�� permits gratuities of up to 20%. Gratuities and delivery costs are separate from the allowable food cost per person.
   • Supplies: Common event supplies to consider are decorations, activity-based items, plates, napkins, utensils, drinkware, and/or ice. Be sure to think of everything you would absolutely need for the event as all clubs are responsible for providing/purchasing all materials.
   • Gifts, Prizes, & Awards: If gifts, prizes or awards are being given away the full name, 91ɬ�� email address, and the student ID number for each recipient is required. If the awardee is not known until the event, club leaders must coordinate with the Office of Student Engagement to collect awardee information and securely submit it following the event. For more information, clubs should refer to the Gifts, Prizes, or Awards section of the Student Club Handbook for additional guidance.
   • Vendors: If your event requires working with a vendor (whether that be to pay for their services, ordering materials, renting equipment), clubs will need to provide the contact information of the vendor. Depending on the purchase, contracts may be required.
   • Security: Events considered large or outside of 91ɬ�� building hours may require additional security which is required to be covered by the club. For information regarding security, clubs should refer to the Event Security section of the Student Club Handbook for additional guidance.
   • Note: All event budgets should include appropriate links and shipping costs for the items being requested. 
      
3. Request Space for Event
   Once a space has been determined, whether the event is on campus, off campus, or virtual, clubs will need to request that event space within 25Live. This is to ensure all club events are publicly advertised after approval. For more information, clubs should refer to Request Space for Events section in the Student Club Handbook for additional guidance.
    
4. Submit an Event Request Form
   All event request forms must be completed by a student in a club officer role. Club should be prepared to show evidence of all event details, any applicable purchases and how the club voted to spend funds. Once submitted, the request will undergo a review process to verify sufficient club funding and to determine the request meets all event request requirements. If all looks good, the club’s event request will be submitted to receive overall budget approval.
   
   
   
   For timelines for approvals, clubs should refer to the Event Request Approval Timelines section of the Student Club Handbook for additional guidance. All approval timelines will vary as each request is different and may involve additional review and approvals.
    
5. Market Your Event
   Once the club has received confirmation from the Office of Student Engagement that their event request has been approved, clubs can begin advertising and marketing the event. For guidance around campus marketing guidelines, club should refer to the Posting, Publicity & Branding Guidelines of the Student Club Handbook.
    
6. Facilitation of Approved Club Event Purchases
   If approved, the Office of Student Engagement will begin the process of purchasing any applicable approved items within the request. It is the responsibility of the club to respond to communication inquiries as relevant to their purchase to ensure no delay. Once items have arrived, clubs will receive an email with instructions for pick-up (if applicable).

No Cost, On-Campus, Low-Risk Events

For events that can occur at no cost, on campus, and are considered low risk, the event request should be submitted at least three (3) business days in advance.

• Marketing materials will not be approved, nor will the event be shared publicly on the College's event calendar unless the event has been approved. Therefore, it is recommended clubs submit event requests prior to this three (3) business day requirement.

Events Requiring Online Purchases

For items that need to be purchased online, the event request should be submitted at least 15 business days in advance.

• The largest factor impacting this timeline is shipping cost and time which clubs should take into account when submitting requests.
• 91ɬ�� (91ɬ��) has an Amazon Business account which may include free or two-day shipping. Please verify the estimated shipping timeframes when considering purchasing from Amazon or other online sites.

Events Requiring Contracts

For events that involve external individual, group, service, performer, speaker, or equipment rentals that require a contract, the event request should be submitted at least 30 business days before the contract needs to be executed. The Office of Student Engagement will facilitate the contract process as part of the event approval process on the club’s behalf.

• Contracts must be reviewed and approved by the provost and the 91ɬ�� Contracts Team.
• Contracts signed by anyone other than the authorized signatory are not valid and cannot be paid using club funds.
• Clubs must receive event approval before continuing discussions with vendors or service providers.

Events During Finals Week

For events or activities that fall within finals week, no event will be approved. Exceptions to this rule can be made by contacting clubs@cwi.edu. 

• Fall 2026: Monday, Dec. 7 – Friday, Dec. 11
• Spring 2027: Monday, May 10 – Friday, May 14

Fundraisers are a valuable way for clubs to generate revenue in support of their mission, activities, and events. To ensure compliance with college policies, financial regulations, and state law, all fundraising activities must be reviewed and approved through the established event request process. The following sections provide guidance on food sales, payment collection, cash handling, and sales tax requirements to help clubs plan successful and compliant fundraising activities.

Student clubs planning to show a movie, documentary, television program, or other copyrighted video content as part of an event must comply with U.S. copyright law and college policies. Public and advertised screenings require a public performance license or written permission from the copyright holder, even when the event is free, held on campus, or intended for educational purposes.

Public Screenings

A screening is considered a public performance when it takes place outside of a private home setting. Classroom screenings that are part of face-to-face instruction in a class may qualify for copyright exemption. However, students club events, social gatherings, fundraisers, and recreational movie nights do not qualify and require screening rights.

Before Requesting & Showing a Movie

Student clubs must obtain one of the following before requesting, advertising or hosting a film event:

• A valid Public Performance License (PPL) or screening rights for the film.
• Written permission from the film’s copyright holder, studio, distributor or authorized licensing agent.

Simply purchasing, renting, borrowing, downloading, or streaming a move through services such as Netflix, Hulu, Disney+, Amazon Prime Video, or a personal DVD collection does not grant the right to show a film at a club event. Clubs must receive both the screening rights and event approval before holding the event.

Failure to secure appropriate rights will result in the denial of the event and could expose the sponsoring organization and college to copyright infringement claims. Clubs considering a movie screening or are unsure whether licensing is required should contact clubs@cwi.edu early in the planning process to assist clubs in determining licensing requirements, estimated screening costs, and identifying resources for obtaining public performance rights.

Clubs wishing to offer gifts, prizes, or awards must obtain approval from the Office of Student Engagement before any items are acquired or distributed. For items associated with an event, this should be included as part of an Event Request Form. For items not associated with an event, this should be included as part of a Purchase Request Form. Once approved, the Office of Student Engagement will coordinate the acquisition of the item(s) on the club’s behalf.

Guidelines

• Gift cards and cash-equivalent items are not permitted.
• Club officers and advisors are not eligible to receive gifts or prizes from the club. Exceptions to this rule may apply, please contact clubs@cwi.edu for more information.
• All recipients must sign for prizes, gifts, and awards when they receive them. Student Engagement will provide clubs with a copy of an approved prize form. All signed forms must be returned to Student Engagement.
• Recipients of non-monetary gifts valued at more than $100 must complete a W-9 Form. (Note: The Business Office will not issue a 1099 unless the total value is over $600 for the year.)

Questions regarding gifts, prizes or awards should be directed to the Office of Student Engagement at clubs@cwi.edu before submitting a request.

Recognized student clubs may reserve 91ɬ�� spaces for meetings, events, and activities at no cost, subject to room availability. All room reservation requests must be submitted through 25Live and should be made at least three (3) business days in advance.

Important Reminder

Submitting a room reservation request does not automatically approve the event. All club events and activities must be submitted to the Office of Student Engagement for review and approval. If an event is not approved, any associated room reservation will be canceled. Clubs are strongly encouraged to submit room reservations and event requests well in advance to allow sufficient time for planning and approval.

Steps for Requesting a Room

1. Verify Submission of an Event Request
   Prior to submitting a room reservation request, clubs should verify that they have submitted an Event Request Form. For clubs that have not submitted an Event Request Form, please refer to Steps to Request Club Events & Activities for guidance around that process.
    
2. Submit a Room Reservation Request through 25Live
   All club requests submitted through 25Live must be completed by a student in a club officer role. Any requests made by anyone other than a club officer will be denied. It is encouraged for clubs to plan ahead whenever possible to avoid scheduling conflicts.
   
    
    
3. Request Review, Approval/Denial, & Confirmation
   Upon submission, all club room reservation requests undergo an approval process with the Office of Student Engagement, Scheduling, Facilities, and any other applicable areas within the College. Upon approval, all clubs should receive email notification from Scheduling confirming the use of the space.
   
   It is important clubs confirm the room reservation and event request have both been granted approval before advertising or hosting the event.

All event requests are reviewed for potential risks. The Office of Student Engagement and Risk Management Office may require additional safety measures for events that involve elevated risk, including liability waivers, insurance, or security. Clubs are encouraged to work with the Office of Student Engagement early in the planning process to identify and address risk management requirements.

When liability waivers are required, club officers and advisors are responsible for ensuring all participants complete the necessary forms and that completed waivers are submitted to Student Engagement following the event. Failure to submit required waivers may result in a review of club recognition status.

Reporting Accidents or Injuries

Any accident or injury that occurs during a club event, fundraiser, or activity must be reported to the Office of Student Engagement within 24 hours. The club advisor is responsible for completing an Accident/Incident Report Form. Risk Management may contact the club advisor and any students involved to gather additional information regarding the incident.

Certain club events may require a security presence to help ensure the safety of participants, guests, and college facilities. All events are reviewed by the Office of Student Engagement and Risk Management Office to determine whether security is needed. Factors considered may include:

• Nature of the event
• Expected attendance
• Time of the event
• Age of attendees
• Whether the event is open to the campus or public
• Entertainment or activities being provided
• Lighting and environmental conditions
• Security history of past club events or similar events hosted by other organizations 

Security Requirements

Security is required for events held on campus outside of normal operating hours. 91ɬ�� (91ɬ��) reserves the right to determine the number of security personnel needed based on the size and nature of the event. If additional security services are required beyond those provided by the College, any associated costs incurred will be the responsibility of the hosting club.

Planning Ahead

Club should consult with the Office of Student Engagement early in the event planning process if an event may require security or other risk management measures. Early planning helps ensure compliance with 91ɬ�� policies and supports a successful event.

Student clubs are encouraged to promote their events and activities through posters, handouts, and social media. All promoted materials must follow 91ɬ�� (91ɬ��) policies and receive any required approvals before distributed or displayed.

Posters

Posters are designed to promote events and activities in approved campus posting locations. Club leaders, club members, or club advisors may not post materials independently; all posters must go through the approved posting process.

Submission Requirements

Submit poster designs to clubs@cwi.edu by Wednesdays at 11:59 p.m. for posting distribution on Friday. Submissions should include the following:

• Poster size: 8.5” x 11”
• Poster acceptable file type: PDF[MH1]
• Desired campus posting locations
• A blank white box (2” x 1”) in the lower right corner for approval stamping

Student Affairs reviews, approves, stamps, and prints all posters on campus. Posters submitted after the weekly deadline will be distributed for posting the following Friday.

Handouts

Handouts include flyers, brochures, leaflets, cards, and other materials distributed directly to individuals. Handouts may not be left unattended on tables, counters, or other campus surfaces.

Printing Requests

Submit handout designs to clubs@cwi.edu at least three (3) business days before they are needed. Clubs need to include the following:

• Print size
• Print quantity
• Print acceptable file type: PDF[MH2] 
• Individual picking up request

For self-printing, clubs can use the paper cutter located on the third floor of the Nampa Campus CapEd Student Success Center (NCSC).

Branding & Mascot Use

Student clubs play an important role in representing themselves at 91ɬ��. To ensure consistency with 91ɬ�� branding standards and mascot guidelines, clubs should review the Mascot Usage Guide before creating logos, marketing materials, merchandise, social media content, or promotional items. The guide outlines expectations for the use of 91ɬ�� branding, use of the mascot, endorsements, sponsorships, and social media communications.

Mascot Usage Guide for Student Clubs

To maintain consistency and protect the integrity of the College’s identity, student clubs are prohibited from using the official college logo or mascot in any of their materials or activities without prior written approval from 91ɬ�� Marketing and Communications.

Compliance

• Posters displayed without approval will be removed, and repeated violations may result in sanctions.
• Materials containing solicitations, obscene, libelous, illegal, or policy-violating content are prohibited.
• Freestanding signs, easels, and similar displays require approved from the Office of Student Engagement prior to placement. Student Engagement will work with Facilities to coordinate approved placement to avoid obstructing traffic and building access.

By following these guidelines, clubs can effectively promote their activities while helping maintain a safe, welcoming, and professional campus environment.

Those participating or traveling in an off-campus club activity represent 91ɬ�� (91ɬ��). Thus, it is essential for all behavior to meet the highest standards of integrity and propriety.

General Student Travel Guidelines

In planning student travel, the following policies and guidelines must be followed:

• Eligible travel must be related directly to the club’s purpose.
• All required documentation (e.g., Travel Request, Prior Approval for Student Travel, Student Travel Waiver and Release Form) must be completed and approved prior to any arrangements being made/purchased. All club travel purchases/arrangements are facilitated by the Office of Student Engagement.
• Clubs must have funds available to be considered eligible for travel. For travel that exceeds $2,000, additional approvals will be required.
• Reimbursements will not be given for any expenses if approval is not granted prior to travel.
• Travel for academic purposes (to fulfill a course or program requirement) may not be paid through the club accounts.
• 91ɬ�� employees must accompany students on a trip and must follow the policy, ADMIN 060 – Travel & Meeting. 91ɬ�� or club funds cannot be used to pay for the travel of people, including spouses or family members, who are not students or employees.
  • A ratio of one (1) employee to 10 students is required for overnight travel.
• All relevant 91ɬ�� policies and handbooks apply to students and employees for the duration of travel.

Departure Requirements

• Traveler are neither permitted to individual depart before the rest of the group nor stay behind after a majority of the group leaves to return home.
• In cases where one or more participants are not physically located in the Boise metro area, alternative plans may be necessary. Arrivals and departures should be timed as closely as possible.
• At no time should a student be left without an employee while the rest of the group has departed to return home (e.g., leaving a student to catch a later bus, train, or flight) as any delays or travel issues may leave a student stranded without resources for food, shelter, or alternate transportation.

Lodging Accommodations

• Employees and students are prohibited from sharing a room in any situation.
• Employees are required to have their own rooms.
• Students will share a room with a minimum of two (2) in a room based on gender.
  • If minors are participating, rooming assignments will be determined in collaboration with the dean of students, Risk Management, and other identified stakeholders.

Personal Responsibility

• Students traveling on behalf of 91ɬ�� are responsible for their own health and injury insurance.
• Students and employees will be expected to cover all expenses of a personal nature incurred solely for the convenience of the student or employees including, but not limited to, meals included in the cost of registration or provided by the event, room service, cancellation charges, late or early check in/out fees, lost or stolen cash or property, etc.
• Expenses incurred while on personal leave, even if it is scheduled in conjunction with 91ɬ�� sponsored travel, must be covered by the student or employee.

Early Return from Student Travel

During student travel, students may be required to leave earlier than scheduled. The following provide potential scenarios and outcomes for that specific student's case:

• If a student is expelled or otherwise removed from an event or activity by the organizer, the student will be sent home immediately and will be responsible for any additional charges, pending the outcome of the student conduct process.
• If a student’s behavior is inappropriate or disruptive, the advisor, in consultation with the dean of students, may require a student to return home immediately, and the student may be responsible for any additional charges, pending the outcome of the student conduct process. 
• If a student chooses to leave the event or activity or fails to appropriately participate or engage (e.g., leaves the event without permission, fails to attend sessions, does not attend required events, refuses to participate in competitions, etc.) the advisor, in consultation with the dean of students, may require a student to return home immediately, and the student may be responsible for any additional charges, pending the outcome of the student conduct process.
• If a student experiences an emergency which requires them to return home prior to the scheduled date of return, the student must communicate the emergency prior to leaving the event. The dean of students will determine if the student is responsible for any additional charges.

Student Travel Violations

Club members are required to uphold expectations in the Student Handbook at all times. If Student Handbook policies are violated on a trip, the club advisor is required to report those violations to the Office of Student Engagement. Student(s) in violation of these policies will be held accountable through the student conduct process. It is vital that club advisors keep a detailed record of the incident including:

• Who was involved. 
• Who witnessed the activity.
• When and where the incident happened.
• What the incident was.
• What alleged policy violation occurred.

Club travel can be a fantastic way for club officers and members to enrich their experiences. To ensure safety and proper procedures, please review the following travel types:

Travel Beyond a 100-Mile Radius

For club field trips (overnight stay) and day trips (no overnight stays) that extend outside a 100-mile radius from 91ɬ�� (91ɬ��), the club will be required to submit a Travel Request Form to gain pre-approval. This process helps to ensure that all necessary arrangements and approvals are in place for longer distances.

Travel Within a 100-Mile Radius

For club field trips (no overnight stays) and day trips (no overnight stays) within a 100-mile radius that may or may not require the use of a 91ɬ�� van, the club will be required to submit an Event Request Form to gain pre-approval.

Student travel beyond 100-mile radius from 91ɬ�� (91ɬ��) is required to be submitted through a Club Travel Request Form through the Office of Student Engagement for approval. All travel requests must be requested at least two (2) months before the first day of the month travel will occur. It is recommended for clubs to submit a request as early as possible to secure any price deals or limits.

Pre-Approval Steps

1. Meet with the Office of Student Engagement
   Recognized clubs interested in traveling are required to schedule a meeting to receive guidance around club travel policies, procedures, and next steps. All club officers are highly encouraged to attend, however, at a minimum one (1) club officer and the club advisor(s) are required to be in attendance. To schedule a meeting, please email clubs@cwi.edu. 
    
2. Complete Club Travel Assessment
   All clubs requesting to travel are required to complete the Club Travel Assessment hosted within Canvas. This assessment must be completed by all club officers and advisors on file with the Office of Student Engagement with a passing grade of 80% or higher and prior to submitting a Club Travel Request Form.
    
3. Create a Travel Budget
   Clubs are responsible for putting together initial estimates and documentation for quotes to include in their request for travel. The following is a list of potential travel expenses to consider while preparing a travel budget and request:
   • Admission & Registration: If club travel involves attending a conference, competition, or exhibitions, it is recommended club leaders look at discounted pricing. Students, teachers, or even group rates can provide lower rates than general or individually based rates.
   • Airfare: When looking at airlines, do not pick the cheapest ones for your estimate as those will likely not be available at the time of booking. We highly recommend pulling an estimate for flights in the mid-range price.
   • Ground Transportation: When considering transportation throughout travel, clubs should take into consideration the ins and outs of transportation costs. These may include, but are not limited to, mileage for the use of 91ɬ�� vans, vehicle rental costs, toll fees, parking fees, and cab/shuttle fares. To calculate mileage costs for the use of 91ɬ�� vans, take the total combined miles and multiply it by 0.2 to retrieve the estimated cost.
   • Lodging: Clubs should provide their top two (2) to three (3)  options for hotel preferences. Depending on availability, hotels will be selected based on preference and price. If the travel is in relation to conferences or competitions, there may be room blocks available to reserve at a reduced rate. This should be the hotel used for building your budget.
   • Per Diem: Per diem is the allowance for meals and incidentals expenses.
     • Advisor Per Diem: Advisors must be provided with the full per diem amount. The (GSA) establishes per diem rates for destinations within the lower 48 continental United States. Travel days will only receive 75% of the daily per diem rate.
     • Student Per Diem: No student per diem for club travel will be approved. This is due to the impact student per diem has on student financial aid award packages. Appeals can be made by emailing clubs@cwi.edu.
     • No alcohol may be purchased with any college or club funds, including per diem funds or consumed by any person engaging in student travel while traveling on behalf of the College without prior presidential approval.

   • Contingency: In preparing a budget request for travel, all clubs should include a 10% contingency added to the overall estimated total. Contingencies are a buffer in case there are changes in rates or fares from the time the request is submitted to when travel arrangements are made.

     If clubs would like assistance in research these costs, please contact the Office of Student Engagement at clubs@cwi.edu.

4. Submit a Travel Request Form 
   All travel request forms must be completed by a student in a club officer role. Clubs should refer to Canvas for additional guidance pertaining to travel request deadlines. Club should be prepared to show evidence of all travel expenses, how funds were raised, and how the club voted to spend funds. Once submitted, the request will undergo a review process to verify sufficient club funding and travel expense calculations are correctly being reported. If all looks good, the club’s travel request will be submitted to receive overall budget approval.
   
   Club travel requests may require additional approvals if any student at the time of travel is a minor. If there are any minors under 18 years of age participating in student travel, clubs must indicate this and who the minors are in the travel request. The Risk Management Office is required to be notified at least 60 days prior to the start of travel, and requirements of CW-050 Protection of Minors will apply.

 

Post Approval Steps

1. Submit Prior Approval for Student Travel
   Once all paperwork has received budgetary approvals, the Office of Student Engagement will email the club advisor(s) to provide them with the master travel packet and instructions to complete this step. To receive this approval from the dean of students, club advisors are required to fill out and attach the master travel packet to the Prior Approval for Student Travel Form. All approved club travel paperwork must be pre-approved by the dean of students before any arrangements are made/purchased.
    
2. Complete Student Travel Waiver & Release Form
   All students and employees participating in club travel will be required to complete travel waivers prior to leaving on the trip. The Student Travel Waiver and Release Form include health and emergency contact information for the students participating and is a requirement of the College. For students that are under the age of 18 years, a parent or guardian signature is required. Upon completion, please email all waivers forms for all student attendees to the Office of Student Engagement. For any questions or assistance, please email clubs@cwi.edu. 
    
3. Facilitation of Club Travel Purchases
   After both the Prior Approval for Student Travel Form and Student Travel Waiver have been submitted, the Office of Student Engagement will begin the process for making all club arrangements for travel on their behalf. Once complete, the club advisor(s) will receive a comprehensive packet including but not limited to:
   • Travel itinerary.
   • Copies of travel waiver, including health and emergency contact information.
   • Lodging reservation/receipt and room assignments, if applicable.
   • Additional reservations/receipts of purchase, if applicable.

Post Travel Steps

1. Submit Student Post Travel Report
   Following club travel, the lead advisor is required to submit a Student Post Travel Report. The purpose of this form is to report any incidents, if any, that occurred while on the trip. Advisors must complete this form within five (5) business days of returning from student travel.
    
2. Club Advisor Travel Reimbursement
   After verifying the submission of the Student Post Travel Report, the Office of Student Engagement will work to prepare reimbursement paperwork for each employee that attended. Any applicable receipts should be emailed to the Office of Student Engagement to assist in the preparation. This reimbursement paperwork will cover only approved expenses, including but not limited to:
   • Employee per diem. 
   • Transportation receipts (e.g., parking, tolls, Lyft, Uber), if applicable.
   • Any additional receipts, if originally approved and applicable.

Advisors can expect a reimbursement check from the Business Office upon Student Engagement’s submission of the paperwork.

91ɬ�� Vans

If a club plans to travel by car, a 91ɬ�� (91ɬ��) van should be used when feasible. 91ɬ�� vans can be reserved through the 25Live reservation platform. The use of a 91ɬ�� van is restricted to only certified 91ɬ�� faculty and staff as the designated drivers. Club advisors must complete the driver certification training at least 10 business days prior to travel.

Rental Cars

If a 91ɬ�� van is not feasible, it is highly recommended the club rents a vehicle from a rental car company rather than use personally owned vehicles. All car rentals must be facilitated by the Office of Student Engagement as the transaction must be made with a 91ɬ�� P-Card, and Enterprise Rent-a-Car holds a State of Idaho contract for discounted rentals.

The use of a rental vehicle is restricted to only certified 91ɬ�� faculty and staff as the designated drivers. Club advisors must complete the driver certification training at least 10 business days prior to travel.

Personal Vehicles

If club members or officers traveling wish to use their personal vehicles, this is required to be indicated on the club’s Travel Request Form. Members opting to drive themselves must submit a copy of their valid driver’s license and proof of insurance when completing the following form.

Student travelers before deciding to use personal vehicles for club travel should consider the following:

• Liability: Drivers of personal vehicles assume full liability for any incident or accident.
• Expenses: All maintenance, repairs, fuel, and operating costs for personal vehicles are the responsibility of the owner.
• Advisor/Student Transportation: To avoid conflict of interest and ensure safety, advisors are not allowed to transport students in their personal vehicles and students are not allowed to transport advisors.
• Departure Requirements: All student and employee travelers are required to depart and return at the same time as a group. Clubs should refer to Travel Expectations for Students & Advisors for additional information.

Effective club meetings rely on two important tools: agendas and meeting minutes. Agendas provide a roadmap for the meeting by outlining discussion topics and action items, while meeting minutes serve as the official road of decisions, motions, and next steps. Together, these documents help clubs stay organized, maintain accountability, document financial decisions, and ensure continuity from one meeting to the next.

Meeting Agendas

For clubs looking to streamline their meeting planning, clubs can reach out to Office of Student Engagement at clubs@cwi.edu to assist in curating an effective agenda. An effective agenda allows your club to jump straight into productive conversations.

Meeting Minutes Template

Club Name
Meeting Date & Time
Meeting Location

1. Call to Order
   This section outlined the time stamp to when the meeting began.
2. Roll Call/Attendance
   This section outlines who attended the club meeting. It is recommended clubs list the names of the club officers, club members, and/or club advisors (if applicable) present at the designated meeting.
3. Announcements/Reports
   This section outlines any announcements or officer/committee reports before getting into further club business.
4. Club Business
   This section outlines all club business that is intended to be discussed during the meeting. This can include any club business that requires voting (e.g., events, the use of funds, elections, etc.) For any action that requires voting, it is recommended clubs indicate either who votes yes or no on a particular item or provide a general number of those who vote yes or no on a particular item.
5. Open Forum
   This section outlines open space for any additional points of conversation from club officers, club members, and/or club advisors (if applicable) that were not discussed during club business.
6. Adjournment
   This section outlines the time stamp to when this meeting ended.

Best Practices

• Share agendas with members before the meetings whenever possible. This can allow members time to come prepared and engage in what is being discussed/voted on.
• Record key discussions, decisions, motions, and actions in the meeting minutes. It is vital to maintain these as part of the club’s official records.
• Keep agendas and minutes organized and accessible for future reference.
• Use meeting minutes to document club decisions related to expenditures, event planning, travel requests, and other official club business. Meeting minutes are required to be included on all club request forms. Failure to include will result in an automatic denial of the request.