Purpose
Overview of the privileges of recognized clubs, club membership requirements, club officer roles, and the role of an advisor.
Recognized student clubs enjoy the following privileges:
- Use of the College name in the title: [Club Name] at 91ɬÂþ.
- Use of the College’s facilities and resources (e.g., meeting rooms, event space, bulletin boards, digital display advertisement, etc.).
- Request for funding from AS91ɬÂþ.
- 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 AS91ɬÂþ Constitution under which clubs operate.
As a recognized club on campus, it is the responsibility of the club leaders to:
- Comply will all rules and regulations provided by 91ɬÂþ (91ɬÂþ) and found in the Student Club Handbook.
- Prohibit members from practicing any physical or psychological hazing, illegal activity, and violations of college policy.
- Practice fiscal responsibility and an ethical use of state resources.
- Adhere to the purpose of the club as stated in the constitution.
- Represent the club as elected officers in all matters pertaining to communication and dissemination of information among 91ɬÂþ, vendors, and club members.
- Maintain close communication with the club advisor. Keeping them informed of club progress towards its goals and objectives, as well as reporting any dangerous or prohibited activities engaged by anyone associated with the club.
- Maintain close communication with the Office of Student Engagement. Keeping them informed of planned activities and any potential problems/violations.
During the semester or academic year, club officers may need to step down or be removed from their role. Regardless of the case, clubs are required to fill vacant roles within 15 business days unless otherwise specified in the club’s constitution on file.
Clubs in search of new club officers may be subject to the following:
- May not be able to host events or activities until all vacancies are filled.
- May not be able to make monetary transactions until all vacancies are filled.
Clubs that do not fill vacant roles by the deadline will be subject to the following:
- Club status will be changed from active to inactive, and the club will lose their recognition for the remainder of the semester.
- The club can reapply for recognition and active status during the next open enrollment window, pending officers have been identified.
Removal
Any potential removal of a club officer should be communicated to the Office of Student Engagement immediately and prior to removal. The Office of Student Engagement encourages club leaders, with the support of their club advisor, to meet with that officer to discuss any potential concerns. Miscommunication is often an issue and can easily be resolved before escalating the concern further.
The process of selecting and removing a club officer is required to be outlined in the club constitution. For club constitutions that do not specify this process, a majority vote of all club officers and members present at a notified club meeting shall determine the decision.
Club advisors are essential partners who help student leaders understand and follow college policies. Their primary purpose is to guide students in making informed decisions, ensuring all club activities — from meetings to fundraisers and travel — are aligned with institutional policies and procedures. An advisor's role is to empower students to lead their own organizations, not to manage the club for them.
To fulfill this role, advisors must:
- Be a current 91ɬÂþ employee.
- Complete annual club advisor training.
- Advise club members on club policies and ensure they are followed.
- Guide students in planning club events, fundraisers, and travel.
- Follow all policies and procedures outlined in the Club Handbook.
While advisors provide crucial guidance, they must not overstep their role and impede student autonomy. The freedom to associate and the freedom of speech are fundamental rights for student clubs. Therefore, advisors should not:
- Dictate club activities, events, or travel plans: Students are responsible for planning and executing their own activities. The advisor's role is to ensure these plans comply with college policy.
- Make decisions on behalf of the club: The club's officers and members are the final decision makers.
- Interfere with students' freedom of speech or association: Advisors must allow students to determine their own beliefs and purpose, even if they hold different views.
- Manage club finances or social media: While they can provide guidance on these matters, students are responsible for the day-to-day management of their club's assets and communications.
During the semester or academic year, a club advisor may need to step down or be removed from their role. Regardless of the case, clubs are required to find a new advisor within 15 business days from the date of departure from the previous advisor.
Clubs in search of a new club advisor may be subject to the following:
- May not be able to host events or activities until a club advisor is found.
- May not be able to make monetary transactions until a club advisor is found.
Clubs that do not fill the club advisor role by the deadline will be subject to the following:
- Club status will be changed from active to inactive, and the club will lose their recognition for the remainder of the semester.
- The club can reapply for recognition and active status during the next open enrollment window, pending an advisor has been identified.
Removal
If club leaders and members want to remove their club advisor, it is the choice and decision of the club. The Office of Student Engagement encourages club leaders to meet with the club advisor to discuss any potential concerns. Miscommunication is often an issue and can easily be resolved before escalating the concern further.
The process of selecting and removing an advisor is required to be outlined in the club constitution. For club constitutions that do not specify this process, a majority vote of all club officers registered with the Office of Student Engagement shall determine the decision. Prior to the removal of any club advisor, this must be communicated to the Office of Student Engagement immediately.
Club leaders and members often participate and work closely with their advisors on projects, programming, and travel. It is imperative advisors and students maintain professional relationships. Any concerns should be communicated to the Office of Student Engagement at clubs@cwi.edu.
For more information on 91ɬÂþ’s Fraternization Policy, refer to HR 020 – Employee & Student Relationships / Fraternization.