ASCWU Club Senate Constitution and By-Laws
THE CONSTITUTION OF THE ASSOCIATED STUDENTS OF CENTRAL WASHINGTON UNIVERSITY CLUB SENATE
ARTICLE I NAME. The name of this organization shall be the Associated Students of Central Washington University (ASCWU) Club Senate, hereafter referred to as Club Senate.
ARTICLE II MEMBERSHIP.
II-1 Eligibility.
II-1.1 Voting members of the Club Senate shall consist of all recognized Student Club and Organization representatives, or senators, who are granted recognition through the Associated Students of Central Washington University (ASCWU) and Club Senate. All voting members must be in good academic standing and actively participate in their respective Club or Organization for which they are the representative.
II-1.2 Non-voting members shall consist of every student that is a member of or participates in the activities of one or more Student Clubs or Organizations.
II-2 Non-discrimination.
II-2.1 Club Senate follows Central Washington University’s non-discrimination policies and practices, which affirm and actively promote the rights of all individuals to equal opportunity in education and employment without regard to race, color, class, creed, religion, national origin, sex, sexual orientation, gender identity, gender expression, age, marital status, disability, or status as a disabled or Vietnam-era veteran. The University administers an affirmative action program for employment purposes and complies with all applicable federal, state, and local laws, regulations, and executive orders.
II-3 Attendance.
Revised: May 27th, 2015 Page 1 II-3.1 The Chairperson, Executive Board, and Senators are required to attend Club Senate meetings.
A. Procedures for removing the Chairperson of Club Senate meetings and events shall follow the ASCWU Constitution and Guidelines (ASCWU Constitution, Bylaws Article 6.)
B. Missing two or more meetings in a single academic quarter will cause a Club or Organization to go into bad standing. The Chairperson may excuse a senator from a meeting once per academic quarter. Senators may be excused from a second or third absence with the approval of Club Senate via a simple majority vote. All excused absences must be recorded in the minutes of the meeting the senator missed.
C. Failure to perform the duties of a senator as listed in Title II. A motion will be brought before Club Senate to place the senator and their respective club in bad standing. The Chairperson or a member of the Executive Board will present the case to place the senator and their respective club in bad standing. There must be at least five minutes of discussion before the motion is voted upon. If present, the senator will always be allowed to defend their position. A simple majority vote is required to place the senator and their respective club in bad standing, while a two-thirds vote is needed to remove the senator and their respective club from recognized Club status.
II-3.2 The Chairperson and Executive Board must attend Executive Board meetings during Fall, Winter, and Spring academic quarters. If an Executive Board member misses more than two Executive Board meetings in a single quarter, that member will be removed from the board, creating an Executive Board vacancy.
II-4 Status and Recognition
II-4.1 Clubs and Organizations in bad standing may not request funds, schedule rooms for club meetings or activities, and the Club’s senator cannot cast votes until the department is restored to good standing.
II-4.2 A Club or Organization regains good standing once their respective senator has attended two additional consecutive Club Senate meetings or good standing is restored through a vote of confidence (simple majority) in a meeting of Club Senate.
II-4.3 Membership in the Club Senate will extend from Fall quarter through Spring quarter. Clubs and Organizations may be recognized for the following year no earlier than the fifth week of the preceding Spring quarter.
Revised: May 27th, 2015 Page 2 II-4.4 To be officially recognized in Club Senate, a Club or Organization must be formally appointed by the ASCWU in a general meeting. The requirements to be an officially recognized Club or Organization are as follows.
A. Have at least five student members in good academic standing.
B. Have at least five officer positions (President, Vice President, Secretary, Treasurer, and Senator) that are filled by student members. No Club or Organization member may hold multiple officer positions in the same club.
C. Have a listed Advisor. An Advisor must be a Central Washington University faculty or staff member. A Central Washington University faculty or staff member may not be the Advisor for more than two Clubs or Organizations. Advisors must submit a written Statement of Intent to the Office of Clubs and Organizations within 30 days of Club or Organization Recognition.
D. Fully Complete the Club Recognition Form. This includes providing all requested information within the recognition form as well as collecting all necessary signatures.
ARTICLE III RECOGNIZED CLUBS AND ORGANIZATIONS.
III-1 Rights and Responsibilities
III-1.1 Every member of a recognized Club or Organization shall have access to CWU facilities if such facilities are offered. In this document, in compliance with the Washington Administrative Code, “facilities” does not include Washington State Motor Pool. These rights may be revoked following a decision in the Bylaws Title VII-4.
III-2 Referential Input.
III-2.1 Club Senate may pass statements of declaration or motions of intent to the ASCWU Student Government by a two-thirds vote in Club Senate. The ASCWU must formally respond to statements or motions within two weeks, as described in ASCWU Constitution Bylaws Article 7.
III-3 Recognition Process.
III-3.1 To be recognized in Club Senate, Clubs and Organizations must be recognized each academic year in a general session of the ASCWU, as described in Article II-4.
Revised: May 27th, 2015 Page 3 III-3.2 To be in good standing, a Club Senate recognized Club or Organization must have a designated student senator.
III-3.3 A Club or Organization representative must appear before the ASCWU for the Club or Organization to be formally recognized.
ARTICLE IV OFFICERS AND SENATORS.
IV-1 Chairperson.
IV-1.1 The Chairperson of Club Senate shall be the Vice President for Clubs and Organizations of the ASCWU.
IV-2 Club Treasurer.
IV-2.1 The Club Treasurer shall be hired by the Chairperson through an application process during finals of Spring quarter.
IV-3 Insurance Coordinator.
IV-3.1 The Insurance Coordinator shall be hired by the Chairperson through an application process during finals of Spring quarter.
IV-4 Events Coordinator.
IV-4.1 The Events Coordinator shall be hired by the Chairperson through an application process during finals of Spring quarter.
IV-5 Executive Board.
IV- 5.1 The Club Senate Chairperson, Club Treasurer, Insurance Coordinator, Events Coordinator, and five club senators elected as Executive Board members by Club Senate shall comprise the Executive Board.
IV-6 Senators.
IV-6.1 Each Club Senate recognized Club or Organization will endorse a student to be appointed to the Club Senate as a Senator, with the following exceptions:
A. A student shall only be appointed to one position in Club Senate, either as a senator or a senator alternate, for a single recognized Club or Organization. B. No Senator shall serve as an ASCWU Student Government officer or serve on the Council of Probity.
Revised: May 27th, 2015 Page 4 ARTICLE V TERM OF OFFICE.
V-1 Chairperson.
V-1.1 Term of office for the Chairperson shall be determined by the ASCWU Constitution and Bylaws.
V-2 Club Treasurer.
V-2.1 The Club Treasurer shall take office starting one week prior to the first day of instruction of Fall quarter and ending on the last day of instruction of Spring quarter.
V-3 Insurance Coordinator.
V-3.1 The Insurance Coordinator shall take office starting one week prior to the first day of instruction of Fall quarter and ending on the last day of instruction of Spring quarter.
V-4 Events Coordinator.
V-4.1 The Events Coordinator shall take office starting one week prior to the first day of instruction of Fall quarter and ending on the last day of instruction of Spring quarter.
V-5 Executive Board.
V-5.1 Elected Executive Board members shall take office starting with the approval of their membership by Club Senate and ending on the last day of instruction of Spring quarter.
ARTCLE VI MEETINGS.
VI-1 Club Senate Meetings.
VI-1.1 Club Senate shall have five meetings per quarter during Fall, Winter, and Spring quarters, providing that school is in session.
VI-2 Additional Club Senate Meetings.
VI-2.1 Special or additional Club Senate meetings will be held when the Club Senate Chairperson and Executive Board consider it necessary.
VI-3 Executive Board Meetings.
Revised: May 27th, 2015 Page 5 VI-3.1 The Executive Board shall have five meetings per quarter during Fall, Winter, and Spring quarters, providing that school is in session.
VI-4 Additional Executive Board Meetings.
VI-4.1 Special or additional Executive Board meetings will be held when the Club Senate Chairperson and Executive Board consider it necessary.
ARTICLE VII REFERENDUM.
VII-1 Right to Referential Input.
VII-1.1 Any senator in good standing may introduce referential input to Club Senate for consideration. Referendums shall be presented to the Chairperson two days in advance of Club Senate meetings. A two-thirds majority vote is required from the Club senators representing recognized clubs in good standing to pass. Referendums shall then be passed to the ASCWU for Consideration.
ARTICLE VIII BYLAWS.
VIII-1 Bylaws.
VIII-1.1 Policies and operating procedures of Club Senate shall be established in supplementary bylaws.
VIII-2 Revising the Bylaws.
VIII-2.1 Any member of Club Senate may propose bylaw changes to the members of Club Senate. A two-thirds affirmative vote by Club Senate and a two-thirds affirmative vote by the ASCWU are required for enactment of changes made to the bylaws. Changes may include new bylaws, amendments to existing bylaws, or the removal of bylaws.
VIII-3 Suspending the Bylaws.
VIII-3.1 The Chairperson or an elected member of the Executive Board may propose a temporary bylaw suspension to Club Senate for the duration of a single vote in Club Senate.
A. A two-thirds affirmative vote by Club Senate is required to suspend a bylaw.
B. An elected Executive Board member may only approach Club Senate for the purpose of suspension of bylaws once during an academic year.
Revised: May 27th, 2015 Page 6 C. Only one bylaw may be suspended at a time.
D. Title X of the bylaws may not be fully suspended.
ARTICLE IX APPENDICES.
IX-1 Appendices.
IX-1.1 Policies and operating procedures of Club Senate shall be further clarified in supplemental documents found after the Constitution and Bylaws. Current appendices include Current Club/ Organization List (Appendix A), Examples and Precedents for clarification of funding requests (Appendix B), and Common Club Senate Forms (Appendix C)
IX-2 Amending the Appendices.
IX-2.1 Appendices may be referred to a Club Senate Constitution and Bylaws committee for recommendations, but may be changed by the Chairperson as updates are needed. Changes made to the appendices must be recorded in the minutes.
IX-3 Suspending the Appendices.
IX-3.1 The Appendices shall not be suspended under any circumstances.
ARTCILE X CONSTITUTIONAL REFORM.
X-1 Amending the Constitution.
X-1.1 Proposals to amend the constitution require a three-fourths affirmative vote by Club Senate, the ASCWU, and the approval of the ASCWU Council of Probity. The amendment process may include new constitutional articles, amendments to existing articles, or the removal of articles.
X-2 Suspending the Constitution.
X-2.1 The constitution shall not be suspended under any circumstances.
X-3 Enacting the Constitution.
X-3.1 The constitution shall be in full effect following a three-fourths affirmative vote by the ASCWU and the approval of the ASCWU Council of Probity. This constitution shall supersede and replace all previous ASCWU Club Senate constitutions and bylaws.
Revised: May 27th, 2015 Page 7 Revised: May 27th, 2015 Page 8 THE BYLAWS OF THE ASSOCIATED STUDENTS OF CENTRAL WASHINGTON UNIVERSITY CLUB SENATE
TITLE I THE CLUB SENATE CHAIRPERSON AND OFFICERS
ARTICLE I CLUB SENATE CHAIRPERSON
I-1.1 The duties of the ASCWU Senate Chairperson shall include:
A. Serve as Chairperson in directing the Club Senate and Executive Board meetings, voting only in the event of a tie.
B. Issue an initial agenda and have it available to the public no less than 24 hours prior to a regularly scheduled meeting.
C. Comply with Robert’s Rules of Order as the designated parliamentary procedure used at meetings.
D. Serve as a liaison between Club Senate and the ASCWU Student Government.
E. Create committees, task forces, and other bodies deemed necessary by the Chairperson or majority of the Senators.
F. Follow Club Senate guidelines for Officers and Senators.
G. Interpret and enforce the provisions of the Constitution and By-laws.
H. Act as or designate a public spokesperson for Club Senate. The Chairperson shall report such statements at the first Senate meeting after the comments become public.
I. To form and chair a committee to revisit the Club Senate Constitution every three years from the last revision.
I-1.2 The power of appointment with Club Senate’s consent.
A. It shall be the responsibility of the Chairperson to appoint members of Club Senate to all committees, task forces, and other such bodies deemed necessary by the Chairperson or by the majority of Club Senate.
B. It shall be the responsibility of the Chairperson to conduct an election and appoint elected individuals to the Executive Board.
Revised: May 27th, 2015 Page 9 C. It shall be the responsibility of the Chairperson to run an additional election to fill any vacancies when there are missing seats for elected Executive Board members on the Executive Board.
ARTICLE II CLUB SENATE TREASURER
I-2.1 Duties of the Club Senate Treasurer shall include:
A. Serve as the Treasurer of Club Senate.
B. Assist the Chairperson and Senate as a resource on any motions containing a fiscal impact.
C. Assist in any financial responsibilities as deemed necessary by the Chairperson.
D. Follow Club Senate guidelines for Officers and Senators.
E. Assume the duties of the Club Senate Chairperson in his/her absence.
F. Determine eligibility for funds based on attendance and compliance with the Club Senate Constitution and By-laws.
G. Bring to the attention of the Club Senate Chairperson relevant constitutional considerations based upon constitutional interpretation.
H. Work at least ten office hours per week excluding finals week.
a. Office hours begin the first full week of fall quarter, and the first week of winter and spring quarter. Office hours are to be maintained as long as the Club Senate Treasurer is in office.
I-2.2 Responsibilities of the Treasurer concerning Club Senate’s funds.
A. It shall be the responsibility of the Treasurer to provide Club Senate with a summary of monetary activities at each meeting.
B. It shall be the responsibility of the Treasurer to prepare an allocation report, available within 24 hours of Club Senate meetings, for distribution to interested parties.
C. It shall be the responsibility of the Treasurer to provide Club Senate with an itemized, written report of the monetary activities, at the last meeting of each quarter.
Revised: May 27th, 2015 Page 10 D. It shall be the responsibility of the Treasurer to prepare a yearly report of all fiscal matter pertaining to Club Senate. The report shall be completed by the end of spring quarter and shall be distributed at the last meeting of spring quarter.
E. It shall be the responsibility of the Treasurer to keep records of all requests presented to the Executive Board and Senate, and placing such requests on file for future references.
F. It shall be the responsibility of the Treasurer to maintain communications of a financial impact between the Campus Life Accounting Supervisor and Club Senate.
G. It shall be the responsibility of the Treasurer to present a budget for the academic school year to Club Senate at the first meeting of every quarter.
H. It shall be the responsibility of the Treasurer to assist the incoming Treasurer, in order to become familiar with the duties and responsibilities of the position, as directed by the Club Senate Chairperson.
ARTCLE III CLUB SENATE EVENTS COORDINATOR
III-3.1 The duties of the Club Senate Events Coordinator shall include:
A. Serve as the Administrative Assistant of Club Senate.
B. Create and update a quarterly list of meeting times and places for all recognized clubs.
C. Assist the Chairperson in the creation and updating of a Club Senate Handbook.
D. Assist the Chairperson in the Club of the Year selection and follow up procedure.
E. Assist the Chairperson in any secretarial duties including the taking of minutes at Senate meetings.
F. Monitor the attendance of the Senators and keep a record of attendance on file for reference.
G. Maintain a list of all Civic Engagement Hours for all Clubs and Organizations, as well as keeping a record of all submitted Civic Engagement Hours documents.
H. Work at least ten office hours per week excluding finals week.
Revised: May 27th, 2015 Page 11 a. Office hours begin the first full week of fall quarter, and the first week of winter and spring quarter.
I-3.2 Responsibilities of the Club Senate Events Coordinator concerning Club Senate’s public relations.
A. It shall be the responsibility of the Club Senate Events Coordinator to contact the media to promote the activities of Club Senate as directed by the Chairperson, Executive Board, or Club Senate.
B. It shall be the responsibility of the Club Senate Events Coordinator to continue to explore ways of promoting Club Senate, clubs, and/or organizations.
ARTCILE IV CLUB SENATE INSURANCE COORDINATOR
I-4.1 The Duties of the Club Senate Insurance Coordinator shall include:
A. Serve as liaison between the insurance provider and Clubs/ Organizations recognized under Club Senate.
B. Keep records of liability waivers for Clubs and Organizations in accordance with the requirements of the current insurance policy and conduct audits for compliance therewith, including but not limited to imposing any sanctions as set forth within the By- Laws, Constitution, and recognition packet appropriate with non-compliance.
C. Provide a report of records necessary for the renewal process of the insurance policy in the spring.
D. Assist Clubs and Organizations with any questions resulting from approved practices and activities under the current insurance policy.
E. Assist the Chairperson with any addition duties that may be necessary for the completion of the duties as set forth within this section.
F. Work ten office hours per week excluding finals week.
a. Office hours begin the first full week of fall quarter, and the first week of winter and spring quarter.
ARTICLE V SENATE OFFICER STIPENDS
I-5.1 The Chairperson.
Revised: May 27th, 2015 Page 12 A. The Chairperson shall not receive compensation from Club Senate.
I-5.2 The Club Senate Treasurer, Club Senate Events Coordinator, and Club Senate Insurance Coordinator.
A. An hourly wage as deemed appropriate by the Chairperson shall serve as a compensation for an Officer’s work over the period of one quarter. Payments will be made according to regular University pay schedule.
B. Should an Officer not fulfill his/her duties, the Chairperson reserves the right to suspend pay and/or remove the individual from the Executive Board.
TITLE II DUTIES AND RESPONSIBILITIES OF REPRESENTATIVES
ARTICLE I CLUB SENATOR DUTIES AND RESPONSIBILITIES
II-1.1 Duties of the Senator shall include:
A. Have a working knowledge of the Constitution and By-Laws and Club Senate Funding Policies and Procedures.
B. Serve as a voting member of Club Senate on behalf of a single recognized Student Club or Organization, and to cast a single vote for each motion before Club Senate. Revised: May 27th, 2015 Page 13 C. Serve as a liaison between the Student Club or Organization they represent and Club Senate.
D. Serve on any committees, task forces, and other such bodies as directed by the Chairperson or Club Senate.
E. Serve as a liaison between Club Senate and their respective Student Club or Organization.
II-1.2 Responsibilities of the Senators shall include:
A. It shall be the responsibility of the Senator to present requests for funds prior to the event at Executive Board and Senate meetings.
B. It shall be the responsibility of the Senator to attend the Executive Board meeting and Club Senate meeting when the request for funds is scheduled to be presented in order to make a presentation and answer questions from Club Senate and/or Executive Board members. Failure to appear at either of these meetings will automatically eliminate the request.
C. It shall be the responsibility of the Senator to report on events of his/her organization for which funds were allocated at the first Senate meeting after the event has occurred.
D. It shall be the responsibility of the Senator to report to the Club Senate Chairperson of any changes of plans or cancellations that pertain to events funded by Club Senate.
E. It shall be the responsibility of the Senator to produce all pertinent receipts of the trip or event to the Club Accounting office within 2 weeks of the date of the report back.
ARTICLE II DUTIES OF THE SENATOR ALTERNATE
II-2.1 Duties of the Senator Alternate include:
A. Fill in for the Senator if the Senator is unable to make a regularly scheduled Club Senate meeting. The Senator is required to give the Senator Alternate 48 hours notice.
B. Serve on any committees, task forces, and other such bodies as directed by the Chairperson or Club Senate.
C. Have a working knowledge of the Club Senate Constitution and By-Laws and Club Senate Funding Policies and Procedures.
Revised: May 27th, 2015 Page 14 TITLE III THE CLUB SENATE ADVISOR
ARTICLE I SELECTION AND RESPONSIBILITIES OF THE CLUB SENATE ADVISOR
III-1.1 Selection of the Club Senate Advisor will be at the discretion of the Chairperson. In the event of a vacancy, the Chairperson will send, in writing, a request for an advisor.
III-1.2 Responsibilities of the Club Senate Advisor include serving as a non-voting member of Club Senate, as well as an advisor to Club Senate.
Revised: May 27th, 2015 Page 15 TITLE IV RESPONSIBILITIES OF CLUB SENATE
ARTICLE I RESPONSIBILITIES OF CLUB SENATE
IV-1.1 The responsibilities of Club Senate shall include:
A. Deciding the policies of Club Senate with regard to issues affecting Student Clubs and Organizations recognized by the ASCWU Student Government. Such policies shall be printed and placed on file for future reference.
B. Confirm, reject, or remove appointments made by the Club Senate Chairperson on Club Senate recognized agencies, committees, and task forces.
Revised: May 27th, 2015 Page 16 C. Create Club Senate standing committees, agencies, and task forces on behalf of Club Senate.
D. Set policies and/or procedures for the whole of Club Senate, Individual offices of Club Senate, and/or the subsidiary bodies of Club Senate. Such policies shall be printed and placed on file for future reference.
E. Approve or disapprove the allocation of funds to Student Clubs and/or Student Organizations as outlined in Title IX of the Club Senate By-Laws.
F. Confirm or reject the budget for the funds of Club Senate as presented by the Club Senate Treasurer.
G. The Club Senate Executive Board shall be delegated the authority by Club Senate to allocate Senate funds up to $200. The Club Senate Treasurer shall be responsible for reporting information to Club Senate concerning such allocations.
H. The Executive Board shall review all requests made by religious and politically- affiliated clubs and make corrections when deemed necessary.
IV-1.2 This article shall be in no way construed to limit the power of Club Senate as set forth in the Club Senate’s Constitution and By-laws; Washington State Administrative Code; and the Revised Code of Washington.
TITLE V ASCWU CLUB SENATE GUIDELINES
ARTICLE I GUIDELINES FOR CLUB SENATE OFFICERS
V-1.1 Eligibility for Club Senate Officers.
A. Be a student at CWU in good academic standing.
ARTICLE II GUIDELINES FOR SENATORS
V-2.1 Eligibility for Senators and Alternates.
A. Be a member of an ASCWU Student Government recognized club/organization.
Revised: May 27th, 2015 Page 17 B. Be a student at CWU in good academic standing.
V-2.2 Restrictions for Senators and Alternates.
A. No single member can represent more than one Student Club and/or Organization.
B. No Senator or Alternate shall serve on the ASCWU Student Government or Council of Probity.
ARTICLE III ATTENDANCE
V-3.1 A Student Club or Organization will be in good standing when the following occurs:
A. Upon the Club or Organization’s initial recognition by the ASCWU Student Government.
B. After attending three consecutive Club Senate meetings following being placed into bad standing status.
C. A Student Club or Organization must maintain at least 10 Civic Engagement Hours per Quarter to remain in good standing after recognition.
V-3.2 An organization will cease to be in good standing when the following occurs:
A. The Student Club or Organization’s Senator or Alternate missed two or more Senate meetings in one quarter.
B. The Student Club or Organization fails to complete and turn in at least 10 Civic Engagement Hours in a given quarter.
C. The Student Club or Organization fails to hold at least one meeting per month that is open to the general public for information purposes, regardless of the membership status of the attending individuals.
a. Individuals at these meetings who have not attained full Student Club or Organization membership are not entitled to the benefits of said membership (examples include voting privileges, attending Student Club or Organization sponsored members-only events, access to Student Club or Organization resources, etc.)
ARTICLE IV RESPONSIBILITIES OF CLUB MEMBERS
Revised: May 27th, 2015 Page 18 V-4.1 Responsibilities of club members at events funded in part or in whole by Club Senate shall include the following:
A. Individual members shall conform to the laws of the state of Washington and those of the United States of America.
B. Individual members shall conform to the rules, policies, guidelines, and regulations of CWU, the ASCWU Student Government, and Club Senate.
C. Individual members shall consider themselves representatives of their club and CWU at all functions.
D. A club may be defined as one or more individuals when representing CWU at conventions, seminars, games, etc.
TITLE VI PROCEDURES FOR VACATING AN OFFICE
ARTICLE I TERMINATION OF THE CHAIRPERSON
VI-1.1 Termination of the Chairperson shall be in accordance with the ASCWU Constitution and Bylaws.
ARTICLE II TERMINATION OF AN EXECUTIVE BOARD MEMBER
VI-2.1 Requirements to Terminate an Executive Board Member, Excluding the Chairperson:
A. Termination as an Executive Board Member does not mean termination as a Senator.
B. Any Executive Board member placed on academic suspension is automatically terminated. Revised: May 27th, 2015 Page 19 C. Any Executive Board member may be terminated by the Club Senate, with a two- thirds majority vote, only after the Chairperson has notified the Club Senate of the Executive Board member’s inability to carry out their duties.
a. The Executive Board member will be called before the Club Senate to defend themselves immediately following the Chairperson’s notification to Club Senate.
b. The Chairperson and the Executive Board Member, if present, will each state their case. Afterwards, Club Senate will vote on the termination of the Executive Board member. Termination requires a two-thirds majority vote.
D. In the event an Executive Board Member in terminated, the seat becomes vacant and a new Executive Board member is elected.
ARTICLE III RESIGNATION OF AN EXECUTIVE BOARD MEMBER
VI-3.1 An Executive Board member may resign from the Executive Board with a letter of resignation to the Chairperson.
A. No letter of resignation or withdrawal will be binding without the following:
a. Date of resignation
b. Signature of the resigning Executive Board member.
c. Signature of the Chairperson
d. Signature from an additional Executive Board Member as a Witness
A. The Executive Board Member may withdraw their resignation if a letter of withdrawal is submitted to the Chairperson prior to their resignation date.
B. The Executive Board Member and the Chairperson will each keep signed copies of the letter of resignation and, if the resignation is withdrawn, the letter of withdrawal.
ARTICLE IV TERMINATION OF A SENATE OFFICER
VI-5.1 Requirements to remove a Senator:
A. Any Senator placed on academic suspension is automatically terminated.
Revised: May 27th, 2015 Page 20 B. Any senator may be terminated by the Club Senate, with a two-thirds majority vote, only after the Chairperson has notified the Club Senate if the Senator’s inability to carry out their duties.
a. The Senator will be called before the Club Senate to defend themselves immediately following the Chairperson’s notification to Club Senate.
b. The Chairperson and the Senator, if present, will each state their case. Afterwards, Club Senate will vote on the termination of the Executive Board member. Termination requires a two-thirds majority vote.
C. In the event a Senator is terminated, the Club Senate seat becomes vacant and their respective Student Club or Organization will elect a new Senator. Until a new Senator is elected, the Student Club or Organization will be placed into bad standing status.
ARTICLE V RESIGNATION OF A SENATE OFFICER
VI-4.1 A Senator may resign from the Club Senate with a letter of resignation to the Chairperson.
A. No letter of resignation will be binding without the following:
a. Date of resignation
b. Signature of the resignee
c. Signature of the Chairperson
d. Signature from an Executive Board Member as a witness
B. The Senator may withdraw their resignation is a letter of withdrawal is submitted to the Chairperson prior to their resignation date.
C. The Executive Board Member and the Chairperson will each keep signed copies of the letter of resignation and if the resignation is withdrawn, the letter of withdrawal.
ARTICLE VI RESIGNATION OF A SENATOR ALTERNATE
VI- 6.1 Resignation of a Senator Alternate will follow the same procedures as a Senator resignation.
ARTICLE VII TERMINATION OF A SENATOR ALTERNATE
Revised: May 27th, 2015 Page 21 VI-7.1 Termination of a Senator Alternate will follow the same procedures as a senator termination.
TITLE VII ASCWU CLUB SENATE SUBSIDIARY BODIES
ARTICLE I EXECUTIVE BOARD
VII-1.1 The Members of the Executive Board shall consist of:
A. The Club Senate Chairperson (non-voting, except in the case of a tie.)
B. Three Club Senate Officers (Club Senate Treasurer, Club Senate Insurance Coordinator, and Club Senate Events Coordinator.)
C. A representative from each type of interest clubs (Academic, Hobby, and Religious) and one representative from the special programs. The voting members of the Executive Board are:
D. Two additional Senator representatives from any type of Club in Club Senate.
Revised: May 27th, 2015 Page 22 VII-1.2 Additional Executive Board Membership Rules:
A. In the event of a vacancy, a new Executive Board member is appointed in accordance with Title VII of the Bylaws.
B. Two-Thirds of the Executive Board members shall constitute a quorum.
VII-1.3 Executive Board Funding
A. The Executive Board shall serve as a body which approves or disapproves monetary requests from Club Senate clubs and organizations in accordance with the ASCWU Club Senate Constitution and By-laws.
B. The Council can only approve the allocation of Senate funds up to a fixed dollar amount of $200 for non-religious and non-politically affiliated clubs.
C. Any funding request presented to the Executive Board that is larger than the maximum permitted amount set in Title X of the Bylaws shall be only eligible for the maximum amount stated Title X. All recommendations from the Executive Board will follow the Constitution and Bylaws.
D. Any groups requesting funds over the maximum permitted amount will be given the suggestion to request funding from the Student Academic Senate and the Services and Activities Fee committee.
E. Any request presented to the Council that is not within its power to allocate cannot be decided upon by the Executive Board. Such requests will in turn receive recommendations from the Council to then be presented to Club Senate for final approval. Such requests are between $200.01 and $3,000.00.
F. Any appeal regarding the decision made by the Executive Board must be submitted to the Club Senate Chairperson the Friday before the next Senate meeting in which the appeal is to be presented.
VII-1.4 Duties and procedures of the Executive Board shall be as follows:
A. Serving as a subsidiary body of Club Senate in order to handle monetary requests that are deemed to be of an immaterial amount and issued by Club Senate.
B. A quorum of two-thirds of Executive Board members must exist before any business may take place.
Revised: May 27th, 2015 Page 23 C. Approving or disapproving the allocation of funds to clubs or organizations upon request that is within their scope of power. The Council reserves the right to approve the allocation for funds as presented, approve allocations with revisions, or disapprove such requests.
D. Making recommendations to Club Senate concerning requests that are not within the scope of their power to approve.
E. Ensures the Executive Board meets every week senate is not in session. Convenes additional Executive Board meetings when circumstances require.
F. Reports to Club Senate all decisions, and recommendations made by the Executive Board.
VII-1.5 The duties and responsibilities of the Executive Board Chairperson shall be as follows:
A. Serving as Chairperson in directing the Executive Board meetings and serving as a voting member of the Executive Board.
B. Calling a meeting of the Executive Board when deemed necessary.
C. Reporting to Club Senate any actions or decisions made by the Executive Board.
D. Presenting the recommendations of the Executive Board to Club Senate.
VII-1.6 Club Senate’s intent for the Executive Board is two fold. The first is for the Executive Board to serve as a recommendations body to Club Senate concerning requests deemed to be material in amount or issue by Club Senate or Senate Officers. The second is for the Executive Board to act on behalf of Club Senate and allocate funds to clubs and organizations as directed by Club Senate.
ARTICLE II EXECUTIVE BOARD COMMITTEES
VII-2.1 Club Senate shall have the power to create any subsidiary body it deems necessary.
A. Each member of the Executive board shall chair one committee approved by Club Senate.
B. There will be a maximum of one committee for each member of the Executive Board, excluding the Chairperson and Office employees.
C. Committees must be chosen by the second Club Senate meeting of the Fall Quarter.
Revised: May 27th, 2015 Page 24 D. Additional committees will be added as needed, providing it does not overburden the Executive Board Member chairing the committee.
E. Executive Board members will vote during the Executive Board meetings to choose the committee chairs from the seated Executive Board members.
F. On the event of an Executive Board vacancy, another member of the Executive Board will assume the role of committee chair until a new executive board member is present.
ARTICLE III OTHER SUBSIDIARY BODIES
VII-3.1 Rules concerning other subsidiary bodies:
A. Additional committees, teams, task forces, or other groups may be created by a two- thirds majority vote of the Club Senate.
B. The motion in general Club Senate meeting to create a new subsidiary body must contain a statement detailing the mission and scope of the new body, and the new organization will be bound by that mission statement.
C. A member of Club Senate may be chosen, with a simple-majority, to the chair the newly formed committee, but report directly to an Executive Board Member who will oversee the committee.
TITLE VIII SENATE JUDICIAL PROCEDURES
ARTICLE I Council of Probity
VIII-1.1 The Council of Probity shall have jurisdiction over Club Senate as follows:
A. All disputes concerning the interpretation of the Club Senate Constitution and By- laws will be examined by the Council of Probity.
B. All disputes between clubs and/or organizations shall be heard by the Council of Probity.
C. All disputes between Club Senate, the Executive Board, and/or the Chairperson and a club or organization shall be heard by the Council of Probity to determine if the Club Senate Constitution and By-laws have been followed.
ARTICLE II COUNCIL OF PROBITY’S POWER OF REVIEW
Revised: May 27th, 2015 Page 25 VIII-2.1 The Council of Probity’s power of review over constitutional and policy decisions made by Club Senate shall be as follows:
A. The Council of Probity shall have the right to review motions and new policies passed by Club Senate to determine if such motions are within the scope of its power, stated, or implied. Motions and policies which are found to be outside the scope of Club Senate’s power will be sent back to Club Senate for revision.
B. The Council of Probity shall have the right to review policy decisions that have been made by Club Senate, the Executive Board, or the Chairperson when an appeal is made to the Council of Probity.
VIII-2.2 The Council of Probity shall settle disputes between clubs and/or organizations as follows:
A. The Council shall obtain all relevant policies passed by either the ASCWU Student Government or Club Senate.
B. The Council, after hearing the case and reviewing the appropriate policy, shall issue a ruling explaining how the policy applies and the appropriate actions to be taken by parties involved.
C. If no policy is applicable, the Council of Probity will issue an advisory opinion concerning the matter. The parties involved shall not be bound by advisory opinions. At no time shall the Council of Probity create or amend policy.
VIII-2.3 The Council of Probity shall resolve conflicts between a Student Club or Organization and Club Senate, the Executive Board, and/or the Chairperson in the following manner:
A. Conduct an informational meeting with parties involved.
B. Issue in writing a letter agreeing that such action was within the scope of the Constitution, stated or implied.
C. Issue in writing a letter explaining why the action taken was not within the scope of authority or power according to the Constitution, stated or implied. The case will then be returned to Club Senate or the Executive Board for revision. The case will again be heard by the Council of Probity to determine if the revision is now in line with the Constitution. This shall continue until the action taken by Club Senate or the Executive Board is determined constitutional.
Revised: May 27th, 2015 Page 26 TITLE IX SENATE FUNDS
ARTICLE I ELLIGABILITY OF FUNDS
IX-1.1 Eligibility for funds will be established after meeting the following criteria:
A. The Student Club or Organization has been recognized for the current year by the ASCWU Student Government.
B. Student Clubs and Organizations that are members of Club Senate must meet the following criteria:
a. The Student Club or Organization has a Senator.
b. The Student Club or Organization, through its Senator or Alternate, has achieved “good standing.”
c. The Student Club or Organization has presented the request to the Executive Board prior to presenting to Club Senate.
Revised: May 27th, 2015 Page 27 C. The appointed senator representing the recognized Student Club or Organization must have attended at least one club senate meeting before making a request for funds through Club Senate.
IX-1.2 All clubs and organizations which are not affiliated with a religious group, and which do not meet with the primary purpose of supporting a religious philosophy are entitled to equal access to Club travel funds and/or Washington state motor vehicles.
ARTICLE II REQUESTS FOR FUNDS
IX-2.1 Requests for funds shall be made in accordance with the following:
A. A request form for funds must be properly and completely filled out and submitted to the Club Senate Treasurer five business days before the Executive Board meeting at which it is to be heard.
B. All requests must be presented to the Executive Board before the event has occurred.
a. All events occurring between the first day of classes and the first Club Senate meeting of fall quarter can request funds for reimbursement at the first Club Senate meeting. C. The nature of the event must clearly be established to directly relate to the purpose of the Student Club or Organization as stated in its constitution and/or clearly benefit the establishment of the Student Club or Organization.
D. Any request that is deemed to be of a material amount of issue by the majority of Executive Board members is to be presented to Club Senate for approval, after receiving recommendations from the Executive Board.
a. Requests for funds are limited to travel expenses, registration, guest speakers, advertising, hotel, and room rental/ equipment rental costs.
b. All food items cannot be purchased at Club Senate’s expense unless food is provided with event registration.
E. Only one request per event from a single club or organization shall be allowed.
F. No club or organization’s request can be denied presentation if the request meets all the necessary criteria according to the ASCWU Club Senate Constitution and By-laws, and Club Senate Policy.
G. A student participating in the event is available to present the funding request in person to both the Executive Board and Club Senate. Under exceptional
Revised: May 27th, 2015 Page 28 circumstances, the Chairperson may waive the requirement to present the funding request in person to the Executive Board.
ARTICLE III APPROPRIATION OF FUNDS
IX-3.1 Approving Funds shall be as follows:
A. A simple majority shall be required in order to appropriate funds. This shall be based upon the number of Senators present at the meeting.
B. Club Senate or the Executive Board will render a decision to allocate the money requested, allocate the money with revision, or deny the request entirely.
C. Appropriations will be made contingent upon compliance with the laws and procedures of Washington State, Central Washington University, Associated Students of Central Washington University, and the ASCWU Club Senate. Failure to abide by any of the above mentioned documents may constitute the loss of funds.
D. Funding requests may be approved with four possible outcomes:
a. Allocate the money as recommended by the Executive Board.
b. Revise the allocation. Revisions may include changing the amount of funds allocated, or placing the restrictions on how Club Senate funds are to be used for the event.
c. Deny the funds request with notice that further requests for the same event will not be entertained. If funds are denied for one event, students are not barred from requesting funds for other events.
d. Deny the funds request with notice that students may resubmit a future request for the same event. Resubmission requires the students to fill out a new funds packet with the exception of the approved Travel Authorization if it has already been approved.
E. Students may formally dispute the outcome of funding requests with the ASCWU Council of Probity.
F. If event entirely occurs on or between March 28, 2017 and September 19, 2017 the maximum allocation per person shall be $300.00 per request. The maximum allocation per fiscal year for a club or organization shall be $3,000.00.
Revised: May 27th, 2015 Page 29 a. For the purposes of funding allocations, an event shall be defined as a single scheduled occasion occurring one time in a distinct location with attendance by CWU students from a single recognized Student Club or Organization.
b. Students from differing Student Clubs and Organizations may submit more than one funding request for the same event.
c. Any funds awarded for participating in events will not be counted against the clubs requests for the year.
G. If event entirely occurs on or between March 28, 2017 and September 19, 2017 the maximum allocation for a single event, regardless of the number of clubs requesting funding for the event, shall be $4,000.00.
a. In the event that funding requests from multiple clubs for a single event exceed $4,000.00, it will be the duty of the Executive Board to determine how allocated funds are distributed between the requests up to a total of $4,000.00.
H. If event does not entirely occur on or between the above dates 2017, the maximum allocation per person shall be $300.00 per request. The maximum allocation per fiscal year for a club or organization shall be $2,000.00.
a. For the purposes of funding allocations, an event shall be defined as a single scheduled occasion occurring one time in a distinct location with attendance by CWU students from a single recognized Student Club or Organization.
b. Students from differing Student Clubs and Organizations may submit more than one funding request for the same event.
c. Any funds awarded for participating in events will not be counted against the clubs requests for the year.
I. If event does not entirely occur on or between the above dates the maximum allocation for a single event, regardless of the number of clubs requesting funding for the event, shall be $3,000.00.
a. In the event that funding requests from multiple clubs for a single event exceed $3,000.00, it will be the duty of the Executive Board to determine how allocated funds are distributed between the requests up to a total of $3,000.00.
Revised: May 27th, 2015 Page 30 J . All allocations are subject to availability of funds and approval of the regulating bodies. Requests for funds from the Club Senate are limited to:
a. Travel expenses including motor pool, private car gas mileage, airfare, and other expenses relating to transportation.
b. Registration: including admission fees, but excluding memberships.
c. Guest Speakers, honorarium fees, and reasonable accommodation for presentation.
d. Advertising, Publicity, and Printing costs: not to include tangible office supplies, copying costs, or advertising costs that go towards a club fundraiser.
e. Lodging expenses, including dormitory charges and hotel fees.
f. Room Rental and Equipment rental costs for Student Club and Organization events.
g. All food items cannot be purchased at Club Senate’s expense unless provided with event registration.
ARTICLE IV RESTRICTION ON FUNDS
IX-4.1 Funds are restricted by the following:
A. Any club not following the laws of the State of Washington or the United States of America, or the rules, policies, guidelines, and regulations of CWU, the ASCWU, or Club Senate must reimburse Club Senate for all funds allocated for the trip at which the incident occurred. Traffic and parking violations may be exempted by the Chairperson.
B. Any club or organization subject to the provisions of IX-4.1A may be subject to one or more of the following disciplinary actions:
a. The Student Club or Organization may lose the right to request funds for up to two years.
b. The Student Club or Organization may lose the right to use State facilities including, but not limited to, meeting rooms, advertising, motor pool, and playing fields.
Revised: May 27th, 2015 Page 31 c. The Student Club or Organization may lose recognition by the ASCWU Student Government.
d. The Student Club or Organization may be forced to pay restitution to the offended party (if and when appropriate).
f. The Chairperson shall seek the written, advisory recommendation of the members of the Executive Board concerning further punishment. The preceding is not meant to limit other means of disciplinary actions by Club Senate or the ASCWU Student Government.
C. Club Senate reserves the right to cancel allocations prior to the event if the request was found to be fraudulent or if the money is to be used for fraudulent, discriminatory, or inappropriate purposes. Such action will be taken by the Chairperson after the written advisory recommendations of the executive board members have been considered.
D. Incomplete funds request packets will not be accepted. A request packet is deemed incomplete is it is missing:
a. All required dated signatures.
b. Written description of the event, signed by the department chair.
c. Information on all participants including name, student i.d. number, and contact information.
d. Scheduling and itinerary information.
e. CWU official Travel Authorizations, if required by policy.
f. Alcohol guidelines and agreements.
h. Liability waiver for each participant.
E. Any Student Club or Organization in bad standing will be unable to request funds. Good standing must be restored before requests can be accepted and allocated.
F. Any Student Club or Organization who fails to complete all of the necessary paperwork affiliated with funds allocated from the current year’s budget prior to the last day of spring quarter is subject to loose the allocated funds.
Revised: May 27th, 2015 Page 32 G. Any outstanding allocations on June 30 of the current year will automatically be lost. However, any allocations made prior to June 30th for the summer will not be lost.
H. Any club which does not report back to Club Senate at the first meeting after the event occurs will lose their funding for the event. Any exceptions must be made with the Chair prior to the meeting.
J. All receipts must be turned into Campus Life Accounting within two weeks following the scheduled report back to Club Senate. If receipts are not turned in by the scheduled time, SURC accounting will not accept additional receipts for reimbursement.
Revised: May 27th, 2015 Page 33