2015 – 2016
CWU Westside Centers
New & Renewing Student
Club Recognition Packet
Everett & Lynnwood Clubs submit packet to:
 Zack Kramer, Student Resource Manager for Westside
Student Life.
 CWU-Lynnwood SQL 302M
 Lynnwood: (425) 640-1574 x3872
 Cell Phone: 425-405-8528
Des Moines & Pierce County Clubs submit packet to:
 Ashlee Norris, Associate Director for Westside Student Life
 CWU-Des Moines Building 29 Room 261
 CWU-Pierce Olympic Building Room 330
 Des Moines: (206) 439-3800 x3818
 Cell Phone: 206-419-9717
Welcome!
CWU Westside Student Life is here to support you and help you get the most out of your
education. We are your contact if you have any questions about how to get involved, how to
access resources, or if you need support services.
CWU Westside Centers enroll nearly 1,500 students per year; we encourage you to get involved
with creating, leading, or being a member of a student club. Involvement with student clubs is
an exciting experience, which offers you the opportunity to participate in your learning
community, network, and engage in personal and professional development. Student Life can
help you form or join a club, plan and implement a campus-wide activity, sponsor a club event,
and more.
To form a new student club, please review this packet of information and submit to:
 CWU Des Moines (Building 29, room 261)
 CWU Lynnwood (SQL Hall, room 302M)
 CWU Pierce County (Olympic Building, room 330)
Use the checklist on the next page to check that you have completed and included all the
necessary paperwork. Once your club is approved by the ASCWU Board of Directors, you will be
provided information on club accounting, how to request funding for an activity/ event/
conference, and more.
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REQUIRED CLUB CHARTER CHECKLIST
 Club Name and Description:
The club name should be descriptive and clear; this title will also become the club’s
account name. Describe the club’s purpose, what goals the club wants to achieve,
potential activities, and if there are any conferences that club members want to attend.
 Constitution & By-Laws:
Founders will need to develop a club constitution that will outline the club’s name,
purpose, rules, and procedures related to membership, officer elections, dispute
processes, fee collection, and the decision-making processes that the club will use. An
updated constitution must be submitted every year and may be as informal or formal as
necessary.
 Chartering Student Membership Information:
Provide names, student ID numbers, titles, and contact information for club officers.
There is a minimum requirement of 5 student members to form a club. Club officer titles
may be revised or club members may choose to elect officers and provide titles at a
later date.
 Advisor Responsibilities:
This statement outlines the expectations of the faculty or staff advisor. The advisor must
review and sign this form; please provide the advisor with a copy of this document.
 Acknowledgement of Responsibilities:
The club initiator and advisor are responsible for signing the Acknowledgement of
Responsibilities that holds the club accountable to State and University policies and
prohibits it from discriminating in its membership.
 Acknowledgement of Risk and Hold Harmless Agreement:
Each club member must sign a Risk and Hold Harmless Agreement that you turn in with
your club recognition packet.
 Final Approval:
Submit the completed packet to Ashlee Norris or Zack Kramer. Your club recognition
packet will be review then sent to the Vice President for Clubs and Organizations and
the CWU-Ellensburg Student Government for review and approval.
Notification of club status will be provided by Ashlee Norris or Zack Kramer by email
from the CWU-Ellensburg Student Government decision. A copy of the club recognition
approval will be sent to Student Club Accounting so that a club account can be
established.
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CLUB NAME & DESCRIPTION
Please TYPE out all information completely
1. Is this a new club?
 Yes
 No
Club Name and Description:
The club name should be descriptive and clear; this title will also become the club’s account
name. Describe the club’s purpose, what goals the club wants to achieve, potential activities,
and if there are any conferences that club members want to attend.
2. Club Name:
Club Description
1. The purpose of this club is to:
2. The club would like to accomplish the following 3 goals this academic year:
3. The club would like to sponsor the following activities this academic year:
4. The club would like to attend the following conferences this academic year:
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CONTACT INFORMATION
Please TYPE all contact fields expect the signature line and attach any other names as necessary
or desired. You must have 5 club officers to be approved as a club.
Name:
Club Officer Title
CWU ID Number
Phone Number
CWU Email Address
Signature
PONSIBILITIES
Name:
Club Officer Title
CWU ID Number
Phone Number
CWU Email Address
Signature
Name:
Club Officer Title
CWU ID Number
Phone Number
CWU Email Address
Signature
Name:
Club Officer Title
CWU ID Number
Phone Number
CWU Email Address
Signature
Name:
Club Officer Title
CWU ID Number
Phone Number
CWU Email Address
Signature
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ADVISOR RESPONSIBILITIES
Thank you for participating in the club experience. It is a compliment to be asked to serve as an
advisor because students seek mentorship and guidance from faculty and staff who offer
expertise. It is also a significant responsibility because the advisor helps the club guide its
decision-making process and direction. Although the advisor provides support and advice, they
are not responsible for running or managing the club.
Advisors must be Central Washington University faculty or staff members.
An advisor should:














Be thoroughly familiar with the purpose and goals of the club
Attend club meetings when possible
Promote and attend club activities, when possible
Be knowledgeable/familiar with University rules, policies and procedures and serve
as a liaison between the University and the club
Be familiar with CWU-Ellensburg Student Government policies and procedures
Monitor expenditures and ensure sound financial and business practices that comply
with State and University policies regarding expenditures of club funds
Help establish and maintain positive traditions and club reputation
Assist in any internal conflicts your club may experience
Discourage domination of the club by an individual or sub-group
Provide long-term continuity within the club
Promote leadership opportunities for all club members
Help individuals balance academic, work, and club commitments by suggesting time
management strategies
Help recruit and attract new members
Be accessible and available to club members for support and help
To fulfill my obligations and responsibilities as the
Club Name
advisor, I acknowledge that I am aware of the advisor responsibilities and agree to serve
as advisor for the academic year 2015-2016.
Agreed upon this day
Date
Advisor Signature
Phone Number
Print Name
E-mail
Mail Stop
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ACKNOWLEDGEMENT OF RESPONSIBILITIES
 This club/organization will not discriminate in its membership on the basis of race, color,
creed, religion, national origin, sex, sexual orientation, gender identity and gender
expressions, age, marital status, disability, academic standing or status as a disabled or
Vietnam-era veteran.
 Central Washington University affiliated club activity is expected to comply with the
prescribed conduct provisions of the University’s Student Rights and Responsibilities
policy, Washington State law, and governing University policy manuals.
 CWU-Ellensburg Student Government reserves the right to deny club recognition should
a club or its members violate said policies and/or State law. Alleged violations will be
referred to Student Affairs.
 Recognized CWU clubs benefit from General Liability, Special Risk Accident, and
Catastrophic insurance policies that protect student club members in their activities.
Club members acknowledge receiving, reading, and understanding the information
contained in the Acknowledgement of Risk and Hold Harmless Agreement and agree to
be bound by its contents. In order to remain in compliance with the policy, clubs agree
to obtain signed liability waivers from every club member and submit them with the
club charter packet. The club agrees to not participate in activities that are excluded in
the university insurance policy as stated in the Risk Management Packet online:
http://www.cwu.edu/~clubsenate/docs/Club%20Risk%20Managment%20and%20Insura
nce%2008-09.doc. The club acknowledges that failure to comply with these policies may
result in loss of club recognition.
 This club will abide by University, state, and federal regulations with regard to posting
information on the club website or other social media outlets.
 Constitution and By-Laws are attached
 Yes
 No
If no, the charter cannot be approved until the constitution is completed and submitted
to Westside Student Life. No events will be approved until the charter is completed.
Print Club Initiator Name
Signature
Date
Print Advisor Name
Signature
Date
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FINAL RECOGNITION SIGNATURES
I agree to comply with all Federal, State, and local laws as well as University policies. I have also
received, read, and understand the information contained in the Club Insurance & Risk
Management Packet (http://www.cwu.edu/~clubsenate/cwuclubs2009/) and agree for the club
to be bound by its contents.
Signature: Ashlee Norris OR Zack Kramer (Westside Student Life Staff)
Date
_______________________________________________
Date Recognition Packet was sent to Ellensburg for review
Charter Approved by CWU-Ellensburg Student Government
 Yes
 No
Signature: Vice President for Clubs and Organizations
Date
Signature: CWU-Ellensburg Student Government President
Date
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ACKNOWLEDGEMENT OF RISK AND HOLD HARMLESS AGREEMENT
I hereby acknowledge that I have voluntarily chosen to participate in the authorized student club (hereinafter called “club”) stated below.
I understand the risks involved with my participation in the authorized student club. I recognize that the club and its activities involves risk of
injury and I agree to accept any and all risks associated with it, including but not limited to property damage or loss, minor bodily injury, severe
bodily injury, and death. Furthermore, I recognize that participation in the club involves activities and risks incidental thereto, including but
not limited to, physical exertion for which I am not prepared, forces of nature; travel, whether in civilized or remote, domestic or international
areas, by plane, train, auto, boat or other conveyance, or on bicycle, horseback, ski, by foot or other form of active travel, civil unrest,
terrorism, breakdown of equipment; fundraising, competitions, practices, community service projects, accident or illness without access to
means of rapid evacuation or availability of medical supplies; limited availability of medical assistance and the possible reckless conduct of
other participants. I am voluntarily participating in the club activities with the knowledge of the risks involved and hereby agree to accept any
and all inherent risks of property damage, bodily injury, or death.
In consideration of my participation in the club and to the fullest extent permitted by law, I agree to indemnify, defend and hold harmless
Central Washington University, its trustees, officers, directors, employees, agents and volunteers and the Associated Students of Central
Washington University Board of Directors (ASCWU), its officers, agents, employees and volunteers from and against all claims arising out of
or resulting from my participation in the below named club. “Claim” as used in this agreement means any financial loss, claim, suit, action,
damage or expense, including by not limited to attorney’s fees, attributable to bodily injury, sickness, disease or death, or injury to or
destruction of tangible property including loss of use resulting there from. In addition, I hereby voluntarily hold harmless Central Washington
University, its trustees, officers, directors, employees, agents, volunteers and assigns from any and all claims, both present and future, that may
be made by me, my family, estate, heirs or assigns.
I also understand that Central Washington University does not provide any medical, dental, or life insurance to cover bodily injury, illness or
death, nor insurance for personal property damage or loss, nor insurance for liability arising out of my or my clubs negligent acts or omissions;
and I acknowledge that I am completely responsible for my own insurance to cover these expenses.
I further understand that this assumption of risk and hold harmless is intended to be as broad and inclusive as permitted by the laws of the State
of Washington and that if any portion hereof is held invalid, I agree that the balance shall, notwithstanding continue in full legal force and
effect.
I agree that this acknowledgement of risk and hold harmless is effective for as long as I participate in the authorized student club.
I have read and understand this acknowledgement of risk and hold harmless.
Please Print
Participant’s Name:
Last
______________________________________________________________________________________
First
M.I.
Participant’s Signature
_________________________________ Date:_______________________________________________
Student ID# _______________________
Email Address: ______________________________________________
What club do you participate in? __________________________________________________________________________
Emergency Contact: _____________________________________ Emergency Phone: ___________________________________
IF THE PARTICIPANT IS UNDER THE AGE OF 18, THE SIGNATURE OF A PARENT OR GUARDIAN IS REQUIRED:
Parent Name: ____________________________________ Signature: __________________________________Date: _________
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