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.
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II-3 Attendance.
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.
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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.
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.
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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.
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:
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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.
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.
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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.
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.
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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.
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.
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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.
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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.
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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.
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.
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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.
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.
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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.
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 ByLaws, 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.
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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.
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.
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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.
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
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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.
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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.
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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.
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 politicallyaffiliated 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.
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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.
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.
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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
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.
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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.
C. Any Executive Board member may be terminated by the Club Senate, with a twothirds 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.
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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.
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
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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
VI-7.1 Termination of a Senator Alternate will follow the same procedures as a senator
termination.
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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.
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.
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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 $2,000.00.
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.
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.
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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.
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 twothirds 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.
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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 Bylaws 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
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.
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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.
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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.
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 the Friday 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.
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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
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:
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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. 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.
G. The maximum allocation for a single event, regardless of the number of clubs
requesting funding for the event, shall be $3000.00.
a. In the event that funding requests from multiple clubs for a single event
exceed $3000.00, it will be the duty of the Executive Board to determine how
allocated funds are distributed between the requests up to a total of $3000.00.
H. 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.
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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.
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).
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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.
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.
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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.
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