51ÁÔÆæ

Definitions

Student Representative: A student representative is defined as any enrolled 51ÁÔÆæ student associated with the club that can give informed reports and address questions regarding club activities. Representatives can be club officers or members.   

Official Event: An official event that counts towards your club’s club tier is defined as an event that has been properly requested and approved by Student Engagement prior to the event taking place. AS51ÁÔÆæ categorizes club events in accordance with Student Engagement.

Funding Request 

The AS51ÁÔÆæ Funding Request form is the official method for clubs to request financial support for the semester or academic year.

• Funding may be used to support events, travel, supplies, and promotions.
• Submitting this form initiates the process of securing financial resources from AS51ÁÔÆæ. 
• Securing funding through this request does not replace the required event, purchase, or travel approval process through Student Engagement. Separate approval is still mandatory before any funds are spent. 

Budget Proposal  

The budget proposal is a required component of the AS51ÁÔÆæ funding request. It provides a general outline of estimated expenses for the planned activities and must include your club’s current balance based on your records. This proposal helps AS51ÁÔÆæ evaluate the financial need and feasibility of your request and supports transparent allocation of funds. 

Funding Request Process Overview  

Clubs complete the Funding Request Form in Involve, outlining their estimated costs and current club balance.

• Forms must be submitted by Sunday at 11:59 p.m. to be considered at the Senate meeting within two weeks.  
• Once submitted, the AS51ÁÔÆæ Vice President and Student Engagement will review the form for accuracy and verify eligibility.
• Approved requests are forwarded to the AS51ÁÔÆæ Senate, where the information is used to draft a Funding Bill.  
• AS51ÁÔÆæ will then contact the club and invite them to an upcoming Senate meeting to speak on the request. A student representative must attend the meeting to present the request and answer questions.
• If approved by the Senate, funds are officially added to the club’s budget.  
• When funds are requested for travel, the amount approved will remain designated for club travel only. 

Club Funding Summary  

Clubs can receive funding through various avenues including fundraising, requesting from AS51ÁÔÆæ, membership dues (if applicable depending on organization type), and donations. A portion of the AS51ÁÔÆæ budget is set aside each year for club requests. It is up to AS51ÁÔÆæ, under the guidance of Student Engagement, to utilize a funding tier system and process for clubs each year.   

Student Leadership Circles (SLC) are hosted by AS51ÁÔÆæ on the first Thursday of each month at 4:30 p.m. during the fall and spring semesters. These meetings occur in conjunction with AS51ÁÔÆæ Senate meetings and are designed to update clubs on valuable information, provide space for club-related reports and discussions, and allow clubs to voice questions or concerns. Each club is required to send a student representative to every Student Leadership Circle.   

Attendance Expectations  

AS51ÁÔÆæ prefers in-person attendance to connect with clubs, but Zoom attendance is allowed. Zoom attendees must have both microphones and cameras while presenting. Audio/visual checks will begin 10 minutes before the meeting to ensure technical issues are addressed.   

• Each club is allowed up to two excused absences per academic year.
• An excused absence requires submitting a Club Report via email to ascwi@cwi.edu by 4 p.m. on the Thursday of the meeting.
• If no report is submitted for an absence, it will be considered unexcused and may result in a tier standing review.
• If the student representative arrives after their club is called during roll call, the club will be marked tardy.
• Two tardies will be counted as one excused absence.  
• If a representative cannot attend a meeting, a Club Report must still be submitted. 

Club Reports

Club Reports must include:  

• Events hosted last month (if any), attendance numbers, and whether the event was successful.  

• Approved or in-progress events for the current month.  

• Any other updates (e.g., officer changes, meeting time adjustments).  

Failure to comply with these requirements may impact your club’s standing with AS51ÁÔÆæ. 

AS51ÁÔÆæ Meeting Agenda  

If any student, club, staff, or faculty has any item or issue they would like discussed in meetings, please email ascwi@cwi.edu or connect with an AS51ÁÔÆæ representative.

• The agenda is finalized two (2) business days before the scheduled meeting.
• Any person is welcome to discuss thoughts during open forum at the end of all AS51ÁÔÆæ meetings without being on the agenda prior.