Club Leader Information

Being a club leader requires understanding how to operate the club, being a behind the scenes leader so your members have a successful experience. At a minimum, club leaders must understand purchasing, event management, fundraising, and how different rules impact your activities. Use this information to help you manage your club. When you have questions, please contact Student Programs. 

Applicable College Rules

Admission to the college carries with it the prescription that the student will conduct himself or herself as a responsible member of the college community. This includes an expectation that the student will obey appropriate laws, will comply with the rules of the college and its departments, and will maintain a high standard of integrity and honesty. Violations of college rules or conduct that interfere with the operation of college affairs will be dealt with by the college, and the college may impose sanctions as outlined in the Student Conduct Code (WAC 495D-120). This includes any action related to club business or activities.

Hazing is an inappropriate form of behavior and will not be tolerated. It is prohibited by the Student Code of Conduct and is defined as any method of initiation into a student organization that is likely to cause danger or harm – physical, mental, or emotional. If you know of any such incidents, please notify the club advisor, the Manager of Student Programs, your instructor, or any of the staff in Student Services. Any club or organization where members participate in hazing could lose its ASG approval and funding.

Students, faculty, staff and administration support the board policy and the law in having a drug and alcohol-free campus. Drugs and alcohol are not permitted anywhere on campus except as specifically provided for by board policy. The use of illegal drugs by any student attending a college-sponsored event is also prohibited, even though the event does not take place at the college. The use of alcohol by any student attending such events on non-college property shall conform to state law. Violation of this rule will elicit appropriate sanctions.

Clubs leaders should keep in good contact with the ASG Executive Board by talking about their activities. Officers from each club should submit email contact information to the office to receive updates from ASG, to club events and support other student clubs and student activities on campus.

Club Operations

Being a member entails:

  • Participating in club activities and meetings
  • Voting on club matters, including officers, events to hold, how to spend funds, etc.
  • Non-members may still participate in club events, and members may decide to stop participating at any time
  • Any currently enrolled student at LWTech is eligible to be a member

Officers are responsible for leading the club, following club policies, and submitting required paperwork. Clubs should have at least one officer but can have more as needed.

The traditional officer positions are as follows, but clubs can add/change titles/responsibilities as needed. Officer responsibilities and election process should be stated in the club's constitution.

  • President
    • Organize club functions and lead meetings, determine how often/when/where meetings will take place, provide leadership in goal setting for the club, and developing enthusiasm and excitement among members
  • Vice President
    • Assist the President in leading the club, take over in case of President’s absence
  • Records Officer
    • Take and distribute official meeting minutes (record of what takes place at meetings), record club’s history (list of events, pictures, etc.), keep track of club’s activities for the year
  • Treasurer
    • Accurately track financial records (work with Student Programs to do so), update club members on available funding, manage fundraising efforts
  • Events Coordinator
    • Implement event ideas of club, complete forms with Student Programs (to reserve space, order supplies, etc.)

More information about officer responsibilities is available in the Clubs Canvas Course.

In order for a club to receive funding and support, they need remain an active club. To be considered active, the club officers must:

  • Submit annual renewing form (available on Canvas) during the first quarter they will be active that year
  • Have at least one student officer attend club training once a year

Clubs can request funding through the Event and Professional Development Funds.

Club officers and members should meet regularly during the quarter to plan club activities, set goals, and engage in the purpose of the club. Club advisors can reserve space for meetings.

Clubs can hold events, fundraisers, and travel as an official organization of LWTech. In order to receive funding, support, and liability coverage for an event or activity, clubs must register the event by submitting the appropriate forms.

All forms are available in Canvas. The steps for gaining approval for events are:

  1. Submit an Event Registration Form
  2. If purchasing materials or food, submit a Purchase Request Form
  3. If fundraising, submit a Fundraiser Authorization Request Form
  4. If needing marketing support, submit a Marketing Request Form
  5. If traveling submit a Travel Request Form

All forms must be completed at least 30 days before the date of the event, purchase, or travel. All forms will be reviewed by Student Programs and then submitted to the appropriate campus departments to fulfill the requests.

Understanding Funding

Club funding is provided through the Services and Activities fees, paid for by enrolled students through tuition. Clubs may apply for funding through the Associated Student Government to sponsor or create activities for their members. These activities might include hosting a speaker, celebrating the end of the quarter, creating an activity for the student body, or traveling for service learning, volunteering, or professional development. 

Depending on the type of spending, all clubs have an account to hold funds. This account is specific to the club, and held in trust by LWTech. Clubs may not open a bank account.
Yes. LWTech has a process for clubs to raise funds. Fundraising is done to make extra money for a club's activity. However, any fundraising by the club must have a purpose. A club must designate raised money for a specific purpose, and spend it on that purpose. Student Programs will assist all clubs with fundraising, after they complete an event registration form.
The short answer is no. Clubs may not host a fundraiser to give away money to individuals or organizations. This is against state policy.
Any funds raised by the club is held in a LWTech account. Therefore, the funding becomes state authorized funds. Any state rules related to spending or fundraising club money are applied to these dollars.
When a club is approved for spending funds, after approval through the application process, the club will work with Student Programs to complete all purchasing requirements. 
Yes. A club may purchase supplies or materials to give away to its members or the general student body. However, in order to give away a supply or material, a participant must do something in order to get the supply or material. For example, if a club wants to order squeeze balls for stress relief, the club will hold an activity and talk about stress management with the larger student body. Another example is buying t-shirts. A club may buy t-shirts for its members. The college and club is asking its members to 'participate' in the activity of advertising the club and college.
Yes. A club may purchase food for an event that is held at a specific time and place. A club may not purchase food to give away to individuals without an event (which could include a meeting) being sponsored.

Event Management

Holding an event or sponsoring an activity means having a great idea for your members to get engaged with an activity. Ask your club members what activity would focus on your group's mission or purpose.
Complete an event registration form, for any activity you want to hold; regardless of whether or not your group has funding. 
Work with Student Programs' Club program to purchase supplies. All and any purchases must be approved before purchased by a club officer, advisor, or member buy completing the purchasing request form.
Let the college community know about your event. Complete a marketing form and Student Programs will assist you with designing and marketing your event or activity.
Student Programs will work with you to help build, create, and implement your event. We will post your event to the college calendar, put up your posters, help you book a college location.
After your event is completed, complete an event evaluation form. Let us know more about your event, including how your members enjoyed the experience or letting us know what you learned.