Campus Life Club Leader Resources

Official Westmont student clubs agree to a certain set of standards and criteria that govern their club’s organization, activities, and conduct.  Any club that does not meet any of the following requirements may lose their club status and forfeit any remaining budgeted dollars.

1. To function fully within the bounds of the Community Life Statement and in a manner that is supportive, and reflective, of the mission and purpose of Westmont College.
2. To avoid undue liability or risk elements for the students or the college.
3. To adhere to the standards of the Community Life Statement and Student Handbook in all activities, meetings, or excursions, whether on or off-campus.
4. To meet for official club purposes at least once each month.
5. To avoid any action that could be considered hazing, harassment or an initiation ritual, and have read and understand the student handbook entry outlining Westmont's policy on hazing and abuse.
6. To communicate with the WAC Clubs Coordinator concerning dates of proposed activities no less than ten (10) days prior to the event in order to prevent scheduling conflicts.
7. To submit an event proposal form for club events with 50+ people, that extend beyond the scope of the club's membership, or that invite non-Westmont speakers/organizations.  Clubs within their first year of charter are not eligible to plan all-campus events.
8. To advertise club activities and meetings in accordance with the guidelines stated in the "Posting Policy."
9. Attend the Fall and Spring Club Officer meetings
10. To participate in the Fall Community Picnic and Spring Cupcakes and Clubs events as a way to advertise, build a membership list, and promote campus and community development.
11. To keep website up-to-date with current officers, members, and meeting times

Chartered vs. Recognized Club Status:
Updated Dec. 2018

There are two levels of club recognition at Westmont College.  Clubs have the ability to apply to be a recognized or chartered club.  Those seeking to become a recognized club will not need to submit a budget request, or be present during the annual budgeting meetings. Recognized clubs are prohibited from hosting all-student events, and may not distribute materials on campus.  Club events will be limited to those that are official club members.

All clubs entering their first year of recognition from the College will automatically be considered a recognized club for their first two semesters of existence. If the club is approved during the December club application process, the club leadership can apply for chartered status the following December approval process.

Privileges granted to officially recognized Westmont clubs:

• Official recognition by Westmont College

• Ability to reserve campus facilities for club meetings and activities

• May post meetings and events on the Student Life calendar

• A table at the Fall Community Picnic and Spring Cupcakes and Clubs events

• Yearly budget of $100

Privileges granted to officially chartered Westmont clubs:

• Official recognition by Westmont College

• Ability to reserve campus facilities for club meetings and activities

• Ability to submit an event request for events which include one (or more) of the following:

  • Inviting guests outside of club membership

  • Inviting a non-Westmont speaker

  • Events that expect to have 50 or more guests

• Opportunity to request a budget

• May send campus wide emails through WAC (according to the club email policy)

• May post meetings and events on the Student Life calendar

• Permission to post and distribute materials on campus in accordance with College posting policy

• Use of campus publications and designated websites for advertising

• A table at the Fall Community Picnic and Spring Cupcakes and Clubs events

Updated December 2018

Once approved through the club chartering process, chartered clubs are able to request funding from the Westmont Activities Council (WAC).  Recognized clubs will be given $100 for the year, and will not be eligible for roll-over funding.

Please note for recognized club status:

• Clubs will be approved a maximum of $100 for the year
• Clubs are not eligible to plan all-campus events
• Failure to adhere to any of the following may jeopardize the club's ability to receive any requested funding or to have future additional funding requests approved
• Failure to abide by club expectations and requirements may cause the club status to be terminated and all club funds to be frozen

REQUESTING A BUDGET

Budgets are requested as part of the club chartering process. Clubs must proactively think through their planned expenditures for the year ahead.  This process only applies to clubs desiring to be chartered clubs.

The club must complete a budget request as part of the club application. (Incomplete budget sections will be interpreted as the club not requesting funding) Once club’s applications have been approved, the WAC Clubs Coordinator will convene the WAC Budget Committee to review the budget requests from the approved clubs. Each club must meet with the Budget Committee in order to receive more information regarding the request. (Clubs not represented at the Budget Committee will not receive funding) The Budget Committee with communicate the approved budget to the club.

PROCEDURES

• It is the responsibility of the club to research and present as detailed requested budget for the following year as possible
• In conjunction with the WAC Clubs Coordinator, detailed records must be kept of all items purchased or rented for club activities.
• It is the responsibility of the club to keep an accurate inventory of the club's belongings. WAC will not be responsible for missing inventory.
• All items that belong to the club must remain on campus during the summer months.

>REIMBURSEMENTS

• When a club has spent money, turn in receipts to the WAC Clubs Coordinator within ten (10) calendar days after the conclusion of the event/activity. Receipts can be submitted electronically to clubs@westmont.edu or hard copies delivered to the WAC Office in the KSC.
• Once a club has reached their allotted budget for the year the club will not be reimbursed any additional funds.
• It is the responsibility of the club to track their spending so it is in line with their original request
• Clubs will not be reimbursed for any expenses that were misused or improperly documented.
• Clubs will only be reimbursed for expenses as outlined in Funding Guidelines
• If club leaders don't wish to spend their own money on club expenses, they can alternatively
  • Request a check. This requires an invoice from the vendor and a minimum of seven days to process. Make sure to work with the Clubs Coordinator far enough in advance. (College checks only printed once a week.)
  • Arrange to put expenses on a college credit card. Coordinate with the Clubs Coordinator or Assistant Director of Campus Life to ensure this will work for your situation.

FUNDING GUIDELINES

• Funds will not be granted for any events/activities that are not in line with Westmont's Community Life Statement
• Funds will not be granted to cover items that require storage (unless the club has dedicated, non-dorm-room storage space)

Events/Activities Off Campus

• Travel and food expenses are typically not covered
• Overnight stays are typically covered up to $25/night/club member

Uniforms

• Requests for new uniforms will only be considered every three (3) years.
• Uniforms cannot be personalized
• Uniforms belong to the College and must be kept on campus during the summer months
• It is the club's responsibility to care for and keep track of uniforms

Clothing Requests

• Clubs may request up to half (1/2) the cost of clothing items that are intended to stay with the individual (e.g. t-shirts, etc.).
• Club members must pay for the portion not covered by WAC
• Only one clothing request per club per year will be considered

FUNDING CONSIDERATIONS

While not an exhaustive list, the following are some considerations when looking at funding proposals. In no particular order:

• Funds will not be granted to cover individual member dues
• Funds will not be given directly to charity
• All clubs are required to be represented at the following events/meetings: Fall Club Officer Meeting, Community Picnic, Spring Club Officer Meeting, Cupcakes and Clubs. Failure to be represented at any of these will result in automatic forfeiture of club status and any remaining budgeted dollars.
• Scope of membership (i.e. is the club open to all students, only open to particular students, etc.)
• Factor of student needs and wants
• Fundraising efforts (keep in mind that all fundraising needs to be pre-approved)
• Activity on campus
• Updated web presence
• Funding level in past years
• Length of club on campus

IMPORTANT INFORMATION

Some more helpful information:

• After receiving funding, each club will be given a unique line item.
• You can track your budget and expenses through the club management portal
• You can request additional funds for unexpected opportunities by filling out a WCSA Funding Proposal.  Talk to the WAC Clubs Coordinator about this process.

Chartered for 3+ Years

• Clubs that have been chartered for at least three (3) consecutive years are eligible for their account balances to roll over to the next year.
• Rollover account balances cannot exceed $2000. Anything above this will be transferred to the general account.
• If a club goes unchartered for two (2) consecutive semesters, any remaining balance is transferred to the clubs general account.

Chartered for < 3 Years

• Clubs that have been chartered for less than three (3) consecutive years will lose any remaining balance. The remaining balance will be transferred to the clubs general account

December Budgeting

• There is a window each fall where students may request a club charter for the Spring semester. The budget process works the same way as the spring process.  In addition to newly chartered clubs requesting a budget, if there are additional funds in the clubs general account then all clubs may request additional funds through the December budgeting process. This will be communicated by the WAC Clubs Coordinator.

Clubs General Account

• The maximum limit for the clubs general account is $4000. When it exceeds this amount, funds are transferred back to WCSA.

Additional Funding Requests

• All club funding requests must go through WAC. Clubs are not able to request directly through WCSA.
• In the rare situations where clubs need additional funding, they should speak with the Clubs Coordinator. If the Clubs Coordinator believes the situation warrants an exception to the funding policy, s/he will bring the request to WAC. WAC will then decide whether or not to bring the proposal to WCSA.

FUNDRAISING

• Clubs are not pre-approved to fundraise. If a club desires to do any fundraising, they must speak with the Assistant Director of Campus Life who will work with the Club and College Advancement in order to receive fundraising approval.
• Clubs found to be fundraising without College approval may lose their charter and/or access to their budget.

EVENT PROPOSALS

• Please note that proposed club events that involve more than 50 students, go beyond the scope of club membership, or invite in a non-Westmont speaker/organization must submit an event proposal form.
• Failure to follow the event proposal procedure could result in the loss of the club charter and/or freezing of the club budget.
• Recognized Clubs are NOT permitted to host all-student events, host events that go beyond the scope of club membership, or invite a non-Westmont speaker/organization.

>In order to successfully plan an event for your club on the Westmont campus, many details need to be considered. If proposed club events involve more than 50 students, go beyond the scope of your club members, or invite in a non-Westmont speaker/organization, officers must submit an event proposal form available on the Campus Life Office website.  When approved, clubs should follow up with the Clubs Coordinator to finalize event logistics.  These event planning guidelines are in place to help clubs plan the best events possible and to ensure that they receive the support they need.

Room Reservations

• To request rooms, club officers can make a request through the WAC Clubs Coordinator. The Clubs Coordinator will check the availability of rooms through the campus scheduling system and finalize reservations if rooms are available. To discuss venue options please contact the WAC Clubs Coordinator.
• Please note: room reservations must go through the WAC Clubs Coordinator. Attempts to reserve rooms on your own will be denied by the Scheduling Department.

Equipment Reservations

• Equipment reservations (e.g. microphones, projectors, speakers) can be made at http://www.westmont.edu/_offices/emo/index.html. Depending on your event, there could be a charge for the equipment, so be sure to make budget provisions accordingly. For the account number, contact the WAC Clubs Coordinator.

Amplified Sound

• Amplified sound is a sensitive issue on the Westmont campus and any event proposals requesting amplified sound must be reviewed and approved by the Assistant Director of Campus Life and Westmont’s Property Coordinator.

Contracted Services/Payment

• Students are not authorized to sign contracts. Any event requiring payment to an individual for services rendered or requiring a signed contract must be approved by the WAC Clubs Coordinator and the Assistant Director of Campus Life prior to being sent through Westmont’s Contract approval process. This can take multiple weeks, so be sure to give yourself plenty of time.

Risk Management

• Any event with risk of any kind will need to be approved by Westmont’s Risk Manager.

Fundraising

• Events intended for fundraising purposes or featuring fundraising as an element of the event, must be approved by the WAC Clubs Coordinator and the Assistant Director of Campus Life. If tax-deductible receipts are expected in response to the fundraising efforts of the event, the proposal will need approval by the Office of College Advancement.
• Events that involve solicitation of donations from either private individuals or businesses will also require the approval of the Office of College Advancement.
• Clubs are NOT PERMITTED to fund raise without written approval through the Office of College Advancement. Any club fundraising plans must be pre-approved by WAC and the Assistant Director of Campus Life. Once pre-approved clubs may submit applications to fundraise through the Office of College Advancement. These applications are reviewed at the beginning of each semester.

Transportation

• Anyone driving on college business as an official campus club must apply and be approved as a college driver. In order to request approval, please login to your student profile at the following link:https://secure.westmont.edu/cgi-bin/WebObjects/studentProfile.woa/wa/ and complete the driver info.
• Because club transportation is typically not a funded expense through WAC, clubs are not permitted to reserve vehicles through the college. Students are encouraged to use dial-a-ride or to have club members drive to club events.

Photographing and Filming on Campus

• As a private campus Westmont College reserves the right to approve any photography and filming that takes place on campus for commercial use or other public distribution, including posting on the Internet. Anyone seeking to photograph or film on campus for commercial use or seeking to publicly distribute filming or photographing of campus events must obtain permission from the Westmont College Communications Office.
• The following guidelines must be observed for personal photographing and filming on campus:
  • Recording of Club Sponsored events is prohibited.  Exceptions can be made by the College Communications Office if club is co-sponsoring with an official Westmont College Department.
  • Do not film or photograph students, faculty, staff, and visitors without their knowledge or consent.
  • Avoid disruption of classes or other college functions.
  • Respect the privacy of campus residences.

Tips

Planning a campus event takes more time than most students suspect. It is always best to start early.

• 8 Weeks Out:
  • Tentatively choose 3-5 dates to propose for the event.
  • Create a preliminary budget.
  • Complete a Club Event Proposal Form
• 6 Weeks Out:
  • Ask the Clubs Coordinator to reserve the room/facility if on campus.
  • Contact the Clubs Coordinator to add the event to the Student Life Events & Programs Calendar.
  • Determine needs for tables, chairs, multimedia, catering, campus vehicles.
  • Schedule meetings through your advisor and WAC for any required approvals. You will need approval if any of the following apply to your event:
    • if using amplified sound
    • if a contract is necessary
    • if risk is involved
    • if fundraising
    • if more than 50 people are anticipated to attend
    • if using a BBQ pit
    • if posting flyers or posters on campus
• 3 Weeks Out:
  • Begin advertising. To advertise your event on the Student Life Facebook page, email Alex Cameron
  • Receive confirmation of room/facility reservations.
  • Continue planning alongside your sponsor.

***NOTE: Programs proposed less than 3 weeks out will not be approved. ***

All officially recognized athletic club officers will be scheduled to have a supplemental meeting with any or all of the following: Athletics, Risk Management, Campus Life to discuss field and venue reservations, insurance issues, liability waivers, competition, and other related concerns in the first part of the fall semester.

All athletic field and facility reservations must be pre-approved by the athletics department. Send your room requests to clubs@westmont.edu so the WAC Clubs Coordinator can inquire about your particular request.

Recognized clubs are approved to advertise the times, dates and location of their club meetings.  Please contact the Clubs Coordinator (clubs@westmont.edu) to post on the Student Life Calendar, Student Life Facebook page, or WAC Instagram page.

Chartered clubs are encouraged to advertise club events through the following means:

• Notify clubs administrator of your event; they will post large scale events to the Student Life Events calendar which will appear on the current students page
• Create a Facebook event 
• Advertise your event in the DC by submitting your information through Campus Life
• Hang flyers around campus (Posters must be approved prior to hanging by the Campus Life Office)
• Chapel slides (Must request permission through Campus Pastor’s Administrative Asst. Colleen Atkinson)
• Campus emails (Please note: emails must be sent through the WAC Clubs coordinator. Emails not sent through the Clubs Coordinator will be automatically rejected. Additionally, all-staff and all-faculty emails are fairly restricted, so make sure to work with the Clubs Coordinator.)
• Residence hall bathroom readers (e-mail RD's)
• Add in the Horizon
• Set up a table in the DC with a sign and give handouts for your event
• Class specific e-mails for more targeted messages (first year, second year, etc)
• Tell the most gregarious and outgoing student you know (it's a small campus; word travels quickly)

Please note: if a club is interested in sending an all-staff or all-faculty email, they must do so through the WAC Clubs coordinator. Emails not sent through the Clubs Coordinator will be automatically rejected.

Westmont Posting Policy:
The following guidelines must be adhered to by all groups wishing to post materials on campus. 
All advertising materials must bear the “Westmont College Approved Until” stamp. This stamp can be obtained from either the Campus Life or Student Life Office. The person requesting the stamp must sign a copy of the “Westmont Posting Policy,” signifying acceptance of its terms. Materials that are posted without the approval stamp will be removed immediately and the sponsoring group may face restricted promotional privileges for future events and/or a financial penalty.

Signs and posters must be taken down by the date indicated on the “Westmont College Approved Until” stamp. It is the responsibility of the sponsoring organization to remove all promotional material once the approved time span lapses. Failure to do so may result in restricted promotional privileges for future events and/or a financial penalty.

Posters and fliers can be adhered to appropriate surfaces (dorm and KSC bulletin boards, kiosk by the DC, and Armington walkway) with sticky tac, blue painter’s tape, scotch tape, or masking tape. NEVER use duct tape or clear packing tape, or tape of any kind on a glass surface. If any property damage occurs as a result of posting, the responsible individual or group may be charged a fine.

Promotional materials may not block exits or doorways. Promotional materials may not be affixed to trees or other plant life. Materials that advocate or encourage conduct that is contrary to the Community Life Statement will not be approved.

1. No external organization may start a chapter of a club on campus. All clubs connected to external organizations must be initiated and managed by current undergraduate students.
2. All decision-making power of any club affiliated with an external organization must lie with the student officers, not with the external affiliate.
3. Club officers must submit a copy of the affiliated group’s bylaws, constitution, charters, or founding documents along with their club application.
4. College administration has the right to deny a club’s affiliation with an external organization should the organization fail to reflect the College’s mission or Community Life Statement, not follow Westmont club policies, or present liability concerns.