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ASWC Recognition Duties & Responsibilities

Maintaining ASWC Recognition 

In order to maintain ASWC recognized status Clubs and Organizations should:

1.  Uphold and abide the ASWC Constitution and By-laws.

2.  Uphold and abide the groups Constitution, By-laws, and/or guidelines. 

3.  Hold annual elections for officers.

4.  Submit the Recognition Update Form (RUF) at the beginning of each semester.

  • Each semester every ASWC recognized club or organization is responsible for completing a Recognition Update Form. This form will be sent to the club contact listed in our records during the first week of each semester. If your organization does not receive a form, please contact the ASWC and/or Student Activities Office as soon as possible. Clubs that fail to submit a valid Recognition Update Form will lose their recognition, funding and all associated benefits.
Should any of the information provided on your organization’s Recognition Update Form has changed, we ask you to please contact the ASWC Secretary or Student Activities Office, to update current information. Please note that the information from the recognition update form is used the update the Online Club Directory .
5.  Have a representative attend ALL House of Club Representative meeting scheduled by ASWC.
  • Every recognized club or organization must send a representative to all meetings of the House of Clubs. In these meetings, the members deal with club related issues such as financing and hiring many of ASWC's Programming and Activity Directors.

The House meets only a few times each semester to conduct its required business. Generally these meetings are held in Joint Session with the Senate. Clubs and Organizations are required to attend every meeting in order to maintain club recognition and funding. Contact the ASWC Secretary with questions or concerns.

 6.  Attend required Finance & General Information training.

  • Every recognized club or organization must send a representative to attend Club Finance & General Information Training. This meeting takes place at the beginning of each semester on numerous dates so that all clubs/organizations are able to send a representative. Though, Club Budget Officers are required to attend this meeting to maintain club recognition and funding, all club officers are encouraged to attend. 

Clubs and Organizations will be contacted by the ASWC Finance Chair and/or ASWC Secretary , with available training dates. 

 7.  Have all informational brochures, publications, advertisements, cards and posters released by an ASWC-funded organization, telling of an ASWC-funded activity or event must bear notification of ASWC sponsorship.

8.  Make available all information describing groups activities and events. This includes meetings, gatherings, events, and activities associated with the group.

9.  Annually update group Constitution and guidelines. 

10. Abide by Whitman College policies and procedures for activities/events. These are provided by the Student Activities Office. 

 

Loss of ASWC Recognition

ASWC By-laws, ARTICLE V- Section 3

A.     A group shall lose ASWC recognition automatically if:

  1. the group’s representative to the House of Club Representatives misses a meeting of that body as described in Article II, Section Three of these By-laws.
  2. the group fails to file a valid Recognition Update Form within the first two weeks of  a semester.

 B.    The Senate may vote to revoke a group’s recognition if it believes that the group’s practices or mission violate the rules and principles stipulated in these By-laws and Constitution.

  1. Should any member of ASWC believe this to be the case, a complaint shall be filed with the Oversight Committee who shall investigate the matter and present its findings to the Senate.
  2. Should the Oversight Committee recommend that a group be de-recognized, the Senate may vote to renounce recognition by a two-thirds (2/3) vote following a seven-day waiting period.
  3. An investigation by the Oversight Committee shall be subject to the rules a defined in Article IV, Section Four of these By-laws.

 C.    Should a group lose recognition:

  1. All funds from the group’s account shall be transferred to the Non-Emergency Contingency Fund.
  2. A group may apply for recognition again through the new group recognition process as defined above in Section One the following semester.     
  3. A group that is re-recognized will not receive the new club provisional budget, but may request that their budget allocation be restored from the Contingency Fund.