September 23rd and 24th the AS will host the annual Red Square Fall Information Fair, an event that introduces incoming or returning students to the resources, programs and activities on campus and in the community. This is a great opportunity to inform students about your club or organization. Please make sure your incoming club leadership receives this form. It is due Friday, June 7th. Please read the form and instructions carefully as there are changes to improve the fair. 
 

Before submitting this form, please read the AS Activities Council Guidelines. Immediately after submitting, setup a meeting with Kasey Koenig, Club Support Specialist at as.clubsupport@wwu.edu, to review your submission and discuss the Council's funding process.  Requests will not move forward until this meeting has occurred.

Submit your request and complete your review meeting by any Wednesday at 5 pm to be on the Activities Council agenda for the following Monday.

You will be notified by email of the time and location of the Activities Council Meeting
 

Be sure to adhere to the required timelines for submission.

Submissions are due:
- Any Wednesday by 5pm in order to make it onto the upcoming Monday's Activities Council Agenda.
- General event/activity = at least 3 weeks before event
- Event/activity including a paid performer/presenter = at least 4 weeks before event
- Travel = at least 4 weeks before, unless involving airlines, then 5 weeks before

Meeting Process:
- Requests for less than $75 may be approved with an executive decision by the VP of Activities, without attending an Activities Council meeting.
- Requests for more than $75 but less than $200 will go through a one meeting process. You will describe your event/expense and the council Council will vote during the same meeting.
- Funding requests over $200 will go through a two meeting process. A club representative will introduce your proposal at the first meeting and return the following week for the Council's final vote.

The assigned Budget Authority (treasurer role) for each AS Club that has an active financial account must complete this form in order to be authorized as the club's official Budget Authority and to access the club's funds.

If you will need to pay an individual or entity for the performance of a service (e.g. speaking engagement, musical performance, training, or other service), you will need an official university contract to be drafted and signed by that party well in advance of your event.  Having the contract COMPLETED TWO WEEKS PRIOR to event is preferred.

Use this form to initiate the drafting of your contract.  It will ask for all the info necessary to create the contract.  Work with your student activities advisor to learn more about handling the contracting process correctly.  

The Club PROs are a group of volunteers whose purpose is to complete projects and develop resources as assigned and reviewed by the Club Coordinator. These projects include, but not limited to, peer-club mentoring program, club orientations, club resources, publicity and marketing, social events/event programming, Orgsync improvements, the Club Hub physical space, and workshops for club leaders. This is an unpaid position with an average time commitment of 3 hours per week.
 

Email me at as.clubs@wwu.edu with questions or for more information.

Expectations:

• Attendance at a weekly meeting is mandatory unless cleared by the Club Coordinator. This time will be used for brainstorming and checking in. These meetings will be an hour or less.
• Club PROs are required to record their hours and what projects they were working on every week through Orgsync on their time sheet. Interns should not let more than a week pass without recording hours.
• Club PROs do not have a required amount of hours to complete. However, their involvement will be periodically reviewed by the Club Coordinator to see if the Club Hub continues to be a good fit for the time they can commit.
• PROs are expected to show initiative and thoroughness in completing projects and assignments. When an PRO agrees to take on a project, the project will be completed in a timely manner.
• Club PROs will be good representatives of the AS Club Activities Office. PROs will be polite, friendly, and helpful when speaking to customers (club members, officers, employees, and staff).
 • PROs report to the AS Club Coordinator with questions, suggestions, and ideas. The Club Coordinator is responsible for overseeing and approving projects and assignments.
• The program will be assessed at the end of every quarter and interns will decide if they would like to continue for another quarter